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HomeMy WebLinkAbout2016-01-05 PC Packet AGENDA CITY OF MAPLEWOOD PLANNING COMMISSION Tuesday,January 5, 2016 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.December 15, 2015 5.Public Hearing a.7:00 p.m. or later: Approval of aPlanned Unit Development Amendment and a Parking Waiver,Costco,1431 Beam Avenue East 6.New Business a.2015Planning Commission Annual Report b.Planning Commission’s Rules of Procedure–AnnualReview c.City Council Meeting Attendance Schedule for Planning Commissioners 7.Unfinished Business 8.Visitor Presentations 9.Commission Presentations a.December21, 2015city council meeting–Commissioner Kempe Maplewood Auto Mall,2529 White Bear Avenue b.January 25, 2016city council meeting–Commissioner Kempe Costco,1431 Beam Avenue East 10.Staff Presentations 11.Adjournment DRAFT MINUTESOF THE MAPLEWOOD PLANNING COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA TUESDAY, DECEMBER 15,2015 7:00 P.M. 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 ChairpersonTrippler. 2.ROLL CALL Absent Paul Arbuckle, Chairperson Frederick Dahm, CommissionerPresent Absent Tushar Desai,Commissioner John Donofrio, CommissionerPresent Allan Ige, CommissionerPresent Bill Kempe,CommissionerPresent Dale Trippler, Vice ChairpersonPresent Staff Absent: Michael Martin,Economic Development Coordinator Staff Present :Building Official, Nick Carver Staff Present :Planning Technician, Daniela Lorenz 3.APPROVAL OF AGENDA CommissionerKempemoved to approve the agenda as submitted. Seconded by CommissionerDonofrio.Ayes –All The motion passed. 4.APPROVAL OF MINUTES CommissionerIgemoved to approve theNovember 17,2015, PCminutes as submitted. Seconded by CommissionerDonofrio.Ayes –Acting Chair Trippler, Commissioner’s Donofrio, Ige and Kempe Abstention –Commissioner Dahm The motion passed. 5.PUBLIC HEARING None. December 15, 2015 1 Planning CommissionMeetingMinutes 6.NEW BUSINESS a.Review of City’s Existing Parking Ordinances i.Planning Technician, Daniela Lorenz gave the report on the existing parking ordinance and answered questions of the commission. ii.Building Official, Nick Carver answered questions of the commission. The commission asked if the policedepartment hadstatistics on the number of parking tickets and complaints about cars parking on the street. The commission inquired if builders or developers had statistics regarding the number of parking spaces thatwere popular 20 years ago verses the need for parking spaces today. The commission had concerns about the lack of parking spaces for town homes that have 3 bedrooms. There is literally no driveway in some developments and only two spaces in the garage to park. Three bedroom homes usually equal grown children who will need a place to park vehicles. The commission stated there seem to be adequate parking requirements for commercial properties and in some cases there is too many parking spaces required. The commission wondered if the police department could change the restrictionsfor no overnight parking between 2 am and 6 am but not to restrict parking for two consecutive days in a row. The commission said there are a variety of reasons for noovernight parking. Snow removal issues, there is more crime when cars are parked on the street and there are visibility issues, it makes it difficult for emergency vehicles to get down the streets. The living streets policy incorporates less permeable surface with narrower roads. This was for discussion,no action was needed. Staff will report back to the planning commission. 7.UNFINISHEDBUSINESS None. 8.VISITOR PRESENTATIONS None. 9.COMMISSION PRESENTATIONS a.December 21, 2015 City Council Meeting –Commissioner Kempewill represent the PC. Maplewood Auto Mall, 2529 White Bear Avenue 10.STAFFPRESENTATIONS None. 11.ADJOURNMENT Acting Chairperson Trippleradjourned the meeting at 7:32p.m. December 15, 2015 2 Planning CommissionMeetingMinutes MEMORANDUM TO: Melinda Coleman, City Manager FROM: Michael Martin, AICP,Economic Development Coordinator DATE: December23, 2015 SUBJECT: Approval of a Planned Unit Development Amendment and a Parking Waiver,Costco,1431 Beam Avenue East Introduction Project Description Costco Wholesale Corporation is proposing to build a 5,220-square-foot addition to its building at 1431 Beam Avenue. The addition would add on to the existing liquor store portion of the business. The addition would also eliminate 15 parking spaces and the applicant is proposing to locate 55 proof-of-parking spaces on site if parking shortages becomean issue. Requests The applicant is requesting that the city council approve the following: 1. An amendment to the site’s planned unit development (PUD). 