HomeMy WebLinkAbout10/13/2009
AGENDA
CITY OF MAPLEWOOD
COMMUNITY DESIGN REVIEW BOARD
Tuesday, October 13, 2009
6:00 P.M.
Council Chambers - Maplewood City Hall
1830 County Road BEast
1. Call to Order
2. Roll Call
3. Approval of Agenda
4. Approval of Minutes:
a. August 11, 2009
5. New Business:
a. In-Service Training: Commission Handbook Review. Presentation by Alan Kantrud,
City Attorney.
6. Unfinished Business:
7. Visitor Presentations:
8. Board Presentations:
9. Staff Presentations:
a. Update on Sign Code Amendment status - No report
b. Update of applications currently being reviewed by planning staff - No report
10. Adjourn
DRAFT
MINUTES OF THE MAPLEWOOD COMMUNITY DESIGN REVIEW BOARD
1830 COUNTY ROAD BEAST, MAPLEWOOD, MINNESOTA
TUESDAY, AUGUST 11, 2009
I. CALL TO ORDER
Chair Ledvina called the rneeting to order at 6:01 p.rn.
II. ROLL CALL
Boardrnernber Jason Lamers
Vice-Chairperson Matt Ledvina
Boardmernber Michael Mireau
Boardrnernber Ananth Shankar
Boardrnember Matt Wise
Present
Present
Present
Present
Present
Staff Present:
Michael Martin, Planner
Shann Finwall, Planner
III. APPROVAL OF AGENDA
BoardmemberWise moved to approve the agenda as presented.
Boardrnember Shankar seconded
The motion passed.
Ayes - all
IV. APPROVAL OF MINUTES
a. July 14, 2009
Boardmernber Shankar rnoved to approve the minutes of July 14, 2009 as arnended, changing
Boardmernber Lamers to Mireau in the last paragraph on page two.
Boardmernber Wise seconded
The rnotion passed.
Ayes - all
V. DESIGN REVIEW
a. Rarnsey County Park Shelters
Planner Michael Martin presented the staff report for this request from Rarnsey County Parks and
Recreation Department to build three park picnic shelters and one park restroom building. Planner
Martin said the picnic shelters are proposed to be built at Keller Island, Lakeside and Lower Keller
parks. Mr. Martin said a restroom building is also proposed at Round Lake, but only if funds are still
available for construction.
The applicant, Ken Wehrle, development and planning director for Rarnsey County Parks and
Recreation, said these projects will be done with regional capital irnprovement funds. Mr. Wehrle
said funding is favorable, so the restroom building at Round Lake will be constructed. Mr. Wehrle
said the proposed restroom facilities will be constructed to rnatch the existing recently constructed
restroorn facilities. Mr. Wehrle said the proposed shelters will be very similar in character and will
utilize the sarne materials as the restroorns, but will be much rnore angled and open structures.
Community Design Review Board
Minutes 08-11-2009
2
Boardrnember Ledvina asked if the runoff from the pitched side of the shelters would be falling on
concrete. Mr. Wehrle responded that the pads extend beyond the eaves of the buildings and the
runoff would fall on concrete.
Boardrnember Shankar asked the significance of the use of the flat area of the roof between the
two wings. Mr. Wehrle responded that it is strictly for design. Mr. Shankar asked if they will allow
snow to pile up there or if they would be clearing the snow. Mr. Wehrle responded that it is a small
area and the snow loads are not an issue.
Boardmernber Wise asked how the decision was made to go frorn a medium- to large-size parking
area. Mr. Wehrle responded that the parking will be sirnilar to what it is now, since they really don't
have space to expand parking rnuch. Mr. Wehrle said there is no exact parking standard for
recreation or picnicking use.
Boardrnember Lamers moved approval of the plans date-starnped July 6, 2009 for the picnic
shelters proposed at Keller Island, Lakeside Park and Lower Keller Park and a park restroom
building at Round Lake Park. Approval is subject to the applicant doing the following:
1. Repeat this review in two years if the city has not issued a building permit for this project.
2. Restore the construction and demolition site with turf. Sod shall be put in around the new paths
and buildings. Seed is acceptable in more rernote areas where watering is limited.
3. Provide adequate soil erosion prevention methods subject to the approval of the city engineer.
4. Staff may approve minor changes to the plans.
5. Obtain the necessary permits.
Boardmember Wise seconded
The motion passed.
Ayes - all
VI. UNFINISHED BUSINESS
a. Sign Code Amendment Review
Planner Shann Finwall explained the staff report and gave a presentation of the update and
progress report on the proposed amendments. Planner Finwall explained that the city council
reviewed the draft ordinance in June and directed staff to return to the board for another review
prior to the first reading with the city council. Planner Finwall reviewed the sign ordinance with the
board reviewing the proposed changes. Planner Finwall then reviewed with the board the city
council's comments and suggestions on the draft sign ordinance.
The board discussed the major changes proposed for the sign ordinance and Planner Finwall
answered questions from the board. The board decided to add language to the Commercial
Window Signs section defining "window" and also adding a statement limiting the percentage of
covered wall allowed.
It was suggested by the board that the Opinion Signs limits be changed to make residential and
commercial opinion sign requirements both have the same size limitations. Planner Finwall
suggested she review this issue with the city attorney and then report back to the board.
Community Design Review Board
Minutes 08-11-2009
3
Planner Finwall discussed with the board how they might proceed to get the business community's
comments on the draft sign ordinance. It was suggested that the Chamber of Commerce might be
invited to a board meeting or that staff might give a presentation at a chamber meeting. It was also
suggested that property managers or store managers could be contacted. Planner Finwall said this
item will come back to the board for a final review at the next meeting.
VII. VISITOR PRESENTATIONS
None
VIII. BOARD PRESENTATIONS
a. Boardmember Shankar reported on the July 27 city council meeting.
IX. STAFF PRESENTATIONS
None
X. ADJOURNMENT
The meeting was adjourned by consensus at 7:39 p.m.
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
James Antonen, City Manager
Michael Martin, AICP, Planner
Commission Handbook Review
October 7,2009
INTRODUCTION
On July 27, 2009, the city council adopted the City of Maplewood Commission
Handbook. The purpose of the Handbook, which pertains to all city commissions and
boards, is to provide general information, rules and policies for commission members.
The Handbook is included for review as well as the city ordinance governing the
community design review board and the community design review board's rules of
procedure.
Alan Kantrud, the City Attorney, will be present to present this document and lead the
discussion.
Attachments:
1. Commission Handbook
2. Community Design Review Board Ordinance
3. Community Design Review Board Rules of Procedure
CITY OF MAPLEWOOD
COMMISSION
. HANDBOOK
Attachment 1
Table of Contents
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF MAPLEWOOD ADOPTING A
COMMISSION HANDBOOK AND AMENDING THE
COMMISSION POLICY GUIDELINES........................ 3
Chapter! :
Introduction & Overview..................................................4
Purpose of Maple wood Commission Handbook..........4
Orientation of New Members........................................ 4
The Function of City Commissions............................... 4
Putting Boards, Commissions, and Committees Into
Context.......... ................................................................ 5
City Council.............................................................5
Boards, Commissions, Committees.........................5
Oath of Office.. ................ ..................... ......................... 5
Boards and Commissions and Membership
Requirements.......................................................... ....... 6
Planning Commission...................... ........................ 6
Parks Commission .................................................. 6
Environmental and Natural Resources Commission6
Housing and Redevelopment Authority...................6
Community Design Review BoarcL.........................6
Historical Preservation Commission........................6
Police Civil Service Commission............................?
Business & Economic Development Commission. .?
Other Committees and Task Forces.........................?
Description of City Departments and Divisions............?
City Manager........................................................... 7
Citizen Services/City Clerk.....................................?
City Attorneys.. ..................... ................ ............. ...... 8
Iiuman Resources............................ ............. ........... 8
Information Technology....... ......... ........................... 8
Finance...... ......... ................ ............................. ........ 8
Fire...........................................................................8
Community Development and Parks.......................8
Police........ ......................... ................ ........ .............. 9
Public Works............................................................ 9
History ofthe City of Maple wood................................ 9
Chapter 2:
The Advisory Role............................................................ll
Role of the Chairperson and Vice Chairperson............l1
Responsibilities of Individual Members......................12
Staff Liaison Responsibilities...................................... 12
Relationship With City Council...................................12
Council Relationship With Advisory Bodies...............13
Term of Office............................................................. 13
Signing Commission Documents/Communications.... I 3
Chapter 3:
Commission Meetings......................................................14
Agenda............................................. ...........................14
Placing Items on theAgenda................................14
Minutes....................... ..................... ........ ........ ............ 14
Con'ection to Minutes............................................ 14
Special Meetings... .......................................................14
Televised Meetings..... ................ ............. ........ ............ 14
Joint Meetings with the City CounciJ..........................15
Subcommittees............................................................ 15
Chapter 4:
Parliamentary Procedure................................................16
Quorum... ................................. ....................................16
Voting Procedure. ....................... ................................. 16
Motions........................................................................16
Legal Issues................................................................. 17
The Open Meeting Law......................................... 17
Conflict oflnterest.................................................18
Other Legal Issues................................................. 18
Frequently-Asked Legal Questions........................ 19
Chapter 5:
Helpful Advice..................................................................20
Criteria for Effectiveness............................................. 20
Special Tips for New Commissioners..........................20
Working with City Staff...............................................20
Dealing with the Media.............................................. 21
Chapter 6:
Commission Policy Guidelines........................................22
Recruitment Policy ...................................................... 22
Appointments......................................................... ..... 22
Role of Commissions...................................................22
Appointment of Chair and Vice Chair.........................22
Responsibilities of Commission Members..................22
Quorum........................................................................23
Qualifications.................... ........ .................................. 23
Decorum and Order..................................................... 23
Public Hearings............................................................23
Special Meetings..........................................................24
Communication with the City Council........................24
City Council Relationship with City
Commissions/Boards....... ..................... ................ ....... 24
Communication with Other Agencies and Groups.......24
Role of the StaffLiaison..............................................24
Appeudix.......................................................................... 25
Sample Agenda................ ..................................... ...... 25
Sample Minutes.......................... ........ ........ ................. 25
Rosenberg's Rules of Order......................................... 25
Text of the Open Meeting Law.................................... 25
Minnesota Open Meeting Law (House Research
Information Brief).... ....................................................25
Official Conflict ofInterest (LMC Information Memo)
.....................................................................................25
2
RESOLUTION NO. 09-_, SERIES 2009
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAPLEWOOD
ADOPTING A COMMISSION HANDBOOK AND AMENDING THE COMMISSION
POLICY GUIDELINES
WHEREAS, the City Council utilizes commissions to serve in an advisory capacity and provide
in-depth review and consideration on subject matters within their jurisdictions; and
WHEREAS, city commissions are appointed by the City Council and serve as tegislative bodies
for the city of Maplewood, which must be governed appropriately as befitting their public nature;
and
WHEREAS, the City Council amended the Commission Policy Guidelines on July 27, 2009; and
WHEREAS, there was a need to update and provide current information; and
WHEREAS, a Commission Handbook was written to provide general information, rules,
policies, and state statutes for commission members.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Maple wood hereby
adopts the Commission Handbook as its amended Commission Policy Guidelines.
