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HomeMy WebLinkAbout2015-11-17 PC Packet AGENDA CITY OF MAPLEWOOD PLANNING COMMISSION Tuesday,November 17, 2015 7:00PM 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.August 18, 2015 5.Public Hearing a.7:00 p.m. or later: Consideration ofa Conditional Use PermitAmendment, Maplewood Auto Mall,2529 White Bear Avenue 6.New Business a.Galilee Lutheran Church Community Garden Concept Plan,1958 Rice Street b.Promoting Civilityin Public Meetings and Parliamentary Procedures 7.Unfinished Business 8.Visitor Presentations 9.Commission Presentations a.September 14, 2015city council meeting–Commissioner Kempe Conifer Ridge Apartments, County Road D East Vacation of Public Easement, Jack Schwartz, 2105 English Street North b.December 14, 2015city council meeting–Commissioner Dahm Maplewood Auto Mall,2529 White Bear Avenue 10.Staff Presentations 11.Adjournment DRAFT MINUTESOF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, AUGUST 18,2015 1.CALL TO ORDER A meeting of the Commissionwas held in the City Hall Council Chambers and was called to order at 7:00p.m.by Acting Chairperson Trippler. 2.ROLL CALL Absent Paul Arbuckle, Chairperson Frederick Dahm, CommissionerPresent Tushar Desai,CommissionerPresent John Donofrio, CommissionerPresent Allan Ige, CommissionerPresent Bill Kempe, CommissionerPresent Dale Trippler, Vice ChairpersonPresent Staff Present: Michael Martin,Economic Development Coordinator 3.APPROVAL OF AGENDA CommissionerDesaimoved to approve the agenda as submitted. Seconded by CommissionerKempe.Ayes –All The motion passed. 4.APPROVAL OF MINUTES CommissionerKempemoved to approve theJuly 21,2015, PCminutes as submitted. Seconded by CommissionerDahm.Ayes – Abstention –Commissioner Donofrio The motion passed. 5.PUBLIC HEARING a.7:00 p.m. or later: Consideration of Vacation of Public Easement, Jack Schwartz, 2105 English street North i.Economic Development Coordinator, Michael Martin gave the report on the Consideration of Vacation of Public Easement for Jack Schwartz, 2105 EnglishStreet North. ii.The applicant, Jack Schwartz, 2105 English Street North addressed the commission about his request for the Vacation of Public Easement. Acting Chairperson Trippler opened the public hearing. Acting Chairperson Trippler closed the public hearing. August 18, 2015 1 Planning CommissionMeetingMinutes Commissioner Igemoved to adopt the resolution vacating the drainage and utility easement, since: 1.It is in the public interest. 2.There areno utilities located in the easement and it is not being utilized. 3.This vacation is conditioned upon the following: 1.The applicant meets all and any conditions within Steve Love’s July 30, 2015 report. Seconded by Commissioner Dahm.Ayes -All The motion passed. This item goes to the city council on September 14, 2015. b.7:00 p.m. or later: Consideration of Comprehensive Plan Amendment, Planned Unit Development Revision, Public Easement Vacations and Lot Division, Conifer Ridge Apartments, County Road D East, between Hazelwood Street North and Kennard Street i.Economic Development Coordinator, Michael Martin gave the presentation for the Conifer Ridge Apartments, County Road D East, between Hazelwood Street North and Kennard Street. ii.Public Works Director, Michael Thompson addressed and answered questions of the commission. iii.The applicant, owner, manager, Conifer Ridge Apartments LLC, Peter Stallandaddressed and answered questions of the commission. iv.The architect, Urban Studio, Teresa McCormak, addressed and answered questions of the commission. Acting Chairperson Trippler opened the public hearing. 1.Suzanne Fry, 3060 Cottage Lane, Maplewood,addressed the commission and she is against the proposal. Ms. Fry doesn’t approve of many things including the tree removals or the number of trees they plan to replace. Ms. Fry has concerns about the screening, environmental concerns, traffic, noise, lighting standards, construction hours, landscaping, fencing, trail system.This is a large impact, she appreciates the staff reports, but she wants more studies done and wants the land treated with respect. 2.Jennifer Newton, 1683 Village Trail East, #3,Maplewood, addressed the commissionagainst the proposal. Most people are homeowners not renters in the area. This development would block the view of the people that live there currently. Having this development built as rentals may be harder for homeowners to sell their properties. She has concerns about traffic and safety concerns. She has concerns about the power lines. People in the area are invested in the community and take pride as homeowners and this does affect home values negatively and the perception as pride in being a homeowner verses being a renter and there is a concern of additional traffic in the area. 3.Sarah Hackworthy,1613 Legacy ParkwayEast, Unit 5, Maplewoodaddressed the commission against the proposal.Ms. Hackworthy sent a lengthy letter which she handed out to the commission. As a community they feel this is not a good fit for this area. This is a setback to the area. It steals the beautiful views, the neighborhood is against this project, as a communitythey are saying no to this proposal, it saturates the market with cheaper housing options, it causes vehicular and population disruption, and it decreases the noise buffer between the homes and the freeway. With other home owners she is concerned about her August 18, 2015 2 Planning CommissionMeetingMinutes property value. It is unrealistic that there will only be one car for a one bedroom. She is concerned about where more parking is going to go and that they have to look at more parking spaces in a parking lot. This is an attractive site and this projectwill in no way benefit the neighbors. The homeowners paid more for these views and to be in this location. If this project was in your front yard you would find that this proposal would negatively impact your neighborhood too. There will be greater demandto live in a neighborhood without rental units in the neighborhood. The neighborhood would like to keep the wetlands and the area as it is. At the very least they would like to see something that won’t negatively destroy the area.She would like this planto be denied and to wait for the right plan. 4.Rachael Houle, 1599 County Road D East, Unit K, Maplewood, addressed the commission against the proposal.One of the main reasons she purchased this home was for the view and for the area and feels this will be overcrowded and a bad idea. 5.Les Koutela,3003 Hazelwood, Unit number unknown, Maplewood,He is against this project and feels thedeveloper is tryingto crowd too many people intoa small area. It will be overcrowded with cars and there will be visitorsand he is against the proposal. 6.Kannan Venkatesan, 1573 Legacy Parkway Unit 1, Maplewood. He opposesthis proposal. He comes from India and he lives in a community the view is gone and his other neighbors he is concerned about the home values and the safety of the children. He is against this proposal. Acting Chairperson Trippler closed the public hearing. deny Commissioner Kempemoved to the resolution approving the comprehensive land use plan amendment from MDR (medium density residential) to HDR (high density) for the 12.5-acre parcel in Legacy Village. Approval is based on the following reasons: 1.The proposed development is compatible in density and in character with the adjacent residential developments. 