5.1. - 5.3. SR 03-29-1999
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MEMORANDUM
Mayor and City Council and
Planning Commission
FROM: Scott Harlicker, Planning Assistan~
DATE: March 29, 1999
SUBJECT: Special Joint Meeting on 3/29/99
On Monday night the Planning Commission would like to discuss with the
City Council the following topics:
. Future east Elk. River development
· Role of the Planning Commission and the Commission's
relationship with the City Council
· Holding additional meetings
East Elk River Develovment
.
At their annual meeting the Commission discussed future development in
east Elk River and it impact on the community. They expressed an interest in
how development and the expansion of utilities will impact the schools,
traffic patterns, and the overall character of the City. It might be appropriate
for the Council and Planning Commission to discuss any specific concepts or
visions they may have regarding east Elk River and how development in that
area will connect with existing development.
Role of the Planninf! Commission
Given the new members on the Council and the Planning Commission, the
Commission felt is would be worthwhile to discuss the role of the Planning
Commission and the relationship between the Council and the Commission.
Attached is some background information from the Minnesota Planning
Association regarding the role of the planning commission.
Holdinf! Additional Meetinf!s
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Because of the growth that Elk River is experiencing, the Commission felt it
might be beneficial to have an additional joint meeting. One option might be
to have a joint meeting at the beginning of the year and a second sometime
during the summer.
13065 Orono Parkway. P.O. Box 490. Elk River, MN 55330. TDD & Phone: (612) 441-7420. Fax: (612) 441-7425
Memo to Mayor and City CouncillPlanning Commission
March 29, 1999
Page 2
Attachments
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Minutes from Planning Commission's 1999 Annual Meeting
Minutes from 1998 City Council 1 Planning Commission Joint Meeting
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WHAT IS PLANNING?
Planning is the ongoing attempt to guide future
development and redevelopment of a neighborhood,
cOlllllluni ty or region in order to promote the public
heal th, safety, and welfare; to be prepared to take
advantage of future opportunities; and to create and
maintain a desirable environment.
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PLANNING CONCEPTS
City, Township and County planning is based on state
enabling legislation. Planning begins with an analysis
of community needs and goals which are then formulated
into a Comprehensive Plan. The Zoning Ordinance and
other regulations must be. based on this Comprehensive
Plan in order to be constitutional and to minimize land
use conflicts.
.. ... ....... .... .... ......
THE PLANNING COMMISSION IS AN APPOINTED ADVISORY BODY
WHICH,
.researches, studies, and generates ideas on planning
issues in order to guide community land use planning.
.serves as a feedback mechanism to inform the governing
body what citizens want and where the best long-range
interests of the community lie.
· evaluates information from staff, other public agencies,
and testimony gathered in public hearings regarding
development proposals, ordinance amendments, capital
improvements, and other land use issues in order to make
recommendations to the governing body.
.supports its decisions with findings of fact based on
the health, safety and welfare of citizens, and gUided
by the ComprehenSive Plan.
*receives its charge from state enabling legislation.
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OVERVIEW
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According to the qupte by Fred H. Bair, Jr. on page 5,
the planner must plead the cause for unborn generations.
It is also important to remember that future generations
will be planning for us in our retirement. The Native
Americans looked at the impact of their decisions to the
seventh generation.
It is good for the makeup of a Planning Commission to be
intergenerational and integrated by race and gender so
that all concerns of the future can be placed in the
forum.
Although it is impossible for members of Planning
Commissions to function completely apolitically, it is
the role of the Planning Commission to make decisions
based on objective findings and established policies, not
political expediency.
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Planning Commissioners make recommendations to governing
bodies. These bodies depend on objective and equitable
recommendations from the Commission upon which they can
lean to arrive at decisions which may be unpopular for
them politically, even though these decisions are
rational and responsible for present and future
generations. Wi thout sound recommendations, policy
makers are more subject to political pressure and to- "now
generation" decisions.