PASSED AND ADOPTED by the Maplewood City Council on this 27th day of July, 2009, by
the following vote:
Ayes: Mayor Diana Longrie, Councilmember Kathleen Juenemann, Councilmember John
Nephew, Councilmember Will Rossbach
Nays: Councilmember Erik Hjelle
Absent: NONE
/s/
Mayor
ATTEST:
/s/
City Clerk
3
Chapter 1:
Introduction & Overview
Boards, commissions and committees (referred to collectively as "city commissions") have a critical role in the city
of Maplewood. As ~ commissioner, you serve as a conduit for citizen input - a way of gathering, analyzing and
recommending options to the City Council, which has the final responsibility for making policy decisions. City staff
provides professional and technical expertise. Commissions provide another important avenue for determining the
community's feelings about an issue. The individuals who serve on the city's commissions are among the most
respected and appreciated volunteers in the community.
Purpose of Maplewood Commission Handbook
Minnesota law gives city councils the power to create advisory commissions and appoint their members.! The City
of Maplewood prepared this commission handbook to assist commissioners by outlining accepted practices and
clarifying expectations. While attempting not to be overly restrictive, procedures are established so that expectations
and practices can be clearly articulated to guide commissioners in their actions.
This commission handbook provides a summary of important aspects of commission activities. However, it cannot
incorporate all material and information necessary for undertaking the business of commissions. Many other laws,
plans and documents exist which bind the commissioners to certain courses of action and practices, most notably
those requirements imposed by State statute on groups like the Planning Cornmission2 and the Police Civil Service
Commission3, and the Maplewood City Code. As a policy and practical matter, wherever a conflict between the
City's policies herein and the requirements under state law may be found, the State's position shall prevail.
Orientation of New Members
It is important that new members of commissions gain an understanding of the full range of services and programs
provided by the city. Staff liaisons will provide new commission members with the opportunity to tour city
facilities and provide background information on issues facing the commission, They will also make commission
members aware of relevant training opportunities and provide basic skills training regarding meetings, policy,
procedure, and duties.
The Function of City Commissions
Here is a brief summary of how city commissions serve the democratic process in the city of Maple wood:
. Hold public meetings and use other means to determine what the community thinks about issues;
. Recommend policies and procedures related to their respective fields to the City Council;
. Serve as intermediary between the public, city staff and the City Council by providing information,
explanation, and support for different points of view;
. In specific instances, such as the Planning and Police Civil Service Commissions, make critical
determinations pursuant to State Statute;
. Make non-binding recommendations on issues, applications, and- other policy matters as directed by the
Maplewood City Councilor required by law.
Minn. Stat. S 412.111 gives statutory cities the authority to create advisory boards in general, "as deemed necessary for the
proper management and operation of city affairs."
2 Minn. Stat. S 462.354
3 Minn. Stat. S 419
4
Putting Boards, Commissions, and Committees Into Context
The city of Maplewood is a statutory "Optional Plan B'" city, incorporated in 1957. Maplewood uses a Council-
Manager form of government. The City Council serves as the legislative body, sets policies and procedures, and
represents the citizens of Maple wood. The City Manager, who serves at the will of the City Council, carries out the
Council's direction and is the chief administrative officer for the city.
City Council
The Maplewood City Council, the governing body of the city, is made up of four councilmembers and a mayor.
These officials are chosen through non-partisan elections and serve "at large," representing the whole city. The City
Council is accountable to the citizens it serves. City elections are held in odd-numbered years. Depending on the
number of candidates who file, there may be a primary in September as well as the general election in November.
Councilmembers and the mayor serve four-year terms. Two council members and the Mayor are elected in one
election and two council members in the next election.
The City Council formulates policy, approves programs, appropriates funds, and establishes local taxes and
assessments. Decisions of the City Council are reached by a majority vote, unless a greater majority is required by
law. The City Council enacts local laws (ordinances) and regulations for governing of the city. The local ordinances
adopted by the City Council are compiled in the municipal code. Other City Council directives and policies are
recorded in resolutions or council minutes.
The Maplewood City Conncil holds regnlar meetings on the second and fourth Monday of each month, at 6:30 p.m.
in the Council Chambers at City Hall. 5 Copies of the agenda are available 72 hours before the meetings at the City
Clerk's office, plus various other locations and on the City's Website, www.cLmaplewood.mn.us. City Council
agendas may be emailed to individuals by subscription. City Council and commission agendas with staff reports
attached can also be viewed on the city web page.
Boards, Commissions, Committees
The City of Maplewood currently has seven active advisory groups categorized as boards and commISSIons
(referred to collectively as "City Commissions"). The Council has also from time to time appointed task forces and
ad hoc committees for specific issues and determined lengths of time. Each has a specific focus and serves to make
recommendations to the City Council on issues related to that specific field. Members of commissions are
volunteers who are appointed by the City Council and serve at the pleasure of the City Council. Commissioners
must be residents of the city of Maplewood. Council may, under very special circumstances and unless prohibited
by State law or City ordinance, determine that a person living ontside the Maplewood city limits may be appointed
to a board or commission because that person's expertise would enhance a particular commission. City Council may
also decide to appoint ex-officio members without voting privileges.
A member of the commission should be knowledgeable and experienced in the areas of interest of the
board/commission on which he/she wishes to serve. Membership should be based on willingness to be objective,
open-minded, and to seek solutions and promote harmony in the community. In some cases membership selection
is based on specific educational or professional criteria as called out by City Ordinance. The City Council reviews
applications, conducts interviews for positions on the various Commissions, and ultimately selects the members.
Oath of Office
Pursuant to State Statute, !i 358.05, all elected or appointed officials mnst swear an oath of office prior to
conducting or participating in any business of the commission or board. A signed copy of the oath is filed with the
office of the City Clerk.'
4 Statutory cities are covered by Chapter 41) of Minnesota Statutes.
5 See the current City of Maplewood Rules of Procedure for City Council and Council Meetings for additional information
about council meetings and policies.
6 Minn. Stat S 358.11
5
The Oath of Office is as follows:
I, [name], do solemnly swear that I will support the Constitution of the United States and of the State of
Minnesota and faithfully discharge the duties of the office of [name of office] in the City of Maple wood, in
the County of Ramsey and the State of Minnesota, to the best of my judgment and ability. So help me God.
Boards and Commissions and Membership Requirements
This list briefly describes each city commission. All commissions are subject to the state conflict of interest rules
and must refrain from participating on matters in which the commissioner has an economic interest or other
disqualifying interest, such as personal, familial relationships.7
Planning Commission
The Planning Commission has nine members who serve three-year terms, and is the City of Maple wood's planning
agency.~ Members are citizens and cannot be elected officials. Its duties are to prepare and recommend a
comprehensive plan for the development of the city and to review zoning and land use matters like comprehensive
plan amendments, rezoning requests, zoning variances, property subdivisions, right-of-way vacations, conditional
use permits, and home occupation requests.
Parks Commission
The Maplewood Parks and Recreation Commission is a nine-member, volunteer advisory board consisting of
Maplewood residents committed to promoting parks and recreation issues. Commission members serve three~year
terms. The commission provides recommendations to the city council on all issues of park acquisition, development,
open space, trails, and leisure programs. The Parks and Recreation Commission works closely with city staff to
address the mission of the department, which is to provide a community environment for all citizens to participate in
and enjoy cultural and recreational activities on an equitable basis.
Environmental and Natural Resources Commission
The Environmental & Natural Resources Commission consists of seven residents who serve three-year terms. The
commission's purpose is to protect, preserve, and enhance the environment of the City of -Maplewood. To
accomplish this purpose, the commission engages in a variety of activities, from recommending ordinances to
preserve and enhance the city's environmental assets, to developing educational programs, to developing and
promoting the use of "sustainable practices" for city policies and procedures.
Housing and Redevelopment Authority
The Maplewood Housing and Redevelopment Authority (HRA)9 is a .five-member advisory committee that reviews
housing matters and policies for the city. Authority members serve five-year terms. Topics the HRA reviews for the
city council include proposed housing related code changes or ordinance amendments, possible changes to the
housing chapter ofthe Maplewood Comprehensive Plan, and senior or subsidized housing development proposals.
