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HomeMy WebLinkAbout2013-02-26 CDRB Packet AGENDA CITY OF MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD Tuesday, February 26,2013 6:00 P.M. Council Chambers - Maplewood City Hall 1830 County Road BEast 1. Call to Order 2. Roll Call a. Reading of Oath for New Appointees (Mr. Burger and Mr. Kempe) 3. Approval of Agenda 4. Approval of Minutes: a. November 27, 2012 5. Unfinished Business: 6. Design Review: a. Arkwright-Sunrise Area Street Improvements, City Project 12-09, Project Update and Preliminary Design Concept 7. Visitor Presentations: 8. Board Presentations: 9. Staff Presentations: a. Election of Officers b. Community Design Review Board Orientation c. 2012 Community Design Review Board Annual Report 10. Adjourn MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 1830 COUNTY ROAD BEAST, MAPLEWOOD, MINNESOTA TUESDAY, NOVEMBER 27,2012 1. CALL TO ORDER Chairperson Ledvina called the meeting to order at 6:00 p.m. 2. ROLL CALL Boardmember, Jason Lamers Chairperson, Matt Ledvina Boardmember, Ananth Shankar Present Present Present Staff Present: Michael Martin, Planner 3. APPROVAL OF AGENDA Boardmember Lamers moved to approve the aqenda as submitted. Seconded by Boardmember Shankar. Ayes - All The motion passed. 4. APPROVAL OF MINUTES Chairperson Ledvina moved toapprdve the September 25.2012. CDRB minutes as submitted. Seconded by Boardmember Shankar. Ayes - Chairperson Ledvina, Boardmember Shankar Abstention - Boardmember Lamers The motion passed. 5. UNFINISHED BUSINESS a. Men's Wearhouse, Maplewood Mall Comprehensive sign Plan, 3001 White Bear Avenue i. Planner, Michael Martin gave the report and answered questions of the board. ii. Rob Bradley, Director of Real Estate for Men's Wearhouse addressed the board. Boardmember Lamers moved to approve the 24-inch letter two line copv plan attached in the staff report for a comprehensive siqn plan amendment to allow an exterior wall siqn for Men's Wearhouse at the Maplewood Mall. 3001 White Bear Avenue with the followinq conditions: (additions are underlined). 1. Bottom line of sign shall be located as close to the fire alarm on the exterior wall as possible. 2. Any future sign requests shall be reviewed by the community design review board. November 27,2012 Community Design Review Board Meeting Minutes 1 3. 24-inch letter, double line siqn, to be executed as depicted in the applicant's submittal included in the staff report. 4. In the future. additional siqns shall be limited to stores with direct. exterior access doors. Seconded by Boardmember Shankar. Ayes - All The motion passed. This item goes to the city council on December 10, 2012. 6. DESIGN REVIEW a. Kennard East and West Professional Buildings, Comprehensive Sign Plan, 3100 Kennard Avenue and 1725 Legacy Parkway i. Planner, Michael Martin gave the report and answered questions of the board. ii. Alex Young, MSP Commercial, addressed the board on the signs for the buildings. Chairperson Ledvina moved to approve the comprehensive siqn plan as shown in the applicant's submitted plans date-stamped November 13. 2012'>Staffmav approve chanqes to this siqn plan as lonq as thev complv with citv code requirements. (additiOns are underlined) 1. No tenant signage shall be permitted on the south side of the building located at 1725 Legacy Parkway. 2. Color of the cabinet panels shall match the color used on the buildinq and the brick base of all monument siqnaqe shall match the brick used on the buildinqs. Seconded by Boardmember Lamers. Ayes - All Boardmember Shankar madef~ fri~pdly amendment that the color of the cabinet panels shall match the color used on the btJil(jihg and the brick base of all monument signage shall match the brick used on the buildings. The motion passed. b. Buffalo Wild Wings, Design Review, 3085 White Bear Avenue i. Planner, Michael Martin gave the report and answered questions of the board. ii. Jeff Walden, RSP Architects, representing Buffalo Wild Wings, 3085 White Bear Avenue addressed and answered questions of the board. Boardmember Lamers moved to approve design plans for Buffalo Wild Wings to revise its exterior facades, build a new building entrance, build a new takeout entrance and expand its outdoor patio at its location at 3085 White Bear Avenue. Approval is subject to the following conditions: 1. Repeat this review in two years if the city has not issued a building permit for the approved work. November 27,2012 Community Design Review Board Meeting Minutes 2 2. Applicant shall maintain previously approved landscape plan, in addition the applicant shall be required to: 1) Replace any trees displaced by the expanded patio, location of new trees to be approved by staff. 2) Replace any damaged or killed foundation plantings due to the exterior building work. 3. Revised building elevations showing the following: 1) A 6-foot-high fence around the proposed, expanded outdoor patio, similar in style and materials as the existing fence. 4. Submit a cash escrow or an irrevocable letter of credit prior to receiving a building permit for all required exterior improvements. The amount shall be 150 percent of the cost of the work. 5. All signs must meet the conditions of the approved comprehensive sign plan for this site, which has the following requirements: 1) One freestanding sign, 25 feet in height andlPQsquare feet in area. Freestanding sign height must be measured from building grgpe totqp of the sign, not ground grade to top of sign. All freestanding signs must have gdecorativel;!gse constructed of quality building materials to match the corresponding bQi!diI]9S. 2) Three wall signs per building, only one per elevation. Size of the wall sign is limited to 20 percent of the gross wall area on which the sign is attached. Wall signs are not permitted on a canopy. 6. Complete the following before occupying the buildings: 1) Install all required exterior improvements. 2) Screen all roof-mounted~quipment visible from streets. 7. If any required work is not done, the city may allow temporary occupancy if: 1) The city determines that the work is not essential to the public health, safety or welfare. 2) The above-required letter of credit or cash escrow is held by the City of Maplewood for all required exterior improvements. The owner or contractor shall complete any unfinished exterior improvements by June 1 if occupancy of the building is in the fall or winter, or within six weeks of occupancy of the building if occupancy is in the spring or summer. 8. All work shall follow the approved plans. The city council may approve major changes to the plans. The Director of Community Development may approve minor changes to the plans. Seconded by Chairperson Ledvina. Ayes - All The motion passed. This item goes to the city council on December 10, 2012. November 27,2012 Community Design Review Board Meeting Minutes 3 7. VISITOR PRESENTATIONS None 8. BOARD PRESENTATIONS Chairperson Ledvina and Board Shankar provided updates on recent city council meetings they had attended. 9. STAFF PRESENTATIONS a. Living Streets Policy i. City Engineer, Deputy Public Works Director, Michael Thompson gave the presentation and answered questions of the board. The board had very positive comments regarding the Living Streets Policy and congratulated staff on a great job on the project. b. Reinforced-turf Parking for Multiple-Family i. Planner, Michael Martin gave the report questions of the board. Chairperson Ledvina Take no action on amending the parking multi-family developments. reinforced-turf parking surfaces for Seconded by Boardmember Ayes - All The motion passed. c. Resolution of Ahmed Chairperson Ledvina moved to approve the resolution of appreciation for Jawaid Ahmed. Seconded by Boardmember Lamers. Ayes - All The motion passed. d. Resolution of Appreciation for Matt Wise Chairperson Ledvina moved to approve the resolution of appreciation for Matt Wise. Seconded by Boardmember Lamers. Ayes - All The motion passed. 10. ADJOURNMENT The meeting was adjourned by Chairperson Ledvina at 7:20 p.m. November 27,2012 Community Design Review Board Meeting Minutes 4 AGENDA REPORT TO: FROM: DATE: Community Design Review Board Steven Love, Assistant City Engineer Jon Jarosch, Staff Engineer Arkwright-Sunrise Area Street Improvements, City Project 12-09, Project Update and Preliminary Design Concept February 19, 2013 SUBJECT: Introduction The Maplewood Public Works Department received authorization from the City Council to proceed with the preparation of a feasibility study for the Arkwright-Sunrise Area Street Improvements, City Project 12-09. This report provides the board an update on the project and Staff is seeking input from the Community Design Review Board on the preliminary design concept. Background The Arkwright-Sunrise Area streets, which make up the main area of the reconstruction project, are generally located east of McMenemy Street, north of County Road B, west of Edgerton Street, and south of Highway 36 (see attached drawing). These streets are listed in the approved 2013 - 2017 Maplewood Capital Improvement Plan (CI P) as a proposed project for the 2013 construction season (however it has since been delayed to 2014 construction as a result of balancing bonding needs amongst other city projects). The feasibility study is currently being prepared by the City of Maplewood's Engineering staff. The general nature of the proposed improvements for the Arkwright-Sunrise neighborhood includes the reconstruction of the streets with new concrete curb and gutter, replacement of the pavement and supporting base materials, installing a new storm water management system (i.e. storm drains, piping, and rain gardens), sanitary sewer upgrades, replacement of existing water main, and proposed sidewalks on certain streets. The streets are proposed to be reconstructed based on concepts from the newly adopted Living Streets Policy. The existing streets range from 24-feet to 30-feet wide. As part of the feasibility study process staff is looking into a possible pavement rehabilitation project for Eldridge Avenue and Burr Street North. These streets have continued to deteriorate over the years and lie just east of Desoto Street and south of County Road B East (see attached drawing). Eldridge Avenue and Burr Street are paved residential streets with curb and gutter. Additionally, staff is exploring the feasibility of constructing a sidewalk/trail along County Road BEast from Interstate 35E to Edgerton Street and Edgerton Street from County Road B to Highway 36. These segments are County Roads and are identified in the City's 2030 Comprehensive Plan for trail and sidewalk improvements. The 2030 Comprehensive Plan identifies these sections as major east/west and northlsouth routes for pedestrian and bike traffic. This work is in line with a Living Streets approach for improving walkability and pedestrian movements; improving pedestrian and bicyclist safety. A neighborhood meeting was held on January 14, 2013 for the main reconstruction area. A number of concerns were raised by residents in the project area. These concerns, along with information on storm water quality requirements are listed below. . Drainage issues within the neighborhood o Residents discussed drainage issues in the neighborhood and specific problems at several of the neighborhood street intersections. . Sidewalk location o Residents were generally in favor of the proposed sidewalk along County Road B. o Residents were concerned with or against including sidewalks on all of the neighborhood streets. . Street lighting o Residents commented on the need to review the existing street lighting that serves the main area of the Arkwright-Sunrise project . Storm water volume reduction requirements o City is required to reduce volume of runoff by 1" over the impervious areas. o Federal requirement to reduce pollutants before reaching lakes and wetlands. . These requirements are generally met through the creation of rain water gardens, reduction of impervious areas, and underground treatment systems. A separate neighborhood meeting was held for Eldridge Avenue and Burr Street North. The main comments received from this neighborhood meeting were related to minor street drainage issues and the desire for the opportunity to incorporate rain gardens as part of the improvements to Eldridge Avenue and Burr Street North. Proposed Improvements Based on the feedback from the first neighborhood meeting City Staff has developed a revised layout (see attached layout). The revised layout includes sidewalks along several of the northlsouth streets. These sidewalks would connect the two neighborhoods with a proposed sidewalk along the south side of County Road B from Interstate 35E to Edgerton Street, and along Edgerton Street from County Road B to Highway 36 County Road B. The proposed streets are to be designed to standards recommended in the City's Living Streets Policy. The proposed streets will range from 24-feet to 28-feet wide. The streets with proposed sidewalk will be designed similar to the attached Local Street Option 1 diagram. These streets will be 24-feet wide with sidewalk on one side. The existing access to Edgerton Street from Sunrise Drive is proposed to be closed to improve the intersection safety and reduce the amount of cut-through traffic from Edgerton Street to County Road B. The benefits from the living streets concept include the following: . Improved storm water quality I reduction of storm water quantity . Improved pedestrian and bicycle safety . Slow existing traffic speeds . Enhancement of the urban forest The revised design includes the use of rain gardens to improve the storm water quality and reduce the amount of storm water runoff. Additionally, staff is planning on planting boulevard trees to enhance the urban forest. The attached street cross-section images represent the concept of the revised design. Streets in the neighborhood will generally be 28-feet with parking limited to one side. Rain gardens and boulevard trees will be placed within the public right-of-way. For streets with proposed sidewalk a boulevard area will separate the 4-5 foot wide sidewalk from the 24 foot wide streets. This will allow for the construction of rain gardens and trees in the boulevard area. City staff will coordinate with residents on the species of trees placed in their boulevards and on rain garden planting options throughout the design and construction process. Schedule The following is an outline schedule for the proposed project: . February 19, 2013 - Meeting with Residents Along County Road B (Proposed Sidewalk) . February 20, 2013 - Parks and Recreation Commission Meeting . February 21, 2013 - Second Neighborhood Meeting (Revised Layout) . February 21, 2013 - Environmental and Natural Resources Commission Meeting . February 26, 2013 - Community Design Review Board . March 5, 2013 - Planning Commission . April 2013 - Accept Feasibility Report . May 2013 - Public Hearing . Winter of 2013 - Assessment Hearing I Award of Contract . May - September 2014 - Construction RECOMMENDATION Staff is requesting the Community Design Review Board provide input on the proposed Arkwright- Sunrise Area Street Improvement Project. Attachments: 1. Project Location Map 2. Street Layout Concept Drawings [3~~ @ VIKING DRIVE @ f- LARK AVENUE w f- w w f- [)) w a: w w f- f- 0:: 0:: rJ) f- W W (j) ROAD f- w >- LAURIE (f) 0:: ~ @ :;; f- 0:::" w (f) f- Z I f--' 0 a: <( w (9 f- a: :;; (f) W 0 => u a: 0.:: (f) CO [)) :;; OS a: w 0.:: -< 0 a: ...J I u CO U N TY ROAD B f-- f-- [)) f-- [)) [)) 0:::" D- O:::" G D- ELDRIDG AVE. ~ - rn [)) [)) z BELMONT I @ c - <( [)) 0 LN. f-- [)) ~ - ~ SKILLMAN I [)) ::2 [)) f- AVE. (J1 f- f- >- Z f-- z :r:: l w 0 f-- [)) 0 CJ 0:::" ~ [)) - f-- :2 0::: <( 0 D- w 5 ~ <( w [)) ~ [[J CJ D- o l U D- C) ~ W 0::: rn ! 0 ::r:: <C D- Z MT VERNON AVE. w ~ <( Edgerton & 0 0 TOENJES! Rose/own Pork S 0 ~ <( [)) PL Pork ROSELAWN AVE. In \ \ & \ \ Ii PROPOSED STREET IMPROVEMENT NO SCALE Arkwright/Sunrise Area Streets G Project Location Map City Project 12-09 P:\WORKS\ENG\LIB\STREETS\Auto(AD Files\dwg\C!P SITE BORDER.~wg, 7/25/2012 9:15:06 AI\'I Concrete Curb and Gutter Boulevard Trees Rainwater Gardens Right-of-Way [ '., ." .~u~~t,~~ t, J 26 ROADWAY WIDTH l'J 1 25 5' 105 8 8 WALK BOULEVARD BOULEVARD 60' TYPICAL RIGHT-OF-WAY Note. 24' roadway width may be considered in appropriate context Concrete Curb "and Gutter Boulevard Trees Ri9ht-Of-WaY~/ -Lt. T 8' BOULEVARD 28' - 30' ROADWAY WIDTH 50' TYPICAL RIGHT-OF-WAY Note: Sidewalk required if street abuts or is in vacinity of a school or park I~; : II rI "' ~ "I i'llJ" III II I I rlQ ~~f-,- I 0 ~ I ~! II ,'" ;~ ~ I ", '" ;g '" 10 - I ~ F / ~ ;lJ ~ ~ ~ o '" z ~ ~ ~ ~ ^:::! = l1 :: ( I::: I.~ '. ~" ,,/ "~'''" cc I......., I . 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DISCUSSION The Commission Handbook states officers should be elected at the first regular meeting in December. However, the CDRB did not meeting in December, so the commission will need to nominate and elect officers at its first meeting in February. Staff is recommending the CDRB elect a chairperson and vice-chairperson to serve in 2013. On February 26, 2013, nominations will again be taken for officers to serve through 2013. The handbook has a section which deals with the role of the chairperson and vice chairperson. Below is the excerpt from the handbook: Role of the Chairperson and Vice Chairperson Commissions generally appoint the chair and vice chair at set times of the year Although the appointment is usually for a year, the chair and vice chair serve at the pleasure of the commission. The willingness and ability of an individual to serve as the chair or vice chair should be taken into consideration Commissions should try to give all commissioners an opportunity to serve as chair. The responsibility of service as chair or vice chair does take extra time. Responsibilities of the Chair . Preside at all official meetings of the board, commission, or committee. . Consult with the staff liaison in drafting the meeting agenda. . Attend City Council meetings, in person or through another commissioner as designee, as needed to represent the commission, board, or committee with the approval of the commission, board, or committee. . Sign correspondence from the commission with the approval of the City Council. The effective chairperson also, during meetings: . Solicits opinions and positions from reticent commission members. . Protects new thoughts from being rejected prior to fair evaluation . Discourages blame-orientated statements. . Keeps the discussion focused on the issue. . Builds trust by even handedness and fairness to all the participants. Responsibilities ofthe Vice Chair . Substitute for the Chair as needed. The section is silent on the procedure for election of the chairperson and vice chairperson. CDRB members should voice nominations for chair and vice chair, and the body will then vote for the positions. If only one nomination emerges for each position, a motion can be made to formally appoint that person to the post. If there is more than one nomination, the CDRB should vote publicly to decide which candidate will be appointed. RECOMMENDATION Consider nominations and elect a chairperson and vice chairperson for 2013. MEMORANDUM TO: FROM: SUBJECT: DATE: Community Design Review Board Members Michael Martin, AICP, Planner CDRB New Membership Orientation February 20, 2013 On February 11, 2013, the city council appointed two new Community Design Review Board (CDRB) members - Leo Burger and Bill Kempe. The two new members replace Matt Wise and Jawaid Ahmed, both of whom resigned in 2012. The terms of the two new members expire April 30, 2015. Attached find new CDRB membership orientation materials. This information is intended to outline the objectives, review process, responsibilities, and scope of authority of the CDRB. The information will be helpful in assisting Mr. Burger and Mr. Kempe with their new responsibilities as well as serve as an update to existing members. The community development and parks department would like to congratulate Mr. Burger and Mr. Kempe on their recent appointments and welcome them as the newest members of the CDRB. Attachment CDRB Orientation Material COMMUNITY DESIGN REVIEW BOARD NEW MEMBER ORIENTATION Date Revised: February 20, 2013 INTRODUCTION This orientation outlines the objectives, review process, responsibilities, and scope of authority of the community design review board (CDRB). It is intended to assist new CDRB members and to update existing members. ORIENTATION Origination of the CDRB and Committee PurposelObjective The CDRB was established by the city council in 1972 to "encourage the orderly and harmonious growth of the city." The objective of the board is to "provide for the orderly and harmonious appearance of structure and property, maintain the public health, safety and welfare, maintain property values and encourage the physical development of the city as intended by the comprehensive plan." Attached is a copy of the CDRB ordinance that explains in detail the CDRB's purposelobjective. Approval Authority and Appeals CDRB Actions The CDRB has the authority to approve commercial and multi-family development proposals when there are no zoning or land use issues (i.e., comprehensive land use changes, rezoning, conditional use permits, right-of-way vacations, etc.). Zoning and land use issues are reviewed by the planning commission who forward a recommendation to the city council. Development reviews take into account issues like building aesthetics (including design and materials), grading and drainage, landscaping, parking lot layouts, lighting, and traffic flow (on and off site). The CDRB also reviews sign plans for commercial buildings with five or more tenants and new signs proposed with a development in the city's recently adopted (2004) mixed-use zoning district. Attached is a copy of the comprehensive sign plan and the mixed-use zoning district ordinances. Appeals of CDRB Decisions Anyone can appeal a CDRB decision. An appellant has 15 days from the CDRB action to lodge an appeal. The city council reviews all appeals. Staff Approvals of Minor Construction Projects The code allows staff to approve minor construction projects. Minor construction projects include any exterior construction under $20,000 in value when the exterior improvement is proposed to buildings the CDRB did not originally review. Exterior improvements to buildings that the CDRB previously approved can be reviewed by staff if the project is less than $200,000 in value and similar in design to the existing building. Attached is a copy of the resolution authorizing the dollar amount for minor construction projects. Exterior improvements over this 1 dollar amount must go through the CDRB review process. When staff approves a minor construction project, a copy of the report is forwarded to the CDRB and the city council for review. If a member of the CDRB or city council person has questions or concerns with the project or staff's decision, they should contact staff to discuss them. Only a city council person, CDRB member, or an applicant may appeal staff's decision on a minor construction project. An appeal must be received within 15-days of the date the minor construction project was forwarded to the city council and CDRB. These reviews are also called 15-day reviews in regard to this time limit. An appeal to a minor construction project is reviewed by the CDRB. Agenda Packets City staff will prepare a CDRB agenda packet the week before the scheduled meeting. The packets contain an agenda, staff reports and plans for each item to be reviewed. We mail or deliver the packets to the CDRB member's homes so they receive them the Friday before the meeting. Plans Please return any large plans submitted with the packet to staff after the meeting. These plans are used again for the city council packets. Also, applicants may request that their extra plans be returned to them. CDRB Member Responsibility Each board member should review the staff reports and visit the properties in question to form an opinion of the project and become familiar with the proposal before the meeting. Meetings Meeting Dates: The 4th Tuesdays of each month. Starting Time: 6 p.m. Meeting Location: City council chambers at Maplewood City Hall, 1830 E. County Road B Quorum: Three members must be present to vote and take action on a proposal. Cancellationsl Rescheduling: Staff will inform the CDRB of meeting cancellations. Meetings are canceled when we cannot get a quorum or if there are no new proposals to review. Officers: December of each year the CDRB elects a chair and vice chair to run the CDRB meetings. The 2012 chair was Matt Ledvina and the vice chair was Matt Wise. The CDRB will elect new officers at its meeting on February 26, 2013. City Council Meetings: A CDRB member is asked to represent the board at each city council meeting that a CDRB item will be presented. 