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Home My WebLink About01/03/20051. Call to Order MAPLEWOOD PLANNING COMMISSION Monday, January 3, 2005, 7:00 PM City Hall Council Chambers 1830 County Road B East 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes a. December 20, 2004 5. Public Headngs None 6. New Business a. Training Session - City Attorney's Office b. Planning Commissions Rules of Procedure c. Planning Commission's 2004 Annual Report 7. Unfinished Business None 8. Visitor Presentations 9. Commission Presentations December 27 Council Meeting: No Meeting January 10 Council Meeting: Mr. Grover January 24 Council Meeting: Ms. Fisher February 14 Council Meeting: Ms. Diedch 10. Staff Presentations a. Reschedule January 17 Meeting (MLK Holiday) - Wednesday January 197 11. Adjournment DRAFT MINUTES OF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA MONDAY, DECEMBER 20, 2004 I. CALL TO ORDER Chairperson Fischer called the meeting to order at 7:06 p.m. II. ROLL CALL Chairperson Lorraine Fischer Commissioner Eric Ahlness Commissioner Jeff Bartol Vice-Chairperson Tushar Desai Commissioner Mary Dierich Commissioner Michael Grover Commissioner Daniel Lee Commissioner Gary Pearson Commissioner Dale Trippler Present Present Absent Present Present Present Present Present Present Staff Present: Ken Roberts, Planner Lisa Kroll, Recording Secretary Chuck Vermeersch, Staff Engineer III. APPROVAL OF AGENDA Commissioner Pearson moved to approve the agenda. Commissioner Trippler seconded. Ayes - Ahlness, Desai, Dierich, Fischer, Grover, Lee, Pearson, Trippler The motion passed. IV. APPROVAL OF MINUTES Approval of the planning commission minutes for November 15, 2004. Commissioner Trippler requested the wording in the first paragraph on page 7 be stated clearer. It should read Mr. Brandt asked for the planning commissions support for the approval of a conditional use permit for Mapletree. Commissioner Trippler also requested an explanation be put in the minutes regarding the reason both Chairperson Fischer and Vice-Chairperson Desai spoke as chairperson. Because Chairperson Fischer had troubles with her voice, Acting Chairperson Desai assisted as chairperson. This information was later stated on'the front page of the minutes. Commissioner Trippler moved to approve the planning commission minutes for November 15, 2004, as amended. Planning Commission -2- Minutes of 12-20-04 Commissioner Grover seconded. Ayes - Ahnless, Desai, Fischer, Grover, Lee Trippler Abstention - Dierich, Pearson V. PUBLIC HEARING a. Conditional Use Permit-Walking in Faith Church (2385 Ariel Street) (7:11-7:18 p.m.) Mr. Roberts said Mr. Paul Strong, representing Walking in Faith Christian Ministries, is proposing to open a church in an existing office building in the Heather Ridge office complex at 2385 Ariel Street. This would be a new location for the church that is now operating in the Maplewood Inn- Best Western (on Southlawn Drive). Commissioner Trippler said there weren't many comments returned to staff. However, one of the comments that was returned was if the congregation grew beyond 30 families or beyond 75 people what would the city do then and how would the city be aware of that information? Mr. Roberts said the city wouldn't necessarily know information like that. It would be more a life safety concern for those occupying the space. If there was a large gathering in the chumh space and the Fire Marshal made an inspection, the Fire Marshal would discuss his concerns regarding the occupant capacity with a church representative. Commissioner Trippler said he didn't see a limitation on the capacity of people they could have in the building in the staff report. Mr. Roberts said the second part of condition number 3. on page 2 of the staff report states city staff shall determine the maximum capacity of the church upon review of the final floor and building plans. Commissioner Desai asked staff to clarify the square footage of the building at 2385 Ariel Street. It shows both 3,750 and 3,700 square feet in the staff report. Mr. Roberts said he would clarify the square footage before this went to the city council meeting. Chairperson Fischer asked the applicant to address the commission. Pastor Paul Strong, representing Walking in Faith Christian Ministries, addressed the commission. Chairperson Fischer asked Pastor Strong if he had any questions or concerns with the conditions listed in the staff report? Mr. Strong did not have any concerns or questions. Nobody in the audience came forward for the public hearing. Planning Commission Minutes of 12-20-04 -3- Commissioner Pearson moved to adopt the resolution on pages 10 and 11 of the staff report. This resolution approves the conditional use permit for Walking in Faith Ministries to operate a church in the building at 2385 Ariel Street. Maplewood bases this permit on the findings required by the code and subject to the following conditions: 1. All construction shall follow the plans dated November 22, 2004, as approved bythe city. The director of community development may approve minor changes. 