Community Design Review Board
The Maplewood Community Design Review Board (CDRB) has five members, each serving two-year terms. Two
architects shall be appointed, if available to serve; two shall be from a related design or construction field; and at
least two members shall be citizen laypersons. The CDRB reviews building design, site plans, and landscape for
proposed multi-family, commercial, and industrial development in Maplewood. The CDRB's goal is to approve
attractive developments in architectural design, the use of proper landscape materials, and a functional and attractive
layout.
7 To learn more, refer to the League of Minnesota Cities' information memo, Official Conflict of Interest.
8 Minn Stat. S 462.354
9 Note that Maplewood's BRA is established as an advisory body, not anHRA as defmed by Minn. Stat. S 469.03.
6
Historical Preservation Commission
The Historic Preservation Commission (HPC) is a seven member Commission, created to help the city of
Maplewood with its overall historic preservation goals. To that end, two members should be in a preservation~
related field and one Commissioner should be a member of the Ramsey County Historical Society. Commission
members serve three year terms. The HPCs goals include supporting the protection of the City's heritage by
preserving, protecting, conserving, and wisely using the significant historical, cultural, architectural, or
archeological objects, structures, buildings, and sites in the City. The City encourages broad citizen participation in
histOlic preservation activities and has worked on such projects as the Bruentrup Farm preservation project. The
Historic Preservation Commission also works closely with the Maplewood Area Historical Society.
Police Civil Service Commission
The Police Civil Service Commission is a three-member group responsible for overseeing selection processes for
sworn officers and acting as a hearing body for discipline and discharge issues for the Maplewood Police
Department in accordance with Chanter 419 of the Minnesota State Statutes.
The Commissioners are normally appointed to three-year terms by the City Council and volunteer their services as
interested residents. The City has a full-time Human Resources Coordinator that serves as a staff liaison for the
Commission. The Commission decides which of several types of tests to use for sworn positions, the weighting of
the exam components, and the minimum qualifications. They also certify names to the City Manager from eligibility
lists and review and approve background investigations for police officer candidates.
The Police Civil Service Commission is not a civilian review board. They do not take complaints from the public
nor do they review or conduct internal investigations. They do not direct or oversee police operations nor do they
have input into the Police Department budget. They have no involvement in compensation or benefits for the
officers.
Business & Economic Development Commission
The Maplewood Business & Economic Development Commission (BEDC) is an advisory commiSSIon to the
Maplewood Area Economic Development Authority (EDA); the EDA itself consists ofthe five members of the City
Council. The BEDC makes recommendations on economic development and redevelopment projects and issues to
the EDA. The BEDC will consist of7 members, 3 of which must be small business owners.
Maplewood Economic Development Authority
The Economic Development Authority, or EDA, is a statutorily-authorized body organized under ~ 469.090 et sec.
and is charged with carrying out economic and industrial. development and re-development within the City and
surrounding area. The Mayor and City Council make up the EDA and the City Manager serves as its Director.
Other Committees and Task Forces
There are city committees and task forces that are created by the Council from time to time to look at a specific
issue. In addition, the city participates on boards, commissions, and committees that have been established by
regional agencies or organizations to discuss issues involving the county, schools, local businesses, etc. For a list of
City of Maple wood committee/agency memberships, contact the City Clerk's Office.
Description of City Departments and Divisions
City Manager
The City Manager is the chief executive officer and the head of the administrative branch of the city government.
The City Manager implements policies and procedures initiated by the City Council, prepares and administers the
municipal budget, advises the Council of future financial needs of the city, initiates and supervises business
relationships, and directs the daily operations of city government. The City Manager is responsible for all city
personnel, except the City Attorney.
7
Citizen Services/City Clerk
The City Clerk is an appointed position responsible for the recording, writing, and maintaining of the records of
City Council proceedings. The City Clerk conducts municipal elections through coordination with Ramsey County
Elections. Citizen Services is responsible for issuing and processing city business licenses and permits, and for a
full motor vehicle processing division including a Federal Passport Acceptance Agency.
The Citizen Services Director is responsible for the Marketing Division which serves to foster community
awareness of city events and recreation programs through marketing avenues and creates a monthly city newsletter
as a means of building a strong sense of community.
Citizen Services Director is also responsible for operating and maintaining a variety of services and facilities related
to recreation including the Maplewood Community Center, community gyms, and local beaches. The recreation
division and the Community Center provide a variety of leisure time and activities and recreational programs year~
round for all ages in the northeast metropolitan area and to Maplewood residents alike.
City Attorneys
The City Attorneys are appointed by the City Council. The City Attorneys advise the City Council and city officers
(in their official capacity) in legal matters, attend all Council meetings as appropriate, and represent the city in legal
actions and proceedings. The City Attorney and members of the City Attorney's office maintain an attorney~client
relationship with the city, its officers, agents, and employees, so their official communications are protected as
confidential pursuant to the attorney-client privilege. The City Attorney rarely attends commission meetings but
may provide counsel to staff when legal issues arise on commission matters.
Human Resources
Human Resources is responsible for labor and employee relations, position profiles, recruitment and selection,
classification and compensation, employee training, pay equity, personnel policies and employment law, contract
negotiations and administration, employee benefits, worker's compensation, grievances and discipline, performance
appraisal, safety, and oversight of payroll issues related to union agreements and personnel policies.
Information Technology
The primary goal of the IT department is to provide the most effective technology services and support possible to
the City of Maple wood staff, City Council, commissions, boards and citizens. The IT department manages the City
website, security systems, phone system, mobile technologies, televising of City meetings, GIS, and all City
applications and workstations. All of these systems run over the City's network which the IT department also
oversees.
Finance
The Finance Department supports all other departments by providing financial management, accounting and
treasury services. There are three documents prepared by the Finance Department for the benefit of Maplewood
citizens as wen as other interested parties including the State Auditors Office and bond rating agencies: the
Comprehensive Annual Financial Report, the Budget, and the Capital Improvement Plan.
Fire
Maplewood Fire is a combination paid-per-call and full-time department. There are 78 paid-per-call firefighters that
respond from their homes to answer approximately 3,800 medical, fire, and rescue calls per year. There are five
stations with an average of 15 firefighters per station. There are also 14 fuJI-time firefighters. Administration of the
Fire Department is located at Station Two, 1955 Clarence Street.
Community Development and Parks
The Community Development and Parks Department is comprised of five divisions: Planning, Building Inspections,
Health, Environmental and Natural Resources, and Parks.
8
. The Planning Division champions the values of our community by guiding development and protecting the
environment through studies and zoning controls. The City of Maplewood planning division is primarily
responsible for the review and management of new developments, subdivisions, and redevelopment. The
division also coordinates the preparation of the city's comprehensive plan.
. The Building Inspection Division reviews plans, issues permits, and conducts inspections under the
requirements and guidelines of the State Building Code.
. The Environmental Health Officer is responsible for conducting inspections of the restaurants, lodging
facilities, and pnblic pools located within the City of Maple wood.
. The Environmental and Natural Resources Division works to protect the environmental features of
Maplewood. This includes natural areas, trees, surface waters, waste, and the built environment. It also
includes stormwater management-related activities such as development plan review, construction site
inspection, management of surface water and inspection, evaluation, and maintenance of outfalls and ponds.
. The Parks Division strives to provide a community environment for all citizens to participate in and enjoy
cultural and recreational activities on an equitable basis.
The Community Development and Parks Department serves as primary staff to the Planning Commission,
Community Design Review Board, Housing Redevelopment Authority, Historical Preservation Commission,
Environmental and Natural Resources Commission, and Parks and Recreation Commission.
Police
The mission of the Maplewood Police Department is to work, in partnership with its citizens, to solve problems
relating to crime and the fear of crime, with an emphasis on meeting community needs. These services are also
provided to the City of Landfall on a contractual basis.
Tbe Department provides paramedic services in partnership with the Maplewood Fire Department. It has an
authorized strength of 55 sworn officers and has a total of 62 full-time dedicated employees who are available to
provide professional community-oriented police services 24 hours a day.
Public Works
The Public Works Department provides coordination of the services afforded by five groups: Engineering, Street,
Utility, Park Maintenance, and Vehicle/Fleet Management. These divisions are responsible for the design, operation
and maintenance of most city roadways, sanitary sewer systems, and storm water systems.
History of the City of Maplewood
The recorded history of Maple wood goes back about 150 years. Before settlers arrived, the land in Maplewood was
inhabited by the Dakota Indians. The landscape was a mix of scrub oak and prairie, with many marshes and lakes.
In 1850, a group of families ventured out from St. Paul along an old Indian trail whicb is now Hazelwood Street.
They were the Bells, Caseys, Conlins, and Vincents. At today's County Road C they turned to the east and began to
build their log cabins. The sound of their axes alerted the nearby Dakota who quickly surrounded the homesteaders.
The Dakota asked them to leave and the newcomers quickly retraced their steps. TIle settlers made repeated
attempts to claim the land they had bought for 2 dollars an acre. But again and again they were driven back. Finally,
in 1853, they found that the Ojibway had pushed the Dakota out of the area. The Ojibway just wanted to hunt on the
land and they didn't mind the clearing of trees. At about this same time southern Maplewood was being settled as
well. In 1852, Thomas Carver began farming to the west of Carver Lake. This area, the south leg of Maplewood,
later became McLean township. Northern Maplewood was included in the township of New Canada when it was
formed in 1858.