2. Design review. 3.A parking waiver to have 41fewer parking spaces than the city code requires.City code requires 769. The applicant is proposing 728spaces with 55proof-of-parking spacesshown. This is14 more than code would require. Background This site had been operated as the CountryView Golf Course for many years. December18, 2006: The city council approved the Carmax/Mogren Addition preliminary plat and PUD for the former golf course property. The Costco site was an anticipated part of this PUD. The council also adopted a resolution ordering the public improvements for the development. February 12, 2007: The city council approved the Carmax/Mogren Addition final plat. June 11, 2007: The city council approved Costco as an amendment to the site’s PUD. Also approved were the design plans and a parking waiver for 39 fewer parking spaces than the code required. Discussion Amendment to the Planned Unit Development The Costco store was approved in 2007 and there have been no major issues with this use since construction was completed. There are also no residential neighbors nearby that might be disturbed with any of the activities occurring on site. The proposed building addition is consistent with the original intent of the approvals in 2006 and 2007. Design Considerations Building Materials and Design The applicant is proposing to use matching colors and materials of the existing building. Any changes to the existing Costco sign on the west elevation will require a sign permit. Setbacks The proposed building addition would meet code requirements. Parking Waiver With the proposed 5,220-square-foot addition, the total square footage of the retail portions of the building would be 151,317plus5,200 square feet for the tire service area. City code requires 769 spaces for the Costco building. This breaks down as follows Retail Space: 151,317square feet divided by 200 square feet = 757 spaces Tire Service: four bays x 3 spaces per bay = 12 spaces Total Parking Required 769 spaces The applicant is proposing 728 parking spaces according to the site plan after losing 15 spaces due to the building addition – 41 spaces short of meeting code requirements. The applicant is proposing55 proof-of-parking spaces of which 39 proof-of-parking spaces would be located alongthe east property line, behind the store. The remaining 16 proof-of-parking spaces would be located on the north side of the site. The applicant is very close to meeting thecode and is showing locations of proof-of-parking spaces above what code would require and staff, therefore, feels that it isa reasonable request to not requirethe additional spaces to be paved until they are needed. Department Comments Building Department Nick Carver, building official – I have no comments on the reduced parking spaces. Proposal requirements: 1.Meet all current Minnesota building code requirements. 2.Plans must be submitted by a Minnesota registered architectfor approval. 3.Permit andapproval will be subject to suitable soils or engineering reports. Fire Department Butch Gervais, fire marshal – They will be required to install fire protection in the new space and follow all state and local fire codes. Engineering Department Please see Jon Jarosch’s engineering report in the attachments. Commission Actions Community Design Review Board On December 22, 2015 the community design review board reviewedthe design plans for this project and the requested parking waiver and recommended approval. Planning Commission On January 5, 2016, the planning commission will holda public hearing and make a recommendation regarding the planned unit developmentamendment and parking wavier. Budget Impact None. Recommendations A.Adopt the resolution attached to this report approving an amendment to the planned unit developmentwhich permits a Costco and a fuel station and tire service center at 1431 Beam Avenue Eastfor its proposed building expansion. Approval is based on the findings required by the code and subject to the following conditions (additions are underlined and deletions are crossed): 1.The developmentbuilding expansionshall follow the plans date-stamped May 31, 2007December 11, 2015, except wherethe city requires changes. Staff 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 April 20, 2007December 10, 2015. 