2. The proposed church must be started in this location within one year after council approval or the permit shall end. The council may extend this deadline for one year. The owner and the church operators shall ensure that the church space meets all the requirements of the building code as determined by the building official and the fire marshal. In addition, city staff shall determine the maximum capacity of the church upon review of the final floor and building plans. 4. The city council shall review this permit in one year. Commissioner Desai seconded. Ayes- Ahlness, Desai, Dierich, Fischer, Grover, Lee, Pearson, Trippler The motion passed. This item goes to the city council on January 10, 2005. b. Maplewood Imports Auto Center (2450 Maplewood Drive) (7:18 - 7:57 p.m.) Mr. Roberts said Jon Hansen, of LeJeune Investments and Maplewood Imports, is proposing to build four new automobile dealerships and a support services building on the 32-acre property at 2450 Maplewood Drive. This complex would include 4 separate dealership buildings (each with sales and service facilities), a support services building and up to 1,945 parking spaces for inventory, customers and employees. The city has planned and zoned this site CO (commercial office) and M-1 (light manufacturing.) Commissioner Pearson said the plans show a significant swale going from the east side of the Audi building to the pond and he wondered what happens to the swale when the second building to the east is constructed? Mr. Chuck Vermeersch, Staff Engineer, addressed the commission. He said the swale shown on the plans is an interim condition. When the second building is built more storm sewer pipes would be installed and the swale could be eliminated. The city engineering department is trying to eliminate having the applicant install pipe in the ground and then change it later. Commissioner Pearson said regarding the zoning changing from CO (commercial office) to M-1 (light manufacturing), should the market not dictate additional dealerships be built the change in zoning would preclude the footprints be used for commercial office. (His concern was regarding the traffic study with the different uses as an auto dealership or as a commercial office building.) Planning Commission -4- Minutes of 12-20-04 Commissioner Trippler asked if he read correctly in the TDI traffic study that it was assumed that all four car dealerships would be in place in 2006 even though built out it would take longer? Mr. Roberts said for analysis purposes they had one traffic study done with all buildings built instead of a study done every year for three years as the project progressed. Commissioner Trippler asked if the city engineer could clarify a statement he made on page 47, number 3 of the staff report. Mr. Vermeersch said he meant that you can't develop an entire site and not have some increase in the volume of runoff from what it is now as the site is currently undeveloped. Chairperson Fischer asked the applicant to address the commission. Mr. Jonathan Baker, AIA, 100 South Fifth Street, Suite 250, Minneapolis, addressed the commission. He said they are in agreement with the staff report and hope to receive the planning commission's recommendation for approval. Mr. Baker reviewed the plar)s with the commission on the screen. He said the first building would be for Audi, the second building may be for Mercedes or Porsche, and the other buildings would be for another high end dealership. These buildings would not have an outside intercom system, there would be no overcrowded displays, and there would no inflatables and no overcrowded parking lots. Commissioner Trippler said in the report it states the applicant plans on incorporating pervious surfaces to encourage the infiltration. He asked if the pervious surface was going to be used throughout the whole facility or just in certain areas? Mr. Baker said the final component of the development would be additional parking and storage and would be pervious paving. The water for the rest of the site would drain into the rain gardens. Commissioner Dierich asked how they planned on stabilizing the site during the three or four years of construction? Mr. Baker said they intend on disturbing as little of the site as possible. Grading will be done to level the site. The disturbed area would be seeded to stabilize the site until the next phase of construction. Commissioner Trippler asked if these buildings were mandated by the manufacturer. He asked if Audi, Mercedes, etc. build