The first organized transportation in this area was a stagecoach line that was along present-day Edgerton Street. This
line began in 1856, and it cost 10 dollars for the trip from St. Paul to Duluth. This stagecoach line remained in
service until the first railroad was built to Duluth in 1870. This was the Lake Superior and Mississippi Railroad and
followed the [Bruce] Vento Trail. By the 1880s the line was owned by the St. Paul and Duluth Railroad. This owner
would playa big part in Maplewood's development. In 1886, the Wisconsin Central Railroad built a line that
intersected with the St. Paul and Duluth Railroad. A townsite was planned at the junction of these two railroads that
9
was predicted to "rival St. Pau\." William and Mary Dawson platted out a town and decided to name the place
"Gladstone" after William Gladstone, a popular British statesman of the time. Dawson planned to relocate his plow
work business there and was able to entice the St. Paul and Duluth Railroad to put its shops in Gladstone. For a
time, the little village prospered. In the 1890s the town employed 1,000 workers. It had a post office, a hotel, at least
two saloons, a brothel, and a population of about 150.
Gladstone suffered a series of misfortunes that was its demise. First, a fire destroyed the plow works. Then the
founder of the town, William Dawson, filed for bankruptcy. The last straw was when the railroad shut down the
shops sometime around 1917. Gladstone became a ghost town with many people leaving or burning their houses for
insurance. Trains still remained an everyday sight in Gladstone for many years after. The depot stayed in service
through the 1950's but the railroad chaoged the name to Gloster in 1910 to avoid confusion with Gladstone,
Michigan. The people who stayed behind were the farmers.
Truck fanning was the main business in the areas adjacent to St. Paul through much of the first half of this century.
The fanners were the local government for many years. In 1878, a town hall was built for New Canada along the
north shore of Lake Phalen and was moved to Gladstone in 1900. Annual meetings were a big event and the little
building was packed with people. By the early 1950s the old building was run down. The town decided to have its
meetings in a room in the back of the Gladstone Fire Building.
After World War II, the housing boom began in New Canada Township. Veterans could receive discounts on new
homes and developments began around Wakefield Lake. Residents wanted improved services like sewer, water, and
better roads. These items were the subject of debate at the township meetings. In 1953, Little Canada broke away
from the township and became a city. Many new people were hired to replace the empty spots on the town board.
These were the people who set the wheels in motion for the City of Maplewood. Not only was the population of
New Canada increasing, industry also had interest in the area. 3M was looking for expansion and bought a large
chunk of land in the southern leg. This land was outside of the city limits of St. Pau\. Rumors began that St. Paul
wanted to annex the area where 3M was going to be.
An offer was made to the New Canada Township to swap a cOllllection to St. Paul's sewer and water to add the 3M
land to the city limits. The township didn't like this idea and decided that the best action was to form a city on its
own. On February 26, 1957 the vote was 5 to I in favor of becoming a village.
Waldo Luebben was the first mayor and many of the former New Canada Township board members became village
officials. Ed O'Mara was one of the persons who suggested the name "Maplewood." Warren Berger went out to his
backyard and traced a maple leaf and that became the village logo. Maplewood had a population of 14,200 people
when it incorporated. For a few years, life in Maplewood was much. like that of the former township. The village
operated out of the same building attached to the Gladstoue Fire Building. The township constables slowly evolved
into the Maplewood Police Department. Len Pepin became a constable in 1954, and was later Maplewood's first
Chief of Police. Fire protection for the Village of Maple wood was by the Gladstone, Parkside, and East County Line
Fire Deparhnents. These organizations merged into the Maplewood Fire Department in 1997.
In the late 50s and early 60s the city continued to use buildings in the old Gladstone site. The Police Department had
a converted house and the engineering department was in an old barber shop and grocery store. According to legend,
work on the new village hall was so slow, Building Inspector Oscar Londin grabbed a shovel and said "I'll do it
myself!" The two-story city hall was built on Frost Avenue in 1965. It only took 20 years to outgrow the new city
hall and a new one was built in the woods off County Road B and White Bear Avenue.
The Village of Maple wood was changed to the City of Maplewood by the 1970's and adopted the council manager
form of government. The Maplewood Mall opened in the early 1970's and became the major center of retail
business in Maplewood. In the late 1960s and 70s there was a Maplewood Fall Festival with parades and a Miss
Maplewood pageant. The main event of the city became the 4th of July celebration held at Wakefield Park in the
1970s and 80s and at Hazelwood in the 1990s. The highlight of each event is the fireworks display. By 1990,30,954
people lived in Maplewood. The city was rapidly being developed, especially the southern leg. Open space became
a concern. The home of the 3M Post-It Note became one of the first cities in Minnesota to buy land and set it aside
to remain undeveloped.
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Chapter 2:
The Advisory Role
Local governments create advisory groups for many different reasons. They are established to:
1. Fulfill local or state statutes
2. Implement a federal or state grant condition
3. Obtain advice on a specific subject
4. Build a community consensus for a project or program
5. Investigate an activity, problem, or event
6. Guide or regulate programs.
Standing committees, commissions, ad hoc committees and task forces are formed for a specific purpose and
dissolve after completing their mission. Advisory boards differ in their duties and responsibilities. Many are totally
advisory to the elected body. Others are empowered to decide specific issues. Others, such as the Planning
Commission, are an integral part of the government structure. If an organization is to function effectively, there
must be clarity, understanding, and acceptance of the roles assigned to the elected body, commissions, and staff.
Role of the Chairperson and Vice Chairperson
Commissions generally appoint the chair and vice chair at set times of the year. Although the appointment is
usually for a year, the chair and vice chair serve at the pleasure of the commission. The willingness and ability of an
individual to serve as the chair or vice chair should be taken into consideration. Commissions should try to give all
commissioners an opportunity to serve as chair. The responsibility of service as chair or vice chair does take extra
time.
Responsibilities oftbe Cbair:
. Preside at all official meetings of the board, commission, or committee.
. Consult with the staff liaison in drafting the meeting agenda. .
. Attend City Council meetings, in person or through another commissioner as designee, as needed to
represent the commission, board, or committee with the approval of the commission, board, or committee.
. Sign correspondence from the commission with the approval of the City Council.
The effective chairperson also, during meetings:
. Solicits opinions and positions from reticent commission members.
. Protects new thoughts from being rejected prior to fair evaluation.
. Discourages blame-orientated statements.
. Keeps the discussion focused on the issue.
. Builds trust by even handedness and fairness to all the participants.
Responsibilities of the Vice Chair:
. Substitute for the Chair as needed.
11
Responsibilities of Individual Members
Each member of the city of Maplewood board, commission, or committee agrees to the following responsibilities
during his or her term of office:
. Demonstrate respect, kindness, consideration, and courtesy to others.
. Prepare in advance of meetings (e.g. read agenda packet carefully prior to the meeting) and be familiar with
issues on the agenda.
. Be respectful of other people's time. Stay focnsed and act efficiently during meetings.
. Serve as a model of leadership and inspire public confidence in Maplewood government.
. Act and speak with honesty and integrity.
. Do not speak for the commission unless authorized by the action of the commission.
. Do not speak for the city unless authorized to do so by action of the City Council.
. Encourage inclusiveness and the free flow of opinions and positions.
Staff Liaison Responsibilities
The City Manager or his/her designee serves as the staff liaison to city boards, commissions, and committees. The
staff liaison attends all meetings of the commission, prepares the agenda, acts as technical advisor, and finalizes the
minutes for approval by the group at its next meeting. Requests for information or support should be directed to the
staff liaison, not directed to other city staff. Commissions do not have any supervisory authority over city
employees.
The responsibilities of city staff serving as liaisons include:
. Provide background and context on a subject.
. Alert the commissions of possible detrimental actions.
. Offer professional expertise and recommendations about an issue.
. Make commissions aware of relevant training opportunities through the League of Minnesota Cities or
other such organizations.
. Keep the board, commission, or committee focused on priorities.
. Interpret codes, ordinances, city policies, and other regulations.
. Ensure that motions and minutes reflect the intent of the commission.
. Educate new members about their role and responsibilities.
. Encourage members to participate fully on the commission.
. Staff will make every effort to respond in a timely and professional manner to requests made by
individual commissioners for information and assistance. Requests that require significant staff time
should be approved by the City Councilor city manager.
. Staff response to an individual commissioner will be distributed to all commission members if the
liaison believes the material may be of interest.
. Staff is assigned to the commission but reports to the City Manager.
. Post the agendas and minutes to city bulletin board (agenda only) and website in a timely manner.
Relationship With City Council
Members of city commissions are sometimes referred to as the "eyes and ears" of the City Council. They serve an
important role in extending the reach of the democratic process into the community. Even though the Council relies
on the work of city commissions, there should be no confusion about the separate roles of each.
12
In this symbiotic relationship, however, commissioners need to remember they were not appointed to relieve the
elected officials of making political decisions. Commissioners should avoid trying to predict actions or votes of
elected officials. This does not preclnde them from interpreting elected official philosophy.
Commission members should also recognize that the elected body's area of concern is much broader and in some
cases a commission recommendation will not be followed. Commissioners should not interpret this as a rebuke but
rather an inevitable part of the process.
Members of commissions should:
. Make their decisions based on their judgment and not predict by word or action what City Council will
decide.
. Think ofthernselves as advisors rather than decision-makers (except as prescribed by statute).
. Remember that the City Council has a broader area of concern and does not always follow commission
recommendations.
Council Relationship With Advisory Bodies
The City Council has determined that Council members should not lobby commISSIoners for particular votes.
However, Council members may request that commissioners consider certain issues during their deliberations.
Each member of the Council is assigned to serve in a liaison capacity with one or more city commissions. The
purpose of the liaison assignment is to facilitate communications between the City Cmmcil and the advisory body.
