5. SR 03-06-1995~~~ ~~
( ~ ITEM 5.
ity of ~ MEMORANDUM
~~~~~ TO: Mayor & City Council
lk •
FROM: Steven B. Ach, City Planner
DATE: March 6, 1995
SUBJECT: Joint Meeting with the Planning
Commission
On Monday night, the Planning Commission has three topics they would like
to discuss with the City Council:
• Rules and Procedures for the Planning Commission
• The Planning Commission's goals and objectives for 1995
• Update on the Steering Committee's Comprehensive Plan Review
Rules and Procedures
• As the Council may know, the Planning Commission has adopted certain
rules and procedures from which they operate. These rules and procedures
are reviewed annually and modified as necessary. These rules and
procedures are not adopted as part of the City's Code, rather, they are
enforced by the Planning Commission and apply to the administration of all
Planning Commission business and the conduct of PC meetings and hearings.
1995 Goals
The Planning Commission has established eight goals for 1995. Please refer
to the attached memorandum from Louise Kuester, Chair of the Planning
Commission.
Update of the Comprehensive Plan
The Planning Commission would like to discuss with the Council the current
status of the Comprehensive Plan update and some of the steps involved to
finalize this document.
Attachments
• Memo from Louise Kuester
council:pcjntmtg
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
• Rules and Procedures
• Minutes from 1/21/95 Planning Commission Annual Meeting
•
•
council:pcjntmtg
From: John Kuester To: ER City Planner Steve Ach Date: 312195 Time: 09:33:59 Page 2 of 3
•
ANNUAL PLANNING COMMISSION REPORT TO THE MAYOR AND CITY
COUNCIL MARCH 6, 1995
PLANNING COMMISSION RULES AND PROCEDURES:
At the Atuiual Meeting two changes were made in the Rules and Procedures:
1. The new phrasing states that "Planning Commissioners.
are recommended to limit their service to two terms"
which replaces the former absolute limitation to two
terms. Law prohibits the absolute limitation of terms.
2. The revised procedure for conducting a public hearuig
indicates a time when citizens may "provide testimony"
instead of requiring them to be labeled "for" or "against"
a specific request. The former procedure was more complicated
than necessary and was not followed anyway.
questions still unresolved are how two Planning Commission members should
handle conflict of interest. The existing Rules and Procedures specifics that
Planning Commission members excuse themselves from the consideration of any
request in which they have a conflict of interest,. vacate their seat, and refrain from
participatuig in the discussion. Tlie question was raised as to whether the excused
Commissioner (1) can continue to give factual information as part oftlie audience,
or (2) should completely leave the room.
1995 GOALS FOR THE PLANNING COMMISSION:
1. Complete the update of the Comprehensive Plan.
2. Continue to pursue public relation activities
* articles in the Current and/or Star Ncws
* initiate a discussion with teachers regarding classroom visits
* reestablish informational pamphlets on conditional use permits
and variances available in Council Chambers duruig meetings.
* establish a. phone line for public to comment on comprehensive plan
* explore describing the comprehensive plan on cable television.
3. Review ordinances as directed by the City Council or otherwise necessary
including Firearms, .Home Occupations, and C-3 Zoning.
4. Consider the establishment of a system of liaisons with other local Planning
Commissions.
5. Participate ui the organization of May aiuiual regional platuiing conference.
6. Continue to promote Commissioners training.
From: John Kuester To: ER City Planner Steve Ach Date: 312195 Time: 09:34:55
• 7. Mcct with the Mayor and City Council in a workshop format for the purpose of
reviewing goals, rules and procedures, and other items.
8. Schedule a joint meeting with the Park and Recrearion Commission.
TOPICS FOR PLANNING COMMISSION WORKSHOPS:
1. Develop a proposed agenda for Mayor and City Council meeting.
2. Explore the development of a program of liaisons with other Planning Comm.
3. Review conditional use permit and variance requirements.
4. Review platting and map reading.
5. Study and discuss the. Sherburne County comprehensive plan.
6. Discuss general information and regulations regarding wetlands
7. Review and discuss the dra$ of flee .Comprehensive Plan update.
Remaining workshops will focus on specific ordinance discussions and other
pertinent topics.
•
Page 3 of 3
•
•
ELK RIVER
PLANNING
COMMISSION
•
RULES AND
PROCEDURES
•
Planning Commission Rules and Procedures
Page 3
1130195
•
Article I. Introduction:
Section 7. Purpose
It is the intent of the Elk River Planning Commission to conduct its business and perform
its responsibilities and duties in an orderly, efficient, fair and lawful manner. These rules
and procedures are established for that purpose.