the exact building all over the world. Mr. Baker said correct. There are a number of significant components that need to be uniform in all of their buildings. Commissioner Desai asked if the traffic issue concerns the dealership? Mr. Baker said with any business on Highway 61 it's important for traffic to flow efficiently so people can access the businesses and people can run their business. According to the traffic report the traffic generated by this project isn't a significant factor in terms of the overall project. The traffic issue has to do with the growth of the area and the traffic traveling on Highway 61. Planning Commission Minutes of 12-20-04 -5- Mr. Baker said at this point they aren't concerned about the overall traffic. As a business owner in the neighborhood they want to make sure traffic isn't a problem. Chairperson Fischer stepped away. Acting Chairperson Desai asked if anybody in the audience wanted to speak regarding the public hearing for Maplewood Imports? Nobody came forward. Commissioner Trippler asked if he understood correctly that the applicant was asked to share in the cost of future traffic problems that may occur. He asked staff if they had any idea how much the applicant could expect to pay. Mr. Roberts said correct. Staff hasn't received specific dollar amounts yet but the traffic engineers have been discussing the issue. Staff has made the applicant aware that if there were changes the applicant would be part of the process. Engineering has been in co~tact with MnDot to see what kind of programs or changes they may have in the works for both Highway 36 and English Street and Highway 61 and Connor Avenue to see how this would all tie in. it would be senseless for the applicant to pay for traffic or street improvements and have MnDot come along and remove it. There have been on-going discussions regarding this and staff is confident it will all be worked out in the end. Commissioner Trippler asked if the applicant was comfortable with the wording in condition C. 5. changing the wording from unlicensed or inoperable vehicles on the site to damaqed and if they felt 48 hours was enough time to repair vehicles on the site? Mr. Jon Hansen, LeJeune investments spoke and said they were fine with that language. He said they are not in the body shop business, but they may do dent removal; replace windshields or something like that. Commissioner Trippler moved to adopt the land use plan change resolution starting on page 65 of the staff report. This resolution changes the comprehensive land use plan map for the vacant property on the east side of Maplewood Drive, north of Gervais Avenue. This change is from CO (commercial office) to M-1 (light manufacturing). The city is making this change because it will: 1. Provide for orderly development. 2. Protect and strengthen neighborhoods. 3. Promote economic development that will expand the property tax base, increase jobs and provide desirable services. 4. Minimize the land planned for streets. 5. Minimize conflicts between land uses. 6. Prevent premature use, overcrowding or overuse of land especially when supp°rtive services and facilities, such as utilities, drainage systems or streets are not available. Planning Commission -6- Minutes of 12-20-04 7. Help a, to implement the goals of the comprehensive plan including: The city will not approve new development without providing for adequate facilities and services, such as street, utilities, drainage, parks and open space. b. Safe and adequate access will be provided for all properties. c. Whenever possible, changes in types of land use should occur so that similar uses front on the same street or at borders of areas separated by major man-made or natural barriers. d. The city coordinates land use changes with the character of each neighborhood. e. Group compatible businesses in suitable areas. f. Promote the joint use of parking areas, drives and trash contaigers. g. Avoid disruption of adjacent or nearby residential areas. 8. The previous property owner never constructed the office park on the property that the CO land use designation was for, that the city had implemented for the site. Commissioner Trippler moved to adopt the zoning map change resolution on page 67 of the staff report. This resolution changes the zoning map for the vacant property on the east side of Maplewood Drive, north of Gervais Avenue. This change is from CO (commercial office) to M-1 (light manufacturing). The city is making this change because: 1. The proposed change is consistent with the spirit, purpose and intent of the zoning code. 2. The proposed change will not substantially injure or detract from the use of neighboring property or from the character of the neighborhood and the use of the property adjacent to the area included in the proposed change or plan is adequately safeguarded. 