2.A goal of the Maplewood 2030 Comprehensive Plan is to strive for a variety of housing types for people of all stages of the life cycle. This action is subject to the approval of a comprehensive plan amendment by the Metropolitan Council. deny Commissioner Kempe moved to the resolution approving arevision to the Legacy Village planned unit development as it relates to the previously-approved rental townhomes and executive office suites and clubhouse sites. Approval of this revision is based on the findings required by the ordinance and subject tothe following conditions (additions are underlined and deletions are crossed out): There are a long list of conditions but because the motion died for a lack of a secondthey are not listed here. Acting Chairperson Trippler stated he wanted to add language to condition b. 6. e. changing the 580 square footage of the studio apartments from 544square feet to square feet. Acting Chairperson Tripplermoved to approvethe resolution approving the comprehensive land use plan amendment from MDR (medium density residential) to HDR (high density) for the 12.5- acre parcel in Legacy Village. Approval is based on the following reasons: August 18, 2015 3 Planning CommissionMeetingMinutes 1.The proposed development is compatible in density and in character with the adjacent residential developments. 2.A goal of the Maplewood 2030 Comprehensive Plan is to strive for a variety of housing types for people of all stages of the life cycle. This action is subject to the approval of a comprehensive plan amendment by the Metropolitan Council. Acting Chairperson Trippler moved to approvethe resolution approving a revision to the Legacy Village planned unit development as it relates to the previously-approved rental townhomes and executive office suites and clubhouse sites. Approval of this revision is based on the findings required by the ordinance and subject to the following conditions (additions are underlined and Commission Additions are in bold. deletions are crossed out): 1.The development shall follow the plans date-stamped May 11, 2006August 7, 2015, except where the city requires changes. The director of community development environmentaland economic development may approve minor changes. 2.The proposed construction must be substantially started within one year of council approval or the permit shall end. The council may extend this deadline for one year. 3.The city council shall review this permit in one year. 4.The applicant shall comply with the requirements in the engineer’s report dated June 1, 2006 August 10, 2015 and the environmental report dated August 12, 2015. 5.The applicant shall provide a copy of the homeowner’s association documents to staff for approval. 5. Prior to the issuance of a grading permit, the applicant must contribute $20,000 to the city’s tree preservation fund in order to comply with city ordinance. 6.The following changes are hereby made to the approved PUD conditions: Rental Townhomes and Office/ClubhouseApartments: a.The project will be constructed according to the plans from Hartford Group dated 6/2/03 dated August 7, 2015in all details, except as specifically modified by these conditions; b.A sidewalk will be provided continuously on the north or west side of Street A between Kennard Street and Hazelwood Drive, including the segment between the office/clubhouse parking lot and townhome buildings 11 and 12; c.Sidewalk connections will be added connecting the power line trail to the curb of Street A opposite townhome buildings 6 and 8. d.The sidewalks service the fronts of townhome buildings 13, 16, 17, 18, 19, and 20 will be extended south to connect with the power line trail; e.Street B and Street C serving the townhomes will be constructed in their entirety with the townhomes, regardless of the status of the multi-family and commercial parcels to the east; August 18, 2015 4 Planning CommissionMeetingMinutes f.Parking spaces will be provided atthe ends of the driveways at the rear of buildings 1, 2, 3, 4, 13/14; 15/16; 17/18; 19/20; 21/22; 23/24; 25/26. Sidewalks will be provided from those parking spaces to the front sidewalks of each building; g.The infiltration trenches on the south sides ofbuildings 13/14, 15/16. And 19/20 will be modified to accommodate a revised alignment for the power line trail, provided that reasonable grades are provided for the trail and any sidewalks connecting to it, and approval of the city engineer concerning thesize and function of the trenches; h.A 6’ wide sidewalk should be provided if at all possible on the south side of County Road D for the entire length of the project from Hazelwood Drive to Southlawn Drive, through continued discussion between the city andHartford, focusing on exact sidewalk width, location, and right of way needs for turn lanes and other features of the County Road D project; i.A sidewalk will be provided on the south side of County Road D and sidewalks will be provided out to that sidewalk from the north side of buildings 1, 4, 21, 22, 23, 24, and 25, as well as to the clubhouse front entry and the clubhouse parking lot; j.The grades of the power line trail and all sidewalks will meet ADA guidelines for slope; b. Overstory trees will be planted along Hazelwood Street and Kennard Streetat an average of 30’-40’ on center instead of the average 70’ spacing shown on the plans; c.Overstory trees will be planted along both sides of Street B and on the west side of Street C at an average of 30’–40’ on center instead of sometimes 100’ spacing shown on the plans, such additional tree islands to be coordinated with modified parking bays that might be added to this street; d.Overstory trees will be planted along both sides of Kennard Street in front of the townhomes at an average of 30’ –40’ on center instead of the average 50’ –80’ spacing shown on the plans; e.The curve in the middle of Street A opposite buildings 10 and 12 will be flattened as much as possible to limit headlights aimed into the front of the units; f.Front building setbacks (clubhouse and buildings 1, 4, 5, 14, 15, 21, 22, 23, 24, 25, and 26) to Hazelwood Drive, Kennard Street, and County Road D that are less than required by the Zoning Code are specifically approved within this PUD as shown on the site plan, down to the minimum of 5’ for the clubhouse and 15’ for the townhome buildings, in order to enhance the urban character of the streets and intersections; g.Side yard building setbacks for all buildings that are less than required by the Zoning Code are specifically approved within this PUD as shown on the site plan; c. Visitor parking spaces for the rental townhomesapartmentswill be added or modified as follows: i.Parking spaces will be added so there is a total of at least 48spaces on the west side of Kennard and at least 51 spaces on the east side of Kennard, such that the front door of no unit is more than 200 feet from a group of at least 5 spaces75 spaces to serve all three buildings. August 18, 2015 5 Planning CommissionMeetingMinutes ii.Street A will be widened to 26’ curb to curb and on street parallel parking will be added along the north and west sides of the street except for within 100’ of the pavement of Hazelwood Drive and Kennard Street. iii.The private drive immediately south of buildings 2 and 3 will be widened to 26’ curb to curb and on street parallel parking will be added along the north side of the drive. iv.Parking areas will be added behind buildings 1 and 4 where the driveway abuts the ponding area, consistent with the recommendation of the city engineer on providing adequate