Section Z. Application of Rules and Procedures
Unless otherwise specifically indicated, these rules and procedures shall apply to the
transaction and administration of all Planning Commission business and the conduct of all
Planning Commission meetings and hearings.
Article. It. Offices and Duties:
Section 9. Offices flesignation
The Commission at its first regular meeting in January of each year shall elect a
Chairperson and Vice Chairperson.
Section Z. Recording of Meetings
The City supplies a qualified staff member to perform all general corresponding and
recording secretarial duties for the Planning Commission. In the absence of staff to
perform recording the Vice-Chairperson shall record the activities which take place during
the meetings.
Section 3. Duties and Offices
The duties and powers of the offices and the members of the Flanning Commission shall
be as follows:
A Chairperson
• 1. Preside at all meetings of the Commission.
Planning Commission Rules and Procedures
Page 5
1/30/95
Section 2. Meetings
1. All meetings of the Elk River Planning Commission shall be open to the public.
2. The Planning Commission shall attempt to obtain at least one joint meeting with the
City Council annually.
3. The Flanning Commission shall attempt to obtain at least one joint meeting with the
Park and Recreation- Commission annually.
Section 3. Workshops
Workshops and other meetings. whose sole purpose is for general information and/or
educational purposes will. be open to the public. Public testimony may. or may not be
allowed.
• Section 4. Meeting Records
All tapes, minutes, evidence, exhibits, correspondence, maps, plats etc. shall be made a
part of the record, become the property of the City of Elk River and be maintained as a
permanent record in the City offices. These records shall be available to the public during
normal business hours at the City Hall.
Section 5. Meeting Arrangements
5.1 Date
The Planning Commission shall meet regularly on the fourth Tuesday of each month.
Other meeting dates shall be selected by the commission at their regu}ar meetings or called
and set by the Chairperson when necessary or requested by star in accordance with
Section 5.3. All Commissioners will be provided with a minimum of three days notice.
5.2 Location
City Staff shall select a meeting location that will suite the anticipated needs of the
meeting and which shall be accessible to all.. Most meetings will take place at the City
Hall.
•
Planning Commission Rules and Procedures
Page 7
1/3Q/95
•
8.2 Protocol
1. Everyone who wishes to give testimony will be allowed to do so.
2. All Statements or questions should be directed to the chair.
3. Be as factual as possible.
4. Refrain from repeating what has already been stated, and do not involve personalities.
5. Each person offering testimony or asking questions will need to give his or her name
and address to the recorder.
6. The Planning Commission reserves the right to question any speaker.
7. The City Staff shall be penaritted to ask questions to clarify motions or items brought
out at the hearing.
8. Written testimony may be received.
• 9. While all deliberations are o n to the ublic no additional testimon ma be offered
Pe p Y Y
after the close of the public hearing.
Section 9. Communications with Public and Applicant
9.1 General
Prior to public hearing or Commission deliberation, no Commissioner member shall lobby
the merits of a pending case with staff, applicant, commission member or the general
public.
9.2 Disclosures
If a commission member discusses a pending case in violation of Section 9.1, the member
shall disclose during thepublic_hearing the facts relating to such meeting.
9.3 Exception
Nothing in this section shall preclude the .general information communication by
Commission members relating to the general conduct of a meeting or hearing, or forbid
staff or members from discussing with Commission members am upcoming meetings so
• .long as the facts or merits of the meeting are not discussed.
Planning Commission Rules and Procedures
Page 9
1/30!95
Article V. Education, Conference & Convention Rolicy:
The City Council and Planning Commission of Elk River recognize and accept the concept
that the acquisition: and maintenance of a body of knowledge and skills is necessary and
desirable to perform the job of the Planning. Commission.. Further, both groups encourage
and highly recommend periodic attendance at various educational opportunities,
conferences and conventions.
The following is the policy of the Elk River Planning Commission as it relates to city
funded educational meetings, conferences and conventions.
1. Alt education and training is subject to availability of funds.
2. Attendance at educational meetings, conferences and conventions is voluntary.
Planning Commission members are encourages to attend educational meetings,
conferences and conventions.
3. Involvement in relevant professional organizations .such as the MPA or MnAPA
membership, office-holding, or committee work is imended to be considered
• educational.
4. Planning Commission members are encouraged to participate in their budget process
and request allocations for education purposes.
5. In the event. of budget constraints, the acquisition of skills and knowledge though
educational meetings, conferences and conventions shall have precedence of the
maintenance of same.
6. That two members may attend a National Planning Conference yearly.
7. There are no limits on the number of members or on the number of times amember
may attend a State Planning Annual Conference.
8. Planning Commissioners are encouraged to report on their educational experiences to
other commissioners.
9. Attendance at a State Conference is required before attending a National Conference.
10. No member may attend an additional National Conference until all members who .are
eligible and desire to attend a first conference have done so.