5.There shall not be any outdoor storage of tires unless they are kept within a decorative screening enclosure approved by the community design review board. 6.The fueling area shall have proper safeguards provided to prevent or contain any fuel spills as required by the Minnesota Pollution Control Agency. B.Approve the plans date-stamped December 11, 2015, for the proposed 5,220 square foot Costco addition. Approval is subject to the applicantcomplying with the following conditions: 1.This approval is good for two years. After two years, the design-review process shall be repeated if the developer has not begun construction. 2.Obtaining city council approval of the planned unit development amendment andparking waiver. 3.All requirements of the fire marshal and building official must be met. 4.The applicantsshall obtain all required permits from the Ramsey-Washington Metro Watershed District and Ramsey County. 5.The applicantsshall comply with all requirements of the Maplewood Engineering Report from Jon Jarosch dated December 10, 2015. 6.The applicantsshall provide the city with cash escrow or an irrevocable letter of credit for anyexterior landscaping and site improvements prior to getting a building permit for the development. Staff shall determine the dollar amount of the escrow. 7.All work shall follow the approved plans. The director of environmental and economicdevelopment may approve minor changes. 8.All roof-top mechanical equipment shall be painted to match the building. C.Approve the parking waiver as proposed subject to the retention of the proposed proof-of-parking spaces in case they are needed for future parking needs. If a parking shortage develops afterthe paving and curbing of the proof-of-parking spaces, the city council may require parking lot restriping to add more spaces. Reference Site Description Site Size:16acres Existing Use: Costco Surrounding Land Uses North:One vacant commercial site and the County RoadD Extension South:Beam Avenue and wetlands East:The Bruce Vento Trail West:Country View Drive, a vacant commercial site and the Carmax site Planning Land Use Plan Designation: C (commercial) Zoning: PUD (planned unit development) Application Date The application for this request was considered complete on December 11, 2015. State law requires that the city decide on these applications within 60 days. The deadline for city council action on this proposal is February 9, 2016. Attachments 1.OverviewMap 2.Land Use Map 3.Zoning Map 4.Existing Site Plan 5.Proposed Site Plan 6.Proposed Elevations 7.Applicant’s Narrative 8.Engineering Report from Jon Jarosch, dated December 10, 2015 9.Planned Unit DevelopmentRevision Resolution 10.Plans date-stamped December 11, 2015(separate attachments) Maplewood Heights Kohlman Lake Hazelwood Sherwood Glen Parkside Western Hills Gladstone Hillside Beaver Lake Battle Creek Vista Hills Highwood Carver Ridge Maplewood, City of Maplewood 1431 Beam Avenue East - Costco Maplewood, Source: Esri, DigitalGlobe, GeoEye, i- CUP Amendment and Design Review - Overview Map cubed, Earthstar Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, Esri, HERE, DeLorme, TomTom, MapmyIndia, © OpenStreetMap contributors, and the GIS user community Attachment 2 Maplewood, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar 1431 Beam Avenue East - Costco Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Legend Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, Esri, HERE, CUP Amendment and Design Review DeLorme, TomTom, MapmyIndia, © OpenStreetMap contributors, and the High Density Residential Commercial GIS user community Land Use Map Open Space Attachment 3 Maplewood, Source: Esri, DigitalGlobe, GeoEye, i-cubed, Earthstar 1431 Beam Avenue East - Costco Geographics, CNES/Airbus DS, USDA, USGS, AEX, Getmapping, Legend Aerogrid, IGN, IGP, swisstopo, and the GIS User Community, Esri, HERE, CUP Amendment and Design Review Planned Unit Development (pud) DeLorme, TomTom, MapmyIndia, © OpenStreetMap contributors, and the GIS user community Zoning Map Light Manufacturing (m1) Open Space/Park Attachment 4 Attachment 5 Attachment 