grading and functioning of the pond. v.Parking areas will be added behind buildings 15/16, 19/20, 21/22, and 25/26 to meet the parking and distance criteria cited here. vi.Street B will be widened to 26’ curb to curb and parallel parking will be added along the north and west sides of the streetor additional angled parking will be added to meet the criteria for parking spaces cited here. d.The parking lot for the clubhouse/office building will be modified to add “proof of parking” spaces in the green area north and east of the swimming pool, for a total of 91 spaces possible in the lot. Such spaces will only be constructed if the owner believes they are needed, or if they are needed in the future to address parking problems at the building in the opinion of the community development director, who can order the spaces to be constructed. Such spaces will maintain a sidewalk connection between the swimming pool and clubhouse building in an island in the middle of the parking bays as shown on theplans; d.The storage space areas of each building shall be reconfigured to allow as many units as possible to have at least 120 cubic feet for storage. 544580 e.One studio apartment is allowed in each building with a minimum floor area of square feet. f.An easement over the power line trail on this parcel will be provided to the city for access and maintenance. Acting Chairperson Trippler moved to adopt the resolution vacating two storm sewer easements on this site, since: 1.The easements would serve no public purpose after the applicant redevelops the property into Conifer Ridge. This vacation is conditioned upon the following: 1.Provide the city with legal descriptions of the easement areas to be vacated and for the new areas to be dedicated for storm sewer purposes. 2.The applicant meets all and any conditions within Jon Jarosch’s August 10, 2015 report. Acting Chairperson Trippler moved to approve the lot division for Conifer Ridge, subject to the following conditions: 1.The applicant shall comply with the requirements in the city’s engineering report dated August 10, 2015. August 18, 2015 6 Planning CommissionMeetingMinutes 2.The applicant shall sign a developer’s agreement with the city engineer before the issuance of a grading permit. 3.The applicant shall dedicate any easements and provide any written agreements that the city engineer may require as part of this lot division. 4.The applicant shall pay the city escrow for any documents, easements and agreements that the city engineer may require. Seconded by Commissioner Ige.Ayes –Acting Chairperson Trippler, Commissioner’s Dahm, Desai, Donofrio & Ige Nay–Commissioner Kempe The motion passed. Commissioner Kempe said he voted nay because he has concerns about the lack of parking in the development, he has concerns about the traffic and there are 66people who wrote in opposition to the project and those who came to speak against the meeting tonight. He believes a project with less density would be better for the neighborhood. Chairperson Trippler said there were407 notices sent out to the surrounding residents and around 70 people responded. Either people are ok with the proposal or they didn’t care to reply or attend the meeting to voice their concerns about this proposal. Acting Chairperson Trippler said it’snot that the resident’s opinions are not important but 82% did not say anything about the proposal. The planning commission makes the recommendation to the city council and the council will makethe final decision at the September 14, 2015 city council meeting. If you have concerns about the cost or the traffic you need to findsomebody who is a recognized expert to talk about those things at the city council meeting. This item goes to the city council on September 14, 2015. Commissioner Kempe will be the PC representative. 6.NEW BUSINESS None. 7.UNFINISHEDBUSINESS a.Consideration of Ordinance Amendment to Allow Temporary Outdoor Sales in BC (business commercial) Zoning District i.Economic Development Coordinator, Michael Martin gave the report on the ordinance amendment to allow temporary outdoor sales in BC zoning district. Acting Chairperson Tripplermoved to approvethe consideration of ordinance amendment to 6 months allow temporary outdoor sales in BC (business commercial) zoning district to . Seconded by Commissioner Dahm.Ayes -All The motion passed. This item goes to the city council on August 24, 2015. Commissioner Donofrio will be the PC representative at that meeting. August 18, 2015 7 Planning CommissionMeetingMinutes 8.VISITOR PRESENTATIONS None. 9.COMMISSION PRESENTATIONS a.July 27, 2015 city council meeting–staff reported 2016–2010 Capital Improvement Planwhich was approved. Resolution of Appreciation for Al Bierbaumwhich was approved. b.August 10, 2015 City Council Meeting –Commissioner Dahm 1870 East Shore Drive, Planned Unit Development Revision which was approved. c.August 24, 2015 City Council Meeting–Commissioner Donofrio–staff will cover since it’s a short item of discussion Ordinance Amendment to Allow Temporary Outdoor Sales in BC (business commercial) Zoning District d.September 14, 2015 City Council Meeting–Commissioner Kempe Conifer Ridge Apartments, County Road D East Vacation of Public Easement, Jack Schwartz, 2105 English Street North 10.STAFFPRESENTATIONS None. 11.ADJOURNMENT Acting Chairperson Trippler adjourned the meeting at 8:35p.m. August 18, 2015 8 Planning CommissionMeetingMinutes MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Martin, AICP,Economic Development Coordinator DATE: November 10, 2015 SUBJECT: Considerationof Design Reviewand Conditional Use Permit Amendment,Maplewood Auto Mall, 2529 White Bear Avenue Introduction Cooper Motors,located in the Maplewood Auto Mall,at 2529 White Bear Avenue, is requesting approval of a conditional use permit amendmentand design review. They are expanding their 5,181 square foot building by 1,930 square feet and adding an additional 9 parking spacesto the property. Background March 22, 1988: The community design review board approved the plans for the Maplewood Auto Center. This facility was developed as an automotive center for auto parts, sales, and vehicle repairs. November 22, 1999: The city council approved a CUP for Credit Equity Sales to open a motor vehicle sales business for this location. In the year 2000, this permit was taken over by Midwest Auto. August 27, 2001: The city council approved a CUP for Alamo Car Rental to lease motor vehicles. April 22, 2003: The CDRB (community design review board) approved a comprehensive sign plan amendment and design review change. August 12, 2013: The city council approved a conditional use permit amendmentand design review to convert the former gas station building on site to a used auto sales business. The council also combined the three active conditional use permits into a single permit. October 14, 2014: The city approved a lot split creating 2525 White Bear Avenue and 2529 White Bear Avenue. The previously approved conditional use permit still applies to both properties and there is a shared parking agreement. Discussion Building Design The addition will utilize the same materials as the existing building to provide a cohesive look. The north elevation exterior will have EIFS paneling and 3 metal overhead doors. The entire exterior will be painted with a tan color to match the current building, as well as, the adjacent buildings. Site Plan The building addition would be built to the northwest of the existing building. The proposed