2 CommissionerlBoard Member Handbook In July 2009 the city council adopted a new boardlcommission handbook attached for your review. This policy dictates the way CDRB members are appointed and reappointed, rules for dismissal, how meetings are to be run, the role of board members, etc. Rules of Procedure Attached are the complete Rules of Procedure for the CDRB. Design Requirements Attached is a handout titled Standard Site Design Requirements that is given to developers who are developing in most commercial and multi-family zoning districts. Most of these items are ordinance requirements. This handout deals with items like setback, parking, and landscaping requirements for most commercial and multi-family zoning districts. In addition, attached find three ordinances that the CDRB will consult during the review of projects dealing with landscaping and screening, additional design standards, and the city's newly adopted (2004) mixed-use zoning district. Zoning/Comprehensive Plan Maps The city is divided into 18 zoning districts, which dictates the use of land within the city. The city is also guided by a comprehensive plan with 11 land use designations. The comprehensive plan helps guide future land uses in the city by planning for future physical, social, and economic development. The city's zoning code and comprehensive plan can be found on the City of Maplewood's website. CDRB Annual Report According to the CDRB ordinance, the CDRB annually reports the board's actions and activities to the city council for the previous year. The 2012 annual report will be discussed and recommended by the CDRB on February 26, 2013, with approval by the city council to follow. Community Development and Parks Staff The community development department consists of a community development director, a building official, two planners (senior planner and planner), three full-time building inspectors (assistant building official and two inspectors), one environmental planner, one health officer, and three clerical staff (two full-time and one part-time). Following are telephone numbers and e-mails for staff members you may need to contact: Charles Ahl, Community Development and Parks Director (651) 249-2000 chuck.a hl@!ci,maplewood.mn.us Tom Ekstrand, Senior Planner (651) 249-2302 3 lom .ekstrand@lci.maplewood.mn.us Michael Martin, AICP, Planner (651) 249-2303 michael.martin@lci.maplewood.mn.us TammyYoung, Administrative Assistant (651) 249-2301 lam my. younQ@lci.maplewood.mn,us Cablecast of CDRB Meetings The City of Maplewood cablecasts CDRB meetings. The meetings are aired on the Government Television Network, Channel 16. City Website The City of Maplewood has a website located at www.ci.maplewood.mn.us. The website is a good source of information for the public as well as CDRB members. I n addition to current city news and information, the website contains the city code of ordinances, information on upcoming CDRB meetings (including CDRB packets), and CDRB meeting minutes. SUMMARY The community development and parks department would like to welcome you as a new member of the CDRB. We look forward to working with you on helping to maintain a high quality of life for the citizens of Maplewood by ensuring quality design of buildings and developments. P\cdrb\orientation Attachments: 1. CDRB Ordinance 2. Comprehensive Sign Plan Ordinance 3. Minor Construction Project Resolution 4. Commissioner Handbook 5. CDRB Rules of Procedure 6. Standard Site Design Requirements 7. Landscaping and Screening/Additional Design Standards 8. Mixed-Use Zoning District 4 Attachment 1 ADMINISTRATION ~ 2-283 DMSION 5. COMMUNITY DESIGN REVIEW BOARD Sec. 2-281. Established; objectives. The city council does hereby establish a community design review board in order to: (1) Encourage the orderly and harmonious growth of the city. (2) Provide for the orderly and harmonious appearance of structures and property within the city. (3) Maintain the puhlic health, safety and general welfare. (4) Maintain property and improvement values throughout the city. (5) Encourage the physical development of the city as intended by the city comprehensive municipal plan. (Code 1982, ~ 25-61) Sec. 2-282. Purposes of division. It is the purpose of this division to: (1) Recognize the interdependence ofland values and aesthetics and provide a method by which the city may implement this interdependence to its benefit. (2) Encourage the development of private and public property in harmony with the desired character of the city and in conformance with the guidelines provided in this division with due regard to the public and private interests involved. (3) Foster attainment of those sections of the city's comprehensive municipal plan which specilically rafer to the preservation and enhancement of the particular character and unique assets of this city and its harmonious development, through encouraging private and public interests to assist in the implementation process. (4) Ensure that the public benefits derived from the expenditure of public funds for improvement and beautification of. streets, public structures and spaces shall be protected by the exercise of reasonable controls over the character and design of buildings and open spaces to include street landscaping, median strips, parks, etc. (Code 1982, ~ 25-62) Sec. 2-283. Membership. (a) 'rhe community design review board shall consist of five members. The city council shall appoint all members of the board. Each appointment shall be for a two-year term. (b) Council-appointed members shall be as follows: (1) Two architects shall be appointed, if available to serve. (2) Two members shall be from. a related design or construction field, i.e., landscape architects, interior designers, planners, civil engineers, contractors, appraisers, real- tors, etc. CD2:19 COMMUNITY DESIGN REVIEW BOARD ORDINANCE ~ 2-283 MAPLEWOOD CODE (3) All of the members appointed pursuant to subsection (b)(l) or (2) of this section shall, if applicable, be registered and licensed to practice in the state. (4) At least two members of the community design review board shall be citizen laypersons. (c) All members shall be able to read. and interpret architectural drawings and to judge the effect of a proposed building, structure or sign upon the surrounding community. (d) The director of community development shall serve as secretary of the board and shall have no voting status. (Code 1982, ~ 25-63) Sec. 2.284. Officers; quorum; changes to rules of procedure. (a) Chairperson, uice-chairperson. At every second meeting in January, the community design review board shall elect a chairperson and vice. chairperson. (b) Quorum. At least three members of the board must be present at the meeting to constitute a quorum. (c) Changes to rules of procedure. Any changes to the rules of procedure shall be snbmitted to the city council for approval. (Code 1982. ~ 25-64) Sec. 2-285. Approval of plans. (a) The city shall not issue a building permit for minor construction plans unless the director of community development approves the plans. The director shall also review plans for single dwerur;g,., where required by this Code. The city council shall define minor construction by dollar valuations set by resolution. Before approving the plans, the director must determine that the plans meet all city ordinances and policies, including the design standards in section 2-290(b). The director may send any minor construction plan to the community design review board. The director shall send a copy of all approved plans to the city council. For setback changes, the director shall also send a written notice and plan to the adj acent property owners. This notice shall advise the owners of their right to appeal the director's decisions. (b) Only a city councilmember, community design review board member or an applicant may appeal the director's decision about a minor construction project. Only a city councilmember, an applicant or an adjacent property owner may appeal the director's decision about a single dwelling. ,The director shall send an appeal about a single dwelling to the city council. The director shall notil'y the applicant and the adjacent property owners of the meeting. The affected parties may waive their right to an appeai by informing the director of community development. An appeal must be received by the director of community development within 15 days after the director sends a copy of the approved plan to the city council. The director shall send an appeal of a minor construction project to the community design review board. The board's decision shall be final, unless someone appeals it to the city council within 15 days after the board's decision. CD2:20 ADMINISTRATION S 2-287 (c) The city shall not issue a building permit for a major construction project unless the community design review board approves the plans. Major construction includes projects not defined as minor construction, but does not include single dwellings. The board's decision shall be final, unless someone appeals it to the city council within 15 days after the board's decision. However, no person shall revise a plan that the city council originally approved without its approval, (d) This section shall not apply to interior construction, repair, maintenance, underground tanks, administrative variances or the same-style replacement of building parts, such as a new roof, door or windows. See article VI of chapter 44 for administmtive variance procedures. (Code 1982, S 25.65) Sec. 2-286. Duties and responsibilities generally. The duties and responsibilities of the community design review board shall be to: (1) Review all bnilding plans, except proposals excluded from review under section 2-285. The board shall review sign applications as required in article III of chapter 44. (2) Approve, modify, deny or table any matter it reviews. The board, however, shall not review interior designs_ (3) Hold regularly scheduled meetings and advise an applicant of the date, time and place when the board will review the applicant's application. The staff shall notify the property owners within 350 feet of the applicant's site of the meeting, unless the city counoj! will hold a hearing on the applicant's project. (4) Make a decision based on a staff report, the findings required by this Code and the applicant's presentation. (5) Prepare a report to the city council by January 31 of each year outlining the board's actions and activities during the preceding year. The report may include recommended changes, including but not limited to ordinances and/or procedures. (Code 1982, S 25-66) Sec. 2-287. Determination of similar exterior design and appearance of homes on smaller lots. (a) The director of community development shall have the power to determine whether or not single-family dwellings on lots containing between 7,500 square feet and 9,999 square feet in R-2 zone lots are similar in exterior design and appearance. Appeals of the director's decision shall be made to the community design review board. (b) Dwellings on lots with less than 10,000 square feet in R-2 zones, having a similar exterior design and appearance, shall be located at least- 500 feet from each other. CD2:21 ~ 2-287 MAPLEWOOD CODE (c) Dwellings shall be considered similar in exterior design and appearance if they have one or more of the following characteristics: (1) The same basic dimensions and floor plans are used without substantial differentia- tion of one or more exterior elevations. (2) The same basic dimensions and floor plans are used without substantial change in orientation of the houses on the lots. (3) The appearance and arrangement of the windows and other openings in the front elevation, including the appearance and arrangement of the parch or garage, are not substantially different from adjoining dwellings. (4) The type and kind of materials used in the front elevation are substantially the same in design and appearance as adjoining dwellings. (Code 1982, {i 25-67) Sec. 2-288. Applications for review; required documents and information. All persons required to submit building or remodeling plans under this division shall submit a community design review board application form and the following written materials, as applicable to the specific project and in sufficient quantities as determined by the board, to the community design review board: (1) A design development plan of the entire project showing the fallowing: a. A dimensioned site plan. b. A roof plan of all buildings. c. The locations of all existing trees and structures on the project site, d. The locations and dimensions of all streets, alleys and highways, bath adjacent to and within the project site area. e. The locations of all off-street parking and loading facilities and areas. f. The locations of points of entry and exit for all vehicular and internal circulation patterns. g. The locations of all walls and fences. h. The locations of all exterior lighting standards. A detailed photometric plan shall be submitted as required by the outdoor lighting requirements in section 44-20. i. The grading and slopes, where these affect the relationship of the buildings on the project site and surrounding buildings adjacent to the project. (2) Dimensioned architectural drawings which show the following: a. An entire plan drawn to scale. b. Elevations, including all sides of the proposed project buildings or structures, including materials and colors. CD2:22 ADMINISTRATION ~ 2-290 c. Perspectives, models or other suitable graphic materials, at the option of the board. (3) Preliminary landscape plans designating all areas to be landscaped, with an indication of both types of materials and their elevations. (4) Site photographs, at the option ofthe board. (Code 1982, ~ 25-68; Ord. No. 826, ~ 3, 4-8-2002) See, 2-289. Staff duties. The community development department staff shall process and review all community design review board applications and shall act as professional advisors to the board. Other staff members of the city may provide advice to the board, depending upon the complexity of the subject and the need for specific expertise. (Code 1982, ~ 25-69) Sec. 2-290. Review of application; required findings for recommended approval. (a) The community design review board shall review the written materials submitted with the application under section 2-288 with respect to the following aspects of the proposal: (1) General site utilization. (2) General architectural considerations, including a review of the following: a. The height, bulk and area of all buildings on the site. b. The colors and materials to be used. c. The physical and architectural relationship of the proposed structure with existing and proposed structures in the area. d. The site, layout, orientation and location of all buildings and structures and their relationship with open areas and the topography. e. Height, materials, colors and variations in boundary walls, fences or screen plantings, f. Appropriateness of sign design, where provided by article III of chapter 44, and exterior lighting. (3) General landscaping considerations. (4) Graphics to be used. (b) To recommend approval of an application, the board shall make the following findings: (1) The design and location of the proposed development and its relationship to neighbor- ing, existing or proposed developments and traffic is such that it will not impair the desirability of investment or occupation in the neighborhood; it will not unreasonably interfere with the use and enjoyment of neighboring, existing or proposed develop- ments; and it will not create traffic hazards or congestion. CD2:23 * 2-290 MAPLEWOOD CODE (2) The design and location of the proposed development is in keeping with the character of the surrounding neighborhood and is not detrimental to the harmonious, orderly and attractive development contemplated by this division and the city comprehensive municipal plan. (3) The design and location of the proposed development would provide a desirable environment for its occupants, as well as for its neighbors, and it is aesthetically of good composition, materials, textures and colors. (c) The board, in its recommended actions for approval, may: (1) Recommend any conditions that it deems reasonable to its action of approval. (2) Recommend that the applicant, as a condition, provide guarantees that the conditions of approval will be complied with. (Code 1982, S 25-70) See, 2-291. Recommendations for establishment of. special community design re- view areas. The community design review board may. from time to time at its discretion,. recommend to the planning commission that certain special community design review areas, and that specific criteria to be considered in reviewing applications for development within such areas, be e~tablished_ The planning commission shall review such recommendations and shall recom~ mend approval, modification or denial of the applications to the city council. The city council shall take the final action on all such recommendations and may designate such areas by resolution. (Code 1982, S 25-71) " Sec. 2-292. Criteria for final inspections and issuance of occupancy permits for developments. No final inspection shall be made or occupancy permit shall be granted as to any development reviewed by the community design review board pursuant to this division, uniess the completed work complies with the plans approved and the conditions required by the city council pursuant to this division. (Code 1982, S 25-72) Sees. 2-293-2-345. Reserved, ARTICLE V. FINANCE* DNlSlON 1. GENERALLY Secs. 2-346-2-370. Reserved. .Cross reference-Any ordinance appropriating funds, levying or imposing taxes or relating to an annual budget saved from repeal, * 1-19(a)(3). CD2:24 ATTACHMENT 2 See. 44-736. Comprehensive sign plsns and appeals. A comprehensive sign plan shall be provided for business premises whieh occupy the entire frontage in one or more block fronts or for the whole of a shopping center or similar development having five or more tenants in the project. Such a plan, which shall include the location, size, height, color, lighting and orientation of all signs, shall be submitted for preliminary plan approval by the city; provided that, if such comprehensive plan is presented, exceptions to the sign schedule regulations of this article may be permitted if the sign areas and densities for the plan as a whole are in conformity with the intent of this article and if such exception results in an improved relationship between the various parts of the plan. Compreheneive sign plans shall be reviewed by the community design review board. The applicant, staff and city council may appeal the community design review board's decision. An appeal shall be presented within 15 days of the review board's decision to be considered. (Code 1982, ~ 36-231) COMPREHENSIVE SIGN PLAN ORDINANCE ATTACHMENT 3 RESOLUTION INCREASING DOLLAR LIMITS OF MINOR BUILDING PROJECTS WHEREAS, Section 25-65(a) of the Maplewood Code of Ordinances requires that the city council define minor building projects by dollar limits; WHEREAS, construction costs have increased enough to warrant that the city council increase the previous dollar limits of $15,000 and $150,000; NOW, THEREFORE, eE IT RESOLVED, that a minor building project is any exterior construction under $20,00aln value, except additions to buildings that the community design review board previousf\;t approved. In this case, a minor construction project must be less than $200,000 in value and similar in design to the existing building. Adopted rZ.. -7-7 ,1999. MINOR BUILDING PROJECTS RESOLUTION CITY OF MAPLEWOOD COMMISSION HANDBOOK Attachment 4 Attachment 4 Table of Contents RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAPLEWOOD ADOPTING A COMMISSION HANDBOOK AND AMENDING THE COMMISSION POLICY GUIDELINES........................3 Chapter 1: Introduction & Overview..................................................4 Purpose of Maplewood Commission Handbook..........4 Orientation of New Members .......................................4 The Function of City Commissions ..............................4 Putting Boards, Commissions, and Committees Into Context..................................................................... .5 City Council............................................................5 Boards, Commissions, Committees ........................5 Oath of Office ...............................................................5 Boards and Commissions and Membership Requirements............................................................ .6 Planning Commission.............................................6 Parks Commission..................................................6 Environmental and Natural Resources Commission........................................................... .6 Housing and Redevelopment Authority ..................6 Community Design Review Board .........................6 Historical Preservation Commission .......................7 Police Civil Service Commission........................... 7 Business & Economic Development Commission. .7 Maplewood Economic Development Authority..... 7 Other Committees and Task Forces ........................7 Description of City Departments and Divisions........... 7 City Manager..........................................................7 Citizen Services/City Clerk ....................................8 City Attorneys.........................................................8 Human Resources...................................................8 Information Technology .........................................8 Finance.................................................................. .8 Fire ..........................................................................8 Community Development and Parks ......................8 Police..................................................................... .9 Public Works..........................................................9 History of the City of Maplewood ................................9 Chapter 2: The Advisory Role...........................................................ll Role of the Chairperson and Vice Chairperson.... .... ...11 Responsibilities ofIndividual Members......................12 Staff Liaison Responsibilities..................................... .12 Relationship With City Council...................................12 Council Relationship With Advisory Bodies...............13 Term of Office.............................................................13 Signing Commission Documents/Communications... .13 Chapter 3: Commission Meetings......................................................14 Agenda....................................................................... .14 Placing Items on the Agenda ................................14 Minutes...................................................................... .14 Correction to Minutes ...........................................14 Special Meetings ........................................................14 Televised Meetings .....................................................14 Joint Meetings with the City Council .........................15 Subcommittees.......................................................... .15 Chapter 4: Parliamentary Procedure................................................16 Quorum....................................................................... .16 Voting Procedure........................................................ .16 Motions....................................................................... .16 Legal Issues................................................................ .17 The Open Meeting Law........................................ .17 Conflict of Interest................................................ .18 Other Legal Issues.................................................18 Frequently-Asked Legal Questions........................19 Chapter 5: Helpful Advice.................................................................20 Criteria for Effectiveness.............................................20 Special Tips for New Commissioners.........................20 Working with City StafL...........................................20 Dealing with the Media...............................................21 Chapter 6: Commission Policy Guidelines........................................22 Recruitment Policy......................................................22 Appointments............................................................. .22 Role of Commissions................................................. .22 Appointment of Chair and Vice Chair.........................22 Responsibilities of Commission Members..................22 Quorum....................................................................... .23 Qualifications............................................................. .23 Decorum and Order.....................................................23 Public Hearings......................................................... ..23 Special Meetings........................................................ .24 Communication with the City Council........................24 City Council Relationship with City Commissions/Boards.............................................. .24 Communication with Other Agencies and Groups .....24 Role of the Staff Liaison .............................................24 Appendix..........................................................................25 Sample Agenda.......................................................... ..26 Sample Minutes...........................................................27 Rosenberg's Rules of Order........................................ .28 Text of the Open Meeting Law....................................36 Minnesota Open Meeting Law (House Research Information Brief) ...................................................48 Official Conflict of Interest (LMC Information Memo) .................................................................... .61 2 Attachment 4 RESOLUTION NO. 09-_, SERIES 2009 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAPLEWOOD ADOPTING A COMMISSION HANDBOOK AND AMENDING THE COMMISSION POLICY GUIDELINES WHEREAS, the City Council utilizes commissions to serve in an advisory capacity and provide in-depth review and consideration on subject matters within their jurisdictions; and WHEREAS, city commissions are appointed by the City Council and serve as legislative bodies for the city of Maplewood, which must be governed appropriately as befitting their public nature; and WHEREAS, the City Council amended the Commission Policy Guidelines on July 27, 2009; and WHEREAS, there was a need to update and provide current information; and WHEREAS, a Commission Handbook was written to provide general information, rules, policies, and state statutes for commission members. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Maplewood hereby adopts the Commission Handbook as its amended Commission Policy Guidelines. PASSED AND ADOPTED by the Maplewood City Council on this 27th day of July, 2009, by the following vote: Ayes: Mayor Diana Longrie, Councilmember Kathleen Juenemann, Councilmember John Nephew, Councilmember Will Rossbach Nays: Councilmember Erik Hjelle Absent: NONE /s/ Mayor ATTEST: /s/ City Clerk 3 Attachment 4 Chapter 1: Introduction & Overview Boards, commissions and committees (referred to collectively as "city commissions") have a critical role in the city of Maplewood. As a commissioner, you serve as a conduit for citizen input - a way of gathering, analyzing and recommending options to the City Council, which has the final responsibility for making policy decisions. City staff provides professional and technical expertise. Commissions provide another important avenue for determining the community's feelings about an issue. The individuals who serve on the city's commissions are among the most respected and appreciated volunteers in the community. Purpose of Maplewood Commission Handbook Minnesota law gives city councils the power to create advisory commissions and appoint their members. 1 The City of Maplewood prepared this commission handbook to assist commissioners by outlining accepted practices and clarifying expectations. \Vhile attempting not to be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to guide commissioners in their actions. This commission handbook provides a summary of important aspects of commission activities. However, it cannot incorporate all material and information necessary for undertaking the business of commissions. Many other laws, plans and documents exist which bind the commissioners to certain courses of action and practices, most notably those requirements imposed by State statute on groups like the Planning Commission2 and the Police Civil Service Commission3, and the Maplewood City Code. As a policy and practical matter, wherever a conflict between the City's policies herein and the requirements under state law may be found, the State's position shall prevail. Orientation of New Members It is important that new members of commissions gain an understanding of the full range of services and programs provided by the city. Staff liaisons will provide new commission members with the opportunity to tour city facilities and provide background information on issues facing the commission. They will also make commission members aware of relevant training opportunities and provide basic skills training regarding meetings, policy, procedure, and duties. The Function of City Commissions Here is a brief summary of how city commissions serve the democratic process in the city of J\1aplewood: . Hold public meetings and use other means to determine what the community thinks about issues; . Recommend policies and procedures related to their respective fields to the City Council; . Serve as intennediary between the public, city staff and the City Council by providing infonnation, explanation, and support for different points ofview; . In specific instances, such as the Planning and Police Civil Service Commissions, make critical determinations pursuant to State Statute; . Make non-binding recommendations on issues, applications, and other policy matters as directed by the Maplewood City Councilor required by law. gives statutory cities the authority to create advisory boards in general, "as deemed necessary for the proper management and operation of city affairs." 2 3 4 Attachment 4 Putting Boards, Commissions, and Committees Into Context The city of Maplewood is a statutory "Optional Plan B,,4 city, incorporated in 1957. Maplewood uses a Council- Manager form of government The City Council serves as the legislative body, sets policies and procedures, and represents the citizens of Maplewood. The City Manager, who serves at the will of the City Council, carries out the Council's direction and is the chief administrative officer for the city. city Council The Maplewood City Council, the governing body of the city, is made up of four councilmembers and a mayor. These otlicials are chosen through non-partisan elections and serve "at large," representing the whole city. The City Council is accountable to the citizens it serves. City elections are held in odd-numbered years. Depending on the number of candidates who file, there may be a primary in September as well as the general election in November. Councilrnernbers and the mayor serve four-year terms. Two council members and the Mayor are elected in one election and two council rnem bers in the next election. The City Council formulates policy, approves programs, appropriates funds, and establishes local taxes and assessments. Decisions of the City Council are reached by a majority vote, unless a greater majority is required by law. The City Council enacts local laws (ordinances) and regulations for governing of the city. The local ordinances adopted by the City Council are compiled in the municipal code. Other City Council directives and policies are recorded in resolutions or council minutes. The Maplewood CIty CounCIl holds regular meetmgs on the second and fourth Monday of each month, at 6:30 p.m. in the Council Chambers at City Hall.s Copies of the agenda are available 72 hours before the meetings at the City Clerk's office, plus various other locations and on the City's Website, City Council agendas may be em ailed to individuals by subscription. City Council and commission agendas with staff reports attached can also be viewed on the city web page. Boards, Commissions, Committees The City of Maplewood currently has seven active advisory groups categorized as boards and commissions (referred to collecl1vely as "CIty CommIssIons"). The CounCIl has also trom I1me to I1me appomted task forces and ad hoc committees for specific issues and determined lengths of time. Each has a specific focus and serves to make recommendations to the City Council on issues related to that specific field. Members of commissions are volunteers who are appointed by the City Council and serve at the pleasure of the City Council. Commissioners must be residents of the city of Maplewood. Council may, under very special circumstances and unless prohibited by State law or City ordinance, determine that a person living outside the Maplewood city limits may be appointed to a board or commission because that person's expertise would enhance a particular commission. City Council may also decide to appoint ex-officio members without voting privileges. A member of the commission should be knowledgeable and experienced in the areas of interest of the board/commission on which he/she wishes to serve. Membership should be based on willingness to be objective, open-minded, and to seek solutions and promote harmony in the community. In some cases membership selection is based on specific educational or professional criteria as called out by City Ordinance. The City Council reviews applications, conducts interviews for positions on the various Commissions, and ultimately selects the members. Oath of Office Pursuant to State Statute, S all elected or appomted ottic,"ls must swear an oath of ottice pnor to conducting or participating in any business of the commission or board. A signed copy of the oath is filed with the office of the City Clerk 6 4 Statutory cities are covered by of Minnesota Statutes. 5 See the current City of Maplewood Rules of Procedure for City COlmcil and COlmcil Meetings for additional information about cOlmcil meetings and policies. 6 5 Attachment 4 The Oath of Office is as follows: I, [name], do solemnly swear that I will support the Constitution of the United States and of the State of Mmnesota and faithfully dIscharge the duties of the ottice of [name of ottice] m the CIty of Maplewood, m the County of Ramsey and the State of Minnesota, to the best of my judgment and ability. So help me God. Boards and Commissions and Membership Requirements This list briefly describes each city commission. All commissions are subject to the state conflict of interest rules and must refrain from participating on matters in which the commissioner has an economic interest or other disqualifying interest, such as personal, familial relationships.7 Planning Commission The Planning Commission has nine members who serve three-year terms, and is the City of J\1aplewood's planning agency.8 Members are citizens and cannot be elected officials. Its duties are to prepare and recommend a comprehensive plan for the development of the city and to review zoning and land use matters like comprehensive plan amendments, rezoning requests, zoning variances, property subdivisions, right-of-way vacations, conditional use permits, and home occupation requests. Parks Commission The Maplewood Parks and Recreation Commission is a nine-member, volunteer advisory board consisting of Maplewood residents committed to promoting parks and recreation issues. Commission members serve three-year terms. The commission provides recommendations to the city council on all issues of park acquisition, development, open space, trails, and leisure programs. The Parks and Recreation Commission works closely with city staff to address the mission of the department, which is to provide a community environment for all citizens to participate in and enjoy cultural and recreational activities on an equitable basis. Environmental and Natural Resources Commission The Environmental & Natural Resources Commission consists of seven residents who serve three-year terms. The commission's purpose is to protect, preserve, and enhance the environment of the City of Maplewood. To accomplish this purpose, the commission engages in a variety of activities, from recommending ordinances to preserve and enhance the city's environmental assets, to developing educational programs, to developing and promoting the use of "sustainable practices" for city policies and procedures. Housing and Redevelopment Authority The Maplewood Housing and Redevelopment Authority (HRA)9 is a five-member advisory committee that reviews housing matters and policies for the city. Authority members serve five-year terms. Topics the HRA reviews for the city council include proposed housing related code changes or ordinance amendments, possible changes to the housing chapter of the Maplewood Comprehensive Plan, and senior or subsidized housing development proposals. Community Design Review Board The Maplewood Community Design Review Board (CDRB) has five members, each serving two-year terms. Two architects shall be appointed, if available to serve; two shall be from a related design or construction field; and at least two members shall be citizen laypersons. The CDRB reviews building design, site plans, and landscape for proposed mull1-fam!ly, commercial, and mdustnal development m Maplewood. The CDRB's goal!s to approve attractive developments in architectural design, the use of proper landscape materials, and a functional and attractive layout. 7 To learn more, refer to the League of Minnesota Cities' information memo, 8 9 Note that Maplewood's HRA is established as an advisory body, not an HRA as defined by I\.hnn. Stat. 9469.03. 6 Attachment 4 Historical Preservation Commission The Historic Preservation Commission (HPC) is a seven member Commission, created to help the city of Maplewood with its overall historic preservation goals. To that end, two members should be in a preservation- related field and one Commissioner should be a member of the Ramsey County Historical Society. Commission members serve three year tenns. The HPC's goals include supporting the protection of the City's heritage by preserving, protecting, conserving, and wisely using the significant historical, cultural, architectural, or archeological objects, structures, buildings, and sites in the City. The City encourages broad citizen participation in historic preservation activities and has worked on such projects as the Bruentrup Farm preservation project. The Historic Preservation Commission also works closely with the Maplewood Area Historical Society. Police Civil Service Commission The Police Civil Service Commission is a three-member group responsible for overseeing selection processes for sworn officers and acting as a hearing body for discipline and discharge issues for the Maplewood Police Department in accordance with of the J\1innesota State Statutes. The Commissioners are normally appointed to three-year terms by the City Council and volunteer their services as interested residents. The City has a full-time Human Resource Coordinator that serves as a staff liaison for the Commission. The Commission decides which of several types of tests to use for sworn positions, the weighting of the exam components, and the minimum qualifications. They also certify names to the City Manager from eligibility lists and review and approve background investigations for police officer candidates. The Police Civil Service Commission is not a civilian review board. They do not take complaints from the public nor do they review or conduct internal investigations. They do not direct or oversee police operations nor do they have input into the Police Department budget. They have no involvement in compensation or benefits for the officers. Business & Economic Development Commission The Maplewood Business & Economic Development Commission (BEDC) is an advisory commission to the Maplewood Area Economic Development Authority (EDA); the EDA itself consists of the five members of the City Council. The BEDC makes recommendations on economic development and redevelopment projects and issues to the EDA The BEDC will consist of7 members, 3 of which must be small business owners. Maplewood Economic Development Authority The Economic Development Authority, or EDA is a statutorily-authorized body organized under S 469.090 et sec. and is charged with carrying out economic and industrial development and re-development within the City and surrounding area. The Mayor and City Council make up the EDA and the City Manager serves as its Director. Other Committees and Task Forces There are city committees and task forces that are created by the Council from time to time to look at a specific issue. In addition, the city participates on boards, commissions, and committees that have been established by regional agencies or organizations to discuss issues involving the county, schools, local businesses, etc. For a list of City of Maplewood committee/agency memberships, contact the Description of City Departments and Divisions City Manager The City Manager is the chief executive officer and the head of the administrative branch of the city government. The City Manager implements policies and procedures initiated by the City Council, prepares and administers the municipal budget, advises the Council of future financial needs of the city, initiates and supervises business relationships, and directs the daily operations of city government. The City Manager is responsible for all city personnel, except the City Attorney. 7 Attachment 4 Citizen Services/City Clerk The City Clerk is an appointed position responsible for the recording, writing, and maintaining of the records of CIty CouncIl proceedmgs. The CIty Clerk conducts munIcIpal electlOns through coordmatlOn wIth Ramsey County Elections. Citizen Services is responsible for issuing and processing city business licenses and permits, and for a full motor vehicle processing division including a Federal Passport Acceptance Agency. The Citizen Services Director is responsible for the Marketing Division which serves to foster community awareness of city events and recreation programs through marketing avenues and creates a monthly city newsletter as a means of building a strong sense of community. Citizen Services Director is also responsible for operating and maintaining a variety of services and facilities related to recreation including the Maplewood Community Center, community gyms, and local beaches. The recreation division and the Community Center provide a variety of leisure time and activities and recreational programs year- round for all ages in the northeast metropolitan area and to Maplewood residents alike. City Attorneys The City Attorneys are appointed by the City Council. The City Attorneys advise the City Council and city officers (in their official capacity) in legal matters, attend all Council meetings as appropriate, and represent the city in legal actions and proceedings. The City Attorney and members of the City Attorney's office maintain an attorney-client relationship with the city, its officers, agents, and employees, so their official communications are protected as confidential pursuant to the attorney-client privilege. The City Attorney rarely attends commission meetings but may provide counsel to staff when legal issues arise on commission matters. Human Resources Human Resources is responsible for labor and employee relations, position profiles, recruitment and selection, classification and compensation, employee training, pay equity, personnel policies and employment law, contract negotiations and administration, employee benefits, worker's compensation, grievances and discipline, performance appraisal, safety, and oversight of payroll issues related to union agreements and personnel policies. Information Technology The pnmary goal of the IT department IS to proVIde the most effective technology servIces and support possIble to the City of Maplewood staff, City Council, commissions, boards and citizens. The IT department manages the City webslte, securIty systems, phone system, mobIle technologIes, televlsmg of CIty meetmgs, GIS, and all CIty applications and workstations. All of these systems nm over the City's network which the IT department also oversees. Finance The Finance Department supports all other departments by providing financial management, accounting and treasury services. There are three documents prepared by the Finance Department for the benefit of Maplewood citizens as well as other interested parties including the State Auditors Office and bond rating agencies: the ComprehenSIve Annual Fmanclal Report, the Budget, and the CapItal Improvement Plan. Fire Maplewood Fire is a combination paid-per-call and full-time department. There are 78 paid-per-call firefighters that respond from their homes to answer approximately 3,800 medical, fire, and rescue calls per year. There are five stations with an average of 15 firefighters per station. There are also 14 full-time firefighters. Administration of the Fire Department is located at Station Two, 1955 Clarence Street. Community Development and Parks The Community Development and Parks Department is comprised of five divisions: Planning, Building Inspections, Health, Environmental and Natural Resources, and Parks 8 Attachment 4 . The Planning Division champions the values of our community by guiding development and protecting the environment through studies and zoning controls. The City of Maplewood planning division is primarily responsible for the review and management of new developments, subdivisions, and redevelopment. The division also coordinates the preparation of the city's comprehensive plan. . The Building Inspection Division reviews plans, issues permits, and conducts inspections under the reqwrements and gwdelmes of the State Bwldmg Code. . The Environmental Health Officer is responsible for conducting inspections of the restaurants, lodging faclhties, and pubhc pools located wlthm the CIty of Maplewood. . The Environmental and Natural Resources Division works to protect the environmental features of Maplewood. This includes natural areas, trees, surface waters, waste, and the built environment. It also includes storrnwater management-related activities such as development plan review, construction site inspection, management of surface water and inspection, evaluation, and maintenance of outfalls and ponds. . The Parks Division strives to provide a community environment for all citizens to participate in and enjoy cultural and recreational activities on an equitable basis. The Community Development and Parks Department serves as primary staff to the Planning Commission, Community Design Review Board, Housing Redevelopment Authority, Historical Preservation Commission, Environmental and Natural Resources Commission, and Parks and Recreation Commission. Police The mission of the Maplewood Police Department is to work, in partnership with its citizens, to solve problems relating to crime and the fear of crime, with an emphasis on meeting community needs. These services are also provided to the City of Landfall on a contractual basis. The Department provides paramedic services in partnership with the Maplewood Fire Department. It has an authorized strength of 55 sworn officers and has a total of 62 full-time dedicated employees who are available to provide professional community-oriented police services 24 hours a day. Public Works The Pubhc Works Department provIdes coordmal1on of the servIces afforded by live groups: Engmeermg, Street. Utility, Park Maintenance, and VehicleIFleet Management. These divisions are responsible for the design, operation and maintenance of most city roadways, sanitary sewer systems, and storm water systems. History of the City of Maplewood The recorded history of Maplewood goes back about ISO years. Before settlers arrived, the land