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HomeMy WebLinkAbout2015-02-24 CDRB Packet AGENDA CITY OF MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD Tuesday, February 24, 2015 6:00 P.M. Council Chambers - Maplewood City Hall 1830 County Road B East 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes: a. October 28, 2014 5. New Business: 6. Design Review: a. Approval of Design Plans for Tuj Lub courts at Keller Regional Park b. Maplewood Parks System Plan c. 2014 Code Enforcement Year-End Report d. 2014 Community Design Review Board Annual Report e. Election of Officers 7. Visitor Presentations: 8. Board Presentations: 9. Staff Presentations: 10. Adjourn MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, OCTOBER 28, 2014 1. CALL TO ORDER Chairperson Ledvina called the meeting to order at 6:01 p.m. 2. ROLL CALL Boardmember, Leo Burger Present Absent Boardmember, Bill Kempe Boardmember, Jason Lamers Present Chairperson, Matt Ledvina Present Absent Boardmember, Ananth Shankar Staff Present: Michael Martin, Planner Chris Swanson, Environmental & City Code Specialist 3. APPROVAL OF AGENDA Boardmember Lamers moved to approve the agenda as submitted. Seconded by Boardmember Burger. Ayes - All The motion passed. 4. APPROVAL OF MINUTES Chairperson Ledvina moved to approve the August 26, 2014, CDRB minutes as submitted. Seconded by Boardmember.Burger. Ayes – Chairperson Ledvina & Boardmember Burger Abstention – Boardmember Lamers The motion passed. 5. NEW BUSINESS None. 6. DESIGN REVIEW a. Approval of Building Renovations for The Bureau, 2354 English Street i. Environmental, City Code Specialist, Chris Swanson gave the presentation and addressed the board. th ii. Mike Kraft, Kraft Architects, 1442 – 98 Lane NW, Coon Rapids, addressed and answered questions of the board regarding the proposal. October 28, 2014 Community Design Review Board Meeting Minutes 1 Boardmember Lamers moved to approve the plans date-stamped October 17, 2014, for the proposed building remodel at 2354 English Street. Approval is subject to the following conditions: 1. Approval of design plans is good for two years. If the applicant has not begun construction within two years, this design review shall be repeated. Staff may approve minor changes. 2. The applicant shall use colored concrete block or shall paint the concrete block to match the color of the existing structure. 3. The color of the metal fascia shall match the color of the existing building fascia. Seconded by Boardmember Burger. Ayes – All The motion passed. b. Approval of a Comprehensive Sign Plan for a Shared Sign, 1990 County Road D East i. Planner, Mike Martin gave the report and answered questions of the board. Chairperson Ledvina moved to approve the comprehensive sign plan to allow a shared sign at 1990 County Road D East. Approval of the comprehensive sign plan is subject to the following conditions: 1. A single panel on the existing freestanding sign at 1990 County Road D East is allowed to be used for the business located at 3094 White Bear Avenue. 2. No signage for 1990 County Road D East is permitted on the 3094 White Bear Avenue site. 3. Any new signage for either site must comply with the city’s sign code. Seconded by Boardmember Burger. Ayes – All The motion passed. 7. VISITOR PRESENTATIONS None 8. BOARD PRESENTATIONS None 9. STAFF PRESENTATIONS a. Planner, Mike Martin updated the board on code requirements for membership and rotating or alternate members are not allowed. 10. ADJOURNMENT The meeting was adjourned by Chairperson Ledvina at 6:20 p.m. October 28, 2014 Community Design Review Board Meeting Minutes 2 MEMORANDUM TO: Community Design Review Board FROM: James Taylor, Parks Manager DATE: February 24, 2015 SUBJECT: Approval of Design Plan for Tuj Lub Courts at Keller Regional Park Introduction City staff has been working along with Ramsey County to provide Tuj Lub Courts (A traditional HmongTop Spin Game) at Keller Regional Park Golfview site. Background In early 2014, Minnesota Tuj Lub Association presented to the Maplewood Parks and Recreation Commission. After this presentation, the Commission asked staff to explore the opportunity ofaddingTuj Lub to our system. In late 2014, city staff learned that Ramsey County Parks and Recreation wereexploring the same opportunity. City and Countystaff held a joint meetingand agreed to partner and create Tuj Lub courts in Maplewood. It was decided that the sitewould be the Keller RegionalPark Golfview area. City and County staff is proposing four premier Tuj Lub Courts with this project. The courts will be made up of irrigated turf along with