nine parking spaces would maintain the existing setback established by the existing parking lot to the west. To the north of the proposed parking spaces an underground pipe is in place carrying Kohlman Creek eastward underneath White Bear Avenue. Because of the small size of the proposed project the watershed does not have any requirements. The city’s wetland ordinance would be applicable, however Sec 12- 310(c)(2)(b)deems existing buildings and structures as nonconforming and may continue. The city’s zoning ordinance states in Sec 44-12(h) apropertyowner may expand a nonconforming structure or parking lot if the structure or parking lotmaintains the existing minimum setback. Parking City ordinancerequiresmotor vehicle repair shops to have two spaces for each service stall, one space for each employee, and one space for each business vehicle stored on site. The applicant is not adding staff or vehicles with this proposal so the required additional parking is six spaces. This property also shares parking with the adjacent auto center. Landscaping Most landscaping will be undisturbed by this project. The fourtrees that will need to be moved to accommodate the parking spaces will be relocated east of the parking lot expansion.The applicant’s plans indicate 12 new shrubs would be planted, but only eightare visually represented on the site plan. The applicant shall resubmit the landscaping plan showing where all 12 shrubs will be planted. The area around the nine new parking spaces will be re-sodded once construction is complete. Lighting The lighting on site will not change as a result of the addition. Department Comments Building Department Nick Carver, building official –The addition will require the plans be drawn by a Minnesota registered design professional. Building permit may require a soils engineer. Site approach and features must meet all current accessibility requirements of Minnesota State Building Code 1341. The newly constructed addition must the current energy code requirements. Fire Department Butch Gervais, fire marshal –Applicant will be required to extend the fire protection system into the new addition, and must have permits and plans approved prior to starting the project. EngineeringDepartment See Jon Jarosch’s staff report attached to this report. Environmental Review See Shann Finwall’s staff report attached to this report. Recommendation A.Adopt the resolution attached to this reportapproving a conditional use permit amendmentfor auto repair, auto detailing, auto rental, used auto sales, auto washing and expansion of a nonconforming parking lot at 2529White Bear Avenue. Approval is based on the findings required by the code and subject to the following conditions (additions are underlined and deletions are crossed): 1.All building expansionimprovements for the Maplewood Auto Mall (Cooper Motors) used auto sales businessshall follow the plans approved by the city. The applicant shall meet the requirements of the city engineer report, dated November 9, 2015 and the environmental planner report, dated November 10, 2015. The applicantshall revise its landscape plan to showthe location of 12 shrubs, per staff approval. The director of community developmentthe environmental and economic development department may approve minor changes. 2.The property owner shall comply with the signage requirements of the city code and the auto center’s sign criteria. 3.Fire protection systems (fire extinguishers and a sprinkler system) shall meet all requirements of the code. These systems shall be approved and installed before the applicant begins his business. 4.All vehicles on-site shall be operational. 5.Ensure that there is no illegal parking on the site including no parking on the grass and no stacking of vehicles (i.e., two vehicles to one stall). 6.Ensure that the entire site is cleared of trash including all illegally dumped material located within the drainage ditch behind the auto mall. 7.Ensure that trash dumpsters are placed inside enclosures at all times. 8.Ensure that the site is in compliance with the city’s temporary sign ordinance including obtaining a sign permit for all temporary signs over 12 squarefeet and only allowing one temporary sign per business located within the center. 9.Ensure that all landscaped areas are maintained including removing all weeds from the landscaped area around the base of the center’s pylon sign. 10.There shall be no parting-out of vehicles outside the building and left in the parking lot. 11.Auto salvage businesses are prohibited from operating at this site. 12.The parking lot shall be kept clear of junk and dirt. 13.All service work that is needed on vehicles shall be completedinside a proper service garage.All garagedoors shall be closed anytime vehicle repair work is in progress. 14.There shall be an after-hours contact person on record with the city’s emergency dispatcher. 15.If the building occupancy changes, the property owner shall comply with all applicable code requirements relative to the new building use. A building permit may then be required. 16.Verify that the parking on-site does not obstruct fire department access for their trucks. 17.All tenants at the Maplewood Auto Center must adhere to the parking plan, dated July 8, 2013February 2, 2015, as submitted by the property owner to city staff. A parking plan needs to be filed with city staff at all times indicating the property is meeting the minimum parking requirements and how the spaces are allocated to each tenant. A new parking plan shall be filed any time a suite changes use or the building is physically altered in any way. A new plan shall be filed with the city reflecting the expansion of the existing parkinglot. 18.Parking in the center of the canopy, adjacent to the 2529 building, shall be for inventory only. A no customer parking sign shall be posted 19.The city council shall review this permit in one year. 20.The property owner shall provide city staff a plan for trash removal or design plans for a new enclosed structure for the 2529 building, subject to the city’s design review process. 21.The property owner or manager is responsible for compliance of all conditions listed in this permit. If any tenant is foundout of compliance the city will notify the property owner or manager in order to rectify the situation. 22.The expanded nonconforming parking lot shall maintain its existing setback. Citizen Comments Staff surveyed the owners of the 23 properties within 500 feet of the proposed revision for their comments. Staff received one letter with comments. Comments As long as they do not encroach on the creek. Please, please have it mandatory that the garage doors are closed when working on vehicles. Don’t need the noise of airguns and hoist lifts. I already have the carwash noise going on next door. Thank you for the consideration (Carol Guzzo, 1876 County Road C East) Reference Information Site Description Site size: 1.14acres Existing land use: Automobile repairand used auto sales Surrounding Land Uses North: Condominium office unitand open space South: Automotive uses West: Automotive uses East: White Bear Avenue and Goodwill Planning Land Use Plan designation: C (commercial) Zoning: BC(business commercial) Application Date The application for this request was considered complete on October 26, 2015.State law requires that the city decide on these applications within 60 days. The deadline for city council action on this proposal is December 25, 2015. Attachments 1.Location Map 2.Land Use Map 