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4.4. SR 06-17-2002River MI:MOEANDUM TO: FROM: Mayor and City Co~ Michele McPhersol~Director of Planning DATE: June 17, 2002 SUBJECT: Comprehensive Plan Update Item # 4.4. Attachments · Draft Comprehensive Plan Task Force Meeting Minutes of May 30, 2002 Since the May 20th City Council meeting, the Task Force met on May 30th, toured the community on June 4% and held a public meeting on June 6th. May 30, 2002 Task Force Meeting The meeting minutes of this meeting are attached in their draft form. The purpose of the May 30 meeung was to orgamze the Task Force by elect,ng a cha, r and v, ce-cha~r, and also to determine recording keeping and how public input would be handled. The Task Force also spent time discussing communication efforts and answered the question of whether or not a moratorium would be implemented. Community Tour The community tour was attended by Councilmembers Tveite and Kuester and exposed the members of the Task Force to all corners of the City. Public Meeting No. 2 The second public meeting was well attended by members of the Task Force, but poorly attended by members of the public (12 attendees). Those present played "Elk River - the game" in which those present moved around a game board and answered a variety of questions posed by the consultants regarding Elk River. The results of the game playing will be reviewed and discussed by the Task Force at their June 27th meeting. S:\PLANN1NG\Comp Plan\Memos\6-17CCmemo.doc Elk River Comprehensive Plan Task Force Meeting of May 30, 2002 Task Force Members Attending Doug Franz, Jeff Gongoll, Dick Gruys, Ron Halpaus, Kurt Kragness, John Kuester, Kendra Lindahl, Lance Lindberg, Cliff Lundberg, Garnet Novotny, Kevin Scott, Jim Stanley, Daryl Thompson, Larry Toth, Dan Tveite, Vance Zehringer Task Force Members Absent Pat Dwyer Alternates Attending Paul Motin Staff and Consultants Michele McPherson, Rusty Fifield, Brad Scheib Initial Task Force Organization Chair/Vice Chair Jim Stanley was selected to serve as Chair of the Task Force. Doug Franz was selected as Vice Chair. Record Keeping The Task Force determined that it is appropriate to maintain a record of decisions and actions. Staff and consultants will keep informal meeting minutes. These minutes will highlight Task Force actions. Task Force members will provide guidance on when and how to include "minority reports" related to specific actions. The minutes will be distributed to Task Force members for review prior to each meeting. Public Input Public input at Task Force meetings should be left informal. There will be opportunity for the public to make very brief comments at the beginning of the meeting, similar to an "open mike" period at City Council meetings (time allocation would be left to the discretion of the Chair). A second public input time would be reserved at the end of each meeting. This approach will be monitored on a meeting-by-meeting basis and altered if necessary. The Task Force will consider more defined procedures if the need arises. Communications The Consultants reported on current communication efforts. These efforts include information on the City webpage, an e-mail address dedicated to Elk River to submit comments and questions (elkriver@hkgi.com), cable T.V. and the City Newsletter. The Consultants will provide copies of all e-mails to the Task Force. The Task Force discussed the need to increase publicity. Several strategies were suggested including: · Sending out postcards or similar survey form Task Force Meeting Minutes May 30, 2002 Page 2 Placing discussion guide questions on the City's Web Page for people to fill out and e-mail back · Making phone calls to personally invite community members to participate · Invite representatives from the newspaper to Task Force meetings to write editorials on meeting discussions · Posting the meetings on the Chamber of Commerce Reader Board · Putting notices, flyers, or other information in City utility bills Putting flyer in newspaper that goes to every citizen The Consultants will investigate the use of a postcard survey and the posting of public meeting discussion questions on the website. Moratorium The Task Force discussed the need and purpose for instituting a moratorium on new residential subdivisions during the planning process. The Task Force unanimously agreed with the Consultant's recommendation not to institute a moratorium at this time. This action does not preclude the ability to establish a moratorium at a later date, if needed. Calendar A tour is planned for June 4, leaving City Hall at 6:30 pm. The route was briefly described by the Director of Planning. Fourteen members of the Task Force indicated they were planning on attending the tour. The next public meeting is Thursday, June 6. The next task force meeting is Thursday, June 27.