3. The proposed change will serve the best interests and conveniences of the community, where applicable, and the public welfare. 4. The proposed change would have no negative effect upon the logical, efficient, and economical extension of public services and facilities, such as public water, sewers, police and fire protection and schools. 5. The previous property owner never constructed the office park on the property that the CO zoning designation was for, that the city had implemented for the site. Planning Commission Minutes of 12-20-04 -7- Commissioner Trippler moved to adopt the resolution on pages 68 and 69 ofthe staff report. This resolution approves a conditional use permit for Maplewood I mport's plan to construct up to four automobile dealerships/maintenance garages for the property at 2450 Maplewood Drive. The city is approving this permit based on the findings required by the code and is subject to the following conditions: 1. All construction shall follow the site plan approved by the city. The director of community development may approve minor changes. 2. The construction of the proposed Audi building must be started within one year of city council approval or the approval for this addition shall end. The city council may extend this deadline for one year. 3. The loading or unloading of automobiles on the public right-of-way is prohibited. 4. The operators of the dealerships shall park the automobiles and motor vehicles on designated paved or engineered porous or permeable surfaces. 5. The owners and operators of the dealerships shall not store damaged vehicles on the site for more than 48 hours, except in the buildings or in fully-screened storage areas. 6. The owners and operators of the dealerships shall store all garbage, trash, waste materials, tires, vehicles, parts, and obsolete parts in the buildings or in fully-enclosed trash containers or enclosures. 7. The owners and operators of the dealerships shall not store any tires, vehicle parts, garbage, trash, waste materials or other debris outside. All such storage must be inside the buildings or in approved enclosures. 8. The owners and operators shall ensure that all vehicle repair, assembly, disassembly and maintenance is done with enclosed buildings. 9. The owner and operator shall ensure that the noise from the business operations, including all external speakers, shall not exceed the state noise standards. 10.The city council shall review this permit in one year. Commissioner Pearson seconded. Ayes-Ahlness, Desai, Dierich, Fischer, Grover, Lee, Pearson, Trippler The motion passed. This item goes to the CDRB on January 11,2005, and to the city council on January 24, 2005. c. Conditional Use Permit- Fleetwood Motor Sales (2525 White Bear Avenue) Mr. Roberts said after further review staff determined there was already a CUP for used vehicle sales for this address with an existing condition that the new owner will take over the CUP that was still current. Therefore, no public hearing or action needed. Planning Commission -8- Minutes of 12-20-04 VI. NEW BUSINESS Planning Commission Appointment to Gladstone Redevelopment Task Force M r. Roberts said city staff is looking for a planning commission member who would be interested in serving as a representative and a planning commissioner to serve as an alternate on the Gladstone Redevelopment Task Force. These people would attend the Gladstone meetings from January 2005 until August 2005. As part of this task force there would be one or two city councilmembers, a planning commission member, open space member, park and recreation member, some of the business owners in the area, and some of the property owners. These people would work with the consultant and the public to further the Gladstone Redevelopment plans. The first meeting is Wednesday, January 19, 2005. The Gladstone Redevelopment Task Force meetings would be held at the Fire Station on Clarence Street, the City Hall or at the Maplewood Community Center. Dale Trippler volunteered to be the representative and Daniel Lee would serve as the alternate representative. UNFINISHED BUSINESS None. VIII. VISITOR PRESENTATIONS None. IX. COMMISSION PRESENTATIONS a. Mr. Desai was the planning commission representative at the November 22, 2004, city council meeting. Mr. Desai said items the two planning commission items discussed included the Home Occupation License for a Photography business for David Grupa at 1994 Duluth Street which was approved with conditions, and the CUP for the Phoenix Group Home at 1936 Craig Place which was denied by the city council. b. Mr. Ahlness was the planning commission representative at the December 13, 2004, city council meeting. Mr. Ahlness said many items were discussed including the tax