3.Zoning Map 4.Applicant’s Letter, October 26, 2015 5.Proposed Site Plan 6.Proposed Building Elevation 7.Existing Parking Plan, February 2, 2015 8.Engineering Report, Jon Jarosch, November 9,2015 9.Environmental Report, Shann Finwall, November 10, 2015 10.Conditional Use Permit Resolution 11.Plans date-stamped October 26, 2015(separate attachment) Maplewood Heights Kohlman Lake Hazelwood Sherwood Glen Parkside Western Hills Gladstone Hillside Beaver Lake Battle Creek Vista Hills Highwood Carver Ridge Sources: Esri, HERE, DeLorme, TomTom, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Maplewood, City of Maplewood Japan, METI, Esri China (Hong Kong), swisstopo, MapmyIndia, © OpenStreetMap contributors, and the 2529 White Bear Avenue - Maplewood Auto Mall GIS User Community, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar Geographics, CNES/Airbus CUP Amendment and Design Review - Overview Map DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, City of Maplewood, Esri, HERE, DeLorme, TomTom, MapmyIndia, © OpenStreetMap contributors, and the GIS user community Attachment 2 Maplewood, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar 2529 White Bear Ave - Maplewood Auto Mall Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Legend Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, City of Maplewood, Esri, HERE, DeLorme, TomTom, MapmyIndia, © Conditional Use Permit Revision - Land Use Map Commercial Government OpenStreetMap contributors, and the GIS user community Low Density Residential Open Space Attachment 3 2529 White Bear Ave - Maplewood Auto Mall Maplewood, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar Legend Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, City of Conditional Use Permit Revision - Zoning Map Single Dwelling (r1) Open Space/Park Maplewood Business Commercial (bc) Farm (f) Planned Unit Development (pud) Attachment 4 Attachment 4 Attachment 5 SR ISSUE:I HEREBY CERTIFY THAT THIS PLAN, 4200 WEST OLD SHAKOPEE ROAD MAPLEWOOD AUTO MALL ADDITION SPECIFICATION OR REPORT WAS PREPARED BY SUITE 220 10.26.2015ISSUE FOR CITY SUBMITTAL ME OR UNDER MY DIRECT SUPERVISION AND BLOOMINGTON, MINNESOTA 55437 THAT I AM A DULY LICENSED ARCHITECT UNDER PH: 952.996.9662 THE LAWS OF THE STATE OF MINNESOTA. FX: 952.996.9663 2529 WHITE BEAR AVE, MAPLEWOOD, MN 55109 WWW.SRARCHITECTSINC.COM NAME: AIA NICHOLAS S. SPERIDES 10.26.201518681 DATE:REG NO: COPYRIGHT 2015 C SPERIDES REINERS ARCHITECTS, INC Attachment 6 SR ISSUE:I HEREBY CERTIFY THAT THIS PLAN, MAPLEWOOD AUTO MALL ADDITION 4200 WEST OLD SHAKOPEE ROAD SPECIFICATION OR REPORT WAS PREPARED BY SUITE 220 10.26.2015ISSUE FOR CITY SUBMITTAL ME OR UNDER MY DIRECT SUPERVISION AND BLOOMINGTON, MINNESOTA 55437 THAT I AM A DULY LICENSED ARCHITECT UNDER PH: 952.996.9662 THE LAWS OF THE STATE OF MINNESOTA. FX: 952.996.9663 2529 WHITE BEAR AVE, MAPLEWOOD, MN 55109 WWW.SRARCHITECTSINC.COM NAME: AIA NICHOLAS S. SPERIDES 10.26.201518681 DATE:REG NO: COPYRIGHT 2015 C SPERIDES REINERS ARCHITECTS, INC Attachment 7 Attachment 8 Engineering Plan Review PROJECT: Cooper Motors Building Addition 2529 White Bear Avenue PROJECT NO:15-26 COMMENTS BY: Jon Jarosch – Civil Engineer II DATE: 11-9-2015 PLAN SET: Site Plan Dated 10-26-2015 The applicant is requesting approval to perform construct a . The applicant is proposing to construct an addition to the existing building at 2529 White Bear Avenue. In order to accommodate customer parking for this additional space, the applicant is also proposing to create 9 new parking spaces along the northern property line.As the disturbance on this project appears to be under ½ - acre, and there is less than 5,000 square-feet of new impervious surface proposed, the project will not be subject to the City’s water quality improvement standards. The following are engineeringreview comments on the proposal and act as conditions prior to the release of permits: 1)A grading and erosion control permit is necessary prior to the start of construction activities. Theapplicant shall meet all requirements established as part of the permit. This permit will require an erosion control and grading plan. 2)A parking lot permit shall be obtained for the parking lot modifications.Theapplicant shall meet all requirements established as part of the permit. 3)Paved areas shall be kept free of construction related sediment and debris and shall be swept regularly. 4)Storm sewer catch basins that could receive runoff from the construction area shall be protected throughout construction. 5)Mitigation for the proposed parking lot addition could be achieved via the use of pervious pavement, the installation of rain gardens, or the replacement of existing pavement with green-space; to name a few options. 6)The owner shall be responsible for all SAC, PAC, and WAC fees associated with the proposed improvements. Attachment 8 7)The applicant shall detail proposed elevations surrounding the building and new parking areas. All new site improvements shall be ADA compliant. 8) The Owner shall satisfy the requirements of all other permitting and reviewing agencies. - END COMMENTS - Attachment 9 Environmental Review Project: Cooper Motors Dateof Plans: October 26, 2015 Date of Review: November 10, 2015 Location: 2529 White Bear Avenue Reviewer: Shann Finwall, Environmental Planner (651) 249-2304; shann.finwall@ci.maplewood.mn.us Background The applicant is proposing to construct a1,930 square foot addition to the existing building at 2529 White Bear Avenueand add nine parking stalls to the north side of the parking lot. There is a Manage B wetland located to the northof the property, within the Ramsey County open space site. WetlandOrdinance: A.The wetland ordinance requires a 75 foot buffer from a Manage B wetland. The existing parking lot is constructedto within 15 feet of the wetland and is considered a pre-existing nonconforming parking lot. The applicant is proposing to expand the parking lot with the existing setbacks. City code allows an applicant to expand a nonconforming parking lot if the parking lot meets the following conditions: 1.The zoning regulations permit the use. 2.The expansion would meet the minimum setbacks required by this chapter or the setbacks of the existing structure, whichever is less. To deviate from these requirements, the City may approve a conditional use permit, subject to the standards in this Code. 3.The minimum setback from the ordinary high-water level in a shoreland district would be at least the average setback of adjacent residential structures or 50 feet, whichever is greater. 4.All portions of the structure would be on the applicant's property. 