a synthetic-natural mix within the high traffic areas. Attached to this report is an informational sheet on this synthetic-natural mix. Staff worked alongside the MinnesotaTuj Lub Association to choose materials that best suited the sport and the players involved. Careful consideration had to be made to ensure the materials did not damage the specialized equipment used in the sport.All courts will also be fenced in on three sides for safety. In addition, the court design plan calls for the redevelopment of the trail that accesses a portion of the site to bring it up to ADA requirements. Budget Impact None at this time. Recommendation Staff recommends approval of the design plan for the building of fourTuj Lub Courts and an ADA accessible trail at Keller Park Golfview site. This project will be a joint partnership between the Ramsey County and the Cityof Maplewood. Attachments 1.Site Plans 2.Xtragrass Flyer The Ultimate High-Wear Turf XtraGrassis a natural grass turf reinforced with artificial fibers to give a winning formula of great natural grass playability and a surface that is much more resistant to wear. XtraGrassis a unique and patented turf reinforcement system providing the best aspects of natural grass with the durability of synthetic turf. Ideal for football and soccer fields, as well as high use areas such as golf tee boxes and areas around cart paths, XtraGrassis a proven solution for even the most heavily used sports applications. Operational Benefits: Maintenance Aeration Re-turfing Aesthetics XtraGrass XtraGrass Playing Benefits: Consistency Reduced Risk Weather MEMORANDUM TO: Community Design Review Board FROM: DuWayne Konewko, Maplewood Parks and Recreation Director Jim Taylor, Maplewood Parks Manager DATE: February, 24, 2015 SUBJECT: Maplewood Parks System Master Plan Introduction Maplewood City Staff spent the last two years working with residents, businesses, City Council, Parks System Plan Task Force, Parks and Recreation Commission, and our consultants to create a Parks System Master Plan that reflects the input of our residents and business community. The plan will set forth a vision for the next twenty years by providing recommendations, strategies, and tools to assist the City, its stakeholders, and many partners to ensure that Maplewood’s Parks System is at top-quality well into the future. Background The creation of this planbegan in February of 2013 andtook two years to complete. Phase I of the process included a thoroughengagement of Maplewoodresidents, businesses, and parks and recreation users to obtain all inputthat could influence the plan. Upon completion of Phase I, City Council adopted these findings in January of 2014. In March of 2014, City Council authorized staff to begin Phase II and enter into a contract with Hoisington Koegler Group for the completion of the Maplewood Parks System Master Plan. This phaseincludedthe findings from Phase Iand usingbenchmarking datato conduct a system wide evaluation to compare Maplewood’s current parks system against standards from the National Parks and Recreation Association and best practices from other communities. In 2014, staff identified one of their goals as becoming a CAPRA (Commission for Accreditation of Parks and Recreation Agencies) accredited agency. This goal has also been identified within the plan and will be a tool we can use to help achieve this accreditation. The main overarchinggoal of the planning processwas to educate and raise awareness about the importance of parks and recreation in Maplewood and to ensure that future investment in the system meetsthe needs of the community. Staff feels this was accomplished through the extensive community process. The creation of this plan has been aninterdepartmental effort with staff from the City. Representatives from all departments have worked with the planning team throughout the process. The expertise that each of them brought was instrumental in the creation of this plan. In Januaryof 2015,the Parksand RecreationCommission and the City Council both adopted the Parks System Master Plan.To find additional information on the process and a copy of the full plan visitour website at www.ci.maplewood.mn.us/parks. Recommendation No recommendation at this time. Attachments 1.Executive Summary PARKS & RECREATION SYSTEM PLAN A great parks and contributes to a great community recreation system When people talk about the places they love in a city, parks are typically at the top of the list. Parks Nature Center, and park activity buildings is needed. are a source of civic identity and pride, and are also Taking care of the