The liaison also helps to increase the Council's familiarity with the membership, programs, and issues of the
advisory body. In fulfilling their liaison assignment, Council Members may elect to attend commission meetings
periodically to observe the activities of the advisory body, or simply maintain communications with the commission
chair or staff liaison on a regular basis.
Council members are not participating members of the commission, but are there to create a linkage between the
City Council and commission. In interacting with commissions, Council members are to reflect the views of the
Council as a body.
Term of Office
Term of office on most commissions is 2 or 3 years, although all commissioners serve at the pleasure of the City
Council. The terms of commissioners are staggered to provide continuity to the commissions. A term of office
officially begins when the new member takes the oath of office, which is administered by the Mayor, Manager, City
Clerk, or staff liaison.
Signing Commission Documents/Communications
Commissions may be called upon to write letters to citizens, businesses, or other public agencies. Correspondences
from the commission must be co~signed by the chair and the mayor. Commissioners from time to time may
correspond with citizens in response to inquiries or to provide requested information. In these circumstances,
members should clearly indicate within the letter that they are not speaking for the commission, but for themselves
as a member of the commission. When a commissioner speaks before a public body, the commissioner needs to
inform the agency that he or she is speaking for the commission and has been authorized to speak for the
commission. Commissioners not speaking in an official capacity must explain that they are speaking for
themselves.
13
Chapter 3:
Commission Meetings
Agenda
An agenda for each meeting of a city commission is prepared by the staff liaison in consultation with the chair. The
agenda outlines the topics or items of business that will be introduced, discussed, and acted upon at each meeting.
Agendas must be available at the City Clerk's office at least 72 hours prior to the meeting.
Placing Items on the Agenda
A commissioner may request an item be considered on a future agenda and, upon consensus of a majority of the
commission, staff will prepare a staff report if formal commission action is necessary.
A member of the public may request an item be placed on a future agenda during public comment or through other
communications with commission members, and upon consensus of a majority of the commission, a staff report will
be prepared and approved by the City Manager, or his/her designee.
Minutes
Minutes of each meeting of a city commission are usually recorded by city staff. The minutes serve as a permanent
record of the group's actions, testimony, and opinions and they are forwarded to the City Council as input and
background for Council decisions. Generally, a member of a commission making a recommendation will be
available to the Council when such input is given.
There are three types of minutes - Action Minutes: reflect the motion, the maker, and second; Summwy Minutes:
reflect the above action plus a brief summary of the discussion; and Detailed Minutes: reflect actions plus a record
of the entire discussion. The city of Maplewood requires that all commissions prepare "summary minutes";
however, there may be times when "action minutes" are appropriate.
Correction to Minutes
It is important for members of city commissions to closely review minutes and make corrections if needed so that
the approved minutes accurately reflect the work of the group. Corrections to minutes should be made at the
meeting when the minutes are brought forward for adoption. Corrections require a motion, second and a majority
vote, and, if approved, are noted in the minutes of the current meeting. Any changes to the draft minutes approved
by the commission should be reflected in the minutes for the meeting at which the corrections are made. The final
version of the minutes, with the corrections made by the commission, should then be retained by the staff liaison
and the City Clerk.
Special Meetings
Special meetings may be called by the chair of the commission and coordinated through the liaison. Written notice
must be given to the commissioners, media, and others who have requested notice pursuant to the Open Meeting
Law.1o Special meetings of commissions are discouraged by the City Council.
Televised Meetings
As part of its franchise agreement with the City of Maplewood, Comcast provides the city with a channel on the
local cable television system as a means for providing municipal information to the citizens of Maplewood. By
direction of the City Council, meetings of the City Council, the Planning Commission, and other standing
commissions are televised on a regular basis.
] 0 See Minn. Stat. Q 13D.04 Subd. 2.
14
Joint Meetings with the City Council
Occasionally commissions schedule a joint meeting with the City Council. These meetings occur as part of a
regularly scheduled City Council meeting and are televised.
Subcommittees
Commissions may, from time to time, form subcommittees to focus on specific issues and make the work of the
group more efficient. Subcommittees are useful when an issue needs to be studied in detail or when outside
expertise is needed. The work and recommendations of subcommittees must always come back to the full
commission for approval in a public meeting.
The subcommittee may not be composed of a quorum of the members of that board, commission, or committee.
Subcommittee meetings for continuing or "standing" subcommittees are not considered public meetings for
purposes of the Minnesota Open Meeting Law. However, the City Council generally encourages the practice of
giving notice of such meetings and keeping them open to the public as practicable.
Subcommittee Guidelines:
1. Clearly defme the purpose.
2. Set deadlines for reports and establish sunset provisions.
3. Limit the number of members.
4. Involve all sides ofthe issue.
S. Appoint a chairperson.
6. Require meeting agendas, minutes, and periodic reports.
7. Enforce sunset provisions.
15
Chapter 4:
Parliamentary Procedure
Maplewood's City Commissions follow a modified version of Rosenberg's Rules of Order, Simple Parliamentary
Procedures for the 21st Century, as adopted by the City Council. The adoption of rules was undertaken to simplifY
procedures. A scaledwdown and modified version is appropriate for commissions. A copy of these Procedures appear
in the appendix of this handbook.
Parliamentary procedure is adopted for several purposes:
. Promote cooperation and harmony so that people can work together more effectively to accomplish their
goals.
. Guarantee each individual an equal right to propose motions, speak, and ask questions and vote.
. Protect the rights of minority points of view and give the minority the same consideration and respect as
those in the majority.
. Encourage the full and free discussion of every motion presented.
. Ensure that the meeting is fair and conducted in good faith.
. Make decisions by the democratic method, so that the will of the majority determines the actions of the
body.
Quorum
A quorum is the minimum number of members that must be present for a group to conduct business - a majority of
the qualified members of the body. For Quorum purposes, the number of approved, seated members is the
determinative total, with vacant, unfilled seats not counting towards the quorum number,lI
Voting Procedure
When present, all commissioners are to vote. Failure of a seated commissioner to orally.express a vote constitutes
an affirmative vote.
A conflict of interest shall be declared whenever appropriate and in compliance with state law.12 The affected
commissioner will step down, leave the room, and not participate in the discussion or vote on the item.
Commissioners may declare a consensus on an action if there is agreement and no negative votes or objections.
Upon request of any commissioner, a roll call vote will be taken and recorded.
Tie vote: A tie vote is equivalent to a vote that has failed. The chair may explain the effect of the tie vote for the
public.
Motions
A motion is the way that a group under parliamentary procedure conducts business. There are a number of types of
motion, each of which must meet certain requirements before a vote can be taken. A reference guide to motions is
provided in chart form in the appendix of this handbook.
Steps in making, discussing and voting on a motion:
II See Minn. Stat. 6645.08(51.
12 See Official Conflict of Interest, from the League of Minnesota Cities.
16
1. The maker of the motion asks forrecognition by the Chairperson.
2. After the individual is recognized, he/she will state "1 move ..."
3. The Chair will ask if there is a second. Another member of the group must second the motion in order for
discussion to start on the motion.
4. The Chair then restates the motion "It has been moved and seconded that ..." and opens the floor to
discussion.
5. The Chair will recognize members who wish to comment on the motion. Only one motion may be
discussed at a time. It is important that all members of the group are clear on what the motion is and what
its effect will be. Spirited discussion helps to answer questions and explore different interpretations and/or
impacts afthe motion.
6. At the end of the discussion period the Chair will "call for the questions" and ask how many members vote
"Aye" and how many vote "No" or "Abstain",
Frequently-Asked Procedural Questions
Is a majority vote needed in order for a city commission to take action?
Yes. All members present are expected to vote on every question presented unless they have a conflict of interest.
(See page 18 for more information on conflicts of interest.)
What is the procedure for resigning from a city commission?
An individual who must resign due to personal or professional circumstances shall send a letter to the City Council
stating the effective date of the resignation. The resigning individual should, as a matter of courtesy, notify his or
her commission's chair and staff liaison at least by copy of the letter.
Under what circumstances can a member of a city commission be removed from office by the City Council?
Members of board, commissions, and committees serve at the pleasure of the City Council and can be removed
from office at any time, without cause, by majority vote of the Council.
Legal Issues
There are many local, state, and federal laws protecting the democratic process practiced at the municipal level. City
commissions must abide by the same regulations as the City Council.
There are several legal issues of which members of city commissions should be mindful in fulfilling their roles and
responsibilities in municipal government. These are designed to protect fair access of the citizens to their
government and due process through the hearing process.
The Open Meeting Law
The Open Meeting Law applies to all standing commissions established by the City Council. Whenever a quorum
(majority) of the City Council or a commission is discussing city business, it is a meeting as defmed by the Open
Meeting Law.13 Proper advance notice must be given of such meetings,14 and the meetings must be open to the
public. Minnesota law makes commissioners personally liable for intentional violations ofthe Open Meeting Law. IS
13 Minn. Stat. S 13D
14 Notice requirements are laid out in Minn. Stat. S 13D 04
15 Minn. Stat. S t3D.06 Subd. t
17
Commissioners must be particularly aware of the danger of serial meetings. A "serial" meeting is defined as a
situation when members of a city commission individually meet, telephone, email, fax, or otherwise communicate
among each other or through a common person about a topic that will eventually involve the commitment or action
of a quorum. These kinds of meetings are sometimes referred to as "Daisy Chains" and "Hub and Spokes." The
problem with serial meetings is that they develop a consensus of the members outside of a public meeting and
deprive the public of the right to hear the deliberations and to participate in the decision making at a meaningful
time. Members should be cautious about discussing commission business outside of a formal meeting with other
commissioners to avoid engaging in a serial meeting.