6 Attachment 7 Attachment 8 Engineering Plan Review PROJECT: Costco Expansion PROJECT NO: 15-28 COMMENTS BY: Jon Jarosch, P.E. DATE: 12-10-2015 PLAN SET: Conceptual plans dated 11-30-2015 The applicant is seeking to construct a 5,320 square foot addition to the existing Costco building at 1431 Beam Avenue.The proposed expansion would take place over existing parking spaces, sidewalk areas, and green space.The size of this expansion is below the threshold which would trigger the City’s stormwater quality standards. This review does not constitute a final review of the plans, as the applicant will need to submit construction documentsfor final review.Thefollowing are engineeringreview comments on the designsubmitted to dateand act as conditions prior to issuing permits. 1)Inlet protection devices shall be installed inonsite storm seweruntil the site is fully stabilized. 2)Adjacent streetsand parking areasshall be swept as needed to keep the pavement clear of sediment and construction debris. 3)All proposed pedestrian facilities shall be ADA compliant. 4)The applicant shall ensure adequate drainage away from the building is obtained. 5)The total grading volume (cut/fill) shall be noted on the plans. 6)Agrading/erosion control permit shall be obtained from the City prior to the start of construction. 7)Anyproposed water service modifications are subject to the review and conditions of Saint Paul Regional Water Services(SPRWS). The applicant shall submit plans and specifications to SPRWS for review and meet all requirements they may haveprior to the issuance of permits by the City. 8)The applicant shall be responsible for paying any SAC, WAC, or PAC charges related to the improvements proposed with this project. Attachment 8 9)The plans shall be signed by a professional engineer currently licensed in the State of Minnesota. 10)The applicant shall satisfy the requirements of all other permitting agencies. Please provide copies of other required permits and approvals. - END COMMENTS - Attachment 9 CONDITIONAL USE PERMIT REVISION RESOLUTION FOR A PLANNED UNIT DEVELOPMENT WHEREAS, Costco Wholesale Corporationapplied for a conditional use permit to revise the Mogren Retail Additionplanned unit development by building an expansion to its existing building.This conditional use permit for a planned unit development permits a fuel station and tire-service center. WHEREAS, this permit applies to the 16-acre site located at 1431 Beam Avenue within the Mogren Retail Addition planned unit development.The legal description is: Lot 1 Block 2,MOGREN RETAIL ADDITION WHEREAS, the history of this conditional use permit is as follows: 1.On January 5, 2016, the planning commission held a public hearing. The city staff published a hearing notice in the Maplewood Review 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 commission recommended that the city council _________the land use plan change. 2.On January 25, 2016 the city council discussed the conditional use permit revision. They considered reports and recommendations from the planning commission and city staff. NOW, THEREFORE, BE IT RESOLVED that the city council __________ the above-described conditional use permit revision because: 1.The use would be located, designed, maintained, constructed and operated to be in conformity with the City’s Comprehensive Plan and Code of Ordinances. 2.The use would not changethe 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. 5.The use would not exceed the design standards of any affected street. 6.The use would be servedby adequate public facilities and services, including streets, police and fire protection, drainage structures, water and sewer systems, schools and parks. Attachment 9 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. 9.The use would cause minimal adverse environmental effects. (additions are underlined and Approval is subject to the following conditions deletions are crossed out): 1.The developmentbuilding expansionshall follow the plans date-stamped May 31, 2007December 11, 2015, except wherethe city requires changes. Staff 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 April 20, 2007December 10, 2015. 5.There shall not be any outdoor storage of tires unless they are kept within a decorative screening enclosure approved by the community design review board. 