existing system is the number one essential to the physical, economic, environmental, and social health of the City of Maplewood and its Updating recreation offerings so the system remains residents. fresh, exciting and relevant in light of changing Today, the City of Maplewood has an enviable demographic and recreation trends is also important. parks and recreation system. The system is known Trails are currently high demand facilities that appeal for its leadership in sustainability and diverse to all ages; climate change and environmental recreation options. Fifty parks and preserves serve awareness are making sustainability more important as neighborhood anchors and provide places for than ever before; a more diverse population is community gathering, athletics, and respite, while the creating demand for culturally relevant activities; and Community Center and the Nature Center are hubs public expectations for high quality city facilities have for programming.steadily risen over time. The parks and recreation system is transitioning It is an exciting time for Maplewood’s parks and from a developing system into a mature system, recreation system. The strong foundation of parks, which presents new challenges. At the core of future issues is the need for extensive park revitalization resident priority on taking care of the existing system, and reinvestment. System-wide replacement of and changing demographic and recreation trends aging park facilities such as playgrounds, courts, offers the opportunity to revitalize the community’s parks system for the next generation of Maplewood residents. JANUARY 2015 System Master Plan Executive Summary 1 E The purpose of the Parks and Recreation Master Plan is to guide reinvestment in and reinvigoration of the parks and recreation s for the next generation of Maplewood residents recommendations and associated strategies. Recommendations do not include every possible action, but highlight those needed to achieve the future vision. Plan recommendations are organized into 5 topic areas: parks and recreation facilities trails natural areas and greenways programs arts and culture To help create a vibrant community that embraces diversity, cele culture, values health and wellness, and promotes stewardship of Guiding Principles 2 Executive Summary E C I P & R OMMUNITYNPUT ARKSECREATION C S ITIZENURVEY A goal of the planning process was to vision for parks and recreation. To that end, over 800 residents participated in the process during 2013-2014. Community input included: K F: EYINDINGS Improvements Most Desired at Parks Near Home Restrooms 45% Park security lighting 32% Picnic tables/benches 30% Drinking fountains 28% Shade structures 28% Picnic shelters 27% Natural areas 26% Trails 24% Parking 21% Playground equipment 21% 20% Sidewalks Park entrance signs 16% 16% Bike racks 14% Increased accessibility Sand volleyball courts 13% 10% Basketball courts 10% Tennis courts 9% Horseshoe pits 7% Pickle ball court 4% 11% Other None chosen 12% JANUARY 2015 System Master Plan Executive Summary 3 E Parks and Recreation Facilities Taking care of the existing system is the highest community prio in and upgrading parks and facilities. Essential is creation and management plan. This will allow the City to anticipate and pri facilities at the end of their functional life-cycle. Improving basic amenities such as restrooms in community parks a benches, and updated signage in all parks is important for creat Community gardens, a tuj lub court, pickelball, and adding a dis of newer recreation facilities desired by residents. Reinvestment in parks throughout the city, so that all residents parks with relevant recreation activities is a high community pr S P C IGNATUREARKSONCEPT Sidewalk / trail to be built in 2015 Proposed pedestrian/bike connection Existing pedestrian/ bike connection Existing regional trail Enhanced landscaping connecting parks 4 Executive Summary E 1 P/B N P I FIGURE E EDESTRIANICYCLEETWORKRIORITYMPROVEMENTS §¦¨ 694 Sunset Legacy Ridge Park Park Playcrest Park Joy Park Maplewood §¦¨ Heights Park Silver 694 Lake UV Hazelwood Park 61 Gervais Lake COUNTY ROAD C Kohlman Park Harvest Park Four Seasons UV Park 36 UV Keller Sherwood 36 Regional Park Park Timber Park Maplecrest City Hall ParkCampus & Community Robinhood Park Center Edgerton Park Flicek Park Roselawn Park FROST AVE Veteran's Hillside Memorial Kenwood Gloster Park Western Park Park Park Phalen Lookout Hills Park Wakefield Regional Park Park Park LARPENTEUR AVE E §¨ ¦ Nebraska Park 694 Lake Sterling Oaks Park § ¨¦ Phalen 35E Geranium Park Beaver Lake Gethsemane Park