For detailed inform;1tion on the open meeting law, please refer to the Minnesota ODen Meeting Law information
brief available from the Research Department of the Minnesota House of Representatives.
Conflict of Interest
Quite simply, if you have a direct financial interest in the matter under consideration, you have a conflict of interest.
If a project under consideration has you, your family, or your company profiting from its approval, it should be a
simple conclusion that there is a conflict of interest in supporting or voting for the project (affirmatively). Similarly,
a conflict of interest would occur if a commissioner were to vote on a zoning variance for his or her own property.
Whenever a member of a city board, commission, or committee believes that there may be a conflict of interest, he
or she should seek an opinion from the City Attorney. At any time, it is safest to err on the conservative side and to
publicly identiry the conflict, and follow the rules on disqualification.
If a member has a conflict of interest, the member must disqualify himself or herself from participating in the
matter. This includes all discussion on the matter as well as the actual vote. The best practice is to step down and
leave the meeting while the matter is under consideration. A copy of the LMC's white paper on Official Conflict of
Interest is in the appendix for your consultation as well.
Other Legal Issues
. Boards, commissions, and committees may not be used for political activities. City commissions may not
endorse ballot measures or candidates for public office. However, members of boards, commissions, and
committees may use their official title in political activities to identify themselves. Members should be
careful to be clear that any statement about a political position represents only their personal view of the
issue or candidate, and in no way implies the endorsement of the full group.
. Individual members cannot unilaterally represent a board, commission, or committee. An individual
member of a commission cannot take any action or make a statement that purports to represent the entire
group, lUlless that member has been given authority to do so by a majority vote of the commission.
. Correspondence by members of commissions (including letters, emails, and other written communications)
should not appear to represent the viewpoint of the full group unless the correspondence is for official
business of the commission and has been approved by the group and the City Council. Commissions are
not permitted to send correspondence outside the city government without approval of the City Cotmcil.
. Unilateral contacts are discouraged. If a member of a commission meets privately with an individual or
entity that has an issue corning before the commission, the member should do so without making voting
decisions or commitments. Equal opportunities and due process must be extended to all parties in matters
under consideration. Commissioners shall disclose such contacts at the commission meeting when the item
is discussed.
18
Frequently-Asked Legal Questions
Maya member of a city commission choose not to vote?
Members of city commissions are expected to participate in all decisions of their commission. There are two
primary exceptions - if the member is disqualified because of a conflict of interest, or the member is disqualified
because of a fairness issue (such as absence from all or part of a proceeding, or personal animosity between the
member and an individual appearing before the group). When a member has a financial conflict of interest, he or
she must disclose the nature of the conflict and follow the appropriate procedures as previously outlined in this
handbook. In all cases, abstentions should be made to ensure the fair, impartial deliberation process by the board,
commission, or committee.
If a member of a city commission misses all or part of a meeting in which information is presented, can that
member vote on that issue?
Absence does not automatically disqualify the member from participating in a vote on an issue. If the member
misses all or part of the proceeding in which information about the issue was presented, the member can become
familiar with the record of the meeting by means such as reading the minutes, studying staff reports, or viewing the
recorded version of the meeting.
JJ1ho decides if a member can vote?
In order to vote on an issue considered in a previous meeting, a member should state for the record that he/she has
reviewed either a meeting recording, the minutes, or staff report and considered all portions of the issue. The
member determines ifhe or she can vote.
19
Chapter 5:
Helpful Advice
The following information was compiled from individuals who have served or been liaisons on a board,
commission, or com.mittee.
Criteria for Effectiveness
. Understand tlte purpose of your commission. Be clear on your role and responsibility and how this
particular board, commission, or committee fits into the governance of the city of Maple wood.
. Prepare for each meeting in advance. Read through the ageuda aud know what will be discussed at each
meeting. Read through staff reports or other background materials, or visit sites, as appropriate.
. Bring an open mind to each meeting. You are representing the entire community in your role as a member
of a city board, commission, or committee, so it is important to put aside personal opinions and be open to
new ideas, information, and points of view.
. Treat everyone with respect and dignity. You are an important part of the democratic process, which
guarantees access and fair treatment to all. Your behavior and attitudes are in the spotlight and should
reflect the highest standards of the community. Demonstrate patience, show empathy, and remain dignified
under stress.
. Phrase motions with care. Phrasing a motion can be difficult and corrections may be necessary before it is
acted upon. Commissioners may wish to write out motions beforehand or ask staff to prepare a draft for
difficult issues.
Special Tips for New Commissioners
. Attend meetings of the board, commission, or committee before applying for the position. As soon as you
are appointed, regularly attend meetings, even before taking office, to become familiar with current issues
under discussion.
. Read through the minutes of previous meetings.
. Ask the staff liaison if there are backgrouud materials that would be helpful for you to read aud study.
. Become familiar with the basic rules of parliamentary procedure.
. Attend one or two City Council meetings to better understand how the role of the individual board,
commission, or committee fits into the overall governance ofthe city.
. Please be aware that as soon as you are sworn in, you are subject to the Open Meeting Law.
Working with City Staff
. Treat all staff as professionals. Acknowledge the abilities, skills, experience, and dignity of every employee
of the city of Maplewood. They are choosiug to make their living serving your community and should be
respected for that choice. Recognize that staff liaisons value their family and personal time. Accordingly,
contacting staff during non-working hours is generally discouraged.
. Communicate clearly, honestly, and directly.
. Build a relationship based on mutual trust and respect.
. Don't criticize or embarrass city staff in a public setting. Uyou have a concern about staff performance, it
should be brought privately to the City Manager.
. Don't ask city staff to perform tasks or share information outside the role as liaison.
20
Dealing with the Media
Most members of city commissions have limited contact with the news media. However, there may be situations in
which a member of the media may contact you for comment on an issue.
. You do not have to answer media questions just because they are asked. ''No comment" is legal and at
times preferable. Refer the media to the city staff or Council members.
. Make it clear that you are speaking as an individual, not on behalf of the commission, the City Council, or
the City of Maplewood. If it is a subject that is going to come before your commission it is probably
inappropriate to be talking about it to the media.
e It's safest to never "go off the record." Most news professionals will honor an agreement to not quote you,
but there is potential for embarrassment. Words that are not said cannot be quoted.
. Choose words carefully and cautiously. Comments taken out of context can cause problems. Be cautious
about humor, sardonic asides, criticism, sarcasm, or word play.
21
Chapter 6:
Commission Policy Guidelines
Recruitment Policy
City of Maplewood will advertise in the local newspaper, the city's channel on cable TV, and the city web page.
Applications will be kept on file for a period of two years. Applicants will be contacted to ensure their continued
interest before submittal to the City Council for appointments.
Application deadlines are established to allow the City Council time to review the applications. Applications will be
accepted up to 5 p.m. one week prior to appointment by City Council.
Appointments
All comrnissionslboards/task forces and committees are appointed by the City Council.
Role of Commissions
The primary role of City of Maplewood commissions is to review and make recommendations to the City Council
on matters within the commission's scope of responsibility as set forth in the enabling resolution/ordinance, and to
promote increased public awareness, public input, and citizen participation into the determination of city policies.
The specific role of a City of Maplewood commission is that of citizen's advisory "arm" of the City Council,
focusing attention on specific planning and program activities of the city. On specific matters referred to them by
the City Council, commissions serve as the reviewing body of the city. All recommendations, however, are subject
to approval and revision by the City Council, except as otherwise provided by law.
Appointment of Chair and Vice Chair
Commissions/boards will appoint a chair and vice chair at the first regular meeting in December to take over at the
first meeting in January.
Responsibilities of Commission Members
To be selected as a city of Maplewood commission member is an honor and provides an unusual opportunity for
genuine public service. Although the specific duties of each commission vary widely with the purpose for which it
was formed, there are certain responsibilities that are common to all commission members. The following is a
summary of those responsibilities:
(1) Abide by the Minnesota Open Meeting Law. All members have received the full text of the Open Meeting Law.
Once a commission member has been sworn in as a member of a commission, he or she must comply with the
requirements of the Open Meeting Law.
(2) Understand the role and scope of responsibility of the commission on which you serve. Be informed of the
individual scope of responsibility and operational procedures.
(3) Represent fairly and fully the majority views of your individual commission. Expression of individual opinions
to the public and press after a commission decision has been made should be identified as such.
(4) Members should represent the public interest, not that of special interest groups.
(5) Good communications - members are in a unique position of serving as a liaison between the city and its
citizens, and can help to reconcile contradictory viewpoints and build consensus around common goals and
objectives.
22
(6) Carefully review your commission meeting agenda prior to each meeting in order to be fully prepared to discuss,
evaluate, and act on all matters scheduled for consideration. Conclusions based on thorough investigation will
strengthen the value of the commission's recommendation.
(7) Supportive relatiouships with the City Couucil aud city staff are basic requiremeuts for successful operatiou of
any commission. In contacting city personnel on items of consideration, the proper channel is through the
designated staff liaison providing support for your commission.
(8) Establish a good working relationship with fellow commission members - respect individual viewpoints, allow
other members time to present their views fully before making comments, be open and honest, welcome new
members, and strive'to minimize political action on issues.
(9) Members should not use or involve their commission membership in the conduct of personal political activities,
and must be mindful of the conflict of interest requirements.
(10) When a commission member appears in a non-official, non-representative capacity before any public or private
body, the member shall not identify or disclose his/her membership on a commission. Ifa question of membership
arises, the member shall indicate that he/she is speaking only as an individual.
Quorum
Business may only take place at special or regular meetings if a quorum of the commission members is present. A
quorum constitutes a majority of the voting membership. A meeting shall be canceled by the chair after 15 minutes
if a quorum is not obtained, and an alternative date and time scheduled.