in Maplewood was inhabited by the Dakota Indians. The landscape was a mix of scrub oak and prairie, with many marshes and lakes. In 1850, a group of families ventured out from St. Paul along an old Indian trail which is now Hazelwood Street. They were the Bells, Caseys, Conlins, and Vincents. At today's County Road C they turned to the east and began to build their log cabins. The sound of their axes alerted the nearby Dakota who quickly surrounded the homesteaders. The Dakota asked them to leave and the newcomers quickly retraced their steps. The settlers made repeated attempts to claim the land they had bought for 2 dollars an acre. But again and again they were driven back Finally, in 1853, they found that the Ojibway had pushed the Dakota out of the area. The Ojibway just wanted to hunt on the land and they didn't mind the clearing of trees. At about this same time southern Maplewood was being settled as well. In 1852, Thomas Carver began farming to the west of Carver Lake. This area, the south leg of Maplewood, later became McLean township. Northern Maplewood was included in the township of New Canada when it was formed m 1858. The first organized transportation in this area was a stagecoach line that was along present-day Edgerton Street. This line began in 1856, and it cost 10 dollars for the trip from St. Paul to Duluth. This stagecoach line remained in service until the first railroad was built to Duluth in 1870. This was the Lake Superior and Mississippi Railroad and followed the [Bruce] Vento Trail. By the 1880s the line was owned by the St. Paul and Duluth Railroad. This owner would playa big part in Maplewood's development. In 1886, the Wisconsin Central Railroad built a line that intersected with the St. Paul and Duluth Railroad. A townsite was planned at the junction of these two railroads that 9 Attachment 4 was predicted to "rival St Paul." William and Mary Dawson platted out a town and decided to name the place "Gladstone" after William Gladstone, a popular British statesman of the time. Dawson planned to relocate his plow work business there and was able to entice the St Paul and Duluth Railroad to put its shops in Gladstone. For a time, the little village prospered. In the 1890s the town employed 1,000 workers. It had a post office, a hotel, at least two saloons, a brothel, and a population of about 150. Gladstone suffered a series of misfortunes that was its demise. First, a fire destroyed the plow works. Then the founder of the town, William Dawson, filed for bankruptcy. The last straw was when the railroad shut down the shops sometime around 1917. Gladstone became a ghost town with many people leaving or burning their houses for insurance. Trains still remained an everyday sight in Gladstone for many years after. The depot stayed in service through the 1950's but the railroad changed the name to Gloster in 1910 to avoid confusion with Gladstone, Michigan. The people who stayed behind were the farmers. Truck fanning was the main business in the areas adjacent to St Paul through much of the first half of this century. The fanners were the local government for many years. In 1878, a town hall was built for New Canada along the north shore of Lake Phalen and was moved to Gladstone in 1900. Annual meetings were a big event and the little bmldmg was packed WIth people. By the early 1950s the old bmldmg was nul down. The town deCIded to have Its meetmgs m a room m the back of the Gladstone FITe Bmldlng. After World War II, the housing boom began in New Canada Township. Veterans could receive discounts on new homes and developments began around Wakefield Lake. Residents wanted improved services like sewer, water, and better roads. These items were the subject of debate at the township meetings. In 1953, Little Canada broke away from the township and became a city. Many new people were hired to replace the empty spots on the town board. These were the people who set the wheels in motion for the City of Maplewood. Not only was the population of New Canada increasing, industry also had interest in the area. 3M was looking for expansion and bought a large chunk of land in the southern leg. This land was outside of the city limits of St Paul. Rumors began that St Paul wanted to annex the area where 3M was going to be. An otter was made to the New Canada Township to swap a connection to St. Paul's sewer and water to add the 3M land to the city limits. The township didn't like this idea and decided that the best action was to fonn a city on its own. On February 26, 1957 the vote was 5 to 1 m favor of becommg a VIllage. Waldo Luebben was the first mayor and many of the former New Canada Township board members became village officials. Ed O'Mara was one of the persons who suggested the name "Maplewood." Warren Berger went out to his backyard and traced a maple leaf and that became the village logo. Maplewood had a population of 14,200 people when it incorporated. For a few years, life in Maplewood was much like that of the fonner township. The village operated out of the same building attached to the Gladstone Fire Building. The township constables slowly evolved into the Maplewood Police Department Len Pepin became a constable in 1954, and was later Maplewood's first Chief of Police. Fire protection for the Village of Maplewood was by the Gladstone, Parkside, and East County Line Fire Departments. These organizations merged into the Maplewood Fire Department in 1997. In the late 50s and early 60s the city continued to use buildings in the old Gladstone site. The Police Department had a converted house and the engineering department was in an old barber shop and grocery store. According to legend, work on the new VIllage han was so slow, Bmldmg Inspector Oscar Londm grabbed a shovel and Said "I'll do it myself!" The two-story city hall was built on Frost Avenue in 1965. It only took 20 years to outgrow the new city hall and a new one was built in the woods off County Road B and White Bear Avenue. The Village of Maplewood was changed to the City of Maplewood by the 1970's and adopted the council manager form of government. The Maplewood Mall opened in the early 1970's and became the major center of retail business in Maplewood. In the late 1960s and 70s there was a Maplewood Fall Festival with parades and a Miss Maplewood pageant. The main event of the city became the 4th of July celebration held at Wakefield Park in the 1970s and 80s and at Hazelwood in the 1990s. The highlight of each event is the fireworks display. By 1990,30,954 people lived in Maplewood. The city was rapidly being developed, especially the southern leg. Open space became a concern. The home of the 3M Post-It Note became one of the first cities in J\1innesota to buy land and set it aside to remain undeveloped. 10 Attachment 4 Chapter 2: The Advisory Role Local governments create advisory groups for many different reasons. They are established to: 1. Fulfill local or state statutes 2. Implement a federal or state grant condition 3. Obtain advice on a specific subject 4. Build a community consensus for a project or program 5. Investigate an activity, problem, or event 6. Guide or regulate programs. Standing committees, commissions, ad hoc committees and task forces are formed for a specific purpose and dissolve after completing their mission. Advisory boards differ in their duties and responsibilities. Many are totally advisory to the elected body. Others are empowered to decide specific issues. Others, such as the Planning Commission, are an integral part of the government structure. If an organization is to function effectively, there must be clarity, understanding, and acceptance of the roles assigned to the elected body, commissions, and staff. Role of the Chairperson and Vice Chairperson Commissions generally appoint the chair and vice chair at set times of the year. Although the appointment is usually for a year, the chair and vice chair serve at the pleasure of the commission. The willingness and ability of an individual to serve as the chair or vice chair should be taken into consideration. Commissions should try to give all commissioners an opportunity to serve as chair. The responsibility of service as chair or vice chair does take extra time. Responsibilities of the Chair. . Preside at all official meetings of the board, commission, or committee. . Consult with the staff liaison in drafting the meeting agenda. . Attend City Council meetings, in person or through another commissioner as designee, as needed to represent the commission, board, or committee with the approval of the commission, board, or committee. . Sign correspondence from the commission with the approval of the City CounciL The effective chairperson also, during meetings: . Solicits opinions and positions from reticent commission members. . Protects new thoughts from being rejected prior to fair evaluation. . Discourages blame-orientated statements. . Keeps the discussion focused on the issue. . Builds trust by even handedness and fairness to all the participants. Responsibilities of the Vice Chair. . Substitute for the Chair as needed. 11 Attachment 4 Responsibilities of Individual Members Each member of the city of J\1aplewood board, commission, or committee agrees to the following responsibilities during his or her term of office: . Demonstrate respect, kindness, consideration, and courtesy to others. . Prepare in advance of meetings (e.g. read agenda packet carefully prior to the meeting) and be familiar with issues on the agenda. . Be respectful of other people's time. Stay focused and act efficiently during meetings. . Serve as a model of leadership and inspire public confidence in Maplewood government. . Act and speak with honesty and integrity. . Do not speak for the commission unless authorized by the action of the commission. . Do not speak for the city unless authorized to do so by action of the City CounciL . Encourage inclusiveness and the free flow of opinions and positions. Staff Liaison Responsibilities The City Manager or his/her designee serves as the staff liaison to city boards, commissions, and committees. The staff liaison attends all meetings of the commission, prepares the agenda, acts as technical advisor, and finalizes the minutes for approval by the group at its next meeting. Requests for information or support should be directed to the statl liaison, not directed to other city statl. Commissions do not have any supervisory authority over city employees. The responsibilities of city staff serving as liaisons include: . Provide background and context on a subject. . Alert the commissions of possible detrimental actions. . Offer professional expertise and recommendations about an issue. . Make commissions aware of relevant training opportunities through the League of J\1innesota Cities or other such organizations. . Keep the board, commission, or committee focused on priorities. . Interpret codes, ordinances, city policies, and other regulations. . Ensure that motions and minutes reflect the intent of the commission. . Educate new mem bers about their role and responsibilities. . Encourage members to participate fully on the commission. . Staff will make every effort to respond in a timely and professional manner to requests made by individual commissioners for information and assistance. Requests that require significant staff time should be approved by the City Councilor city manager. . Staff response to an individual commissioner will be distributed to all commission members if the liaison believes the material may be of interest. . Statl is assigned to the commission but reports to the City Manager. . Post the agendas and minutes to city bulletin board (agenda only) and website in a timely manner. Relationship With City Council Members of city commissions are sometimes referred to as the "eyes and ears" of the City Council. They serve an important role in extending the reach of the democratic process into the community. Even though the Council relies on the work of city commissions, there should be no confusion about the separate roles of each. 12 Attachment 4 In this symbiotic relationship, however, commissioners need to remember they were not appointed to relieve the elected officials of making political decisions. Commissioners should avoid trying to predict actions or votes of elected officials. This does not preclude them from interpreting elected official philosophy. Commission members should also recognize that the elected body's area of concern is much broader and in some cases a commission recommendation will not be followed. Commissioners should not interpret this as a rebuke but rather an inevitable part of the process. Members of commissions should: . Make their decisions based on their judgment and not predict by word or action what City Council will decide. . Think of themselves as advisors rather than decision-makers (except as prescribed by statute). . Remember that the City Council has a broader area of concern and does not always follow commission recommendations. Council Relationship With Advisory Bodies The City Council has determined that Council members should not lobby commissioners for particular votes. However, Council members may request that commissioners consider certain issues during their deliberations. Each member of the Council is assigned to serve in a liaison capacity with one or more city commissions. The purpose of the liaison assignment is to facilitate communications between the City Council and the advisory body. The liaison also helps to increase the Council's familiarity with the membership, programs, and issues of the advisory body. In fulfilling their liaison assignment, Council Members may elect to attend commission meetings periodically to observe the activities of the advisory body, or simply maintain communications with the commission chair or statlliaison on a regular basis. Council members are not participating members of the commission, but are there to create a linkage between the City Council and commission. In interacting with commissions, Council members are to reflect the views of the Council as a body. Term of Office Term of oUice on most commissions is 2 or 3 years, although all commissioners serve at the pleasure of the City Council. The terms of commissioners are staggered to provide continuity to the commissions. A term of office officially begins when the new member takes the oath of office, which is administered by the Mayor, Manager, City Clerk, or staff liaison. Signing Commission Documents/Communications Commissions may be called upon to write letters to citizens, businesses, or other public agencies. Correspondences from the commission must be co-signed by the chair and the mayor. Commissioners from time to time may correspond with citizens in response to inquiries or to provide requested information. In these circumstances, members should clearly indicate within the letter that they are not speaking for the commission, but for themselves as a member of the commission. \\!hen a commissioner speaks before a public body, the commissioner needs to inform the agency that he or she is speaking for the commission and has been authorized to speak for the commISSIOn. Commissioners not speaking in an official capacity must explain that they are speaking for themselves. 13 Attachment 4 Chapter 3: Commission Meetings Agenda An agenda for each meeting of a city commission is prepared by the staff liaison in consultation with the chair. The agenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting. Agendas must be available at the City Clerk's office at least 72 hours prior to the meeting. Placing Items on the Agenda A commissioner may request an item be considered on a future agenda and, upon consensus of a majority of the commission, statl will prepare a statl report if formal commission action is necessary. A member of the public may request an item be placed on a future agenda during public comment or through other communications with commission members, and upon consensus of a majority of the commission, a staff report will be prepared and approved by the City Manager, or his/her designee. Minutes Minutes of each meeting of a city commission are usually recorded by city staff. The minutes serve as a permanent record of the group's actions, testimony, and opinions and they are forwarded to the City Council as input and background for Council decisions. Generally, a member of a commission making a recommendation will be available to the Council when such input is given. There are three types of minutes - Action Minutes: reflect the motion, the maker, and second; Summary Minutes: reflect the above action plus a brief summary of the discussion; and Detailed Minutes: reflect actions plus a record of the entire discussion. The city of J\1aplewood requires that all commissions prepare "summary minutes"; however, there may be times when "action minutes" are appropriate. Correction to Minutes It is important for members of city commissions to closely review minutes and make corrections if needed so that the approved minutes accurately reflect the work of the group. Corrections to minutes should be made at the meeting when the minutes are brought forward for adoption. Corrections require a motion, second and a majority vote, and, if approved, are noted in the minutes of the current meeting. Any changes to the draft minutes approved by the commission should be reflected in the minutes for the meeting at which the corrections are made. The final version of the minutes, with the corrections made by the commission, should then be retained by the staff liaison and the City Clerk. Special Meetings Special meetings may be called by the chair of the commission and coordinated through the liaison. Written notice must be given to the commissioners, media, and others who have requested notice pursuant to the Open Meeting Law.10 Special meetings of commissions are discouraged by the City Council. Televised Meetings As part of its franchise agreement with the City of Maplewood, Com cast provides the city with a channel on the local cable television system as a means for providing municipal information to the citizens of Maplewood. By direction of the City Council, meetings of the City Council, the Planning Commission, and other standing commissions are televised on a regular basis. 10 See Subd. 2. 14 Attachment 4 Joint Meetings with the City Council Occasionally commissions schedule a joint meeting with the City Council. These meetings occur as part of a regularly scheduled City Council meeting and are televised. Subcommittees Commissions may, from time to time, form subcommittees to focus on specific issues and make the work of the group more efficient. Subcommittees are useful when an issue needs to be studied in detail or when outside expertise is needed. The work and recommendations of subcommittees must always corne back to the full commission for approval in a public meeting. The subcommittee may not be composed of a quorum of the members of that board, commission, or committee. Subcommittee meetings for continuing or "standing" subcommittees are not considered public meetings for purposes of the Minnesota Open Meetmg Law. However, the CIty CouncIl generally encourages the practice of giving notice of such meetings and keeping them open to the public as practicable. Subcommittee Guidelines: 1. Clearly define the purpose. 2. Set deadlines for reports and establish sunset provisions. 3. Limit the number of members. 4. Involve all sides of the issue. 5. Appoint a chairperson. 6. Require meeting agendas, minutes, and periodic reports. 7. Enforce sunset provisions. 15 Attachment 4 Chapter 4: Parliamentary Procedure Maplewood's City Commissions follow a modified version of Rosenberg's Rules of Order, Simple Parliamentary Procedures for the 21st Century, as adopted by the City CounciL The adoption of rules was undertaken to simplify procedures. A scaled-down and modified version is appropriate for commissions. A copy of these Procedures appear m the appendIX of thIS handbook Parliamentary procedure is adopted for several purposes: . Promote cooperation and harmony so that people can work together more effectively to accomplish their goals. . Guarantee each individual an equal right to propose motions, speak, and ask questions and vote. . Protect the rights of minority points of view and give the minority the same consideration and respect as those in the majority. . Encourage the full and free discussion of every motion presented. . Ensure that the meeting is fair and conducted in good faith. . Make decisions by the democratic method, so that the will of the majority determines the actions of the body. Quorum A quorum is the minimum number of members that must be present for a group to conduct business - a majority of the qualified members of the body. For Quorum purposes, the number of approved, seated members is the determinative total, with vacant, unfilled seats not counting towards the quorum number.ll Voting Procedure When present, all commissioners are to vote. Failure of a seated commissioner to orally express a vote constitutes an affirm ativ e vote. A conflict of interest shall be declared whenever appropriate and in compliance with state law.12 The affected commissioner will step down, leave the room, and not participate in the discussion or vote on the item. Commissioners may declare a consensus on an action if there is agreement and no negative votes or objections. Upon request of any commissioner, a roll call vote will be taken and recorded. Tie vote: A l1e vote IS eqwvalent to a vote that has fmled. The chmr may explam the etlect of the l1e vote for the pubhc. Motions A motion is the way that a group under parliamentary procedure conducts business. There are a number of types of motion, each of which must meet certain requirements before a vote can be taken. A reference guide to motions is provided in chart form in the appendix of this handbook. Steps in making, discussing and voting on a motion: 11 See 12 See from the League of Minnesota Cities. 16 Attachment 4 1. The maker of the motion asks for recognition by the Chairperson. 2. After the individual is recognized, he/she will state "I move. 3. The Chair will ask if there is a second. Another member of the group must second the motion in order for discussion to start on the motion. 4. The Chair then restates the motion "It has been moved and seconded that..." and opens the floor to discussion. 5. The Chair will recognize members who wish to comment on the motion. Only one motion may be discussed at a time. It is important that all members of the group are clear on what the motion is and what its effect will be. Spirited discussion helps to answer questions and explore different interpretations and/or impacts of the motion. 