The Organizational Chart can be used to diagram your
community's government structure, and the placement and
role of the Planning Commission in this structure.
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PLANNING COMMISSION RESPONSIBILITIES
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-The first responsibility of the public planner is to the
pUblic, present and future, and to the greater public ..
so the planner"s public is broad in its generality. It
.is also deep. Serving the general public, the planner"s
supreme boss, isn"t easy because the part of the general
public which happens to be on the scene isn" t much
interested in what happens to the larger part of the
general public which isn't there yet. One of the defects
of democracy is that the unborn can"t vote. The planner
must plead their cause for them and it isn't easy."
...Fred H. Bair, Jr.
The responsibilities of a Planninq Commission will vary
among jurisdictions depending upon the policy of the
community related to planning, the attitude of the
governing officials, the level of urbanization, etc.
The Planning Commission is responsible for the following:
* Assist in preparing and updating the Comprehensive Plan.
This plan contains the goals, policies, standards and
maps which guide the physical, social and economic
development of a community. The Planning Commission
assists in establishing these goals and policies by
studying background data, examining development problems
and opportunities, and working to create a vision of the
future of the community.
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*Assist in originating or reviewing development controls
such as zoning ordinances, subdivison regulations, well
ordinances, sanitary codes, gravel extraction ordinances
and others.
*Hold public hearings to review and make recommendations
on development proposals, rezonings, subdivisions, and
conditional/special use permits.
*Assist in the preparation of a Capital Improvement
Program.
*Provide liaison with other governmental units such as
the school district, regional planning agencies, and
state agencies.
*Through these activities, the Planning Commission
instills the planning process into the local government's
decision making machinery.
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In addition to these functions, a good planning commission
has many other functions that justify its existence. A few of
the most important are:
a. A planning commission is a splendid training ground for
future officeholders. The one in my town has graduated
knowledgeable people familiar with the major problems of
government into council seats for years, and it continues to do
so. Experienced commissioners also make fine civic leaders,
because they've taken the heat on major public issues. They've
not only made tough decisions; if they've done their job
properly, they've established clear grounds for those
decisions.
b. A planning commission that is doing its job is looking into the
"futurity" (defined by Peter Drucker as the impact that actions
taken now will have on the future) of the actions that may be
taken in contrast to most elected officials, whose long-range
concerns may not extend beyond the next election. A corollary
to this concern for the future that marks the good commission
is respect and awareness for the traditions and heritage of the
past. In many communities the image of the place is projected
by the irreplaceable structures and spaces of earlier times. A
good commission should be and has been the community's
first line of defense against mindless visual pollution and
destruction of the values of the past.
c. The good commission, having no political axes to grind, can
work toward consensus solutions for problems requiring a lot
of technical study, and can send up an objective course of
action that the more politicized elected officials might never
evolve.
d. When politically "hot" issues arise, the commission can and
should act as a lightning rod to draw out and clarify the
positions of people on all sides of a question. Once this is
done, the politicians upstairs can more safely and rationally
make "statesmanlike" decisions.
e. It has been widely held that the commissioners, rather than
the council members or supervisors, are a better group for
achieving intergovernmental cooperation, such as joint
planning with school districts. utilities, and neighboring
jurisdictions. This is because commissioners are not
authorized to (and should not) fly the flag of local sovereignty
or elected authority or carryon the manipulative pushing and
pulling that characterize "playing politics."
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f . A good commission has the power to command public
attention. Therefore the Objective recommendations it sends
up to the elected officials have the power to forestall arbitrary,
capricious', and ad hoc decision making being covered up with
rhetoric and double talk. It is extremely important to keep in
mind that the commission's one real source of power stems
from the requirement that the legislative body must seek its
advice. To the extent that this advice is logical, clear, and well
thought out, it will bear witness in public against other actions
that would allow expediency and special privilege to rule.
In most states, the existence of a planning commission is a
matter of law. None of these laws insures that a planning
commission will be worthwhile. Only the people who become
planning commissioners can do this.