levy. However, the only planning commission item to discuss was the CUP for the Mapletree Group Home at 2831 Southlawn Drive which passed 3-to-2 with several conditions. Commissioner Ahlness recommended that the planning commission look at setting a time limit for presentations during public hearings. City councilmember Will Rossbach was present to answer questions of the commissioners. Planning Commission -9- Minutes of 12-20-04 c. The city council meeting for December 27, 2004, has been cancelled. d. Ms. Dierich is unable to serve as the planning commission representative at the January 10, 2005, city council meeting so Michael Grover will take her place and Ms. Dierich will take his place on February 14, 2005. The only planning commission item for the January 10, 2005, city council meeting is the CUP for Walking in Faith Church at 2385 Ariel Street. X. STAFF PRESENTATIONS Mr. Roberts said he would check with the city attorney's office to see what date would work to give a presentation and hold a training session regarding public hearings. Xl. ADJOURNMENT The meeting was adjourned at 8:43 p.m. TO: FROM: SUBJECT: DATE: MEMORANDUM City Manager Ken Roberts, Planner Planning Commission's 2004 Annual Report December 27, 2004 INTRODUCTION The city code requires that the planning commission prepare an annual report to the city council by their second meeting in February. This report should include the planning commission's activities from the past year and the major projects for the upcoming year. 2004 ACTIVITIES The commission considered the following requests as noted: 2004 2003 changes to the comprehensive plan 10 8 changes to the zoning map 7 4 preliminary plats 12 5 ordinance changes 1 3 conditional use permits and revisions 21 18 vacations 5 5 variances 2 4 miscellaneous requests and presentations 11 14 2002 2001 3 3 2 2 6 3 3 5 18 25 5 7 1 2 17 7 Total 69 61 55 54 In 2004, the commission, in addition to the items listed above, took a tour of development sites. In addition, the planning commission had a training session with the city attorney and Ms. Coleman and had a session to review and discuss the Gladstone redevelopment process. NOTE: For all the items listed below, the planning commission recommended approval ayes all, unless I have noted otherwise. 2004 COMPREHENSIVE PLAN CHANGES The commission considered ten changes to the comprehensive plan in 2004. Changes PC Action Council Action Proposed Mixed-Use District Approved Approved This change was to add the mixed-use language and designation to the comprehensive plan. Hillcrest Area Land Use Plan Chan.qe Approved Approved From BC and R-1 to Mixed Use (MU) This change was to put in place the mixed-use designation for the Hillcrest area. DQ Gdll and Chill (Beam Avenue) Denied Denied From BC-M to BC This change was for a proposed restaurant on the south side of Beam Avenue, west of Southlawn. Mounds Park Academy (2051 LarpenteurAvenue) Approved Approved From R-1 to S (School) This change was for hvo residential properties in front of the school to allow for the redesign of the school entrances and parking area. Olivia Gardens (Stillwater Road) Approved Approved From R-1 to R-2 This change was for a development with 7 twin homes (14 units) on the west side of Stillwater Road. Trout Land (west of Hwy 61 at new County Road D) Denied From R-1 and M-1 to R-3(H) Note: The commission recommended a change to R-3(M) for this site. Approved Hedtage Square Second Addition (Le(~acv Villa~3e) Approved Approved From BC to R-3(H) This change was for the part of Legacy Village on the southwest comer of County Road D and Kennard Street that the developer originally thought would have an executive office building. Summerhill Senior Housing (935 Femdale Street) Denied Approved From S (School) to R-3(H) (5-3) This change was for the Transfiguration School site to allow for the redevelopment of the property into a senior housing complex. Cottages at Le.qacy Villa.qe (Hazelwood Street) Approved Approved From BC to R-3(H) This change was for a 33-unit townhouse development on the east side of Hazelwood, south of County Road D. Maplewood Imports (2450 Maplewood Drive) Approved Pending From CO (commercial office) to M-1 This change was for a proposal to build four new automobile dealerships on the Miggler property on the west side of Highway 61. 