6. At the end of the discussion period the Chair will "call for the questions" and ask how many members vote "Aye" and how many vote "No" or "Abstain". Frequently-Asked Procedural Questions Is a majority vote needed in order fora city commission to take action? Yes. All members present are expected to vote on every question presented unless they have a conflict of interest. (See page 18 for more information on conflicts of interest) Ulhat is the procedure for resigning from a city commission? An individual who must resign due to personal or professional circumstances shall send a letter to the City Council stating the effective date of the resignation. The resigning individual should, as a matter of courtesy, notify his or her commission's chair and staff liaison at least by copy of the letter. Under what circumstances can a member of a city commission be removed from office by the City Council? Members of board, commissions, and committees serve at the pleasure of the City Council and can be removed from office at any time, without cause, by majority vote of the Council. Legal Issues There are many local, state, and federal laws protecting the democratic process practiced at the municipal level. City commissions must abide by the same regulations as the City Council. There are several legal issues of which members of city commissions should be mindful in fulfilling their roles and responsibilities in municipal government. These are designed to protect fair access of the citizens to their government and due process through the hearing process. The Open Meeting Law The Open Meeting Law applies to all standing commissions established by the City Council. Whenever a quorum (majority) of the City Councilor a commission is discussing city business, it is a meeting as defined by the Open Meeting Law.13 Proper advance notice must be given of such meetings,14 and the meetings must be open to the public. J\1innesota law makes commissioners personally liable for intentional violations of the Open Meeting Law.15 13 14 Notice requirements are laid out 15 Subd.l 17 Attachment 4 Commissioners must be particularly aware of the danger of serial meetings. A "serial" meeting is defined as a situation when members of a city commission individually meet, telephone, ern ail, fax, or otherwise communicate among each other or through a common person about a topic that will eventually involve the commitment or action of a quorum. These kinds of meetings are sometimes referred to as "Daisy Chains" and "Hub and Spokes." The problem with serial meetings is that they develop a consensus of the members outside of a public meeting and depnve the pubhc of the nght to hear the dehberatlOns and to partIcIpate m the deClSlOn makmg at a meanmgful time. Members should be cautious about discussing commission business outside of a formal meeting with other commissioners to avoid engaging in a serial meeting. For detailed information on the open meeting law, please refer to the available from the Research Department of the J\1innesota House of Representatives. Conflict of Interest Quite simply, if you have a direct financial interest in the matter under consideration, you have a conflict of interest. If a project under conslderal1on has you, your famIly, or your company prohtmg trom Its approval, It should be a simple conclusion that there is a conflict of interest in supporting or voting for the project (affirmatively). Similarly, a contlict of interest would occur if a commissioner were to vote on a zoning variance for his or her own property. Whenever a member of a city board, commission, or committee believes that there may be a conflict of interest, he or she should seek an opinion from the City Attorney. At any time, it is safest to err on the conservative side and to publicly identify the conflict, and follow the rules on disqualification. If a member has a conflict of interest, the member must disqualify himself or herself from participating in the matter. This includes all discussion on the matter as well as the actual vote. The best practice is to step down and leave the meetmg whIle the matter IS under conslderal1on. A copy of the LMC's whIte paper on Ottic,"l Contllct of Interest is in the appendix for your consultation as well. Other LegaLIssues . Boards, commissions, and committees may not be used for political activities. City commissions may not endorse ballot measures or candidates for public office. However, members of boards, commissions, and committees may use their official title in political activities to identify themselves. Members should be careful to be clear that any statement about a political position represents only their personal view of the issue or candidate, and in no way implies the endorsement of the full group. . Individual members cannot unilaterally represent a board, commission, or committee. An individual member of a commission cannot take any action or make a statement that purports to represent the entire group, unless that member has been given authority to do so by a majority vote of the commission. . Correspondence by members of commissions (including letters, em ails, and other written communications) should not appear to represent the viewpoint of the full group unless the correspondence is for oificial business of the commission and has been approved by the group and the City Council. Commissions are not permItted to send correspondence outsIde the cIty government WIthout approval of the CIty COunCIl. . Unilateral contacts are discouraged. If a member of a commission meets privately with an individual or entity that has an issue coming before the commission, the member should do so without making voting decisions or commitments. Equal opportunities and due process must be extended to all parties in matters under consideration. Commissioners shall disclose such contacts at the commission meeting when the item is discussed. 18 Attachment 4 Frequently-Asked Legal Questions Maya member of a city commission choose not to vote? Members of city commissions are expected to participate in all decisions of their commission. There are two primary exceptions - if the member is disqualified because of a conflict of interest, or the member is disqualified because of a fairness issue (such as absence from all or part of a proceeding, or personal animosity between the member and an individual appearing before the group). When a member has a financial conflict of interest, he or she must disclose the nature of the conflict and follow the appropriate procedures as previously outlined in this handbook. In all cases, abstentions should be made to ensure the fair, impartial deliberation process by the board, commission, or committee. If a member of a city commission misses all or part of a meeting in which information is presented, can that member vote on that issue? Absence does not automatically disqualify the member from participating in a vote on an issue. If the member misses all or part of the proceeding in which information about the issue was presented, the member can become familiar with the record of the meeting by means such as reading the minutes, studying staff reports, or viewing the recorded version of the meeting. "Who decides if a member can vote? In order to vote on an issue considered in a previous meeting, a member should state for the record that he/she has reviewed either a meeting recording, the minutes, or staff report and considered all portions of the issue. The m ern ber determ ines if he or she can vote. 19 Attachment 4 Chapter 5: Helpful Advice The following information was compiled from individuals who have served or been liaisons on a board, commission, or committee. Criteria for Effectiveness . Understand the purpose of your commission. Be clear on your role and responsibility and how this particular board, commission, or committee fits into the governance of the city of Maplewood. . Prepare for each meeting in advance. Read through the agenda and know what will be discussed at each meeting. Read through staff reports or other background materials, or visit sites, as appropriate. . Bring an open mind to each meeting. Yau are representing the entire community in your role as a member of a city board, commission, or committee, so it is important to put aside personal opinions and be open to new ideas, information, and points of view. . Treat everyone with respect and dignity. You are an important part of the democratic process, which guarantees access and fair treatment to all. Your behavior and attitudes are in the spotlight and should reflect the highest standards of the community. Demonstrate patience, show empathy, and remain dignified under stress. . Phrase motions with care. Phrasing a motion can be difficult and corrections may be necessary before it is acted upon. Commissioners may wish to write out motions beforehand or ask staff to prepare a draft for difficult issues. Special Tips for New Commissioners . Attend meetings of the board, commission, or committee before applying for the position. As soon as you are appointed, regularly attend meetings, even before taking office, to become familiar with current issues under discussion. . Read through the minutes of previous meetings. . Ask the staff liaison if there are background materials that would be helpful for you to read and study. . Become familiar with the basic rules of parliamentary procedure. . Attend one or two City Council meetings to better understand how the role of the individual board, commission, or committee fits into the overall governance of the city. . Please be aware that as soon as you are sworn in, you are subject to the Open Meeting Law. Working with City Staff . Treat all staff as professionals. Acknowledge the abilities, skills, experience, and dignity of every employee of the city of Maplewood. They are choosing to make their living serving your community and should be respected for that choice. Recognize that staff liaisons value their family and personal time. Accordingly, contacting staff during non-working hours is generally discouraged. . Communicate clearly, honestly, and directly. . Build a relationship based on mutual trust and respect. . Don't criticize or embarrass city staff in a public setting. If you have a concern about staff performance, it should be brought privately to the City Manager . Don't ask city staff to perform tasks or share information outside the role as liaison. 20 Attachment 4 Dealing with the Media Most members of city commissions have limited contact with the news media. However, there may be situations in which a member of the media may contact you for comment on an issue. . Yau do not have to answer media questions just because they are asked. "No comment" is legal and at times preferable. Refer the media to the city staff or Council members. . Make it clear that you are speaking as an individual, not on behalf of the commission, the City Council, or the City of Maplewood. If it is a subject that is going to come before your commission it is probably mappropnate to be talkmg about It to the mecha. . It's safest to never "go off the record." Most news professionals will honor an agreement to not quote you, but there is potential for embarrassment. Words that are not said cannot be quoted. . Choose words carefully and cautiously. Comments taken out of context can cause problems. Be cautious about humor, sardonic asides, criticism, sarcasm, or word play. 21 Attachment 4 Chapter 6: Commission Policy Guidelines Recruitment Policy City of Maplewood will advertise in the local newspaper, the city's channel on cable TV, and the city web page. Applications will be kept on file for a period of two years. Applicants will be contacted to ensure their continued interest before submittal to the City Council for appointments. Application deadlines are established to allow the City Council time to review the applications. Applications will be accepted up to 5 p.m. one week prior to appointment by City Council. Appointments All commissions/boardsltask forces and committees are appointed by the City Council. Role of Commissions The primary role of City of J\1aplewood commissions is to review and make recommendations to the City Council on matters within the commission's scope of responsibility as set forth in the enabling resolution/ordinance, and to promote increased public awareness, public input, and citizen participation into the determination of city policies. The specific role of a City of Maplewood commission is that of citizen's advisory "ann" of the City Council, focusing attention on specific planning and program activities of the city. On specific matters referred to them by the City Council, commissions serve as the reviewing body of the city. All recommendations, however, are subject to approval and reVlSlOn by the CIty CouncIl, except as otherwIse provIded by law. Appointment of Chair and Vice Chair Cornrnissions/boards will appoint a chair and vice chair at the first regular meeting in December to take over at the first meeting in January. Responsibilities of Commission Members To be selected as a city of Maplewood commission member is an honor and provides an unusual opportunity for genuine public service. Although the specific duties of each commission vary widely with the purpose for which it was formed, there are certain responsibilities that are common to all commission members. The following is a summary of those responsibilities: (I) Abide by the Minnesota Open Meeting Law. All members have received the full text of the Open Meeting Law. Once a commission member has been sworn in as a member of a commission, he or she must comply with the requirements of the Open Meeting Law. (2) Understand the role and scope of responsibility of the commission on which you serve. Be infonned of the individual scope of responsibility and operational procedures. (3) Represent fairly and fully the majority views of your individual commission. Expression of individual opinions to the public and press after a commission decision has been made should be identified as such. (4) Members should represent the public interest, not that of special interest groups. (5) Good communications - members are in a unique position of serving as a liaison between the city and its citizens, and can help to reconcile contradictory viewpoints and build consensus around common goals and objectives. 22 Attachment 4 (6) Carefully review your commission meeting agenda prior to each meeting in order to be fully prepared to discuss, evaluate, and act on all matters scheduled for consideration. Conclusions based on thorough investigation will strengthen the value of the commission's recommendation. (7) Supportive relationships with the City Council and city staff are basic requirements for successful operation of any commission. In contacting city personnel on items of consideration, the proper channel is through the designated statlliaison providing support for your commission. (8) Establish a good working relationship with fellow commission members - respect individual viewpoints, allow other members time to present their views fully before making comments, be open and honest, welcome new members, and strive to minimize political action on issues. (9) Members should not use or involve their commission membership in the conduct of personal political activities, and must be mindful of the conflict of interest requirements. (10) \\!hen a commission member appears in a non-official, non-representative capacity before any public or private body, the member shall not identify or disclose his/her membership on a commission. If a question of membership arises, the member shall indicate that he/she is speaking only as an individuaL Quorum Business may only take place at special or regular meetings if a quorum of the commission members is present. A quorum constitutes a majority of the voting membership. A meeting shall be canceled by the chair after L5 minutes if a quorum is not obtained, and an alternative date and time scheduled. Qualifications (a) A commission member must be knowledgeable of and experienced in the areas of interest of the commission on which he/she wishes to serve. (b) Unless otherWIse stated by the CIty CouncIl, terms of ottice on most commlSSlOns are 2-3 years for regular members. (c) All must be residents of the City of Maplewood proper; however, exceptions can be made for exceptional circumstances on a case-by-case basis. (d) No person should serve on more than one commission at a time. However, individuals with special qualifications may be asked to serve on an additional commission. (e) City commissions should reflect the community's diversity. Decorum and Order Members should accord the utmost courtesy to each other, to city employees, and to the public appearing before the commission, and should refrain at all times from (I) rude and derogatory remarks, (2) questioning the integrity of the speaker, (3) abusive comments, (4) statements about the member's personal feelings about the speaker's motives, and (5) personal attacks. Any member may move to require the chairperson to enforce the commission rules; the affirmative vote of a majority of the commission will require the chairperson to so act. Members of the public attending commission meetings are expected to observe the same rules of order and decorum applicable to members. Any person making impertinent and slanderous remarks, or who becomes boisterous while addressing the commission, or while attending the meeting, may be requested to leave the room by the chairperson or staff liaison. Public Hearings Commissions should consult the City Council prior to holding a non-obligatory public hearing especially for controversial issues. Exception: the Planning Commission is required to hold public hearings on planning issues. 23 Attachment 4 Special Meetings Commissions should not schedule special meetings except under extraordinary circumstances. Communication with the City Council Most communication with the City Council will occur through the Council liaison and staff liaison for each commission. Any questions regarding the City Council agenda can be directed to the staff liaison. When a member who is present at a City Council meeting is asked to address the City Council on a matter, the member should represent the viewpoint of the particular commission as a whole (not a personal opinion); any representations made to the City Council that are not those of the majority of the commission must be identified as such. City Council Relationship with City Commissions/Boards Individual Council members may attend meetings and may participate in the commissions' discussions, but should not direct the commissions' discussions or recommendations. Communication with Other Agencies and Groups If a member of the commission is authorized by the City Council to represent the city before another governmental agency or organization, the commission member should represent fully and fairly the majority position of the City Council. Personal opinions and comments may be expressed only if the commission member clarifies that these statements do not represent the position of the City Council. Role of the Staff Liaison Demand on staff time should be limited to official meetings. The staff liaison role includes orienting and helping train new members, facilitating meetings and hearings, providing necessary documents, providing information regarding rules and regulations, preparing and presenting reports to the commission, and answering any questions that may arise at meetings. The statlliaison is responsible for keeping the commission in compliance with the Open Meeting Law in terms of properly posting notice and agendas of meetings when necessary. Minutes, after approved by the commission, are forwarded to the City Clerk. The minutes should be a clear and concise statement of the commission actions and resolutions made. There are always exceptions to the policy guidelines and these should be considered on individual commission or member basis. 24 Attachment 5 COMMUNITY DESIGN REVIEW BOARD RULES OF PROCEDURE Revised by the Community Design Review Board on February 23, 2009 Adopted by the City Council on March 8, 2010 (Chanqes underlined if added and stricken if deleted.) We, the members of the Community Design Review Board of the City of Maplewood, Minnesota, created pursuant to Article IV, Section 25 of the Code of Ordinances, hereby adopt the following "Rules of Procedure," subject to the provisions of said Article, which is hereby made a part of these Rules: I. MEETINGS A. All meetings shall be held in the council chambers in Maplewood City Hall, 1830 E. County Road B, unless otherwise directed by the chairperson or staff, in which case at least 24 hours notice will be given to all members. B. Regular meetings shall be held at 6 p.m. on the second and fourth Tuesdays of each calendar month, provided that when the meeting falls on a legal holiday or voting day, such meeting shall be rescheduled. C. Special meetings may be held upon call by the chairperson, or in hislher absence, by the vice chairperson, or by any other member with the concurrence of two other members of the board with at least 72 hours notice to all members. II. QUORUM A. Three members of the board shall constitute a quorum. B. Any member who abstains from voting on a particular question because of possible conflict of interest shall not be considered to be a member of the board for the purpose of determining a quorum for the consideration of the issue. C. Any action by the board shall require a majority vote of the members present. III. DUTIES OF THE CHAIRMAN A. In addition to presiding at all meetings of the board, the chairperson shall appoint such standing committees and temporary committees as may be required, and such committees will be charged with the duties, examinations, investigations, and inquiries relative to subjects assigned by the chairperson. B. No standing or temporary committee shall have the power to commit the board to the endorsement of any plan or program without the express approval of the board. -1- Attachment 5 IV. ELECTION OF OFFICERS A. The chairperson, vice chairperson, and such officers as the board may decide are needed, shall be appointed by the board at the second meeting of each calendar year and will serve until their successors have been duly elected and qualified. B. In the absence of the chairperson, the vice chairperson shall perform the duties of the chairperson. In the event that both are absent, the members present shall elect a chairperson pro tem. V. DESIGN REVIEW BOARD VACANCIES A. The following are grounds for recommending to the city council the dismissal of a community design review board member: 1. Failure to serve, as shown by failure to attend six meetings in any calendar year, without good cause. 2. Resignation in writing. 3. Taking public office in Maplewood. 4. Moving out of Maplewood. VI. DIRECTOR OF COMMUNITY DEVELOPMENT AND PARKS A. In addition to carrying out the duties prescribed in city ordinance, the director or a designated replacement, shall: 1. Prepare the agenda for each meeting. 2. Act as technical advisor to the board on any matter which comes before the board. 3. Make written recommendations to the board on matters such as, but not limited to, architectural plans, site plans, signage and landscaping proposals. 4. Inspect the construction of all projects approved by the board for plan compliance. 5. Schedule any matter with the city council that has been reviewed by the board that requires city council approval. VII. AGENDA A. Copies of the agenda, together with pertinent staff reports and copies of the minutes of the previous meeting, shall be made available to each member of the board not later than three days prior to the next scheduled meeting. -2- Attachment 5 B. The agenda format shall read as follows: 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Approval of Agenda 5. Unfinished Business 6. Design Review 7. Visitor Presentations 8. Board Presentations 9. Staff Presentations 10. Adjournment C. The board shall only consider items on the agenda. D. The board's review shall include, but shall not be limited to, the following items: 1. Site Considerations: a. Utilities b. Drainage c. Landscaping - fence, screening d. Traffic flow, parking and driveway access e. Trash receptacle enclosure f. Building setbacks g. Security lighting h. Access for emergency vehicles 2. Architectural Considerations: a. Materials must be compatible with neighboring buildings; such as block, metal, brick, etc., including colors. b. Building aesthetics must be compatible with neighboring buildings, scale of building, size in relation to surroundings, flat roof vs. pitched roof, etc. c. Location and concealment of outside equipment, e.g. air conditioning, and outside storage yards. VIII. AMENDMENT OR SUSPENSION OF RULES A. Any of the foregoing rules may be temporarily suspended by a majority vote of the members present. B. The "Rules of Procedure" may be amended at any regular meeting by a majority vote. IX. RULES OF ORDER Except as herein provided, Rosenberg's Rules of Order, shall be followed. p:com-dev\community design review board/rules.drb -3- Attachment 6 STANDARD SITE DESIGN REQUIREMENTS Most developments are required to meet the following design standards. Developments within a Mixed Use zoning district or developments processed as a planned unit development are bound by separate design requirements. Please contact a City Planner with questions regarding these developments. Parkinq lots 1. Minimum parking lot dimensions: 90 Degree Parking (in feet) Customer, high tumover Customer, low turnover Employee only Stall width Stalllencth Aisle width 10 18 24 9.5 18 24 9.0 18 24 60 Degree Parking (in feet) 10 15.6 22 9,5 15.6 22 9.0 15.6 22 45 Degree Parking (in feet) 10 12.6 22.6 9.5 12.6 22.6 9 12.6 22.6 Use Customer, high turnover Customer, low turnover Employee only Customer, high tumover Customer, low turnover Employee only a. "Customer, high turnover" uses include shopping centers, retail sales, fast food restaurants, convenience centers and similar uses. "Customer, low turnover" uses include offices, industrial, schools, churches, research, multiple-dwellings, motels, sit- down restaurants and similar uses. b. You may reduce the parking stall length by 2.5 feet for 90 degree parking and two feet for angle parking if the parking space abuts a curb, sidewalk or landscaped area. 2. Handicap-accessible parking spaces shall meet ADA (Americans with Disabilities Act) requirements. These spaces shall be adjacent to the building whenever possible. 