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03-29-1999 PC MIN - SPECIAL . . . SPECIAL JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND PLANNING COMMISSION HELD AT THE ELK RIVER CITY HALL - TRAINING ROOM MONDAY, MARCH 29,1999 Council Members Present: Mayor Klinzing, Councilmembers Dietz, Farber, Motin, and Thompson Council Members Absent: Councilmember Farber Planning Commission Members Present: Chair Cote, Commissioners Kuester, Mesich, Chambers, And Thompson. Commissioner Schuster arrived at 6:15 pm Planning Commission Members Absent: Commissioner Morris Staff Present: Pat Klaers, City Administrator; Scott Harlicker, Planning Assistant; Stephen Wensman, Planner; Terry Maurer, City Engineer; Debbie Huebner, Recording Secretary 1. Call Meetinq To Order Pursuant to due call and notice thereof, the joint meeting of the Elk River City Council and Planning Commission was called to order at 6:00 p.m. by Mayor Klinzing. The Mayor asked that the Planning Commission Chair lead the discussion. 2. Consider 3/29/99 Agenda COMMISSIONER THOMPSON MOVED TO APPROVE THE AGENDA. COMMISIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 6-0. 3. Discuss BMX Use at Hillside City Park Steve Wensman reviewed the proposal for a BMX track in Hillside Park. He indicated that staff's concerns are explained in his memo dated March 29,1999. Steve noted the items that the BMX group will be looking for assistance from the city. He explained that the BMX group is pursuing their non-profit status and also the affiliation with the American Bicycle Association (ABA). Steve indicated that the group has discussed community interest in the facility and those willing to donate time and money. Councilmember Motin asked if the cost to develop the facility has been stated. Steve indicated that the cost is not known at this time. Councilmember Dietz questioned if the responsibility for liability has been determined. Steve explained that the ABA affiliation would cover liability. . . . City Council Minutes March 29, 1999 Page 2 Councilmember Motin asked if the layout of the park was determined before the BMX concept was considered. Steve explained that the mountain biking group and the BMX group have been working together on the concept for a bike park. Steve indicated that the Council will be updated as plans for the BMX bike track move forward. 4. Consider 1998 PlanninG Department Annual Report Scott Harlicker reviewed the highlights of the 1998 Planning Department annual report. Council member Dietz questioned how the follow-up program was going for conditional use permits. Steve Wensman stated that conformance with landscaping requirements tends to be a problem. Chair Cote expressed his concern regarding incomplete planning applications that have been moving through the public hearing process. Discussion followed regarding problems staff is experiencing with applications not being complete. Councilmember Motin asked if the process could be streamlined so that developers do not feel they are being asked to provide an unreasonable amount of information. Terry Maurer indicated that the City's requirements are not different from other cities and may in fact, be less strict. It was noted that it appears the local developers are more likely to complain than out of town developers who are used to the process in other cities. Discussion followed regarding complaints that Councilmembers have received from Dennis Chuba regarding his request to develop within the urban service district without services being available. Further discussion followed regarding incomplete applications and deadlines for legal notices. It was the consensus of the City Council that staff enforce the application requirement checklist and not to advertise public hearings until an application is deemed complete. 5.1 . Future East Elk River Development Tree Preservation: Chair Cote noted the receipt of letters regarding tree preservation from Tim Edgeton, Sherburne County Forest Resource Specialist; and, Dave Anderson, Park and Recreation Commissioner. Chair Cote stated the Planning Commission has discussed the need for a tree preservation ordinance. Commissioner Kuester explained that trees that were to be preserved are destroyed by the grading for development. Councilmember Thompson indicated that it is important to consider tree replacement, as well. Often when developers attempt to preserve trees, the trees die 2 or more years later because of construction damage. The . . . City Council Minutes March 29, 1999 Page 3 homeowner then has the responsibility to remove the tree, and they may not replace it. Further discussion followed regarding inclusion of a tree replacement policy based on a given ratio. Councilmember Motin suggested if a developer does not feel he can plant the required number of replacement trees on site, the trees could be replaced off site, if necessary. Chair Cote noted a consensus of the Planning Commission and City Council to begin work on a tree preservation ordinance. Mayor Klinzing stated that Tim Edgeton, Sherburne County Forest Resource Specialist, has expressed his willingness to provide his assistance in establishing a policy. Commissioner Thompson indicated that the focus should not be on only preserving