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SPECIAL MEETING OF THE ELK RIVER PLANNING COMMISSION
HELD AT LAROSE'S PIZZA & PASTA
TUESDAY, JANUARY 5, 1999
Members Present:
Chair Mesich, Commissioners Chambers, Cote, Kuester and Morris
Members Absent:
Commissioners Schuster and Thompson
Staff Present:
Scott Harlicker, Assistant Planner; Steve Wensman, Planner
Also Present:
Mayor Klinzing and Council Member Motin
1. Call Meetina To Order
Pursuant to due call and notice thereof, the meeting of the Elk River Planning
Commission was called to order at 6:30 p.m. by Chair Mesich.
2.
Consider Plannina Commission Aaenda
COMMISSIONER COTE MOVED TO APPROVE THE JANUARY 5, 1999, PLANNING
COMMISSION AGENDA. COMMISSIONER CHAMBERS SECONDED THE MOTION. THE
MOTION CARRIED 5-0.
3.
Elect New Plannina Commission Chair for 1999
COMMISSIONER KUESTER MOVED TO APPOINT DORAN COTE PLANNING
COMMISSION CHAIR FOR 1999. COMMISSIONER MESICH SECONDED THE MOTION.
THE MOTION CARRIED 4-0-1. Commissioner Cote abstained.
4. Elect New Vice Chair for 1999
COMMISSIONER CHAMBERS MOVED TO APPOINT TOM MESICH PLANNING
COMMISSION VICE CHAIR FOR 1999. COMMISSIONER COTE SECONDED THE
MOTION. THE MOTION CARRIED 4-0-1. Commissioner Mesich abstained.
5. Review Plannina Commission Rules and Procedures
The Planning Commission reviewed the rules and procedures. The following
changes were approved by a consensus of the Commissioners:
Article IIJ. Term Limits: Strike this section.
Article IV. Meetings and Hearings:
Section 3. Workshops - Add the sentence, "It is the normal practice of the
Planning Commission to infrequently have 'Mobile Workshops' that involve
being transported to different venues in the area. "
Article IV. Meetings and Hearings:
Section 8. Procedure for Public Hearings.
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Planning Commission Minutes
January 5. 1999
Page 2
8.2 Protocol - Add Number 10. - The Chair has the right to limit
discussion of an item to reasonable time limit if necessary which
shall be established prior to opening of a hearing.
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6. Review Section 214 of the Elk River City Code Pertainina to Planning Commission
The Planning Commission reviewed Section 214 of the City Code regarding the
Planning Commission. The following change was suggested for this section of the
ordinance:
Term expiration be changed from December 31st to January 31st, since new
appointments are made in January by newly elected council members. If this
change is made, it was suggested that the annual meeting of the Planning
Commission be held in February.
7. Evaluate Goals and Obiectives Accomolished in 1998
The goals and objectives for 1998 were discussed and reviewed. The following is a
reviewed of the 1998 goals:
1. Meet with the City Council in a joint session to discuss one general topic of
growth in Elk River and particularly, in East Elk River.
Accomplished
2.
Schedule a joint meeting with the Park & Recreation Commission to
discuss common topics among the two commissions.
Accomplished
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3. Participate in the 1998 State and National Planning Conferences.
Accomplished
4. Continue to promote for new commission members, training through the
government training service.
Accomplished
5. Inspect completed or ongoing development projects that were reviewed
by the Planning Commission the previous year.
Accomplished
8. Formulate New Goals and Obiectives for 1999
COMMISSIONER MESICH MOVED TO APPROVE THE FOLLOWING GOALS AND
OBJECTIVES OF THE PLANNING COMMISSION FOR 1999:
1.
2.
3.
4.
COMPLETE COMPREHENSIVE PLAN
REVIEW ARCHITECTURAL STANDARDS.
