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3, 4 -k,/ A� c � MEMORANDUM lity of Elk TO: Planning Commission River FROM: Scott Harlicker, Planning Assistant / A t• DATE: January 5, 1999 SUBJECT: Annual Meeting This years annual meeting is scheduled for Tuesday, January 5th at 6:30 p.m. at LaRose's Pizza and Pasta, 508 Freeport Street. Meals and/or snacks will be provided. Attached is the agenda for the 1999 annual Planning Commission meeting. Included as backup information are the Planning Commission Rules and Procedures, the minutes from the 1998 annual meeting and March 9th joint meeting with the City Council, and Section 214 of the City Code which pertains to the Planning Commission. If anyone has any articles or information which might be of interest, please feel free to bring copies to the • meeting or get them to me in advance and I can make copies. If any of the Commission members have any questions or would like to add items to the agenda, please let me know. Also, if anyone is unable to attend the meeting please let Debbie or myself know. i 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD & Phone: (612) 441-7420 • Fax: (612)441-7425 Ay/40J IZ1 Iq� • SPECIAL MEETING OF THE ELK RIVER PLANNING COMMISSION HELD AT ELK RIVER CITY HALL SATURDAY, JANUARY 17, 1998 The Annual Meeting of the Elk River Planning Commission was held Saturday, January 17, 1998, at 8:30 a.m.at Elk River City Hall. Present: Judy Thompson, Jon Anderson,Tom Mesich, Lester Morris, Doran Cote and City Planner,Steve Ach. Absent: Louise Kuester The meeting was called to order by Chair Anderson and the agenda was reviewed. COMMISSIONER COTE MOVED TO APPROVED THE AGENDA, SECONDED BY MESICH. THE MOTION CARRIED 5-0. COMMISSIONER THOMPSON AND SECONDED BY ANDERSON TO ELECT THE 1998 OFFICERS AS FOLLOWS: CHAIR -TOM MESICH; VICE CHAIR - DORAN COTE. THE MOTION CARRIED 5-0. • The Planning Commission reviewed the rules and procedures and found no changes that need to be made. Commissioner Cote made a comment about Section 8.2.- Protocol, No. 8, regarding written testimony received at the public hearing. It was suggested that staff look into making available 3"x5" cards for those in the audience not wishing to speak but would prefer to write their comments down and make them part of the public record. The Planning Commission reviewed Section 214 of the City Code regarding the Planning Commission. There were no changes made to this section of the ordinance. The goals and objectives for 1997 were discussed and reviewed. The following is a review of the 1997 goals: 1. This goal was achieved. 2. The Planning Commission scheduled a meeting with the Park and Recreation Commission; however, only a couple of Park and Recreation Commissioners were in attendance. Therefore, the meeting did not take place. A meeting with the City Council was held early in the year. 3. This goal was achieved. 4. This goal was achieved. Planning Commission Annual Meeting January 17, 1998 Page 2 • 5. This goal was discussed with the City Council briefly, however, the item was not accomplished in 1997. 6. Individually, the Planning Commission reviewed sites in addition to a mobile workshop that was held during the middle of the year. 1997 Workshops 1. The Planning Commission had two mobile tours to visit sites within Elk River as well as outside of the community. 2. &3. The Police Chief and Fire Chief, along with the city attorney, met with the Planning Commission at one workshop to discuss a variety of issues. 4. Two chapters of the Comprehensive Plan were reviewed. 5. The Planning Commission did meet with the City Council at a joint meeting and formulated a list of topics for discussion throughout the year. 6. Some of the Commission members attended a seminar at the City of Otsego to discuss urban sprawl. 7. The Commission continued to discuss issues at various workshops throughout the year. • Commissioner Anderson indicated that he made several attempts at contacting Dave Schwarting, Sherburne County Highway Engineer, to receive information on the transportation plan and to invite Mr. Schwarting to a Planning Commission workshop to discuss the transportation plan. Mr. Schwarting never returned his calls, therefore, a meeting was never held with Sherburne County Highway Department. It was also noted that a resolution supporting community values was prepared by the City Attorney and adopted in 1997. The Planning Commission discussed goals for 1998. The 1998 goals and objectives were as follows: 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. 2. Schedule a joint meeting with the Park & Recreation Commission to discuss common topics among the two commissions. 3. Participate in the 1998 State and National Planning Conferences. 4. Continue to promote for new commission members, training through the government training service. 5. Inspect completed or ongoing development projects that were reviewed by the Planning Commission the previous year. Planning Commission Annual Meeting January 17, 1998 Page 3 • The Planning Commission discussed the Holiday Gas Station site at School Street and Highway 169 and how the lighting on the canopy and building is much more intense than they had thought. This is one example of the benefits of reviewing sites after they are constructed to help the Commission in their review process of upcoming projects. Commissioner Anderson asked if the Planning Commission could write a letter to Holiday stating their disappointment with the amount of lighting that has been developed on this site. Chair Mesich volunteered to prepare a letter to be sent off to Holiday The following is a list of 1998 workshop topics: 1. Have three mobile workshops. 2. Meet once again with the Fire Chief and Police Chief. 3. Dedicate 4-5 workshops to discuss general planning issues, as well as upcoming projects. 