3. In shopping centers and other large developments, you must orient the parking drives closest to the building, perpendicular to the building whenever practical. 4. Do not put a parking stall in front of a building entrance, if there is no sidewalk there. 5. Do not use interlocking or herringbone designs for parking stalls. Standard Site Design Requirements 6. The City may require a ten-foot-wide planter or median strip every three or four parking rows. The purpose is to prevent vehicular movement diagonally across the parking lot and to improve esthetics. 7. Provide continuous concrete curb around all parking lots and drives having 13 or more parking spaces. Curbing may be required around smaller lots if it is needed for drainage control. 8. You must pave all parking lots and drives. 9, Curb cuts shall be thirty feet in width. 10. Collect all parking lot drainage and pipe it to a storm sewer when available. 11. Minimum number of parking stalls required: a. Retail and office--one space/200 square feet of gross floor area. b. Warehouse and manufacturing--one space/each two employees or one space/1,OOO square feet of warehousing and one space/400 square feet for manufacturing, whichever is more. c. Restaurant--one space/each 50 square feet of floor area devoted to patron use. Patron areas include everything but "employee only" areas, b. Theaters, auditoriums, churches, or other places of public assemblage--one spacelfour seats. Schools--one space/4 auditorium seats. e. Multiple Dwelling--two spaces for each housekeeping unit. One of these spaces must be enclosed. Minimum setbacks The following minimum setbacks are required: 1. A 15-foot landscaped yard between a parking lot and a public right-of'way. 2. A 30-foot front building setback for commercial, industrial and multi-family developments. 3. A 50-foot building setback when abutting property that is used or shown on the City's land use plan for residential use. This setback shall be increased up to one hundred (1 OO) feet based on the more restrictive of the following requirements: a. Building height: The building setbacks shall be increased 2 feet for each 1 foot the building exceeds 25 feet in height. b. Exterior wall area: Where an exterior wall faces a residentially zoned property, the wall setback from the residential lot line shall be as follows: Minimum Setback Wall Area (square feet) o -1999 2000 - 2999 3000 or more Setback (feet) 50 75 100 2 4. A 100-foot building setback to a pipeline. Buildings constructed prior to August 10, 1987, are exempt from this setback requirement. 5. Wetland setbacks for buildings and parking lots will vary depending on classification of wetland. All wetlands must be delineated and classification determined by the Ramsey/Washington Watershed District. 6. A landscaped parking lot setback area of not less than twenty feet in width where: a. A nonresidential use abuts residentially-zoned property, b. A multiple dwelling abuts property zoned for single or double dwellings. 7. A 5-foot landscaped setback from abutting non-residential property. Screeninq 1. The City may require the screening of outdoor storage where such storage would be visible from residential areas or roadways. The City may also require screening where the storage is unsightly to adjacent commercial development. 2. Roof-top equipment shall be screened when it can be viewed from residential properties and must be painted to match the building if no screening is required. 3. Screen parking lots where the light from motor vehicle headlights and other sources would shine onto residential windows, To meet the screening requirement, you must use a decorative wood fence, berming, evergreen plantings or a combination of these. Screening must be at least six-feet-tall and 80% opaque upon installation. 4. You must provide trash container enclosures for any outdoor trash storage. Provide concrete- filled steel posts, or the equivalent, anchored in the ground at the front corners of the enclosure. Ifthe enclosure is masonry, you may omitthe protective posts. You must have a 100% opaque wooden gate installed on the enclosure. Landscaoinq 1. Landscape design and materials should help to relate the architecture to the site and to the surrounding environment. 2. Landscaping and grading plans must maximize the preservation of desirable existing vegetation and the use of native plants. 3. Minimum tree sizes: 2 1/2 inch B & B minimum for large deciduous trees, 1 1/2 inch B & B minimum for omamental deciduous trees and 6-foot height minimum for evergreen trees. 4. Invasive species: Refer to the City's list of invasive species. These species should not be used in your landscape design. Tree Reolacement Once the total caliper inches for replacement trees are determined, the developer/applicant shall mitigate tree loss by either: 3 1. Plant replacement trees in appropriate areas within the development in accordance with the tree replacement schedule. 2. Plant replacement trees on city property under the direction of environmental manager or city forester. Must be approved during the review process prior to issuance of permit(s}, 3, Pay the city a sum per diameter inch in accordance with the tree replacement schedule with written approval from city staff. The fee per diameter inch shall be set forth in the city fee schedule set annually by city council resolution. Payment shall be deposited into an account designated specifically for tree planting on public properly within the city. The form of mitigation to be provided by the applicant shall be determined by city staff. This provision may only apply if all other measures in this ordinance have been exhausted. 4. The developer shall be required to maintain trees for 2 years after planting. Should any tree require replacement during this 2-year period, the replacement period shall start at the date of replacement. Trees required to be planted pursuant to any other provision of city code are not included in this and must be replaced according to such code. 5. Species requirements: Where 10 or more replacement trees are required, not more than 30 percent shall be of the same type of tree without the written approval of the environmental manager. Native tree species to the Maplewood area are preferred. 6. Sources of trees: Replacement trees shall consist of certified nursery stock as defined by Minnesota Statutes, Section 18.46 hardy for this USDA plant hardiness zone (Zone 2, 3 or 4 hardiness rated trees) or other trees including wilding trees, so long as such wilding trees comply with the following standards and are approved by the environmental manager or city forester. All replacement trees shall be healthy and free from insect or disease infestation. A wilding tree measured in caliper inches shall not exceed the maximum height as shown on the table below: CALIPER INCHES MAXIMUM HEIGHT IFEETI 2-3 18 3-4 20 4-5 24 The lowest branch of a wilding tree shall not be at a height above the surface of the ground more than 1/2 the total height of the tree (e.g., a 14- foot-tree must have a branch within 7 feet of the surface of the surrounding ground). 7. Tree replacement size must be no less than 2 caliper inches deciduous or 6-foot evergreen tree unless pre-approved by the environmental manager. Evergreen or coniferous tree height convert to caliper measurement as follows: the first 6 feet of growth equals 2.5 caliper inches for each additional 2 feet in height equals 1 additional caliper inch. Trees required to be planted pursuant to any other prOVision of city code must comply with tree size specification of such code. 8. Tree replacement surety required. The applicant shall post tree replacement surety with the city, such as a tree replacement cash deposit or letter of credit, of 150 percent of estimated cost for tree replacement for proposed planting. Funds will be held by the city until successful completion of final planting inspection. It shall be the applicant's responsibility to call for such inspection. Tree replacement surety does not include other sureties required pursuant to any other provision of city code or city directive. 4 Lighting Provide a photometric plan with all development proposals. Exterior lighting must not exceed .4 foot candles of illumination at all property lines. Freestanding lights are limited to 25 feet in height (including the base) and must have fixtures which direct light downward. Lighting under canopies (i.e., fuel station canopies, drive-through canopies) must be recessed. 5 Attachment 7 fi 44-17 MAPLEWOOD CODE city may require such screening to help hide the parking area and vehi~s from the view of adjacent residential properties or from the view from th _ lie street. The property owner or applicant may use a privacy fence, ad .. allandscaping or other means to meet the screening requirement. Cit If shall approve and inspect all such screening. (Code 1982, fi 36-22; Ord. No, 795, fi I, 2-8-1999; Ord. No. , fi 1, 9-11-2000; Ord. No. 813, ~ 3, 5-14-2001) Se". 44-18. Access. (a) No dwelling shall be erected ered in the city unless there is at least 22 feet of access to it from a public street or the city council approves a lesser amount. No building shall be erected or altered in city eo as to close the present means of access to an existing dwelling or sO as to . nish this means of access. (b) Driv y access and design shsn be bssed on article VI of chapter 32 and the standards of the 'tute of Transportation Engineers. (C e 1982, fi 36-23) See. 44-19. Landscaping and screening. ;a) A landscaped and possible screened area of not less than 20 feet in width shall be provided where: (1) A nonresidential use abuts a residentially zoned or planned property. (2) A multiple dwelling abute a property zoned for single or double dwellings, The community design review board (CDRB) shall require shrubs or trees in this area unless it deems it not appropriate. (b) Screening shall be provided where: (1) The light from automobile headlights and other sources would be directed into residential windows. (2) There would be exterior storage of goods or materials which could annoy or endanger property owners. (3) Rooftop equipment would be visible from a residential lot line. Rooftop equipment is defined as mechanical equipment, vents, exhaust hoods, stacks and similar items on top of a building. Rooftop equipment shall not include chimneys, plastic plumbing vents and antennas. The city shall not require screening for single dwellings, double dwellings, manufactured homes or equipment for individual townhouse units. The community design review board may waive the screening requirement for mechanical equipment ifit determines that screening would not improve a building's appearance or protsct property values. The community design review board may require screening on all.ides of rooftop equipment jfthe premises abuts a residential lot line, not just the side facing the residentisllot line. The review board may also require modification of CD44:30 Landscape/Screening Additional Design Standards ZONING ~ 44-19 architectural plans for taller parapets or modified roof designs to conceal rooftop equipment no matter where the bnilding is located. The community design review board may also require screening if needed for sound reduction around the equipment. In all instances, rooftop equipment that is visible from any public street or adjoining property shall be painted to match the building. Screening, when required, shall be compatible with the materials and design of the building and subject to staff or design review board approval. (4) A parking lot is constructed next to a property that is used or shown on the city's land use plan for single-dwelling or double-dwelling use. The community design review board may waive this requirement if it determines that screening would not be needed or would not protect surrounding property values. (e) Scresning shall be satisfied by the use of a screening fence, planting screen, berm or combination thereof. If the topography, natural growth of vegetation, permanent buildings, or other barriers meet the standards of subsections (c)(l) and (2) of this section, they may be substituted for all or part of the screening fence or planting screen: (1) A planting screen shall consist of evergreen plantings. Trees shall be a minimum of 2 'I. inches in trunk diameter, two feet above grade. Shrubs may be used in combination with a berm and shall be a minimum of two feet in height. Spacing of trees and shrubs shall be so as to create an 80-percent-opaque screening at least six feet in height. (2) Berms shall have mowable side slopes. Slopes greater than 2'1. to one may be used if the slopss are stepped with retaining walls. Plant materials resistant to erosion may be substituted for sod when approved by the community design review board. (3) Screening fences shall be painted or stained whenever necessary, so as not to fade, chip or discolor. Broken or knocked down fences shall bs repaired. Planting ecreens shall be maintained in a neat and healthy condition. Plantings that have died shall be promptly replaced. (d) Screening may be satisfied with a screening fence. A screening fence shall be attractive, compatible with the principal building and surrounding land uses, at least six feet in height, and provide a minimum opaqueness of 80 percent. The city shall require landscaping, including trees and shrubs, with any screening fence unless the community design. review board deems it not appropriate. (e) Trash container enclosures shall be provided around all trash containers and shan be 100 percent opaque. They shall be protected by concrete-filled steel posts or the equivalent, anchored in the ground at the front corners of the structure. If the enclosure is masonry, the protective posts may be omitted. In all instances, the enclosure must be of a design, material and color compatible with the building and be kept in good repair. A gate that provides 100-percent opaqueness shall be provided. The community design review board may waive any part of this requirement if it finds that the trash container would be hidden from adjacent properties and streets. CD44:31 ZONING fi 44-19 architectural plans for taller parapets or modified roof designs to conceal rooftop equipment no matter where the building is located. The community design review board may also require screening ifneeded for sound reduction around the equipment. In all instances, rooftop equipment that is visible from any public street or a<\joiuing property shall be painted to match the building, Screening, when required, shall be compatible with the materials and design of the building and subject to staff or design review board approval. (4) A parking lot is constructed next to a property that is used or shown on the city's land use plan for single-dwelling or double-dwelling use. The community design review board may waive this requirement if it detennines that screeuing would not be needed or would not protect surrounding property valuss, (c) Screening shall be satisfied by the use of a screening fence, planting screen, bsrm or combination thereof. If the topography, natural growth ofvegetation, pennaneat buildings, or other barriers meet the standards of subsections (c)(1) and (2) of this section, they may be substituted for all or part of the screening fence or planting screen: (1) A planting screen shall consist of evergreen plantings. Trees shall be a minimum of21/2 inches in trunk diameter, two feet above grade. Shrubs may be used in combinetion with a benn and shall be a minimum of two feet in height. Spacing of trees and shrubs shall be so as to create an 80-percent-opaque screening at least six feet in height. (2) Berms shall have mowable side slopes. Slopes greater than 21/. to one may be used if the slopes are stepped with retaining walls. Plant materials resistant to erosion may be substituted far sod when approved by the community design review board. (3) Screening fences shall be painted or stained whenever necessary, so as not to fade, chip or discolor. Broken or knocked down fences shall be repaired. Planting screens shall be maintained in a neat and healthy condition. Plantings that have died shall be promptly replaced. (d) Screening may be satisfied with a screening fence. A screening fence shall be attractive, compatible with the principal building and surrounding land uses, at least six feet in height, and provide a minimum opaqueness of 80 percent. The city shall require landscaping, including trees and shrubs, with any screening fence unless the community design review board dsems it not appropriate. (e) Trash container enclosures shall be provided around all trash containers and shall be 100 percent opaque. They shall be protected by concrete-filled steel posts or the equivalent, anchored in the ground at the front corners of the structure. If the enclosure is masonry, the protective posts may be omitted. In all instances, the enclosure must be of a design, material and color compatible with the building and be kept in good repair. A gate that provides lOO-percent opaqueness shall be provided. The community design review board may waive any part of this requirement if it finds that the trash container would be hidden from adjacent properties and streets. CD44:31 ZONING * 44-20 4. Grandfathered luminaires means luminaires not confonnmg to this subsec- tion that were in place at the time the ordinance from which this subsection derives took effect. 5. Lamp means the component of a luminaire that produces the actual light. 6. Light trespass means light produced by a luminaire that illuminates areas beyond the boundaries of the property on which it is located. 7. Lumen means a unit of luminous flux. One footcandle is one lumen per square foot. For the purposes of this subsection, the lumen-output values shall be the initial lumen output rating of the lamp. 8. Luminaire means a complete lighting system and includes a lamp and a fixture. 9. Outdoor lighting means the illumination of an outside area or object by any manmade device. This includes direct lighting for signs and light emitting from within a sign cabinet or sign structure. 10. Shielded light means an outdoor luminaire shielded or constructed so that no light rays are emitted by the installed fixture at angles above the horizontal plane of the luminaire's opaque cover or shade. c. Control of glare. All luminaires used for outdoor lighting shall be designed and installed to have their lamp, reflector and reflector diffuser concealed from any residential area or public street. Luminaires mounted beneath canopies shall be a flush-mount type so that they do not extend beneath the lower surface of the canopy. Direct lighting used for the purpose of illuminating any sign shall be aimed or shielded to meet this requirement. d. Recreational facilities. Lighting of outdoor recreational facilities, such as but not limited to ballfields, tennis courts, soccer fields, hockey or skating rinks, golf courses and golf-ball driving ranges and special event or play areas, shall meet the following conditions: 1. All fixtures used for such lighting shall be shielded or aimed to comply with this subsection as much as possible and be designed or provided with sharp cutoff capability to minimize up-light, light spillover and glare. This Code recognizes that lighting of recreational facilities may reqnire a certain amount of direct, outward lighting to illwninate a vast area. 2. Recreational facility lighting is prohibited after 10:30 p.m., unless a later completion time is approved by the city counciL e. Grandfathering of nonconforming luminaires. Luminaires lawfully in place before the effective date of the ordinance from which this subsection derives shall be allowed to remain. Such luminaires, however, are not exempt from complying with the outdoor-lighting ordinance that was in effect at the time of their CD44:33 ~ 44-20 MAPLEWOOD CODE installation. If fixtures are replaced as part of any construction requiring a building permit, the fixture shall be upgraded to meet the requirements of this subsection. f. Light pole height maximum. The maximum height allowed for light poles shall be 25 feet as measured from the grade at the base of the light pole to the uppermost part of the luminaire. Taller light poles may be installed to replace existing poles that exceed 25 feet and for athletic field or recreational lighting. The community design review board may allow taller light poles as part of a design review for nonresidential development, based on appropriateness for a specific proposal. Staff may review lighting plana under the Tlminor constructionll provisions of section 2-285. g. Photometric plan required. The developer of any recreational, multiple-dwelling or nonresidential development shall submit a photometric plan for review by the city. The director of community development may waive the requirement for a photometric plan if he determines that waiving such a plan would not have a negative impact. A photometric plan shall include the following: 1. Site and architectural plans indicating the location of the types of lumi- naires proposed. 2. A detailed description of the luminaire, including the manufacturerts catalog cuts and drawings including sections. 3. A drawn plan that illustrates the light spread and footcandle levels of the proposed luminaires. h. Light-intensity maximum. Outdoor lighting shall not exceed 0.4 footcandle of light intensity at the property lines on which the outdoor lights are installed. i. Light trespass. All outdoor lighting fixtures shall be designed, installed and maintained to prevent light trespass. Outdoor lighting fixtures shall be installed and maintained to prevent direct light from the luminaire from hitting adjacent or nearby residential property. If such condition should occur, the luminaire shall be replaced, redirected or shielded to have its light output controlled to eliminate light trespass or glare. (2) Drain all stormwater runoff from impervious surfaces to an underground, on-site stonnwater collection system that is connected to a publfu stormwater system. (3) Restore any public right-of-way, adjacent property or property irons disturbed by the construction. (4) Inetall stop signs, handicap signs and building address signs as required by the city. (5) Construct parking lots with the following minimum setbacks: a. Fifteen feet from a street right-of-way. CD44:34 ZONING ~ 44-20 b. Five feet from all other property lines. This setback shall be increased to 20 feet if the adjacent property is used or shown on the city's land use plan for residential use. (6) Construct all buildings, except single-family and two-family homes, with the following minimum setbacks: a. Thirty feet from a street right-of-way. b. Fifty feet from a residential lot line. This setback shall be increased up to 100 feet based on the more restrictive of the following requirements: 1. Building height: The building setbacks shall be increased two feet for each one foot the building exceeds 25 feet in height. 