Lions Park 3M Lake §¨ ¦ Tanner's 94 Lake Battle Creek Lake Afton Heights Park Battle Creek Regional Park Pedestrian/Bicycle Network Priority Improvements Crestview Park Vista 2013-2016 Project Mailand Park Hills Park Planned CIP Project (No Time/Funding) §¨ ¦ 494 £ 61 Missing Segment Applewood Park Pig's Eye Lake Priority Project Corridors Pleasantview Existing Pedestrian/Bicycle Network Park Carver Lake City Preserve £ 52 City Park £ 10 Regional/County Park [ 01 Miles JANUARY 2015 System Master Plan Executive Summary 5 E Trails The popularity of trail based activities such as walking and biking continues to grow. Trails bring the park system closer to every resident, offer transportation alternatives, and support a healthy, active population. The Master Plan recommends continuing to develop a priority network of north- south and east-west connections throughout the community as well as enhancing connections beyond Maplewood. Priority projects will make the existing system more functional by completing missing segments. The Nature Center, Natural Areas, and Greenways Maplewood residents place a high value on environmental health. The Parks and Recreation and Public Works Departments will continue to exemplify environmental leadership through education, demonstration, design, maintenance and operations in parks and preserves. The city’s 15 preserves will continue to be the foundation of the protected open space network. These areas will be the focus of habitat restoration and natural resource management efforts while allowing for some passive recreation. The Nature Center will continue to be the community hub for environmental stewardship and nature-based programming. 6 Executive Summary E 2 P P C FIGURE E ROPOSEDRESERVELASSIFICATIONS §¦¨35E §¨ ¦ 694 Prairie Farm Sunset Joy Preserve Legacy Ridge Preserve Park Park Playcrest Park Joy Park Maplewood §¨ ¦ Heights Park 694 Silver Kohlman Creek Hidden Marsh Preserve Lake UV Preserve Hazelwood Park 61 Gervais Fisher's Corner Lake Preserve COUNTY ROAD C Kohlman Park Spoon Lake Harvest Park Four Preserve Seasons UV Park 36 UV Keller Sherwood 36 Regional Park Park Timber Park Maplecrest City Hall Park Campus & Trout Brook Community Robinhood Park Preserve Edgerton ParkCenter Flicek Park Roselawn Park FROST AVE Veteran's Gladstone Savanna Hillside Memorial Kenwood Gloster Park Western Park Park Park Phalen Lookout Hills Park Wakefield Regional Park Park Park LARPENTEUR AVE E Priory Preserve Community and Neighborhood Preserves §¨ ¦ Nebraska Park Jims Prairie 694 Lake Sterling Oaks Park Preserve § ¨¦ Phalen 35E The Master Plan differentiates between Community Preserves and Neighborhood Preserves. Beaver Creek Preserve Geranium Park Beaver Community Preserves are integrated, multi-purpose areas set Lake aside for preserving natural resources, connecting people to Nature Center Preserve Gethsemane Park nature, and providing educational programming and historic Lions Park each preserve’s ability to accommodate natural resource-based 3M Lake recreation opportunities such as play areas, sitting areas, picn shelters, paved trail networks, community gardens, educational §¨ ¦ Tanner's 94 programming, and camping. Lake Battle Creek Neighborhood Preserves will continue to be areas set aside for Lake Afton Heights Park the preservation of natural resources and connect people with Battle Creek Regional Park nature. Recreation is limited to low impact activities such as nature study/observation, bird/wildlife watching, walking/hiking Crestview Park Preserves Vista Mailand Park Hills Park Existing Preseve Trails §¨ ¦ Applewood 494 £ Preserve 61 Applewood Park Proposed Preserve Trails Pig's Eye Lake Community Preserve Pleasantview Park Neighborhood Preserve Carver Lake Carver Preserve City Parks £ 52 Fish Creek Regional/County Park Preserve £ 10 Park Service Areas 01 [ Miles JANUARY 2015 System Master Plan Executive Summary 7 E Arts and Culture The arts enhance livability, bring diverse groups of people together, celebrate history and heritage, contribute to economic vitality, enhance learning in classrooms, raise awareness of environmental and social concerns, and bring beauty and meaning to the built environment. Maplewood’s arts and cultural programming will grow and evolve organically over time. The City will expand partnerships to foster arts, develop arts programs, and integrate arts into infrastructure such as buildings, bridges, and picnic shelters. Programs Recreation is an essential component of a healthy, vital community. Recreation programs are pursued for enjoyment, health, skill development, enrichment, socialization, entertainment, physical recreation and demographic trends mean programs need to constantly evolve. It is an exciting time for programs in Maplewood. Future recommendations focus on community-building events like 5K runs and concerts, updating multipurpose buildings in parks to bring more programs to neighborhoods, and emphasizing outreach to diverse population groups. 