5.Runoff from the overhang of the addition would not adversely affect an adjacent property. Wetland Recommendations: Expansion of the parking lot meets the conditions outlined in City code for the expansion of a nonconforming parking lot. Therefore no wetland buffer variance is required. However, the City should ensure that runoff from the parking lot does not adversely affect the adjacent property and Manage B wetland.Prior to issuance of a permit the applicant shall: 1. Submit revised plans which show the mitigation of the parking lot. Proposed mitigation strategies include: Attachment 9 a. Use of pervious pavement b. Installation of rain gardens c. Replacement of existing pavement with green-space 2.The applicant shall submit a cash escrow or letter of credit to cover 150% of the parking lot mitigation strategy. TreesOrdinance: B.There are four 4-inch crab apples trees which will be removed and relocated on the site with the parking lot expansion. The applicant is also proposing to plant 8 techny arborvitae shrubs on the north side of the expanded parking lot. The City’s tree ordinance requires replacement of significant trees. Significant trees are defined asdeciduous trees that are 6-inch diameter or larger, conifers that are 8-inch diameter or larger, and softwoods that are 12-inch diameter or larger. The relocation of crab apple trees does not require tree replacement according to the City’s tree ordinance. But the City should review the landscaping on the site as part of the design review. Tree Recommendations: Prior to issuance of a permit the applicant shall: 1.Submit a cash escrow or letter of credit to cover 150% of the tree relocation and landscaping. Attachment 10 CONDITIONAL USE PERMIT RESOLUTION WHEREAS, this permit for the Maplewood Auto Mallallows auto repair, auto detailing, auto rental, used auto sales, auto washing and the expansion of a nonconforming parking lot. WHEREAS, this permit applies to property located at 2529 White Bear Avenue. The legal description is: Lot I, Block 1, Maple Ridge Mall, according to the recorded plat thereof, Ramsey County, Minnesota, together with that partof Lot 2, said Block I, lying north of thewesterly extension of the south line of said Lot 1. Which lies easterly and northerly of a line described as beginning at the northwest comer of said Lot 1; thence on an assumed bearing of South 89 degrees 25 minutes 17 seconds West, along the north line of said Lot 2, a distance of 136.21 feet to the point of beginning of the line to be described; thence South 0 degrees 42 minutes 53 seconds East 163.86 feet; thence North 89 degrees 14 minutes 53 seconds East 299.59 feet to the easterly line of said Lot I and said line there terminating.(PIN 11-29-22-22-0043) WHEREAS, the history of this conditional use permit is as follows: 1.On November 17, 2015, the planning commission held a public hearing and recommended that the city council approve this permit. The city staff published a notice in the paper and sent notices to the surrounding property owners. The planning commission gave everyone at the hearing a chance to speak and present written statements. The planning also considered reports and recommendations of the city staff. 2.On _________, 2015, the city council reviewed this proposal. The council also considered reports and recommendations of the city staff and planning commission. NOW, THEREFORE, BE IT RESOLVED that the city council approves the above-described conditional use permit based on the building and site plans. The city approved this permit because: 1.The use would be located, designed, maintained, constructed and operated to bein conformity with the City's Comprehensive Plan and this Code. 2.The use would not change the existing or planned character of the surrounding area. 3.The use would not depreciate property values. 4.The use would not involve any activity, process, materials, equipment or methods of operation that would be dangerous, hazardous, detrimental, disturbing or cause a nuisance to any person or property, because of excessive noise, glare, smoke, dust, odor, fumes, water or air pollution, drainage, water run-off, vibration, general unsightliness, electrical interference or other nuisances. Attachment 10 5.The use would not exceed the design standards of any affected street. 6.The use would be served by adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. 7.The use would not create excessive additional costs for public facilities or services. 8.The use would maximize the preservation of and incorporate the site's natural and scenic features into the development design. The use would cause no more than minimal adverse environmental effects. 9. Approval is subject to the following conditions: 1.All building expansionimprovements for the Maplewood Auto Mall (Cooper Motors) used auto sales businessshall follow the plans approved by the city. The applicant shall meet the requirements of the city engineer report, dated November 9, 2015 and the environmental planner report, dated November 10, 2015. The applicant shall revise its landscape plan to show the location of 12 shrubs, per staff approval. The director of community developmentthe environmental and economic development department may approve minor changes. 2.The property owner shall comply with the signage requirements of the city code and the auto center’s sign criteria. 3.Fire protection systems (fire extinguishers and a sprinkler system) shall meet all requirements of the code. These systems shall be approved and installed before the applicant begins his business. 4.All vehicleson-site shall be operational. 5.Ensure that there is no illegal parking on the site including no parking on the grass and no stacking of vehicles (i.e., two vehicles to one stall). 6.Ensure that the entire site is cleared of trash including all illegally dumped material located within the drainage ditch behind the auto mall. 7.Ensure that trash dumpsters are placed inside enclosures at all times. 8.Ensure that the site is in compliance with the city’s temporary sign ordinance including obtaining a sign permit for all temporary signs over 12 square feet and only allowing one temporary sign per business located within the center. 9.Ensure that all landscaped areas are maintained including removing all weeds from the landscaped area around the base of the center’s pylon sign. 10.There shall be no parting-out of vehicles outside the building and left in the parking lot. 11.Auto salvage businesses are prohibited from operating at this site. Attachment 10 12.The parking lot shall be kept clear of junk and dirt. 13.All service work that is needed on vehicles shall be completed inside a proper service garage.All garagedoors shall be closed anytime vehicle repair work is in progress. 14.There shall be an after-hours contact person on record with the city’s emergency dispatcher. 15.If the building occupancy changes, the property owner shall comply with all applicable code requirements relative to the new building use. A building permit may then be required. 16.Verify that the parking on-site does not obstruct fire department access for their trucks. 17.All tenants at the Maplewood Auto Center must adhere to the parking plan, dated July 8, 2013February 2, 2015, as submitted by the property owner to city staff. A parking plan needs to be filed with city staff at all times indicating the property is meeting the minimum parking requirements and how the spaces are allocated to each tenant. A new parking plan shall be filed any time a suite changes use or the building is physically altered in any way. A new plan shall be filed with the city reflecting the expansion of the existing parking lot. 18.Parking in the center of the canopy, adjacent to the 2529 building, shall be for inventory only. A no customer parking sign shall be posted 19.The city council shall review this permit in one year. 20.The property owner shall provide city staff a plan for trash removal or design plans for a new enclosed structure for the 2529 building, subject to the city’s design review process. 21.The property owner or manager is responsible for compliance of all conditions listed in this permit. If any tenant is found out of compliance the city will notify the property owner or manager in order to rectify the situation. 