2004 ZONING MAP CHANGES The commission considered seven changes to the zoning map in 2004. Change PC Action Hillcrest Area Land Zoning Map Change Approved From BC and R-1 to Mixed Use (MU) Woodhill Development (Linwood Avenue) Approved From F to R-1 Council Action Approved Approved DQ Gdll and Chill (Beam Avenue) Denied Denied From BC,-M to BC This change was for a proposed restaurant on the south side of Beam Avenue, west of Southlawn. Olivia Gardens (Stillwater Road) Approved Approved From R-1 to R-2 This change was for a development with 7 twin homes (14 units) on the west side of Stillwater Road. Summerhill Senior Housin,cl (935 Femdale Street) Approved Approved From R-1 (Single dwellings) to R-3(multiple-family residential) This change was for the Transfiguration School site to allow for the redevelopment of the property into a senior housing complex. Hillside Estates (Spdn,qside Dr~ve) From F to R-1 This change was for a throe-lot preliminary plat. Approved Approved Maplewood Imports (2450 Maplewood Drive) Approved Pending From CO (commercial office) to M-1 This change was for a proposal to build four new automobile dealerships on the Miggler property on the west side of Highway 61. 2004 CONDITIONAL USE PERMITS AND REVISIONS The commission considered the following conditional use permits and permit rovisions in 2004: PC Action Council Action Ohlson Landscapin~l Metal Buiidin~l Approved Approved (1949 Atlantic Stroet) (6-1) Woodhill PUD (Linwood Avenue) Approved This request was for a 15-1ot residential PUD. (3-1) Approved VenberR Tiro (Hi,qhway 61 North) Approved Approved This roquest was so Venberg could build a new tiro storo across Highway 61 from their provious location. Peltier (1236 Kohlman Avenue) Approved Approved This request was to allow the expansion of a non-conforming rosidential use and to build an over- sized accessory structuro. Mounds Park Academy (2051 Larpenteur Avenue) Approved Approved (4-3) This request was to allow the school to rodesign and expand their entrances and parking aroa along Larpenteur Avenue. Chesapeake Companies Retail Center Approved Approved (3091 White Bear Avenue) This request was for the redevelopment of the Maplewood Movies I site into a multiple-building retail center. Olivia Gardens PUD (Stillwater Road) Approved Approved This request was for a development with 7 twin homes (14 units) on a private driveway on the west side of Stillwater Road. Trout Land PUD ~west of Hwy 61 at County Road D) Approved No Action This request was for a multiple lot, multiple use development along both sides of new County Road D, west of Highway 61. Ry.qwalski (Ron's) (2086 Ed.clerton Street) Approved Approved This request was for the expansion of a non-conforming residence on a property zoned NC. As an alternative to a CUP, city staff recommended that the city approve a land use plan change and a zoning map change (NC to R-2) for the property. These changes made the residential uses on the property conforming with the new land use and zoning designations. Hedta.qe Square Second Addition (Letqacy Villa.qe) Approved Approved PUD Revision - This revision included the part of Legacy Village on the southwest comer of County Road D and Kennard Street that the developer originally thought would have an executive office building. Commercial Equipment Parkin~l {65 Larpenteur Ave,) Approved Approved This request was for the property owner to keep up to three commercial vehicles on the residential property. Summerhill Senior Housing (935 Femdale Street) Approved Approved This request was for the Transfiguration School site to allow for the redevelopment of the property into a senior housing complex. Cotta.qes at Le.qacy Villafle PUD (Hazelwood Street) Approved Approved This request was for a 33-unit townhouse development on the east side of Hazelwood, south of County Road D. Ramse¥ County Courthouse (2050 White Bear Ave.) Approved Approved This request was for the new courthouse the county is building south of the Maplewood Community Center. Avis Rent-a-Car (Sears at Maplewood Mall) Approved Approved This request was for Avis to establish a rent-a-car office in the Sears Store at Maplewood. Maplewood Imports (2450 Mapiewood Ddve) Approved Pending This request was for a proposal to build four new automobile dealerships on the Miggler property on the west side of Highway 61. Phoenix Group Home (1936 Craig Place) Denied Denied This request was for a proposal to expand an existing group home from 6 residents to a maximum of 8 residents. University Auto Sales (1145 Hif:lhway 36) Approved This request was for a proposal to expand an existing used car sales lot. Approved Mapletree Group Home (2831 Southlawn Drive) Denied Approved This request was for a proposal to expand an existing group home from 6 residents to a maximum of 12 residents. Walkin~l in Faith Church (2385 Adel Street) Approved This request was to establish a church in an existing office building. Pending MEMBERS WHO RESIGNED IN 2004 Jackie-Monahan Junek, Will Rossbach, Paul Mueller MEMBERS WHO WERE APPOINTED IN 2004 Michael Grover, Daniel Lee, Eric Ahlness 2004 ATTENDANCE Name Appointed Term Expires 2004 Attendance Lorraine Fischer 1970 12-04 17 out of 18 Gary Pearson 12-10-90 12-05 16 out of 18 Tushar Desai 7-22-02 12-04 15 out of 18 Jeff Bartol 12-8-03 12-04 16 out of 18 Dale Trippler 6-08-98 12-03 16 out of 18 Paul Mueller 7-13-98 9-04 (Resigned) 10 out of 13 Mary Diedch 12-11-00 12-03 16 out of 18 Michael Grover 5-24-04 12-05 9 out of 10 Daniel Lee 5-24-04 12-05 9 out of 10 Eric Ahlness 9-27-04 12-06 4 out of 5 As a point of comparison, the planning commission had 18 meetings in 2000, 18 meetings in 2001, 17 meetings in 2002 and 20 meetings in 2003. 