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9.3. SR 02-03-2014 /i ECly l Request for Action Rive'r' To Item Number Mayor and City Council 9.3 Agenda Section Meeting Date Prepared by Worksession February 3, 2014 Jeremy Barnhart,Deputy Director, CODD Item Description Reviewed by Planning Commission Cal Portner, City Administrator Reviewed by Action Requested Consider for adoption at a future meeting ordinance amendments pertaining to the organization of the Planning Commission. Background/Discussion The Planning Commission has seven members and meets for regular business on the 2nd Tuesday of the month. Over the past several reappointment cycles,the number of people desiring to be Planning Commissioners has decreased, creating a struggle to maintain the seven-member commission. The City Code states that a member serves on the Commission until a replacement is appointed (a continuation clause). Staff suggests this clause be removed,to avoid quorum issues. If no quorum exists for a Planning Commission meeting that includes a public hearing,which is most of them,the land use case cannot go forward to the City Council,increasing review time and applicant frustration. A second option to consider is to reduce the Planning Commission membership to five members. Planning Commissions with five members are common for communities our size and activity level. A survey with area communities will be included as part of the worksession discussion. The third option to entice candidates or retain existing commissioners is to provide a small stipend, which seems to becoming more popular among cities. Several options exist regarding the Planning Commission make up,to be discussed: 1. Do nothing, other than remove the continuation clause 2. Reduce the number of commissioners to five 3. Consider paying Planning Commissioners Lastly,it is recommended that the date of the meeting shift from the 2nd Tuesday of the month to the 4"' Tuesday of the month. The total review time will not change;the change allows staff time to prepare the Council packet after the Commission meeting. As land use cases increase in number, as we are already seeing, this extra time will be invaluable. Financial Impact None Attachments ■ Draft ordinance P a w E A E U s r NaA f RE] i to be removed Underlines to be added City of Elk -m"' -� River Ordinance 14 - An Ordinance Amending Sections 2-297, Membership, and 2-299, Meetings and Rules of Procedure, Relating to the Planning Commission, of the City of Elk River, Minnesota, City Code The City Council of the City of Elk River does hereby ordain as follows: § 2-297. Membership The planning commission shall consist of sfive members who are residents of the city and;appointed by the city council for terms of three years. All terms shall end on the last day of February;however, co..... --e-s shaU hold office until thei, successors have beefg. appoiffte .A vacancy shall be filled by the city council for the remainder of the term.-'he members of the platining comti-Assiofi,by a majofity vote, shall elect one of the appoifited . Officers of the commission shall consist of chair and vice-chair, as elected by the commission. The chair shall preside at all meetings of the commission if present,and perform other duties and functions assigned by the commission or the city council. The vice-chair shall perform these duties in the absence of the chair. If a vacancy occurs in the chair office, the vice-chair shall assume the chair's duties for the remainder of the year and a new vice-chair shall be elected by the commission at the next scheduled commission meeting. § 2-299. Meetings and Rules of Procedure The planning commission shall meet regularly on the secoti fourth Tuesday of each month to take action on its official business,including planning–related items. The commission will meet on the€ehsecond Tuesday of each month in work session. No action can be taken at a meeting designated as a work session unless the meeting has also been called as a special meeting. Special meetings may be held at any time upon the call of the chair. Notice of the time and place of a special meeting shall be communicated to the members and publicly noticed at least three days prior to the meeting except in the event of an emergency. A majority of the commission members shall constitute a quorum. All commission meetings shall be open to the public. Except as provided in this article, the commission shall be governed by and operate pursuant to Robert's Rules of Order,Newly Revised (ninth edition). Effective Date That this ordinance shall take effect upon adoption and be published as provided by law. Passed and adopted by the City Council of the City of Elk River this day of ,2014. p I I E I 1 0 1 ! NATURE to be removed Underlines to be added John J. Dietz,Mayor ATTEST: Tina Allard, City Clerk PI111E1 11 NATURE # Do Planning Commissioners receive City Commissioners compensation? Big Lake 7 Commissioners $40/meeting Chair $50/meeting Buffalo 7 $20/meeting Chaska 7 no Cottage Grove 9 no Delano 7 $150/year All commissions that meet at least once per month receive compensation. Members must meet at least 75% attendance. Hastings 7 no Inver Grove Heights 9 no Lino Lakes 7 Commissioners $50/meeting Chair $75/meeting Monticello 5 $50/meeting Otsego 7 $10/meeting Prior Lake 5 $100/meeting Ramsey 7 Commissioners $25/meeting Chair $30/meeting All commissions receive compensation. Red Wing 7 no Rogers 7 $20/meeting Shakopee 7 $50/meeting Waconia 5 $50/meeting Survey conducted 2/2014. Unless otherwise noted,it's just the Planning Commission that receives the compensation (aside from the Council of course).