REPRESENTATION AND INVOLVEMENT IN CBD VISIONING PROCESS
CONSIDER JOINT WORKSHOP WITH ADJACENT COMMUNITIES AND
SHERBURNE COUNTY TO DISCUSS SPECIFIC ISSUES.
MEET WITH CITY COUNCIL IN A JOINT SESSION TO DISCUSS GROWTH
IN ELK RIVER, PARTICULARLY, IN EAST ELK RIVER.
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Planning Commission Minutes
January 5. 1999
Page 3
6.
SCHEDULE JOINT MEETING WITH PARK & RECREATION COMMISSION TO
DISCUSS COMMON TOPICS.
PARTICIPATE IN 1999 STATE AND NATIONAL PLANNING CONFERENCES.
CONTINUE TO PROMOTE TRAINING FOR NEW COMMISSIONERS THROUGH
GOVERNMENT TRAINING SERVICE.
INSPECT COMPLETED OR ONGOING DEVELOPMENT PROJECTS THAT WERE
REVIEWED BY THE PLANNING COMMISSION THE PREVIOUS YEAR.
7.
8.
9.
COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 5-0.
9. Discuss Tooicsllssues for Plannina Commission Workshoo Meetinas
COMMISSIONER CHAMBERS MOVED TO APPROVE THE FOLLOWING TOPICS AND
ISSUES TO BE DISCUSSED AT PLANNING COMMISSION WORKSHOP MEETINGS IN
1999:
1. INVITE CONSULTANT F9R SHERBURNE COUNTY'S COMPREHENSIVE PLAN TO
A WORKSHOP SESSION.
2. CBD (CENTRAL BUSINESS DISTRICT) UPDATE
3. COMMUTER RAIL UPDATE
4. ARCHITECTURAL STANDARDS
5. GENERAL DISCUSSION NEIGHBORHOOD PARKS
6. AMENDMENTS TO ZONING AND SUBDIVISION ORDINANCES
COMMISSIONER MESICH SECONDED THE MOTION. THE MOTION CARRIED 5-0.
10.
Discuss T ooicsllssues for Joint Meetina with City Council
COMMISSIONER MESICH MOVED APPROVAL OF THE FOLLOWING ISSUES TO BE
DISCUSSED AT A JOINT MEETING OF THE PLANNING COMMISSION AND CITY
COUNCIL:
1.
DISCUSS ROLE OF PLANNING COMMISSION AND RELATIONSHIP WITH CITY
COUNCIL
TRANSPORTATION PLAN
HOLDING ADDITIONAL JOINT MEETING
DISCUSS EAST ELK RIVER DEVELOPMENT
2.
3.
4.
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COMMISSIONER CHAMBERS SECONDED THE MOTION. THE MOTION CARRIED 5-0.
11. Review Plannina Commission Schedule for 1999
The Commissioners reviewed the proposed 1999 Planning Commission schedule
of meetings. No changes were made.
2. Schedule Joint Meetina with City Council
The Commission indicated they would like a joint meeting with the City Council
on February 16. 1999 at 6:30 p.m.
It was suggested that the draft transportation plan be discussed at the February
Planning Commission workshop.
Planning Commission Minutes
January 5. 1999
Page 4
13.
A ttendance to National Plannina Conference
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A ttendance to the National Planning Conference in Seattle was discussed. It was
the conser,. JS of the Commissioners that two representatives of the Planning
Commission will attend the conference this year.
15. Adiournment
The meeting was adjourned at 8:37 p.m.
Respectfully submitted.
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SPECIAL JOINT MEETING OF THE ELK RIVER
CITY COUNCIL AND PLANNING COMMISSION
HELD AT THE ELK RIVER CITY HALL - TRAINING ROOM
MONDAY, MARCH 9, 1998
City Council
Members Present:
Mayor Duitsman, Councilmembers Dietz. Farber, Holmgren
and Thompson
Members Absent:
None
Planning Commissioners
Present:
Chair Mesich, Commissioners Anderson, Cote, Kuester,
Morris and Thompson
Commissioners Absent:
Commissioner Chambers
Staff Present:
Pat KJaers, City Administrator; Peter Beck, City Attorney,
Steve Ach, City Planner; Debbie Huebner, Recording
Secretary
Also Present:
Duane Kropuenske
1.