6.The fueling area shall have proper safeguards provided to prevent or contain any fuel spills as required by the Minnesota Pollution Control Agency. MEMORANDUM TO: Paul Arbuckle, Planning Commission Chairperson FROM: Michael Martin, AICP,Economic Development Coordinator DATE: December 22, 2015 SUBJECT: 2015 Annual Report Introduction Attached to this memo is thedraft of the Planning Commission’s 2015 Annual Report. This report isproduced every year and then forwardedon to the city council for its review of the Planning Commission’s work throughout the previous year. Discussion The format of the 2015 Annual Report is similarto last year’sreport and what other city commissionssubmit to the city council. Recommendation Recommend approval of the 2015 Planning CommissionAnnual Report. Attachments 1.2015 Planning Commission Annual Report MEMORANDUM TO: Melinda Coleman,City Manager FROM: Paul Arbuckle, Planning Commission Chairperson DATE: January 5, 2016 SUBJECT: 2015 Planning Commission Annual Report INTRODUCTION The city code requires that the planning commission prepare an annual reporteach January for submittal to the city council. The following is a report of the actions and activities of the planning commission in 2015. 2015 REVIEWS In 2015, the planning commission considered the following: 20152014201320122011 Changesto the comprehensive plan 1 2 3 2 1 Changesto the zoning map 0 1 1 2 2 Preliminaryplats/lot divisions 3 1 1 0 1 Codeamendments 1 1 1 8 8 Conditionaluse permits and revisions 8 10 9 7 7 Vacations 3 2 0 2 3 Variances/code waivers 0 6 4 4 3 Miscellaneous 1112 23 1518 Total 27 35 42 40 43 COMPREHENSIVE PLAN CHANGES PC Action Council Action Conifer Ridge Approved Approved (Legacy Village) Plan amendmentfrom MDR (medium density residential) to HDR (high density residential) The comprehensive plan was amendment to allow for the development of 150 apartment units in Legacy Village. ZONING MAP CHANGES None. PRELIMINARY PLATS/LOT DIVISIONS PC ActionCouncil Action Sherwood Parkview Plat Approved Approved Platted oversized residential lot into four lots for new homes. Villages at Frost-English Approved Approved (1955 English Street North) This lot divisioncombined several individual lotsto reflect the three stages of theredevelopment of the former Maplewood Bowl. Conifer Ridge Approved Approved (Legacy Village) The lot divisionallows for each phase of thedevelopment of 150 apartment units in Legacy Villageto be contained on its own parcel – three parcels total. CODE AMENDMENTS PC ActionCouncil Action Ordinance amendment to allow temporary outdoor sales in business commercial district. Approved Approved CONDITIONAL USE PERMITS(CUP)AND REVISIONS PC ActionCouncil Action Indoor Storage ApprovedApproved (2728 Geranium Avenue East) This CUP allows indoor storage for a private car collector in a commercial building. Telecommunications Tower, Harmony Center Denied Withdrawn (1961 County Road C East) This CUP revision requested adding a second tower near an existing cell phone tower. Villages at Frost-English Approved Approved (1955 English Street North) This CUP allowed a four-story multi-family residential building as part of the redevelopment of the former Maplewood Bowl. Laughlin Pest Control Approved Approved (1055 Gervais Avenue) This CUPrevisionallows for outdoor storage and a commercial building within 350 feet of residential. Maplewood Collision Center Approved Approved (2020 Rice Street) This CUP allows the sale of used motor vehicles. The Shores at Lake Phalen Approved Approved (1870 East Shore Drive) This CUP revision allows for an overflow parking lot. Conifer Ridge Approved Approved (Legacy Village) The PUDamendment allows for the development of 150 apartment units in Legacy Village. Maplewood Auto Mall Approved Approved (2529 White Bear Avenue) This CUP revision allows for the expansion of a non-conforming parking lot and a building addition. VACATIONS PC ActionCouncil Action Villages at Frost-English Approved Approved (1955 English Street North) The vacation of outdated public easements worked to facilitate the redevelopment of the former Maplewood Bowl. Jack Schwartz Approved Approved (2105English Street North) The city approved the vacation of an unused drainage easement that ran under the applicant’s garage. Conifer Ridge Approved Approved (Legacy Village) The vacation of unused public easementswill facilitatethe development of 150 apartment