4. Invite former Planning Commission member Minton to a workshop to discuss the Comprehensive Plan. The Commission indicated they would like to meet with the City Council as early as possible and identified March 2nd as a date for staff to discuss with the City Council. 41111 Attendance to the National Planning Conference in Boston was discussed. Commissioner Anderson and Chair Mesich indicated they would probably be able to attend this year. Meeting adjourned at 11:30 a.m. Respectfully submitted, S eve Ach City Planner 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 Chair Mesich, Commissioners Anderson, Cote, Kuester, Present: Morris and Thompson Commissioners Absent: Commissioner Chambers Staff Present: Pat Klaers, City Administrator; Peter Beck, City Attorney, Steve Ach, City Planner; Debbie Huebner, Recording Secretary Also Present: Duane Kropuenske • 1. Call Meeting 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 Agenda COUNCILMEMBER FARBER MOVED TO APPROVE THE AGENDA. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Exemption from Lawful Gambling request 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 Planning 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 (i.e., landscaping, signage, etc.). • Special Joint City Council and Planning Commission Meeting March 9, 1998 Page 2 • 5. Joint Meeting Issues 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 Elk 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. Development 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. 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 10th, to discuss the downtown. Duane • Kropuenske suggested Jim Brimeyer of the Brimeyer Group facilitate the downtown "visioning" process. Special Joint City Council 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. Adjournment 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, &Me. 1/-a-7)-7Ze'l Debbie Huebner Recording Secretary w • 212 . 04 - POWERS AND DITTIES 41/ The Health Care Delivery Commission shall have those powers and duties imposed upon them by local ordinance. The Commission shall: 1. Listen and respond to community input and comments on the delivery of emergency medical transportation services in the City of Elk River. 2 . Communicate this input and these comments to the emergency medical transportation services staff. • 3 . Monitor, on an ongoing basis, the needs of the Elk River community for emergency medical transportation services. 4 . Submit an annual report to the City Council which shall include the Commission's findings on the needs for emergency medical transportation services provided in the City of Elk River with appropriate recommendations. 212 . 06 - MEETINGS • The Commission shall meet at least two times each calendar year, 41, at such time and place as the Commission shall determine. Notice of Commission meetings shall be posted at City Hall and published in the City' s official newspaper. 45 SECTION 214 - PLANNING COMMISSION 214 . 00 - ESTABLISHMENT OF COMMISSION A City Planning Commission for the City of Elk River is hereby established. The Commission shall be the City planning agency authorized by Minnesota Statutes, Section 462 .354, Subdivision 1 , 214 . 02 - MEMBERS AND TERM The Planning Commission shall consist of seven (7) members appointed by the City Council for terms as follows: two members whose terms expire December 31, 1982; two members whose terms expire December 31, 1983 ; three members whose terms expire December 31, 1984 . Thereafter, each member shall be appointed at the first meeting of the year for terms of three (3) years. A . vacancy shall be filled by the City Council for the remainder of the term. The members of the Planning Commission, by a majority 0 vote, shall elect one of the appointed Commissioners at the first meeting of the year to serve as Chairman , • 2.22 . 214 . 04 - POWERS AND DUTIES 211/1 The Planning Commission shall have and exercise the powers and duties conferred upon such commissions by the Municipal Planning Act (Minnesota Statutes, Section 462 .351 to 462 .364) and by ordinance rules and regulations of the City. The Commission shall also exercise the duties conferred upon it by this Code and by the Council. After the Commission has prepared and adopted a comprehensive plan, the Commission shall periodically review the comprehensive plan, any ordinances and any capital improvement program the Council has adopted to implement the plan. After such review it shall, to the extent it deems necessary, revise the comprehensive plan, adopt the amendments or the new comprehensive plan, and recommend it to the Council in accordance with law. Similarly, after such review, it shall recommend to the Council any amendments it deems desirable to the capital improvement program and any ordinance implementing the plan. 214 .06 - MEETINGS AND PROCEDURE The Commission shall meet regularly on the fourth Tuesday of each month. Special meetings may be held at any time upon the call of the Chairperson. Notice of the time and place of a special meeting shall be communicated to the members and publicly noticed at least three (3) 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 herein, the Commission shall be governed by and operate pursuant to Robert's Rules of Order as most recently revised. SECTION 216 - PARK AND RECREATION COMMISSION 216 . 00 - ABOLITION OF PARK BOARD AND RECREATION BOARD The Park Board and Recreation Board in and for the City of Elk River heretofore established pursuant to the provisions of Minnesota Statutes, Section 412 .501 to 412 .531, is hereby abolished. 216 . 02 - ESTABLISHMENT OF PARK AND RECREATION COMMISSION A City Park and Recreation Commission for the City of Elk River is hereby established. This Park and Recreation Commission is established pursuant to the authority given by the Minnesota ellStatutes Section 412 . 2.23