2. Exterior wall area: Where an exterior wall faces a residentially zoned property, the wall setback from the residential lot line sball be as follows: Wall Area (square feet) 0-1,999 2,000-2,999 3,000 or more Minimum Setback (feet) 50 75 100 (7) The city council may approve a conditional use permit to allow an addition within a required setback if: a. The required findings in section 44-1097 for a conditional use permit are met. b. The setback would be consistent with the setbacks for surrounding properties. c. At least 80 percent ofthe addition would be screened from property that is used or shown on the city's land use plan for residential use. (8) Plant trees with the following minimum sizes: a. Large deciduous trees, 2'12 inches in diameter, balled and burlapped. b. Small deciduous (ornamental) trees, 1'12 inches in diameter, balled and burlapped. c, Evergreen trees, six feet in height, (9) Install and maintaln an underground lawn irrigation system. The system shall not be directed to spray on public streets or sidewalks. If such irrigation system is automatic or is capable of operating automatically, the system shall be equipped with a rain seneor/detection device to prevent operation when it is raining so as to conserve water. If installation of such system is prohibitively difficult due to terrain or other factors, or is unnecessary due to alternative irrigation provisions 01' xeriscape arrangements which do not require irrigation, exemption may be granted by the city council on a case-by-case basis, provided suitable alternative irrigation arrangements have been.secured by the developer. (10) Use low-maintenance materials on buildings. CD44:35 ~ 44-20 MAPLEWOOD CODE (11) Use building materials that are compatible in quality with similar development in the area. (12) Locate any bike racks so they do not interfere with vehicular or pedestrian traffic or fire lanes. (13) Preserve significant natural features, such as wetlands and large trees, as required in chapter 12, article VII, which pertains to environmental protection. (14) Provide on-site loading or unloading spacs where needed so that public streets are not used for this purpose. (Code 1982, ~ 36-28; Ord. No, 796, ~ 1, 4-26-1999; Ord. No. 826, ~ 1, 4-8-2002) Secs. 44-21-44-45. Reserved. ARTICLE ll. DISTRICT REGULATIONS DDnffiON1. GENERALLY DnSION 2. F FARM RESIDENCE DISTRICT farm residence district are the following: (1) eaidence district subject to its regulations. (2) Commercial farming or gardening, . eluding the use or storage of associated equip- ment. (3) Commercial greenhouses or nurseries. (4) Stands for the sale of agricultural products pro (Code 1982, ~ 36-51) Sec. 44-72. Conditional uses. In the F farm residencs district, the following uses may be permi permit: (1) Any use allowed by conditional use in the R-1 residence district, except t equipment and vehicles nsed for on-site farming or equipment and vehicles used fo on-site landscaping business or any other similar business approved with a conditio I use permit, as described in subsection (5) of this section, shall h<! a permitted use. (2) Livestock raising and handling. (3) Manufactured home park. ''\.. CD44:36 Attachment 8 CITY OF MAPLEWOOD MIXED-USE ZONING DISTRICT February 23, 2004 Italicized text discusses items in the city's current ordinances that would apply to the mixed-use zoning district. Purpose and Intent: The purpose of the mixed-use zoning district is to provide areas in the City of Maplewood with a mixture of land uses, made mutually compatible through land use controls and high- quality design standards. With this district, the City of Maplewood intends to promote the redevelopment or development of an area into a mixed-use urban center with compact, pedestrian-oriented commercial and residential land uses that are within an easy walk of a major transit stop. The intent of the mixed-use zoning district is to enhance viability within an area and foster more employment and residential opportunities. The placement and treatment of buildings, parking, signage, landscaping and pedestrian spaces are essential elements in creating the pedestrian-friendly and livable environment envisioned by the city in a mixed-use area. To ensure these elements are achieved basic design standards are included in the district. Uses Nonconformina Uses: Nonconforming commercial and multiple-family uses and structures: Uses and structures that become nonconforming by adoption of the mixed-use zoning district would be covered under the city's existing nonconforming ordinance. In summary, any pre~xisting conforming or nonconforming use that would become nonconforming by adoption of the mixed-use zoning district would be allowed to remain until such time as the use of a structure or land is Voluntarily abandoned and ceases for a continuous period of one year or more. Nonconforming uses and structures could be expanded or intensified witll tile city's approval of a conditional use permit. State statute indicates that nonconforming uses and structures destroyed to 50 percent of the market value of the property, or less, may be rebuilt for the existing nonconforming use or setback if done so within one year. Nonconforming single and double-dwelling residential uses and structures: Any pre-existing conforming or nonconforming single or double dwelling residential use or structure which would become nonconforming by adoption of the mixed-use zoning district and may be expanded, extended or intensified so long as such expansion, extension, or intensification would be permitted under the Single-Dwelling Residential District, R-1, or Double-Dwelling Residential District, R-2 andlor the mixed-use zoning district. Conditional uses: The city's existing conditional use ordinance states that the city council may issue conditional use permits for the following uses in any zoning district from which they are not permitted and not specifically prohibited: 1) public utility, public service or public building uses; 2) mining; 3) library, community center, state licensed day care or residential program (unless exempted by state law), church, hospital and a helistop as an accessory use to a hospital, any institution of any educational, philanthropic or charitabte nature, cemetery, crematory or mausoleum; 4) An off-street parking lot as a principal use in a commercial or industrial zoning district; 5) part of an apartment building for commercial use, intended for the building's residents, such as drugstore, beauty parlor, barbershop, medical office or similar use; 6) planned unit developments; and 7) construction of an outiot. Because this ordinance COVllrs all zoning districts including the mixed-use zoning district, it is important to specifically prohibit uses that would not be compatible in the mixed-use zoning district. Incompatible uses include mining, cemetery, crematory or mausoleum, off-street parking lot as a principal use. In addition, because of the flexible nature of the mixed-use zoning district, planned unit developments, which are designed to relax requirements within a zoning district without the need for a variance, are prohibited within the mixed-use zoning district. Staff has indicated those uses as prohibited in the use table below. Mixed-Use Zoning District 1 MIXED-USE ZONING DISTRICT Tvoe of Use Residential Uses Single-family dwelling Double dwelling Multiple dwelling Secondary dwelling Mixed Commercial-Residential Uses Multiple-dwelling residential and commercial Live-work unjt Commercial Uses Adult uses and sexually oriented businesses Antennas which are freestanding and not located on existing structures Bakery/candy shoplcatering, which produces goods for on-premise retail sale Bank, credit union Bed and breakfast Cemetery, crematory or mausoleum Clinic, medical or health related Clinic, veterinary Currency exchange business Drive-through sales and services Drive-up food or beverage window Dry cleaning and laundry pick-up station Dry cleaning plant Exterior storage, display, sale or distribution of goods or materials Health/sports club Indoor recreation Indoor theater Laundry limited production and processing Maintenance garage Major motor fuel station Mining Minor motor fuel station Motor vehicle wash Office Off-street parking as a principal use Off-sale liquor business On-sale liquor business Pawnbroker Planned Unit Development Photocopying establishment Publishing or printing establishment Restaurant Retail Small appliance and electronic component or equipment repair Mixed-Use Zoning District 2 Permitted (P) Conditional Use Permit (CUP) Prohibited CPR) P P P CUP P CUP' PR PR2 P P P/CUP/PR3 PR P P/PR4 PR PR PR P P/PR5 PR P P P P P/CUP' PR PR PR CUP' PR P PR p. p. PR PR P P/PR. P P P February 23, 2004 Tvee of Use Permitted (P) Conditional Use Permit (CUP) Prohibited (PRI Commercial Uses (con!.) Accessory use customarily incidental to any of the above uses. P The city may allow commercial uses similar to the above if they would not create a nuisance and if they are not noxious or hazardous. The city council shall review uses that are not clearly similar for determination of compatibility. 'Live-work units are a conditional use in the mixed-use zoning district if they meet all standards and conditions as defined in the live-work definition, Live-work units do not require a home occupation license as specified in Section 14-56 [home occupations]. 'All other antenna requirements as specified in Article XI [commercial use antennas and towers] shall apply. "Bed and breakfast establishments are allowed as follows: 1) single dwelling residential: permitted if the bed and breakfast has four or fewer guest rooms and as a conditional use permit if the bed and breakfast has more than four guest rooms; 2) commercial or mixed-use building: permitted; 3) double dwelling, townhouse, or multi-family: prohibited, All bed and breakfast establishments must meet the required number of off-street parking spaces as specified in Section 44-17 [off-street parking]. "veterinary clinic with exterior kennels are a prohibited use in the mixed-use zoning district. S A dry cleaning plant is a permitted use in the mixed-use zoning district only if located within a commercial- only building. A dry cleaning plant is a prohibited use in the mixed-use zoning district if located within a mixed-use building (i.e., residential and commercial). 6Limlled production and processing is a conditional use in the mixed-use zoning district only if such use has more than five thousand (5,000) square feet of gross lIoor area, in which case totallloor area shall not exceed ten-thousand (10,000) square fee!. 7 A minor motor fuel station is a conditional use in the mixed-use zoning district subject to the following: 1. All parts of the minor motor fuel station shall be at least 100 feet from any residential use within the mixed-use zoning district, including mixed-use buildings that comprise at least 50 percent residential uses, 2. All parts of the minor motor fuel station shall be at least 350 feet from any non-mixed-use residentially zoned land. 3, All new or replacement underground fuel storage tanks shall meet the standards of state statutes and the standards of the state pollution control agency. Such tanks shall also have a UL listing appropriate for their use. In addition, installation plans shall be submitted to the state fire marshal's office for approval. 4. There shall be leak detection equipment on all new and existing tanks according to the federal environmental protection agency schedule deadlines. Leak detection facilities shall include electronic (in tank) monitoring equipment as well as manual daily measurement and recording of tank levels. Records of daily tank levels, fuel purchases and fuel sales shall always be available on site for inspection by the fire marshal. BAli alcoholic beverage licensing requirements apply as specified in Chapter 6 [alcoholic beverages]. Mixed-Use Zoning District 3 February 23, 2004 'Publishing and printing establishments are a permitted use in the mixed-use zoning district only if located within a commercial-only building. A publishing and printing establishment Is a prohibited use In the mixed- use zoning district if located within a mixed-use building (i.e.. residential and commercial). Use definitions: Bed and breakfast: A transient lodging establishment located in a single-family dwelling unit or other approved building in which guest rooms are rented on a nighUy basis for periods of less than a week and where at least one meal is offered in connection with the provision of sleeping accommodations only. Drive-through sales and service: An opening in the wall of a building designed and intended to be used to provide sales andlor service to patrons who remain in their vehicles. Drive-up food or beverage window: An opening in the wall of a building or restaurant designed and intended to be used to provide food and/or beverage sales and/or food and/or beverage service to patrons who remain in their vehicles. (This is already defined in the BC-M Zoning District.) Dry cleaning and laundry pick-up station: An establishment or business maintained for the pick up and delivery of dry cleaning without the maintenance or operation of any dry cleaning equipment or machinery on the premises. Dry cleaning plant: An establishment or business maintained for cleaning clothing or other fabrics by immersion and agitation, or by immersions only, in volatile solvents including, but not limited to, solvents of the petroleum distillate Iype and/or the chlorinated hydrocarbon type, and the processes incidental thereto. Dwelling, double, means a building on a lot, designed and occupied eXClusively as a residence for two families. (This is already defined in the definition section of the zoning code.) Dwelling, multiple, means a building on a lot, designed and occupied exclusively as a residence for more than three families. (This is already defined in the definition section of the zoning code.) Dwelling, secondary: An additional dwelling unit located within and subordinate to the principal dwelling on a single-dwelling lot, designed for a single occupant or small family. Standards and conditions for such a unit shall include the following: 1. A secondary dwelling unit shall be located within a single-family dwelling orabove its accessory structure. 2. In the case of an addition to an existing structure, the exterior finish, roof pitch, windows, eaves and other architectural features must be the same or visually compatible with those of the original building. 3. The additional dwelling unit may not contain more than thirty percent (30%) of the principal dwelling's total floor area or eight hundred (800) square feet, whichever is less. 4, There shall be no more than two (2) dwelling units on a lot 5. At least one (1) dwelling unit on the lot shall be owner-occupled. Dwelling, single. means a detached building on a lot, designed exclusively as a residence for one family. (This is already defined in the definition section of the zoning code.) Dwelling, townhouse: A residence for one family that is attached either horizontally or vertically to at least two other residences, each with a private outside entrance. Laundry: An establishment or business where patrons wash and dry clothing or other fabrics in machines operated by the patron. Limited production and processing: These uses produce minimal off.sile impacts due to their limited nature and scale, are compatible with commercial and residential uses and may include wholesale and off- premise sales. Odors, noise, vibration, glare and other potential side effects of manufacturing processes Mixed-Use Zoning District 4 February 23, 2004 shall not be discernable beyond the property line or to other tenants located in a building. Limited production and processing includes, but is not limited to, the production, processing, repair or service of the following: 1. Apparel and other finished products made from fabrics. 2. Computers and accessories, including circuit boards and software. 3. Electronic products, components, assemblies and accessories. 4. Film, video and audio production. 5. Food and beverage products, except no live slaughter, grain milling, cereal, vegetable oil or vinegar processing. 6. Jewelry, watches and clocks. 7. Milk, ice cream and confections, 8. Musical instruments. 9. Novelty items, pens, pencils and buttons. 10, Precision dental, medical and optical gOOds. 11. Signs, including electric and neon signs and advertising displays. 12. Toys. 13. Wood crafting and carving. 14, Wood furniture and upholstery. Live-work unit A dwelling unit in combination with a shop, office, studio or other workspace within the same unit, where the resident occupant both lives and works. Standards and conditions for these shall include: 1. The workspace component must be located on the first floor or basement of the building, with an entrance facing the primary abutting road. 2. The dwelling unit component must be located above or behind the workspace and maintain a separate entrance accessible from the primary abutting road. 3. The office or business component of the workspace shall not exceed thirty percent (30%) of the total gross floor area of the prinCipal dwelling unit and shall meet all building code requirements. 4. A total of two (2) off-street parking spaces shall be provided on site for a live-work unit, located to the rear of the unit, or undergroundlenclosed (including attached or detached garage parking spaces). 5. No more than one (1) passenger or light commercial vehicle associated with the workspace (i.e., delivery truck) may be stored on site. Heavy commercial vehicles are prohibited. 6. The size and nature of the workspace shall be limited so that the building type may be governed by residential building codes. An increase in size or intensity beyond the specified limit would require the building to be classified as a mixed-use building and will require different construction standards. 7. The workspace component of the building may include the following uses: offices, small service establishments, home crafts which are typically considered accessory to a dwelling unit or limited retail associated with fine arts or crafts. The workspace component shall be limited to those uses otherwise permitted in the district that do not require a separation from residentially zoned or occupied property. The work unit use may not include a wholesale business, manufacturing business, motor vehicle service or repair for any vehicles other than those registered to residents of the property and a commercial food service requiring a license, except for a catering business which meets all conditional use permit requirements as specified in Article V [conditional use permits]. 8. Signage for a live-work unit is restricted to one (I), fifteen-SQuare-foot (15 s.f.) wall sign and shall not be internally illuminated. Maintenance garage: A building for the maintenance or repair of motor vehicles. This definition does not include a motor vehicle accessory installation center or motor vehicle wash. (This is already defined in the definition section of the zoning code.) Major motor fuel station: A retail business engaged in the sale of motor vehicle fuels that has more than three (3) dispensers. (This is already defined in the definition section of the zoning code.) Mixed-Use Zoning District 5 February 23, 2004 Minor motor fuel station: A retail business engaged in the sale of motor vehicle fuels with a maximum of three (3) dispensers. Fuel dispensers shall be designed to serve only two cars at once. (This is already defined in the definition section of the zoning code.) Motor vehicle wash: A building for washing motor vehicles, This definition does not include the occasional hand washing of vehicles stored in a parking garage. (This is already defined in the definition section of the zoning code.) Photocopying establishment: A business engaging in the reproduction of written or graphic materials through processes that do not include the use of volatile organic compounds which are subject to federal or state air emissions regulations. Publishing or printing establishment A business engaging in the reproduction of written or graphic materials through processes that include the use of volatile organic compounds which are subject to federal or state air emissions regulations. Dimensional Standards Maximum density: The density of the mixed-use zoning district shall not exceed the maximum density permitted by the land use classification and people per unit designated in the city's adopted comprehensive plan. Dansity bonuses are allowed per Section 44-300 [dansity credits]. In addition, the net acreage for calculating density may be increased by three hundred (300) square feet for each affordable dwelling un~, as defined by the Metropolitan Council guidelines. (The allowable densities are also listed in the table below for information purposes only and will not be included in the zoning district.) Lot Size Per Unit Structure Setbacks (Feet) Buildina Tvoe Densitv (Sauare Feetl Heiaht (Feetl Front Side Rear Single dwelling 6 units/acre 7,260 35' 20 to 25 52 152 Double dwelling! 15 units/acre nla 35' 20 to 25 52 152 townhouse Resldential garage nla nla Per Section nla 5 Ot06 accessed from alley 44-114 Residential garage not nla nla Per Section 20 to 25 5 5 accessed from alley 44-114 Multiple dwelling 20 units/acre nla 35' Ot020 O' 03 Mixed-uselresidential 20 units/acre nla nfa o to 10 O' 03 and commercial Commerciallincluding nla nla nla Oto 10 03 03 structure parking 'No single dwelling, double dwelling, townhouse or multi-dwelling building shall exceed a height of thirty- five (35) feet, or three stories, unless the city council approves a conditional use permit. "when a mixed-use zoned single or double-dwelling/townhouse adjoins a single or double-dwelling residential zoning district, the side and rear yard setbacks of the adjacent single or double dwelling residential zoning district shall apply, or a side yard setback of ten (10) feet and a rear yard setback of twenty (20) feet, whichever is greater. Mixed-Use Zoning District 6 February 23, 2004 "The zero (0) setback speCified above is allowed except as otherwise specified in the building code. Side and rear yard setbacks of at least ten (10) feet shall be required when a mixed-use zoned commercial, mixed-use (residential and commercial) or multi-family use adjoins a mixed-use zoned single or double- dwelling/townhouse residential use. Side and rear yard setbacks shall be as specified in Section 44-20 (c)(6)(b) [additional design standards] when a mixed-use zoned commercial, mixed-use (residential and commercial), or multi-family use adjoins a single or double dwelling residential zoning district. Section 44- 20(c)6)(b) specifies that a commercial or multi-famHy building must maintain a minimum of a 50-foot setback to an adjacent residential property line. This setback is increased based on the height of the building. Off-Street Parking Section 44-17 [off-street parking] of the city code applies in the mixed-use zoning district unless specified differently below. Placement of surface parking within the mixed-use zoning district must meet the following: 1. Surface parking must be located to the rear of a principal building, or an interior side yard if parking in the rear is impractical. 2. Surface parking must maintain a ten-foot (10') setback to a road when constructed on the side or rear of a building on a comer lot. 3. Surface parking must maintain a five-foot (5') side and fIVe-foot (5') rear yard setback, unless the surface parking adjoins a single or double dwelling residential zoning district, in which case the required setback as specified in Section 44-19(a) [landscaping and screening). 4. The city may approve variances to the surface parking placement standard if a building has special needs and site constraints, In these cases, there should be good pedestrian connections between the sidewalk and building entrance, and the area in front of the parking lot should be well landscaped. Amount of parking: 1. The minimum amount of required parking spaces shall be as specified in Section 44-1710ff-street parking]. 2. The maximum amount of surface parking spaces shall not exceed the specified minimum by more than ten percent (10%), or two (2) spaces, whichever is greater. If additional parking is desired, it must be placed underground, within an enclosed building, or in a tuck-under garage. 3. On-street parking located in front of a development may count toward the required number of parking spaces, except for live-work units. 4, For retail, medical, service and office uses, if a transit shelter is provided on site or in front of the building, then the minimum required number of parking spaces may be reduced by five percent (5%), but not to exceed five (5) parking spaces total. 5. Commercial parking district For retail, medical, service and office uses, required parking may be reduced by the establishment of a commercial parking district for the purpose of sharing parking with varying peak parking hours or availability of off-street public parking, The establishment of a commercial parking district to allow a reduction in parking required shall be subject to review and approval by the community design review board during the development's initial site plan review or subsequent site plan changes. 