units in Legacy Village. VARIANCES AND WAIVERS None. MISCELLANEOUS Theplanning commission had otherreviews, discussionsandactionsthat were not part of any other specific proposal.These reviews were: Annual Review of PC Rules of Procedure 2014 Annual Report Update of the planning commissions schedule for attending city council meetings Maplewood Parks System Master Plan, Jim Taylor, parks manager Rush Line Corridor Overview, Josh Olson, Ramsey County Regional Rail Finding of TIF District in Conformance with 2030 Comprehensive Plan, Villages at Frost-English Capital Improvement Plan Election of Officers Approval of Resolution of Appreciation for Al Bierbaum Galilee Lutheran Church Community Garden Concept Plan, 1958 Rice Street Review of City’s Existing Parking Ordinances 2015 ATTENDANCE, MEMBERSHIP REVIEWAND CURRENT ROSTER In 2015,the planning commission currently has two vacancies due to theresignation of Al Bierbaum and one outstanding vacancy. The planning commission will have another vacancy in 2016 due to Dale Trippler moving away from Maplewood. The current planning commission membership and meeting attendance for 2015 is: Name AppointedTermsExpire(12/31)2015 Attendance-8 Meetings Dale Trippler 06-08-98 2015 8 of 8 Vacancy 02-08-10 2015 Tushar Desai 07-22-02 2016 4 of 8 Bill Kempe 02-11-13 2016 8 of 8 Vacancy 2016 Paul Arbuckle 05-14-12 2017 6 of 8 John Donofrio 02-11-13 2017 7 of 8 Fred Dahm 04-27-15 2017 5 of 5 Allan Ige 04-29-13 2018 8 of 8 2015 REVIEW AND ANTICIPATED2016DEVELOPMENT ACTIVITIES Last year was normal in terms of the types of reviews the planning commission considered. Many of the CUP reviews were the result of proposed expansions of existing usesor the repurposing of existing buildings. There weretwo significant new development projects that were approved – the Villages at Frost-English and Conifer Ridge. The Villages at Frost English is redeveloping the former Maplewood Bowl site and phase one, the 50-unit multi-family building, has started construction. Conifer Ridge will be a 150-unit multi-family apartment complex development in Legacy Village. Conifer Ridge is slated to break ground in 2016. In-fill development and expansion hasbecomethe norm for the city since Maplewood isapproximately 95 percent developed and there are not manyremainingvacantsites available for residential and commercial projects.The projects the city is likely to see will be more complex and time consuming due to redevelopment efforts made throughout Maplewood The planning commission passed a motion in 2015 asking the city council to direct it to look at the city’s parking regulations – specifically multi-family regulations and overnight parking restrictions. Staff did review the existing ordinances with the planning commission and if directed by the city council can work with the commission on revising ordinances as needed. SUMMARY The planning commission looks forward to serving the City of Maplewood in 2016 andproviding the city council with advice andguidance on all land use matters. BUDGET IMPACT None. RECOMMENDATION Approve the planning commission’s2015 annual report. MEMORANDUM TO: Melinda Coleman,City Manager FROM: Michael Martin, AICP, Economic Development Coordinator DATE: December 22, 2015 SUBJECT: Planning Commission Rules of Procedure – Annual Review Introduction The planning commission’sRulesof Procedure requiresthat theyreview these Rulesat the beginning of each year. Discussion Staff is not recommending any revisions. Recommendation If the planning commission wishes to revise the Rules of Procedure, please informstaff of any changes you would like made. Staff will then forward the revisions to the city council. Attachment 1.Planning Commission Rules of Procedure PLANNING COMMISSION RULES OF PROCEDURE Originally adopted by the Planning Commission on February 21, 1983 Last Changed by the City Council on February 13, 2012 Last Changed by the City Council on February 10, 2014 Last Changed by the City Council on January26, 2015 We, the members of the Planning Commission of the City of Maplewood, Minnesota, created pursuant to Chapter 2, 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 Tuesdays of each month. If a regular meeting falls on a legal holiday, such meeting shall be rescheduled as a special meeting, if needed. 