22.The expanded nonconforming parking lot shall maintain its existing setback. The Maplewood City Council ___________ this resolution on ____________, 2015. MEMORANDUM TO: Planning Commission FROM: Shann Finwall, AICP, Environmental Planner DATE: November 10, 2015 SUBJECT: Galilee Lutheran Church Community Garden Concept Plan – 1958 Rice Street Introduction Representatives ofGalilee Lutheran Church areproposing to createa communitygarden inthe vacantpropertylocated at1958 RiceStreet. Thepropertywas the previous site of Zitt Landscaping and was recently purchased bytheSt. Paul RegionalWaterServices (SPRWS). SPRWS is willing to lease the land to the churchforthe community gardenfor an undetermined amount of time.Galilee Church, which is directly across the streetfromthe vacant lot, has agreed tobethe fiscal agent, to signthe contract,and to underwritethe liability insurancefor the community garden. Background Urban agriculture is one of the Environmental and Natural Resources (ENR) Commission’s 2015 goals. Over the last few months the Commission has been conducting a study of the City’s ordinances and policies to make recommendations that will remove barriers and promote urban agriculture, while ensuring no negative impacts to surrounding properties. The ENR Commission will bring the recommendations to the Planning Commission in an upcoming meeting. The community garden proposal represents one of the barriersin the City’s zoning code to urban agriculture. The property is zoned Business Commercial. The City’s zoning code does not specifically permit or prohibit community gardens. Public uses, however,are allowed in all zoning districts with a conditional use permit.In addition, parking lots must be constructed of hard surface. The cost of the conditional use permit and the hard surface parking lot can prove cost prohibitive to a non-profit organization proposing a community garden. Discussion What is Urban Agriculture? Urban agriculture is the practice of growing, processing, and distributing fresh food by people living in urban areas. Urban agricultureincludes a wide range of activities related to food, including community gardens, farms, farmer’s markets and more. 1 What are the benefits of Urban Agriculture? Following are some of the benefits of promoting urban agriculture in the City: Foodaccess Health, public safety Community building Education Environment Civic engagement Bridge urban-rural divide Local economic development Community Garden Concept Plan Galilee Lutheran Churchhas submittedan outlineand site plan of their proposed community gardens(Attachment1 and 2).The concept planshows158 garden plotsthat are 16’ x 20’ in area.There is a Manage A wetland onthe property, which requiresa 100foot bufferaccording tothe City’s wetland ordinance.Thegarden plots are shown outside ofthe buffer area. Fifteen parking spaces willbe designated on the existing Class5 parking area(previouslya driveway and parkingfor ZittLandscaping).Water will be suppliedfroma wellon the McCarron’s Pub propertylocated to thenorthof the property. McCarron’s Pub willbe installing city water servicesand the privatewellwillbe available,and can be used,for irrigation purposes.It appearsthat the proposal callsfor the removal ofsometrees.The applicants shouldbe aware that removal of significanttreesonthesite willrequire treereplacement according to theCity’s tree preservation ordinance.Agarden shed is proposed in the center of the site, along with fencing aroundthe entiregarden area. Recommendation Representatives from Galilee Lutheran Church and other organizations involved in the community garden will be present during the Planning Commission meeting to give a presentation of their community garden concept plan. The Planning Commission should review the community garden concept plan and offercomment and feedback. Attachments 1.Galilee Lutheran Church Community Garden Outline 2.Galilee Lutheran Church Community Garden Site Plan 2 Attachment 1 Subject: November Board Agenda Item - Proposed Community Garden on Rice Street We represent a group of organizations and citizens interested in creating a community garden on 1958 Rice St. This 12+ acres of vacant land located north of Roselawn and south of 36 was recently purchased by the St Paul Regional Water Service. (see map).They have no current plans for the land and they have agreed to lease the land to us for an undetermined length of time, for use as a community garden, with the understanding that when they need the land we will no longer have access to it. This property is located at the intersection of 3 major cities and thus has the unique opportunity to benefit the residents of not only of Maplewood but Southeast Roseville and St. Paul. A community garden will have minimal adverse environmental effects and infact will maximize the preservation of the nearby riparian zone. It would not change the existing character of the surrounding area. Nor would it create excessive additional costs for public facilities or services. I am sure you are aware of the many benefits of a community garden. They not only provide food for the gardeners but they can bring people together from a wide variety of backgrounds. Community gardening is recognized by many police departments as an effective community crime prevention strategy. As you may be aware, within blocks of this property there are many apartment buildings with a diverse population including many Hmong and Karen immigrants. Many of these people were subsistence farmers who now have very limited access to land. For many ofthem having access to land would not only provide food but also provide a form of stress release that any gardener knows can only come from working in the dirt. This piece of land historically was Zittel’s Greenhouse so its seems appropriate to allow thecommunity to garden there until the Water Board has a defined use for the property. Our hope is that by starting these discussions now, we can have all the necessary pieces in place so that gardening can begin in the spring of 2016. We have begun to build a strong and diversified coalition of supporters for the garden including Arrive Minnesota, the Karen Organization of Minnesota, Interfaith Action of Greater St Paul and Galilee Lutheran Church. Galilee Church, which is directly across the street from the property has agreed to be our fiscal agent, to sign the contract and to underwrite the liability insurance. There are a number of other churches in the area that are supportive of this project as well. We also have spoken to George Sonnen, the owner of McCarrons Pub which is the business directly adjacent to the property. He has no objections and in fact has generously offered to allow us to use his well for water, as long as he gets connected to city water, which he anticipates happening prior to next summer. The garden would be managed by a Committee. There would be an elected Garden Coordinator to oversee the project in its entirety, a Treasurer to handle the money generated by fundraising and the plot rental fee (if there is one, TBD), and a Garden Steward who would be in charge of general maintenance of the garden and to make sure that all the gardeners are maintaining their individual Attachment 1 plots. Of course, all costs for the community garden project would be covered by the Garden Committee and the gardeners. We anticipate having an gardening agreement that all gardeners would be required to sign. Our gardeners will be not be allowed to use chemicals. We will use compost to enrich the soil. We have done soil tests and the soil is safe for gardening. We do not plan on building any