Qualifications
(a) A commission member must be knowledgeable of and experienced in the areas of interest of the
commission on which he/she wishes to serve.
(b) Unless otherwise stated by the City Council, terms of office on most commissions are 2-3 years for regular
members.
(c) All must be residents of the City of Maple wood proper; however, exceptions can be made for exceptional
circumstances on a case-by-case basis.
(d) No person should serve on more than one commISSion at a time. However, individuals with special
qualifications may be asked to serve on an additional commission.
(e) City commissions should reflect the community's diversity.
Decorum and Order
Members should accord the utmost courtesy to each other, to city employees, and to the public appearing before the
commission, and should refrain at all times from (1) rude and derogatory remarks, (2) questioning the integrity of
the speaker, (3) abusive comments, (4) statements about the member's personal feelings about the speaker's
motives, and (5) personal attacks. Any member may move to require the chairperson to enforce the commission
rules; the affirmative vote of a majority of the commission will require the chairperson to so act. Members of the
public attending commission meetings are expected to observe the same rules of order and decorum applicable to
members. Any person making impertinent and slanderous remarks, or who becomes boisterous while addressing the
commission, or while attending the meeting, may be requested to leave the room by the chairperson or staff liaison.
Public Hearings
Commissions should consult the City Council prior to holding a non-obligatory public hearing especially for
controversial issues. Exception: the Planning Commission is required to hold public hearings on planning issues.
23
Special Meetings
Commissions should not schedule special meetings except under extraordinary circumstances.
Communication with the City Council
Most communication with the City Council will occur through the Council liaison and staff liaison for each
commission. Any questions regarding the City Council agenda can be directed to the staff liaison.
When a member who is present at a City Council meeting is asked to address the City Council on a matter, the
member should represent the viewpoint of the particular commission as a whole (not a personal opinion); any
representations made to the City Council that are not those of the majority of the commission must be identified as
such.
City Council Relationship with City CommissionslBoards
Individual Council members may attend meetings and may participate in the commissions' discussions, but should
not direct the commissions' discussions or recommendations.
Communication with Other Agencies and Groups
If a member of the commission is authorized by the City Council to -represent the city before another governmental
agency or organization, the commission member should represent fully and fairly the majority position of the City
Council. Personal opinions and comments may be expressed only if the commission member clarifies that these
statements do not represent the position of the City Council.
Role of the Staff Liaison
Demand on staff time should be limited to official meetings. The staff liaison role includes orienting and helping
train new members, facilitating meetings and hearings, providing necessary documents, providing information
regarding rules and regulations, preparing and presenting reports to the commission, and answering any questions
that may arise at meetings.
The staff liaison is responsible for keeping the commission in compliance with the Open Meeting Law in terms of
properly posting notice and agendas of meetings when necessary.
Minutes, after approved by the commission, are forwarded to the City Clerk. The minutes should be a clear and
concise statement of the commission actions and resolutions made.
There are always exceptions to the policy guidelines and these should be considered on individual commission
or member basis.
24
Appendix
The following documents, relevant to Maplewood boards and commissions, are attached for further information and
reference:
. Sample Agenda
. Sample Minutes
. Rosenberg's Rules of Order
. Text of the Open Meeting Law
. Minnesota Open Meeting Law (House Research Information Brief)
. Official Conflict ofInterest (LMC Information Memo)
25
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Attachment 2
ADMINISTRATION
~ 2-283
DIVISION 5. COMMUNITY DESIGN REVIEW BOARD
Sec. 2.281. Established; objectives.
The city council does hereby establish a community design review board in order to:
(1) Encourage the orderly and harmonious growth of the city.
(2) Provide for the orderly and harmonious appearance of structures and property within
the city.
(3) Maintain the public health, safety and general welfare.
(4) Maintain property and improvement Yalues throughout the city.
(5) Encourage the physical deyelopment of the city as intended by the city comprehensiYe
municipal plan.
(Code 1982, ~ 25.81)
Sec. 2-282. Purposes of division.
It is the purpose of this diYision to:
(1) Recognize the interdependence ofland values and aesthetics and proYide a method by
which the city may implement this interdependence to its benefit.
(2) Encourage the deYelopment of private and public property in harmony with' the
desired character of the city and in conformance with the guidelines proYided in this
division with due regard to the public and private interests involved.
(3) Foster attainment of those sections ofthe city's comprehensive municipai plan which
specilically refer to the preservation and enhancement of the particular character and
unique assets of this city and its harmonious development, through encouraging
private and public interests to assist in the implementation process.
(4) Ensure that the public benefits derived from the expenditure of public funde for
improvement and beautification of' streets, public structures and spaces shall be
protected by the exercise of reasonable controls over the character and design of
buildings and open spaces to include street landscaping, median strips, parks, etc.
(Code 1982, ~ 25-62)
See. 2-283. Membership.
(a) 'rhe community design review bo~rd shall consist of five members. The city council shall
appoint all members of the board. Each appointment shall be for a two-year term.
(b) Council-appointed members shall be as follows:
(1) Two architecte shall be appointed, if available to serYe.
(2) Two members shall be from. a related design or construction field, i.e., landscape
architects, interior designers, planners, civil engineers, contractors, appraisers, real-
tors~ etc.
CD2:19
COMMUNITY DESIGN REVIEW
BOARD ORDINANCE
......_.._...___C-...__,.'..".....
~ 2-283 MAPLEWOOD CODE
(3) All of the members appointed pursuant to subsection (h)(l) or (2) of this section shan,
if applicable, be registered and licensed to practice in the state.
(4) At least two members of the community design review board shall be citizen
la.ypersons.
(c) All members shall be able to read. and interpret architectural drawings and to judge the
effect of a proposed building, structure Or sign upon the surrounding community.
(d) The director of community development shall serve as secretary of the hoard and shall
have IlO voting status.
(Code 1982, ~ 25-63)
See. 2.284. Officers; quorum; changes to rules of procedure.
(a) Chairperson, vice-chairperson. At every second meeting in January, the community
dp.sign review hoard shall elect a chairperson and vice-chairperson.
(h) Quorum. At least three members of the board must be present at the meeting to
constitute a quorum.
(c) Changes to rules o{procedure, Any changes to the rules of procedure shall be submitted
to the city council for approval.
(Code 1982, ~ 25-64)
See. 2-285. Approval of plans.
(a) The city shall not issue a building permit for minor construction plans unless the
director of community development approves the plans. The director shall also review plans for
single dwe:u.;r;g., where rsquired by this Code. The city council shall define minor construction
by dofun. valuations set by resolution. Before approving the plans, the directormust determine
that the plans meet all city ordinances and policies, including the design standards in section
2.290(b). The director may send any minor construction plan to the community design review
board. The director shall send a copy of all approved plans to the city council. For setback
changes, the director shall also send a written notice and plan to the adjacent property owners.
This notice shall advise the owners of their right to appeal the director's decisions.
(h) Only a city councilmember, community design review board member or an applicant
may appeal the director's decision about a minor construction project. Only a city councilmember,
an applicant or an alljacent property owner may appeal the director's decision about a single
dwelling. .The director shall ssnd an appeal about a single dwelling to the city council. The
director shall notify the applicant and the adjacent property ownera of the meeting. The
affected parties may waive their right to an appeal by informing the director of community
development. An appeal must be received by the director of community development within 15
days eftsr the director sends a copy of the approved plan to the city conncil. The director shall
send an appeal of a minor construction project to the community design review board. The
board's decision shall be final, unless someone appeals it to the city council within 15 days
after the board's decision.
CD2:20
ADMINISTRATION
~ 2-287
(c) 'The city shall not issue a building permit for a major construction project unless the
community design review board approves the plans. Major construction includes projects not
defined as minor cOnstruction, but does not include single dwelling>!. 'The board's decision shall
be final, unless someone appeals it to the city council within 15 days after the board's decision.
However, no person shall revise a plan that the city council originally approved without ita
approval.
(d) This section shall not apply to interior construction, repair, maintenance, undergronnd
tanks, administrative variances or the same-style replacement of building parts, such as a new
roof, door or windows. See article VI of ebapter 44 for administrative variance procedures,
(Code 1982, ~ 25-65)
Sec. 2-286. Duties and responsibilities generalIy.
The duties and responsibilities of the community design review board shall be to:
(1) Review all building plans, except proposals excluded from review under section 2-285.
'The board shall review sign applications as required in article III of chapter 44.
(2) Approve, modilY, deny or table any matter it reviews. The board, however, shall not
review interior designs.
(3) Bold regularly scheduled meetings and advise an applicant of the date, time and place
when the board will review the applicant's application. 'The staff shall notifY the
property owners within 350 feet of the applicant's site of the meeting, unless the city
couriojl will hold a hearing on the applicant's project.
(4) Make a decision based on a staff report, the findings required by this Code and the
applicant's presentation.
(5) Prepare a report to the city council by January 31 of eaeb year outlining the board's
actions and activities during the preceding year. The report may include recommended
changes, including but not limited to ordinances and/or procedures.
(Code 1982, t 25-66)
Sec. 2-287. Determination of similar exterior design and appearance of homes on
smaller lots.
(al The director of community development shall have the power to determine whether or
not aingleCfiunily dwellings on lots containing between 7,500 square feet and 9,999 square reet
in R-2 zone lots are similar in exterior design and appearance. Appeals of the director's
decision shall be made to the community design review board.
(b) Dwellings on lots with less than 10,000 square feet in R-2 .ones, having a similar
exterior design and appearance, shall be located at least-SOn feet from each other.