3.Special meetings shall be held upon call bycity staff,on behalf ofthe chairperson, or in his or her absence, by the vice chairperson or by any other member with the concurrence of five other members of the Commission. At least 72 hours notice shall be given to all members for special meetings. B.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 2-249 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 and approval ofthe full Commission. D.ELECTION OF OFFICERS 1.A chairperson and vice chairperson shall be elected at the first planning commission meeting in June, and will serve until their successors have been elected. 2.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 tem. 3.If the chairperson resigns from or is otherwise no longer on the planning commission, the vice chairperson shall become the acting chairperson.The planning commission shall elect a new chairperson at the next possible planning commission meeting. If the vice chairperson resigns or is otherwise no longer on the planning commission, the planning commission shallelect 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 meeting, 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.ENVIRONMENTAL AND ECONOMICDEVELOPMENT DEPARTMENT In addition to carrying out the duties prescribed in Section 2-254 of the Code of Ordinances, the Environmental and Economic Developmentstaff shall: 1.Prepare the agendaand 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. 5. Commissioners are encouraged to email or contact staff regarding questions or comments they have on pending reviews prior to meetings in order to provide better data and information. G.AGENDA 1.Copies of the agenda, together with pertinent planning office reports and copies of the minutes of the previous meetingshall 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 consistof the following order of business: a.Call to Order b.Roll Call c. Approval of Agenda d.Approval of Minutes e.Public Hearings f.New Business g.Unfinished Business h.Visitor Presentations I.Commission Presentations j.Staff Presentations k. Adjournment 3.Only items that are on the agenda or added to the agenda prior to its adoption shall be considered by the Commission. H.ROSENBERG’S RULES OF ORDER Except as herein provided, Rosenberg’s Rules ofOrder shall be accepted as the authority onparliamentary practice. I.COMPREHENSIVE PLAN Amendments to the comprehensive plan shall require thatthe Planning Commission follow the same procedure for hearings and notices as required by State law for zoning ordinances. J. APPOINTMENTS The City Council shall make all appointments to the Planning Commission by following the current city appointment policy. 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. ANNUAL REVIEW These Rules of Procedureshall be reviewed by the Planning Commissionat the first meeting of each year. MEMORANDUM TO: Planning Commission FROM: Michael Martin,AICP, Economic Development Coordinator Daniela Lorenz, Planning Technician DATE: December 22, 2015 SUBJECT: City Council Meeting Attendance Schedule for Planning Commissioners Introduction The planning commission has established a schedule for their attendance at city council meetings when there are commission actionsto present.Attached is the revised 2016- 2017planning commission schedule for future city council meetings.Please review this schedule and provide staff with any revisions to your telephone numbers if they are different than shown. Attachment 1.2016-2017City CouncilMeeting Schedule 2016-2017PLANNING COMMISSION SCHEDULE FOR CITY COUNCIL MEETINGATTENDANCE (Last Revised 12/22/15) Paul Arbuckle04-11-1608-22-1601-09-1705-22-17 651-303-0347 (c) Vacancy 04-25-1609-12-1601-23-1706-12-17 Phone # Frederick Dahm05-09-1609-26-16 02-13-1706-26-17 320-293-3476 (C) John Donofrio01-11-16 05-23-1610-10-1602-27-17 651-578-1885 (h) 651-331-0041 (c) Bill Kempe01-25-1606-13-1610-24-16 03-13-17 651-226-7933 (c) Vacancy02-08-1606-27-1611-14-1603-27-17 Phone # Allan Ige02-22-1607-11-1611-28-1604-10-17 (651-503-6295) (c) Trippler 03-14-1607-25-1612-12-1604-24-17 (to be vacated) 651-490-1485 (h) Tushar Desai03-28-1608-08-1612-26-1605-08-17 651-484-2132 (h) ndth City Council meetings are held the 2and 4Mondays of each month. If you cannot attend a city council meeting on your scheduled date, please arrange to trade dates with another commissioner and also please inform staff as well. Michael Martin651-249-2303michael.martin@maplewoodmn.gov