2005 ACTIVITIES The following are the possible activities of the planning commission for 2005: 1. Have an annual tour of development and other sites of interest. Have quar[edy in-service training sessions or provide educational materials for the planning commission. This might include training or information to help prepare the commission for the upcoming redevelopment topics or have a session about conditional use permits, septic systems and/or wells. 3. Work with the consultants and city staff on any code or land use plan changes that result from the Gladstone Area studies. 4. Review the PUD ordinance for possible changes. 5. Provide input to the HRA on housing redevelopment and program issues. 6. Study the area west of Hazelwood (along the future County Road D extension) for land use and transportation issues. 7. Have a tour of the Legacy Village development as construction progresses and of the Gladstone neighborhood as part of the redevelopment study. P:~...~niscell~PC\ pc2004annrep.doc MEMORANDUM TO: City Manager FROM: Ken Roberts, Planner SUBJECT: Planning Commission Rules of Procedure DATE: December 27, 2004 INTRODUCTION The planning commission should review their rules of procedure. Section L of the rules says that the commission is to review the rules at the first meeting each year. BACKGROUND The planning commission first approved the rules of procedure on February 21,1983. The commission has reviewed and changed their rules several times since then. On February 17, 1999, the commission reviewed the rules and made revisions to them. On January 5, 2004, the commission reviewed the rules and did not make any changes to them. DISCUSSION I am proposing changes to Section J, Appointments, to reflect the current city council policies. If the commission wants to make other changes, they may propose them. RECOMMENDATION Approve the planning commission rules of procedure starting on page 2. p:\com mdvpt\pc\pcrules.2005 Attachments: 1. PC Rules of Procedure 2. Maplewood Appointment Policy Attachment 1 RULES OFPROCEDURE Approved by the Planning Commission on February 21, 1983 Last Revision on February 17, 1999 We, the members of the Planning Commission of the City of Maplewood, Minnesota, created pursuant to Chapter 25, as amended, of the Maplewood Code of Ordinances, do hereby accept the following Rules of Procedure, subject to the provisions of said ordinances, which are hereby made a part of these rules: A. MEETINGS 1. All meetings shall be held in City Hall unless otherwise directed by the chairperson, in which case at least 24 hours notice will be given to all members. 2. Regular meetings shall be held at 7 p.m. on the first and third Monday~ 0f each month. If a regular meeting fails on a legal holiday, such meeting shall be rescheduled as a special meeting, if needed. 3. Special meetings shall be held upon call by the chairperson, or in their absence, by the vice chairperson, or by any other member with the concurrence of five other members of the Commission. At least 48 hours notice shall be given to all members for special meetings. QUORUM 1. A simple majority of the current membership of the Commission shall constitute a quorum. 2. Any member having a conflict of interest shall declare the same before discussion of the item in which he or she has a conflict. Any member who abstains from voting on a question because of possible conflict of interest shall not be considered a member of the Commission for determining a quorum for the consideration of that issue. 3. Approval of any motion shall require the affirmative vote of a majority of the members present. C. DUTIES OF CHAIRPERSON In addition to the duties prescribed in Section 25-20 of the Code of Ordinances, the chairperson shall appoint such standing committees and temporary committees as are required, and such committees will be charged with the duties, examinations, investigations, and inquiries about the subjects assigned by the chairperson. No standing or temporary committee shall have the power to commit the Commission to the endorsement of any plan or program without its submission to the full Commission. D. ELECTION OF OFFICERS 1. A chairperson and vice chairperson shall be elected at the second meeting of each calendar year and will serve until their successors have been elected. In the absence of the chairperson, the vice chairperson shall perform