permanent structures. We will need a storage shed for tools but it will be a temporary structure such as an 8x10 utility shed that can be purchased at the local hardware store and that one finds in many backyards. It is very difficult to estimate the number of cars that the garden will generate. We know from speaking with other people who run community gardens that most gardeners do not show up at the same time. Many of the gardeners carpool, and they come at all hours of daylight, so they are spread out through the day. Harvest Gardens in Maplewood (on Hazelwood and Cty Road C) told us that even with 1152 gardeners the most cars at any one time they have is about 35 and that generally happens a few weeks in the spring when everyone is planting their gardens. Generally there are much fewer cars. Since we are proposing a garden with only 150 plots, we don’t expect to have more than 10 gardeners at any one time. The Rice Street garden would be drawing on people from the neighborhood so we suspect that many will walk and because it is on a bus line, some may take the bus. Therefore, the garden will have virtually no effect on the traffic on Rice Street. There is a signal light at Roselawn where people walking to the garden can cross. We have included a map of the property and our current proposed design. This of course is a very rough draft that will be finalized with the approval of the City of Maplewood as well as the SPRWS. As you can see we are a well-organized group of interested neighborhood residents committed to the creation and continued upkeep of a community garden in this community. Thank you in advance for allowing us to speak at the November Board meeting about our proposed community garden project on the SPRWS property at 1958 Rice St. We look forward to presenting this exciting opportunity to you. Respectfully, Ron Peterson (member of Galilee Lutheran Church across from the site) ronald.peterson1@mac.com, 651 483-2394 or 612 799-0818 Pastor Dana (pastor of Galilee Lutheran Church dnelson.galilee@gmail.com, 651 499-6769 Katheryn Schneider, St Paul citizen and gardener, katheryn.l.schneider@gmail.com, 651 485-3856 Attachment 2 RICE ST MEMORANDUM TO: Planning Commission FROM: Karen Haag, Director Citizen Services DATE: October 15, 2015 SUBJECT: Promoting Civility in Public Meetings and Parliamentary Procedures Introduction The Cityof Maplewood currently has eight active advisory groups categorized as commissions and boards. Commission and board members are volunteers who are appointed by the City Councilandserve at the pleasure of the CityCouncil. Background During the April 27, 2015 CityCouncil meeting,Council appointed the CityClerkposition to serve as the parliamentarian for CityCouncil meetings. At the July 27, 2015 Council meeting, the Council adopted changes to Section 9 of their “Policy and Procedures Manual for CityCouncil and Council Meetings” that pertains to rules of civility for our community. The Council has also directed that these guidelines (rules) of civility should be followed not just at CityCouncil meetings,butfor all at all meetings under the jurisdiction of the CityCouncil, (i.e. boards, commissions, tasks force meetings, etc.) The Council also hopes that the community will abide by these rules when attending CityCouncil meetings. Following is Section 9 of the CityCouncil Policy and Procedures Manual for CityCouncil and Council Meetingsas it has been adopted: RULES OF CIVILITY FOR THE CITYCOUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the Cityof Maplewood expects of everyone appearing at Council Meetings, elected and appointed officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it isunderstood that everyone will follow these principles: Speak only for yourself, not for other Councilmembers or citizens -unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other October 2015 Report for Boards and Commissions Be respectful of the process, keeping order and decorum. Do not be critical of councilmembers, staff or others in public. Be respectful of each other’stime keeping remarks brief, to the point and non-repetitive. Also, the Council has directed that staff liaisons act as a parliamentarian for their respective boards and commissions. The parliamentarian is versed in parliamentary procedures and provides explanations to situations and questions that may arise that are covered by Roberts Rules of Order. The parliamentarian also supports the Chair in maintaining order and adhering to rules established by the CityCouncil in how the meetings are to be conducted. The parliamentarian adheres to and enforces policies and procedures to ensure that there are no violations of the Open Meeting Law. The rules of order are meant to create an atmosphere where the members of the body and the public can attend meetings that are conducted efficiently, fairly and with participation of the governing bodyand public alike. It is the duty of the Chairto cut off discussion that is too personal, attacking, loud or interruptive. This duty may also be exercised by the parliamentarian. For example, if there is a motion on the floor and discussion begins that is not germane to the matter at hand, a point of order may be raised to call the vote or to return to discussing the matter at hand. Or, clarifications of a vote may be recommended so that the record is clear, (i.e. friendly amendments, withdrawing second motions, etc.). Agenda Page 15 of the current Commission Handbook states the following: An agenda for each meeting of a Citycommission is prepared by the staff liaison in consultation with the chair. Theagenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting.Agendas must be available at the CityClerk’s office at least 72 hours prior to the meeting.Agenda items are to always have an accompanying report. Placing Items on the Agenda A commissioner may request an item be considered on a future agenda and, upon consensus of a majority of thecommission, staff will prepare a staff report if formal commission action is necessary. In review of meetings we have found that the Commission has added items to the agenda under New Business without a report or prior notification.This item should have been added under Commission Presentation for discussion and then placed on a future agenda for information and a vote.Items are not be added to the agenda during a meeting unless they are extremely time October 2015 Report for Boards and Commissions sensitiveexcept for under “Commission Presentations”.Items that are under Commission Presentations are items that do not require a vote.It is rare that the CityCouncil adds to their agenda. A member of the public may request an item be placed on a future agenda during public comment or through othercommunications with commission members, and upon consensus of a majority of the commission;a staff report willbe prepared and approved by the CityManager or his/her designee, in this case the staff liaison. Individuals attending meetings,outside of those that are invited to speak to an item that is on the agenda,should speak during Visitor Presentations. Visitors are to direct their comments to the Chair, not to staff. Visitor Presentation is not a time of debate,but rather atime that visitors can bring items to the Commission for future discussion and possible agenda items. Recommendation This report is provided for informational purposes and will be revisited upon completion of the 2016 Board and Commission Handbook. October 2015 Report for Boards and Commissions