Call Meetina To Order
Pursuant to due call and notice thereof, the meeting of the Elk River was called
to order at 6:55 by Mayor Duitsman.
2. Consider 3/9/98 Aaenda
COUNCILMEMBER FARBER MOVED TO APPROVE THE AGENDA. COUNCILMEMBER
HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0.
3. Consider Exemption from Lawful Gamblina reauest by River City Snow Riders
COUNCILMEMBER THOMPSON MOVED TO APPROVE THE REQUEST BY RIVER CTIY
SNOW RIDERS FORR AN EXEMPTION FROM LAWFUL GAMBLING. COUNCILMEMBER
DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0.
4. 1997 Plannina Department Annual Report
Steve Ach, City Planner, presented the Planning Department annual report.
Discussion took place regarding follow-up on approved plats, conditional use
permits and site plans. The Council asked Steve to report back to the Council
after the summer inspection season to determine if conditions of approved site
plans are being completed (Le..landscaping. signage, etc.).
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Special Joint City CouncD and Planning Commission Meeting
March 9, 1998 :
Page 2
5.
Joint Meetina Issues
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a. Growth in Elk River
Planning Commission Chair Tom Mesich expressed his concern that the increasing
residential growth will overwhelm the city's and school district's infrastructure. He
stated that if the growth is allowed to continue at its present rate, the taxes on
the city's residents could become unbearable.
Mayor Duitsman indicated the City's Comprehensive Plan is in place to plan for
the City's growth. He stated it is the City Council's responsibility to implement the
Comprehensive Plan. He stated the Council has more of a political role, and the
Council relies on the Planning Commission's technical review of issues.
Duane Kropuenske indicated the impact of residential growth on the school
district goes beyond Bk River, and is affected by growth in Zimmerman and
Rogers, as well.
Discussion followed regarding the need for industrial development in Elk River.
Mayor Duitsman indicated some of the gravel pits are nearly mined out. and the
City needs to begin looking at these areas for possible industrial development.
b. DeveloDment Standards
The Council and Planning Commission discussed the following issues:
Sidewalks and trails
.
The Councilmembers encouraged the Planning Commission to be more
proactive and vocal in commenting at Council meetings on new plats. The
Councilmembers also felt it was important a representative of the Park &
Recreation Commission attend Council meetings when discussing new plats, in
order to state their position and reasons for the recommendations regarding trails
and sidewalks. p.
Tree Preservation
The group discussed the problem of more trees being removed than expected in
new subdivisions such as Cherrywood Hills, Cottages of Elk River and Lafayette
Woods. Steve Ach, City Planner, explained how tree preservation plans may vary
from what is displayed on paper and what takes place on the site. Discussion
followed regarding the loss of saved trees 2 - 3 years after construction. Methods
of dealing with this issue were discussed including a tree inventory, tagging trees
to be saved, and a tree replacement program. It was the consensus of the
Council and Planning Commission that a tree replacement program may be the
most realistic way to approach this issue.
c. Downtown Master Plan
Mayor Duitsman indicated the HRA will be meeting jointly with the Planning
Commission on Tuesday, March IOlh, to discuss the downtown. Duane
Kropuenske suggested Jim Brimeyer of the Brimeyer Group facilitate the
downtown "visioning" process.
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Special Joint City Councn and Planning Commission Meeting
March 9. 1998
Page 3
d.
Electronic Reader Boards
Steve Ach indicated the information for discussion on this item was not available
at this time and will be considered at a later date.
7. Adiournment
There being no further business. MAYOR DUITSMAN ADJOURNED THE MEETING.
The meeting of the Elk River City Council was adjourned at 8:30 p.m.
Respectfully submitted.
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Debbie Huebner
Recording Secretary
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