all duties required of the chairperson. When both the chairperson and the vice chairperson are absent, the attending members shall elect a chairperson pro tern. If the chairperson resigns from or is otherwise no longer on the planning commission, the vice chairperson shall become the acting chairperson until the planning commission can hold an election for new officers. If the vice chairperson resigns or is otherwise no longer on the planning commission, the planning commission will elect a new vice chairperson at the next possible planning commission meeting. E. REPRESENTATION AT COUNCIL MEETINGS A representative from the Commission shall appear at each Council meet'lng, where a planning item is on the agenda, to present the Commission's recommendation and to answer questions from the City Council regarding the decision. The Commission shall adopt a rotating schedule of its members at the first meeting of each year to attend these meetings. F. DIRECTOR OF COMMUNITY DEVELOPMENT In addition to carrying out the duties prescribed in Section 25-25 of the Code of Ordinances, the director shall: 1. Prepare the agenda and minutes for each meeting of the Commission. 2. Act as technical advisor to the Commission. 3. Present written alternatives and make recommendations on matters referred to the Commission. 4. Maintain a record of all agenda items from application to final action by the City Council. G. AGENDA 1. Copies of the agenda, together with pertinent planning office reports and copies of the minutes of the previous meeting, shall be distributed so that the members of the Commission shall have a copy at least three days prior to the meeting concerned. 2. The agenda shall consist of the following order of business: a. Call to Order b. Roll Call c. Approval of Minutes d. Approval of Agenda e. Public Hearings f. Unfinished Business g. New Business h. Visitor Presentations I. Commission Presentations j. Staff Presentations k. Adjournment 3. No item that is not on the agenda shall be considered by the Commission. Except as herein provided, Robert's Rules of Order, Revised and Robert's Parliamentary Law shall be accepted as the authority on parliamentary practice. Amendments to the comprehensive plan shall require that the Planning Commission follow the same procedure for headngs and notices as required by State law for zoning ordinances. J. APPOINTMENTS The city council shall make all appointments to the p ann n,q comm ss on by following the current city appointment policy. ................ I01~. ................................................ , ....... ~ ................. K. AMENDMENT 1. Any of these rules may be temporarily suspended by the vote of two-thirds majority of the members present. 2. These Rules of Procedure may be amended at any regular meeting of the Commission by a majority vote of the entire membership and submitted to the City Council for approval. L. These "Rules of Procedure" shall be reviewed by the Planning Commission at the first meeting of each year. p:\com mdvpt\pc\pcrules.2005 4 Attachment 2 CITY OF MAPLEWOOD ADVISORY BOARD/COMMISSION APPOINTMENT POLICY The City Council will hold interviews for the commission vacancies and will make appointments. The City Council will accept prepared questions from the advisory boards to use during the interview process if provided by the appropriate board. The chair or designee of each commission will attend the interview session and should provide input to the City Council. The chair or designee will not have a vote in the process. The City Council will not impose term limits. However, they will make appointments or re-appointments through an open or community wide process. When a term ends every commissioner seeking re- appointment will re-apply and possibly interview again with the City Council and any other candidates (if there are others). The Council will then have 3 options: re-appoint the existing commissioner, appoint a new person to a new term or leave the position open to fill at a later date. The City Council will establish a contact with each advisory board or commission. The Council will make the appointments among themselves at a city council meeting (generally, the first or second meeting of the year). The term of the contact appointment will be for one year or another mutually agreed upon timeframe. The City Council may remove any commissioner from their board for un-ethical behavior or other misconduct. Excessive absences from meetings during a year will result in an automatic resignation. Each commission will have the chair or other member attend city council meetings to present reports on topics/actions taken at commission meetings. This is currently done by CDRB and PC and will now be extended to other commissions. S: Co m_dvpt.advisory.policy.04 Adopted May.04 5