8 Executive Summary E Implementation If an additional $100 were available for City parks, preserves, trails, and recreation facilities, how respondent households would Realizing Maplewood’s vision for parks and allocate the funds recreation will take time, dedication, and Improve existing neighborhood & additional funding. The City already invests community parks $31 new capital projects and ongoing operations Other and maintenance. Funding for the system $8 Improve comes from a variety of sources, including existing preserves allocation from the general fund, grants, $11 partnerships, and volunteers. Adequately Development of new facilities reinvestment and reinvention will be essential $15 Develop new preserves, trails to realizing plan recommendations. Phasing & recreation of improvements will not occur overnight, but Acquisition of open areas in forest space adjacent to preserves Maplewood Nature $10 Center will be dependent on priority needs, available $8 funding, and staff time. Source: 2014 Parks & Recreation Citizen Survey For More Information Please contact the Maplewood Parks Recreation Department 651.249.2120 JANUARY 2015 System Master Plan Executive Summary 9 E MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Martin, AICP,Planner DATE: February 18, 2015 SUBJECT: 2014 Code Enforcement Year-End Report Introduction Attached to this memo is Chris Swanson’s 2014 Code Enforcement report. Discussion Mr. Swanson, the city’s environment and code specialist, provided the attached data and information for the community design review board’sreview. Mr. Swanson will be at the February meeting to discuss the city’s efforts with code enforcement and to answer any questions the commission may have. Recommendation No action required. Attachments 1.2014Code Enforcement Report 2014 CODE ENFORCEMENT YEAR END REPORT January 1 to December 31, 2014 Type of ComplaintNumber of Complaints Received Pending Enforcement Matters Resolved Correction letters/Citations/Abatements Comments Code Enforcement Violations Code Enforcement Violations by Year L­­Ò;  š·Œ /š’’;©-zŒ Ý;wz-Œ; ‰ ;¨Òz¦’;“·   9ã·;©zš© {·š©m;      Iš’; h--Ò¦·zš“  IšÒ­; ‰ t©š¦;©·ä az“·;““-;       Wғ‰ ;wz-Œ;       [ޓ az“·;““-;   ©­w ‰ D©,m;      ©­w /š“·z“;© {·š©m;  …“¦¦©šÝ;7 t©‰z“m     az­-u /š’¦Œz“·­ bš L“Eš      š·Œ         Code Enforcement Map MEMORANDUM TO: Matt Ledvina, Community Design Review Board FROM: Michael Martin, AICP, Planner DATE: February 18, 2015 SUBJECT: Approval of 2014 Annual Report Introduction Attached to this memo is thedraft of the community design review board’s (CDRB) 2014 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 2014 Annual Report is similar to previous years. Staff has included a section for 2015 activities. This was done with the intention of the CDRB having a discussion at its February 24, 2015meeting to develop its goals for the upcoming year.Staff will be looking for feedback from the CDRB as towhat it would like to accomplish in 2015 outside of its design review duties. Recommendations Approve the attached draft 2014 Annual Report. Attachments 1.2014 CDRB Annual Report MEMORANDUM TO: Melinda Coleman, City Manager FROM: Matt Ledvina, Community Design Review BoardChair DATE: February 24, 2015 SUBJECT: Approval of the 2014Community Design Review Board Annual Report Introduction Annually the communitydesign review board (CDRB) reports the board’s actions and activities for the city councilfor the previous year. In 2014, the CDRB reviewed the following 14items during its 6 meetings: Type of Proposal #Reviewed New Development Proposals3 1.Design Review and Parking Waiver, Mudslingers Coffee Kiosk, 2600 White Bear Avenue (May 27, 2014) 2.Design Review and Setback Variances, Holiday Station Store, 1285 Cope Avenue East (May 27, 2014) 3.Design review, Retail Building, 3094 White Bear Avenue (August 26, 2014) Expansions/Remodels/Revisions7 1.Design Review, Parking Lot Setback Varianceand Parking Waiver, Hobby Lobby,3000 White Bear Avenue (January 28, 2014 and April 22, 2014) 2.Design Review, Verizon Wireless Ground Equipment, Hillwood Drive and Sterling Street (April 22, 2014) 3.Design Review, Beaver Lake Elementary School, 1060 Sterling Street (April 22, 2014) 4.Design Review, Remodel of Former