6. In addition to the above-referenced allowances for parking reduction, the city council may authorize other reduced off-street parking requests through a special agreement The reduction must be based on proven parking data for a specifiC development Parking space size: 1. 90-degree parking: 9 feet x 18 feet 2. 45-degree parking: 8.5 feet x 18 feet 3. Parallel parking: 8 feet x 21 feet Mixed-Use Zoning District 7 February 23, 2004 Design Standards Section 44-20 [additional design standards] of the city code applies to the mixed-use zOIling district unless specified differently below. Awnings: Awnings must be properly maintained, and if in poor repair must be repaired or replaced in a timely manner. Metal awnings are prohibited unless the design of the awning is compatible with the building, as determined by the director of community development (if the awnings require administrative review) or the community design review board (if the awnings require design review). Awnings may extend up to five (5) feet out over the public right-of-way, where approved by the city, and must meet all building code requirements. Commercial/mixed-use building fao;ade: Any exterior building wall, except for single and double- dwellingllownhouse residential buildings, adjacent to or visible from a public right-of-way or public open space may not exceed forty (40) feet in width, New buildings of more than forty (40) feet in width are allowed if the building wall is divided into smaller increments, between twenty (20) and forty (40) feet in width, through articulation of the fao;ade. This can be achieved through combinations of the following techniques and others that may meet the objective: 1. Fao;ade modulation - stepping back or extending forward a portion of the fao;ade. 2. Vertical divisions - using different textures or materials (although materials should be drawn from a common palette). 3. Division into storefronts, with separate display windows and entrances. 4. Variation in roollines by alternating dormers, stepped roofs, gables, or other roof elements to reinforce the modulation or articulation interval. 5. Arcades, awnings, window bays, arched windows and balconies. Exterior building materials: Exterior-building materials shall be classified primary, secondary or accent material. Primary materials shall cover at least sixty percent (60%) of all fao;ades of a building. Secondary materials may cover no more than thirty percent (30%) of all facades of a building. Accent materials may include door and window frames, lintels, comices and other minor elements, and may cover no more than ten percent (10%) of all fao;ades of a building. Allowable materials are as follows: 1. Primary exterior building materials may be brick, stone or glass. Bronze-tinted or mirror glass are prohibited as exterior materials. 2. Secondary exterior building materials may be decorative block or stucco. 3. Synthetic stucco may be permitted as a secondary material on upper floors only. 4, Accent materials may be wood or metal if appropriately integrated into the overall bUilding design and not situated in areas that will be subject to physical or environmental damage, 5. All primary and secondary materials shall be integrally colored with no painted materials. Fences: Fences over four (4) feet in height are prohibited in all front yards, except as required for storage/service/loading as specified below. First floor height: The first lloor of commercial or mixed-use (residential and commercial) buildings shall be designed with a minimum ceiling height of twelve (12) feet Material change: The front facade building material changes shall not occur at external comers (toward a public right-of-way or public open space), but may occur at reverse or interior corners or as a retum at least six (6) feet from extemal comers. Mixed-use building remodeling/additions/alterations: Remodeling, additions or other alterations to mixed- use buildings (buildings previously approved and built with mixed-use design standards) shall be done in a manner that is compatible with the original building. Original materials shall be retained and preserved to the extent possible. Mixed-Use Zoning District 8 February 23, 2004 Model variety: Each single or double-dwelling development of one hundred (100) or more units must have at least four (4) models with three (3) elevations and material treatments each. For single or double- dwelling developments of less than one hundred (100) units, at least three (3) models with three (3) variations each are required. No road block should have more than two (2) consecutive single-dwelling houses with the same house model. Nonconforming buildings: Additions to nonconforming buildings (buildings built before mixed-use design standards) must be constructed with materials required by this ordinance if the addition exceeds twenty-five percent (25%) of the floor area. Exterior remodeling or alterations to a nonconforming building must be constructed with materials required by this ordinance. The director of community development (if administrative review is required) or the community design review board (il design review is required) may authorize the use of other materials if the addition, remodeling or alteration is deemed to be minor in nature and not visible from a public right-of-way. One-story buildings: One-story buildings taller than eighteen (18) feet in height shall be arcMecturally detailed to simulate a two-story appearance. Parks/playgrounds: The city may require that a reasonable portion of any proposed subdivision or development be dedicated to the public or preserved for public use as parks, playgrounds, trails or open space. Pedestrian access: Each ground floor space with road frontage shall have its primary entrance on the Iront facade. Additional entrances may be provided off of a parking area or an access corridor. Porches and entries: Porches, steps, pent roofs, roof overhangs and hooded front doors or similar architectural elements shall be used to define all primary residential entrances. Decks shall be prohibited on all primary residential entrances. Front porches must have a minimum depth of six (6) feet dear. Porches may extend six (6) feet into the required setback in the mixed-use zoning district. (The existing definition for front yard setback in the city's zoning code will also apply in the mixed-use zoning district. This definition states in part: 'The front yard setback shall also include sidewalks, steps, ramps or at-grade patios that have no walls, solid fence or roof.' Therefore, these items can extend into the required front yard setback also.) Residential garages: Single or double-dwelling/townhouse attached garages must not be located in front of the primary fa~de and must have architectural elements to minimize the impact of the garage door or be recessed from the primary front la~de (not including porches, bay windows or other minor projections) by a minimum of eight (8) feet. Single or double-dwellingltownhouse garages, either attached or detached, which are placed in the rear yard must be accessed by either an alley or a side-yard driveway. Setbacks: Within the mixed-use zoning district, all setbacks shall be measured from the outlying property line of a development and either a public right-of-way or from the edge of a private road, whichever applies. The term 'road' as used to define setbacks within the mixed-use zoning district applies to public and private roads. Storage/service/loading: If an outdoor storage, service or loading area is visible from adjacent residential uses, or a road or walkway; it shall be screened by a decorative fence, wall or screen of plant material at least six (6) feet in height. Fences and walls shall be arChitecturally compatible with the primary structure. Windows: Buildings containing office and retail uses shall maintain forty percent (40%) minimum window coverage on the first floor that faces a road or public open space. These windows shall extend to a minimum of two (2) feet to the front fa~de elevation, Exceptions and Appeals to Design Standards: Exceptions: The director of community development (if administrative review is required) or the community design review board (if design review is required) may consider exceptions to the above-mentioned design Mixed-Use Zoning District 9 February 23, 2004 standards if they uphold the integrity of the guidelines and result in an attractive, cohesive development design as intended by this ordinance. Appeals: Appeals to the approved design conditions for a building or development are pennitled as specified in Section 2-285 [approval of plans]. Landscaping Section 44-19 [landscaping and screening] of the city code applies in the mixed-use zoning district unless specified differently below, Landscape definition: Over story tree: Large deciduous shade-producing tree with a mature height over thirty (30) feet. Landscape requirements: 1. All areas of land not occupied by buildings, parking, driveways, sidewalks or other hard surface shall be sodded or mulched and landscaped with approved ground cover, flowers, shrubbery and trees. 2. Hard surfaced areas, including sidewalks and patios, must include amenities such as benches, planters and bike racks. 3. For parking lots consisting of twenty (20) or more spaces, interior landscape islands are required. Interior landscape islands shall be at a rate of one (1) landscape island for every ten (10) parking spaces, Landscaping areas located along the perimeter of a parking lot beyond the curb or edge of pavement shall not be included toward satisfying this requirement. Landscape islands shall be a minimum of one hundred and forty-four (144) square feet in area and shall be a minimum of eight (8) feet in width, as measured from back of curb to back of curb. The landscape islands shall be improved as follows: a. One (1) over story tree with a trunk size a minimum of two and one-half (2-1/2) inches in caliper shall be provided for every landscape island, b. A minimum of fifty percent (50%) of every landscape island shall be planted with an approved ground cover in the appropriate density to achieve complete cover within two (2) years. Mulch may only be used around the base of the plant material to retain moisture. 4. Perimeter landscape or pedestrian walls are required for all parking lots and shall be established along the road and edges of the parking lot. The landscape treatment or pedestrian wall shall run the fulllenglh of the parking lot and be located between the property line and the edge of the parking lot as follows: a, Perimeter parking lot landscaping adjacent the road shall be at least ten (10) feet in width, as measured from the properly line or edge of a private road to the back of curb. b. The primary plant materials used in perimeter parking lot landscaping adjacent the road shall be over story trees. Omamental trees, shrubs, hedges and other plant materials may be used to supplement the over story trees, but shall not be the sole contribution to such landscaping, c. Perimeter parking lot landscaping along the rear and sides of a parking lot (not adjacent the road) shall be planted with a minimum of fifty percent (50%) groundcover approved by the city to achieve complete cover within two (2) years. Mulch may only be used around . the base of the plant material to retain moisture. d. In lieu of, or in addition to, perimeter parking lot landscaping, a pedestrian wall along the perimeter of the parking lot may be constructed. The pedestrian wall is limited to four (4) feet in height, must be at least eighty percent (80%) opaque and must be architecturally compatible to the principal building or development. 5. Over story trees are required at regular intervals along the road to help define the road edge, to buffer pedestrians from vehicles and to provide shade. The over story trees shall be located in a planting strip at least five (5) feet wide between curb and sidewalk, or in a planting structure of design acceptable to the city. Mixed-Use Zoning District 10 February 23, 2004 Lighting All outdoor lighting to be of a design and size compatible with the building and as specified in Section 44- 19(c)(1) [outdoor lighting], excepllhatlight pole height maximum Is limited to sixteen (16) feet. Signs Article III [sign regulations] of the city code applies to the mixed-use zoning district unless specified differently below. Sign review: The community design review board shall review all signage on new buildings or developments to ensure that the signs meet mixed-use sign requirements and are architecturally compatible with the new building or development. In addition, the community design review board shall review all comprehensive sign plans as required In Section 44-736 [comprehensive sign plan]. All signage on buildings or developments (buildings or developments previously approved and built with mixed-use design standards) shall be reviewed by the director of community development and shall be done In a manner that is compatible with the original scale, massing, detailing and materials of the original building. All signage on non-mIxed-use buildings or development (buildings or developments not built with mixed- use design standards) shall be reviewed by the director of community development and shall comply with the mixed-use sign requirements, unless classified a pre..axisting nonconfonning sign in which case shall comply with Section 44-12 [nonconfonning buildings or uses]. Overall wall and projecting signage: Allowable area of overall wall and projecting signage for each establishment is one and one-half (1 %) square feet of signage per lineal foot of building or frontage on a road, public open space or private parking area, or thirty (32) square feet, whichever is greater. Each wall shall be calculated individually and sign area may not be transferred to another side of the building. Minor motor vehicle stations with canopies are allowed to place signage on the canopy and the building as long as they do not exceed the requirements above, Wall and projecting signs shall not cover windows or architecluraltrim and detail. Projecting signs: Projecting signs are allowed as part of the overall signage, Projecting signs may not extend more than four (4) feet over a public right-of-way and a private road or sidewalk, and must not project out further than the sign's height. Freestanding signs: One (1) freestanding sign for each establishment is allowed if the building is setback at least twenty (20) feet or more from the front property line. Freestanding signs must meet the following requirements: 1. Limited to six (6) feet in height and forty (40) square feet in area. 2. Maintain a five-foot (5') setback from any side or rear property line, but can be constructed up to the front property line. 3. Must consist of a base constructed of materials and design features similar to those of the front fa~de of the building or development. 4. Must be landscaped with flowers or shrubbery. Prohibited signs: Signs painted directly on the wall of a building; reader boards located in permanent sign age, except for reader boards advertising gasoline prices at minor motor vehicle stations; signs which advertise a pn:iduct and not a specific business. Nonconforming signs: Signs that become nonconforming by adoption of the mixed-use zoning district would be covered under the city's existing nonconforming ordinance. In summary, any pre-existing conforming or nonconforming sign that would become nonconforming by adoption of the mixed-USe zoning district would be allowed to remain until such time as the sign is destroyed or removed. In addition, the sign may be refaced to the existing size, but may not be expanded without a variance. Mixed-Use Zoning District 11 Februal)' 23, 2004 Subdivision Chapter 34 [subdivisions] of the city code applies to the mixed-use zoning district unless specified differently below. Blocks: Maximum block length of six hundred (600) feet. Right-of-way width: Subject to discretion of the director of public works and approval by the city council. Road pavement widths: Subject to discretion of the director of public works and approval by the city council. Alleys: Interconnected roads and alleys are strongly encouraged within the mixed-use zoning district. Alley right-of-way and pavement widths must be adequate for the following: vehicle passing, vehicle loading and unloading and storage of snow. Alley right-of-way and pavement widths are subject to the discretion of the director of public works and approval by the city council. Cul-de-sacs: Cul-de-sacs are prohibited within the mixed-use zoning district Sidewalks: Sidewalks are required on both sides of roads. Mixed-Use Zoning District 12 February 23, 2004 MEMORANDUM TO: FROM: SUBJECT: DATE: Matt Ledvina, Community Design Review Board Michael Martin, AICP, Planner 2012 Annual Report February 20, 2013 INTRODUCTION Attached to this memo is the draft of the community design review board's (CDRB) 2012 Annual Report. The CDRB has produced this report every year to forward on to the city council for its review of the board's work throughout the previous year. DISCUSSION The format of the 2012 Annual Report is similar to previous years. Staff has included a section for 2013 activities. This was done with the intention of the CDRB having a discussion at its February 26, 2013 meeting to develop its goals for the upcoming year. Staff will be looking for feedback from the CDRB as to what it would like to accomplish in 2013 outside of its design review duties. RECOMMENDATIONS Please review the attached draft 2012 Annual Report and come to the February 26, 2013 meeting prepared to discuss. Attachments: 1. 2012 CDRB Annual Report 1 MEMORANDUM TO: FROM: SUBJECT: DATE: James Antonen, City Manager Matt Ledvina, Community Design Review Board Chair Community Design Review Board 2012 Annual Report February 26, 2013 INTRODUCTION Annually the community design review board (CDRB) reports the board's actions and activities for the city council for the previous year. In 2012, the CDRB reviewed the following 28 items during its 9 meetings: Type of Proposal # Reviewed New Development Proposals 3 1. Design Review, Venner Plaza Shoppes, 1978 County Road D East (February 28, 2012) 2. Design Review, East Metro Public Safety Training Center, MN Highway 120 and MN Highway 5 (May 22, 2012) 3. Design Review, RSI Recycling Services, 1255 Cope Avenue (July 24,2012) ExpansionslRemodelslRevisions 14 1. Comprehensive Sign Plan Amendment, Safeway Driving School, Maple Leaf Center, 2251 Larpenteur Avenue (January 24, 2012) 2. Design Review and Comprehensive Sign Plan Amendment, Maplewood Town Center, 1845 County Road D East (February 28, 2012 and March 27, 2012) 3. Design Review, LA Fitness, 1940 County Road D East (March 27, 2012) 4. Comprehensive Sign Plan Amendment, Veteran's Memorial Park, 1980 North Saint Paul Road (March 27, 2012) 5. Design Review, St. Paul Hmong Alliance Church Building Addition, 1770 McMenemy Street (April 24, 2012) 6. Sign Setback Variances, Holiday Stationstore, 280 McKnight Road South (April 24, 2012) 7. Comprehensive Sign Plan Amendment, Men's Warehouse at Maplewood Mall, 3001 White Bear Avenue (April 24, 2012, May 22,2012, July 24,2012, September 25,2012 and November 27,2012) 8. Design Review Revision, Cottagewood Town House Development, South of Highwood Avenue, east of Dennis Street, west of 1-494 (May 22,2012) 9. Comprehensive Sign Plan Amendment, Monument Sign, 3M Center (June 26, 2012) Type of Proposal, continued ExpansionslRemodelslRevisions 10. Comprehensive Sign Plan Amendment, Health East Spine Clinic, Birch Run Station (June 26, 2012) 11. Comprehensive Sign Plan Amendment, Maplewood East Shopping Center, 2950 White Bear Avenue (July 24, 2012) 12. Design Review, Keller Golf Course, 2166 Maplewood Drive (July 24, 2012) 13. Comprehensive Sign Plan Amendment, Kennard East and West Professional Buildings, 3100 Kennard Avenue and 1725 Legacy Parkway (November 27,2012) 14. Design Review, Buffalo Wild Wings, 3085 White Bear Avenue (November 27,2012 Special Proiects and Presentations 11 1. Trunk Highway 36/English Street Interchange Project (January 24, 2012) 2. Capital Improvement Plan for 2013 - 2017 (February 28, 2012) 3. 2011 Annual Report (March 27, 2012) 4. 3M Monument Sign Presentation (April 24, 2012) 5. Election of Officers (April 24, 2012) 6. Ordinance Amendment Regarding Reinforced Turf Parking Lots, Section 44-17 (May 22, 2012) 7. Potential Combining of PC and CDRB (May22, 2012 and July 24,2012) 8. Living Streets Policy (November 27,2012) 9. Reinforced-turf Parking for Multiple-Family Developments (November 27,2012) 10. Resolution of Appreciation for Jawaid Ahmed (November 27,2012) 11. Resolution of Appreciation for Matt Wise (November 27, 2012) Total 28 COMPARATIVE INFORMATION Year Number of Items Reviewed 2003 2004 25 25 2 2005 2006 2007 2008 2009 2010 2011 2012 27 33 27 15 18 20 25 28 MEMBERSHIP The CDRB consists of five members appointed by the city council. Membership terms are for two years, with extensions for additional terms approved by the city council. The current membership is as follows: Board Member Membership Beqan Term Expires Ananth Shankar Matt Ledvina Jason Lamers Bill Kempe Leo Burger 8/8/94 3/10/97 5/26/09 2/11/13 2/11/13 4/30/13 4/30/14 4/30/15 4/30/15 4/30/16 Ananth Shankar is the only member due for reappointment in 2013. Mr. Kempe and Mr. Burger were appointed to the CDRB in February of 2013 to replace outgoing members Jawaid Ahmed and Matt Wise. DISCUSSION 2012 ActionslActivities In 2012, the CDRB reviewed 28 items, an increase from the past few years. Half of the CDRB's reviews in 2012 were either redevelopment related or needed a revision to previously approved plans. During 2012, the CDRB conducted its most reviews in the last 10 years after seeing a drop in 2008 and 2009. In 2013, the CDRB expects to review a similar number of projects. It also expects that many of the projects will be redevelopment in nature or a current development needing a revision of some kind. The reviews seen in 2012, reinforced the idea that the city and CDRB need to adapt to different market pressures as development comes back. The CDRB also continued its review of the city's living streets program. The CDRB reviewed mainly commercial projects - most notably the new Venner Plaza Shoppes that replaced an aging gas station on the corner of White Bear Avenue and County Road D East. The CDRB reviewed many comprehensive sign plan amendment requests as businesses and shopping centers work to update their properties to ensure their vitality into the future. The CDRB also worked on several key institutional projects in the city - including the new East Metro Public Safety Training Center. The CDRB has consistently demonstrated keen interest and skill in their reviews of these development projects to ensure they are of the quality of design and materials that complement the surrounding areas and improves a site's aesthetics. 3 The reason for the rise in redevelopment and remodel is that the city has seen the amount of vacant land available for new developments diminish. In addition, several other projects that occurred in 2012 were smaller in nature allowing city staff to process many of the city's remodels and additions as 15-day reviews, as allowed by code, rather than the more formal review by the CDRB. Approximately 15 projects were processed as 15-day reviews. Because of the developed nature of the city, many of the new commercial and residential developments reviewed by the CDRB are either redevelopment of existing buildings or in-fill development. The CDRB will continue to be a vital advisory board to the city council in the future, particularly with more redevelopment and in-fill development projects on the horizon. 2013 Activities In addition to its design review duties, the CDRB lists these potential activities for 2013: 1. Continue having in-service training sessions for the CDRB. 2. Continue developing policy guidelines for vegetation use along public rights-of-way. 3. Focus on educating the CDRB on sustainable building practices. CONCLUSION In 2013, the CDRB will continue its dedication to the quality design of buildings and developments, ensuring a high quality of life for the citizens of Maplewood. RECOMMENDATION Approve the CDRB's 2013 annual report. P\com-dev\community design review board\annual report (2012) 4