CD2:21
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~ 2-287
MAPLEWOOD CODE
(c) Dwellings shall be considered similar in ext.erior deBign and appearance if they have one
or more of the following characteristics:
(1) The Bame basic dimensions and floor plans are used without substantial differentia-
tion of one or more exterior elevations.
(2) The Bame basic dimensions and floor plans are used without substantial change in
orientation of the houses on the lots.
(3) The appearance and arrangement of the windows and other openings in the front
elevation, including the appearance and arrangement of the porch or garage, are not
snbstantially different from adjoining dwellings..
(4) The type and kind ofmaterials used in the front elevation are substantially the same
in design and appearance as adjoining dwellings.
(Code 1982, ~ 25-67)
See. 2-288. Applications for review; required doeuments and information.
All persons required to submit building or remodeling plans under this division shall submit
a community design review board application form and the following written materials, as
applicable to the specific project and in sufficient quantities as determined by the board, to the
community design review board:
(1) A design development plan of the entire project showing the following:
a. A dimensioned site plan.
b. A roof plan of all buildings.
c. The locations of all existing trees and structures on the project site,
d. The locations and dimensions of all streets, alleys and highways, both adjacent to
and within the project sits area. .
e. The locations of all olf-street parking and loading facilities and areas.
f. The locations of points of entry and exit fur all vehicular and internal circulation
patterns.
g. The locations of all walls and fences.
h. The locations of all exterior lighting standards. A detailed photometric plan shall
be submitted as required by the outdoor lighting requirements in section 44-20.
i. The grading and slopes, where these affect the relationship of the buildings on
the project site and surrounding buildings adjacent to the projsct.
(2) Dimensioned architectural drawings which show the following:
a. An entire plan drawn to scale.
b. Elevations, including all sides of the proposed project buildings or structures,
including materials and colors.
CD2:22
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ADMINISTRATION
~ 2-290
c. Perspectives, models or other suitable graphic materials, at the option of the
board.
(3) Preliminary landscape plans designating aU areas to be landscaped, with an indication
of both types of materials and their elevations.
(4) Site photographs, at the option ofthe board.
(Code 1982, ~ 25-68; Ord. No. 826, ~ 3, 4-8-2002)
See, 2-289, Staft duties.
The community developm<)Ilt department staff shall process and review all community
design review board applications and shall act as professional advisors to the board. Other
staff members of the city may provide advice to the board, depending upon the complexity of
the subject and the need fur specific expertise.
(Code 1982, ~ 25-69)
Sec, 2-290. Review of application; required findings for recommended approval.
(a) The community design review board shall review the written materials submitted with
the application under section 2-288 with respect to the following aspects of the proposal:
(1) General site utilization.
(2) General architectural considerations, including a review of the following:
a. The height, bulk and area of aU buildings on the site.
b. The colors and materials to be used.
c. The physical and architectural relationship of the proposed structure with
existing and proposed structures in the area:.
d. The site, layout, orientation and IOCll.tion of all buildings and structures and their
relationship with open areas snd the topography.
e. Height, materials, colors and variations in boundary walls, fences or screen
plantings.
f. Appropriateness of sign design, where provided by article ill of ebapter 44, and
exterior lighting.
(3) General landscaping considerations.
(4) Graphics to be used.
(b) To recommend approval of an application, the board shall make the following findings:
(1) The design and location of the proposed development and its relationship to neighbor-
ing, existing or proposed developments and traffic is sueb that it will not impair the
desirability of investment or occupation in the neighborhood; it will not unreasonably
interfere with the use and enjoyment of neighboring, existing or proposed develop-
ments; and it will not create traffic hazards or cong.estion.
CD2:23
~ 2.290 MAPLEWOOD CODE
(2) The design and location of the proposed development is in keeping with the character
of the surrounding neighborhood. and is not detrimental to the harmonious, orderly
and attractive development contemplated by this division and the city comprehensive
municipal plan.
(3) The design and location of the proposed development would provide a desirable
environment for its occupants, as well as for its neighbors, and it is 8:~sthetically of
good composition, materials, textures and colors.
(c) The board, in its recommended actions for approval, may;
(1) Recommend any conditions that it deems reasonable to its action of approval.
(2) Recommend that the applicant, as a condition, provide guarantees that the conditions
of approval will be complied with.
{Code 1982, {l25-70)
See. 2-291. Recommendations for establishment of. special community design re-
view areas.
The community design. review board may. from time to time at its discretion,. recommend to
the planning commission that certain special community design review areae, and that specific
criteria to be considered in reviewing applications for development within such areas, be
established. The planning commission shall review such recommendations and shall recom..
mend approval, modification or denial of the applications to the city council The city council
shall take the final action on all such recommendations and may desiguate snch areas by
resolution.
(Code 1982, ~ 25-71)
,
Sec. 2-292. Criteria for final inspections and issuance of occupancy pennits for
developments.
No final inspection shall be made or occupancy permit shall be granted as to any
development reviewed by the community design review board. pursuant to this division, unless
the compIeted work complies with the plans approved and the conditions required by the city
council pursuant to this division.
(Code 1982, ~ 25-72)
Sees. 2-293-2-345. Reserved.
ARTICLE V. FINANCE.
DMSION 1. GENERALLY
Sees. 2-846-2-370. Reserved.
"'Cross reference-Any ordinance appropriating funds, levying or imposing taxes or
relating to an annual budget saved from repeal, ~ 1-19(a)(3).
CD2:24
Attachment 3
COMMUNITY DESIGN REVIEW BOARD
RULES OF PROCEDURE
We, the members of the Community Design Review Board of the City of Maplewood, Minnesota,
created pursuant to Article IV, Section 25 of the Code of Ordinances, hereby adopt the following
"Rules of Procedure," subject to the provisions of said Article, which is hereby made a part of
these Rules:
I. MEETINGS
A. All meetings shall be held in the council chambers in Maplewood City Hall, 1830 E.
County Road B, unless otherwise directed by the chairperson or staff, in which case at
least 24 hours notice will be given to all members.
B. Regular meetings shall be held at 6 p.m. on the second and fourth Tuesdays of each
calendar month, provided that when the meeting falls on a legal holiday or voting day,
such meeting shall be rescheduled.
C. Special meetings may be held upon call by the chairperson, or in his/her absence, by
the vice chairperson, or by any other member with the concurrence of two other
members of the board with at least 72 hours notice to all members.
II. QUORUM
A. Three members of the board shall constitute a quorum.
B. Any member who abstains from voting on a particular question because of possible
conflict of interest shall not be considered to be a member of the board for the purpose
of determining a quorum for the consideration of the issue.
C. Any action by the board shall require a majority vote of the members present.
III. DUTIES OF THE CHAIRMAN
A. In addition to presiding at all meetings of the board, the chairperson shall appoint such
standing committees and temporary committees as may be required, and such
committees will be charged with the duties, examinations, investigations, and inquiries
relative to subjects assigned by the chairperson.
B. No standing or temporary committee shall have the power to commit the board to the
endorsement of any plan or program without the express approval of the board.
IV. ELECTION OF OFFICERS
A. The chairperson, vice chairperson, and such officers as the board may decide are
needed, shall be appointed by the board at the second meeting of each calendar year
and will serve until their successors have been duly elected and qualified.
B. In the absence of the chairperson, the vice chairperson shall perform the duties of the
chairperson. In the event that both are absent, the members present shall elect a
chairperson pro tem.
V. DESIGN REVIEW BOARD VACANCIES
A. The following are grounds for recommending to the city council the dismissal of a
community design review board member:
1. Failure to serve, as shown by failure to attend six meetings in any calendar year,
without good cause.
2. Resignation in writing.
3. Taking public office in Maplewood.
4. Moving out of Maplewood.
VI. DIRECTOR OF COMMUNITY DEVELOPMENT AND PARKS
A. In addition to carrying out the duties prescribed in city ordinance, the director or a
designated replacement, shall:
1. Prepare the agenda for each meeting.
2. Act as technical advisor to the board on any matter which comes before the
board.
3. Make written recommendations to the board on matters such as, but not limited
to, architectural plans, site plans, signage and landscaping proposals.
4. Inspect the construction of all projects approved by the board for plan compliance.
5. Schedule any matter with the city council that has been reviewed by the board that
requires city council approval.
VII. AGENDA
A. Copies of the agenda, together with pertinent staff reports and copies of the minutes of
the previous meeting, shall be made available to each member of the board not later
than three days prior to the next scheduled meeting.
B. The agenda format shall read as follows:
1. Call to Order
2. Roll Call
3. Approval of Minutes
4. Approval of Agenda
5. Unfinished Business
6. Design Review
7. Visitor Presentations
8. Board Presentations
9. Staff Presentations
10. Adjournment
C. The board shall only consider items on the agenda.
D. The board's review shall include, but shall not be limited to, the following items:
1. Site Considerations:
a. Utilities
b. Drainage
c. Landscaping - fence, screening
d. Traffic flow, parking and driveway access
e. Trash receptacle enclosure
f. Building setbacks
g. Security lighting
h. Access for emergency vehicles
2. Architectural Considerations:
a. Materials B compatible with neighboring buildings; such as block, metal,
brick, etc., including colors.
b. Building aesthetics B compatible with neighboring buildings, scale of building,
size in relation to surroundings, flat roof vs. pitched roof; etc.
c. Location and concealment of outside equipment, e.g. air conditioning, and
outside storage yards.
VIII. AMENDMENT OR SUSPENSION OF RULES
A. Any of the foregoing rules may be temporarily suspended by a majority vote of the
members present.
B. The "Rules of Procedure" may be amended at any regular meeting by a majority vote.
IX. RULES OF ORDER
Except as herein provided, Robert's Rules of Order, shall be followed.
p:com-dev\community design review board/rules.drb
Revised: February 10, 2009