Hostess Store, 2146 White Bear Avenue (May 27, 2014) 5.Design Review, Maple Hill Senior Living, 3030 Southlawn Drive (June 24, 2014) 6.Design review, The Bureau, 2354 English Street (October 28, 2014) 7.Comprehensive Sign Plan, Shared Sign, 1990 County Road D East (October 28, 2014) Special Projectsand Presentations 4 1.2013 Annual Report (January 28, 2014) 2.Election of Officers (April 22, 2014) 3.Overview of Gladstone Phase 2 Improvements (April 22, 2014) 4.Draft Capital Improvement Plan (August 26, 2014) Total14 Comparative Information Year Number of Items Reviewed 200527 200633 200727 2008 15 200918 2010 20 201125 201228 201321 201414 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 Began Term Expires Attendance Jason Lamers 5/26/094/30/15 5 of 6 Bill Kempe 2/11/134/30/15 4 of 6 Ananth Shankar 8/8/944/30/16 5 of 6 Leo Burger 2/11/134/30/16 3 of 6 Matt Ledvina 3/10/974/30/17 5 of 6 Members Lamers and Kempe terms are up for reappointment in 2015. This process will start later this spring. Discussion 2014 Actions/Activities In 2014, the CDRB reviewed 14items,a slight decreasefrom the previous year.In 2014, the CDRB actually reviewed a similar number ofnew development and expansion projects than in 2012 and 2013 but saw a decrease in the number of special projects and presentations, which tend to be staff generated.In 2015, 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.Projects like the Hobby Lobby at Plaza 3000 or the new retail building at 3094 White Bear Avenue will be the types of commercial redevelopment projects the city can expect to continue into 2015. In 2014. theCDRBreviewed mainly commercial projects– most notably the new Holiday store at English Street and Highway 36.This project is notable as it is the first redevelopment project to occur after the significant Highway 36 reconstruction project. The CDRB reviewed many parking waiver requestsasbusinesses and shopping centers revise their parking policies toensure their vitality into the future.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. The reason for the rise in redevelopment and remodel is that the city has seenthe amount of vacant land available for new developments diminish. In addition, several otherprojects that occurred in 2014 were smaller in nature allowing citystaff to processmany 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 10projects wereprocessed 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. 2015 Activities In addition to itsdesign review duties, the CDRB lists these potential activities for 2014: 1.Continue havingin-service training sessions for the CDRB. Specifically, the CDRB would like to explore developing an approved materials list to help guide development better from an architecture point of view. Perhaps different areas of the city would have different approved list to match existing and desired exteriors. 2.Continue developingpolicy guidelines for vegetation use along public rights-of-way. 3.Focus on educating the CDRB on sustainable building practices. 4.Explore renewing the annual city bus tour, which has traditionally been led by the planning commission. Conclusion In 2015, 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. Budget Impact None. Recommendation Approve the CDRB’s 2014 annual report. MEMORANDUM TO: Community Design Review Board Members FROM: Michael Martin, AICP, Planner DATE: February 18, 2015 SUBJECT: Election of Officers Introduction The City of Maplewood’s Commission Handbookrequiresthe community design review board (CDRB) elect a chairperson and vice-chairperson. Matt Ledvinacurrently serves as chairperson andJason Lamers serves asvice-chairperson. Discussion The Commission Handbookstates officers should be elected at the first regular meeting in December. However, the CDRBdid not meeting in December, so the commission will need to nominate and elect officers at its meeting in February.Staff is recommending the CDRBelect a chairperson and vice-chairperson to serve in 2015. On February 24, 2015, nominations will again be taken for officers to serve through 2015.The handbook has a section whichdeals 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 orvice 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. The section is silent on the procedure for election of the chairperson and vice-chairperson. CDRBmembers should voice nominations for chair and vice-chair, and the body willthen 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 thanone nomination, the CDRBshould vote publicly to decide which candidate will be appointed. Recommendation Nominateandelect a chairperson and vice-chairperson for 2015.