the high quality trees, because, in many cases, poor quality trees provide wildlife habitat. Parks and Open Space: Commissioner Kuester stated she felt the city needs to identify property for an area wide park east of Highway 169. She expressed concern for the lack of sidewalks and trails to connect to the proposed pedestrian overpass. Discussion followed regarding inclusion of wetlands in park dedication and how density is determined. Schools: Mayor Klinzing indicated that the School District is discussing the purchase of the Holzem property east of Highway 169 off Country Road No. 12. The school board has expressed an interest in a joint park endeavor with the city. Density and Development Patterns: Chair Cote asked the Council members their opinion regarding townhome density. Mayor Klinzing indicated that she did not feel it was the city's responsibility to ensure a developer made the maximum dollars on a town home project. She indicated that the highest and best use of a particular property may not necessarily be in the best interest of Elk River as a whole. Councilmember Motin felt there is a need for multi-family housing and questioned where it would go, if the multi-family zoned property is nearly used up. City Administrator Pat Klaers indicated that a large amount of multi-family apartment housing was constructed in the early 1980' s. Due to this drastic increase in available multi-family housing, the City Council felt there was not a need for creating more until the existing property was used up. Pat noted that Elk River has good balance of housing opportunities and that the percentage of the multi- family housing stock may even be slightly higher than average. Council member Motin questioned if a proposal to redevelop the area east of Highway 169 and north of Main Street has ever been considered. Pat Klaers indicated that staff feels this will likely happen someday. City Council Minutes March 29, 1999 Page 4 . 5.2. 5.3. Role of the PlanninG Commission and Commission's Relationship with Council Additional Joint Meetings Chair Cote explained that this item was placed on the joint meeting agenda as a result of discussions at the Planning Commission's annual meeting. Commissioner Kuester questioned the Councilmembers whether they felt the role of the Planning Commission was more responsive or proactive in nature. Mayor Klinzing indicated that the Council relies on the Planning Commission's review of issues as requests are made, but that if the Commission wished to take on a particular issue, they should bring it to the Council for review. Chair Cote explained that the Commission has discussed meeting quarterly with the Council, and suggested meeting from 6 p.m. to 7 p.m. on a regular Monday Council meeting night. The Council expressed support for the quarterly joint meetings. Councilmember Dietz encouraged the Planning Commissioners in attendance at the Council meetings to become for active in the discussion of planning issues. The Councilmembers expressed their thanks to the Planning Commission for their thorough review and attention to detail, stating that their work saves the Council many hours of time. 3. Other Business . Commissioner Mesich expressed concern that the City has not moved forward to pursue a location for a commuter railroad station. He indicated that the school district's consideration of site on the east side of Highway 169 for a new school is another indication that the city is losing its options for sites. Commissioner Mesich also stated that he feels it is time to begin updating the City's comprehensive plan. Pdt Klaers, City Administrator, indicated that updating the comprehensive plan once a planning director has been hired and he/she is given a chance to become acclimated to the city is possible, but the plan is less than 5 years old and is just beginning to be implemented (Le., East Elk River). . Council member Motin stated he is concerned that there are a number of groups that are working independently on a growth plan for the city and felt these groups should be working together within the city government structure. He mentioned groups such as the 2001 Committee, the city's Economic Development Authority and their work on a strategic plan, and the Central Business District visioning group. Mayor Klinzing stated she shared Council member Motin's concerns and felt there should be consistency in developing an overall "vision" for the city. Pat Klaers indicated that Economic Development Authority works under the City's jurisdiction and that the CBD group was formed under the city's HRA. Commissioner Dietz indicated that he had a difficult time understanding what is meant by developing a "vision" for Elk River. He stated that he felt every citizen of Elk River could possibly have a different perspective for what they envisioned Elk River to be. He indicated he did not understand how any particular group could come up with an overall vision. It was noted that a joint EDA/HRA/Council meeting on the CBD planning project is scheduled on April 12,1999. . . . City Council Minutes March 29, 1999 Page 5 7. Adiournment There being no further business, Mayor Klinzing adjourned the meeting at 8:00 p.m. Respectfully submitted, Debbie Huebner Recording Secretary