•
•
~~~ ~~D
ANNUAL MEETING OF THE ELK RIVER PLANNING COMMISSION
HELD AT ELK RIVER CITY HALL
SATURDAY, JANUARY 21, 1995
Members Present: Vice Chair Kuester, Commissioners Kreger, Minton, Thompson,
Tacheny, Sullivan-Slocum, and Dillon
Members Absent: None
Staff Present: Steven B. Ach, City Planner
Pursuant to due call and notice thereof, the meeting of the Elk River Planning
Commission was called to order at 8:35 a.m. by Vice Chair Kuester.
Members of the Planning Commission introduced themselves since two newly appointed
Commissioners were present.
Steve Ach brought up the regional planning conference which is May 16, 1995 at the
Otsego Town Hall. This conference is sponsored by the Minnesota Planning Association.
An informal discussion pursed regarding Commissioners' roles, the Planning Commission
• and its role and purpose.
The agenda was review and approved by consensus.
Commissioner Minton moved that the Secretary cast a white ballot to elect Louise
Kuester as Planning Commission Chairman. Motion was voted on and approved
unanimously.
Commissioner Minton moved that the Secretary cast a white ballot to elect Chris Kreger
as Planning Commission Vice Chair. Motion was voted on and approved unanimously.
The Planning Commission reviewed the rules and procedures and made the following
changes:
• Article III, Sentence 2 be changed to read: "The Commission has recommended
that Commissioners limit their service to 2 (two) terms."
The Commission discussed Article IV, which pertains to the types and number of
conferences available for educational purposes. The following changes were made to
Article IV, Section 8, 8.1:
• Sentences number 4, 5 8, 8 were deleted.
• Removed the word "additional" from sentence 6.
• Added the sentence: "After closing a hearing the Commissioners may continue to
question applicants or other constituents who have testified."
•
Planning Commission Annual Meeting Minutes
January 21, 1995
Page 2
• The Commission discussed Section 9 8~ 10 and requested that Section 10 be clarified by
the City Attorney: as to whether Commissioners should leave the room or can continue to
participate as part of the audience.
The Commission discussed Section 12 and reviewed training opportunities available.
Steve Ach brought up the National Conference in Toronto, Canada, April 8-12, 1995 and
promised to keep the Commission updated as dates and topics became available for
conferences.
The Commission took a short break at 10:20 a.m.
Discussion reconvened at 10:30 a.m. on the topic of the budget. One addition to the
budget was pointed out, of $1,500.00 to be used for expenses related to broadcasting
Planning Commission meetings.
Section 214 of the City Code was introduced to the Planning Commission. This section
discusses Planning Commission duties, powers and procedures.
Discussion ensued regarding the Planning Commission's goals and objectives. A review of
past goals and objectives identified that most were met, with the exception of
modification of the firearms ordinance, home occupations ordinance, and modifying
zoning requirements in the C-3 8~ C-2 zones.
The following goals were met:
• The update to the Comprehensive Plan was begun.
• The Planning Commission felt that goals for public communications were met.
• The Transportation Study was reviewed and approved.
• Otsego and. Zimmerman Planning Commissions were visited by our members.
• The regional local planning conference was attended by 6 (six) commissioners.
• Bob Minton attended the National Conference.
• Judy Thompson and Louise Kuester attended the State Planning Conference.
• and, the Commission had a joint meeting with the City Council.
Commissioner Minton reviewed activities on the Comprehensive Plan and its purpose
with the Commission. He also pointed out the existence of the Downtown Task Force
which intends to provide a recommendation to the Steering Committee regarding the
Comprehensive Plan update.
The 1995 Goals for the Planning Commission were set as follows:
1. Complete update of the Comprehensive Plan.
2. Continue to pursue public relation activities which include articles in the City
newsletter, initiate a discussion with teachers regarding classroom visits, re-
establish informational pamphlets on conditional use permits and variances
available in council chambers during meatiness; establish a phone line for public
to comment on the Comprehensive Plan and explore describing the
Comprehensive Plan on cable television.
Review ordinances as directed by the City Council or otherwise necessary
including firearms, home occupations, and C-3 zoning.
Planning Commission Annual Meeting Minutes Page 3
January 21, 1995
• 4. Consider the establishment of liaisons with other planning commissions.
5. Participate in the organization of an area regional conference.
6. Continue to promote Commissioner's training.
7. Meet with the City Council in a workshop format for the purpose of reviewing
goals, rules and procedures, and other items.
8. Have a joint meeting with the Park 8~ Recreation Commission.
The following items were identified as topics for Planning Commission workshops:
1. Develop meeting questions for Mayor and City Council meeting.
2. Development of program of liaisons with other local governmental jurisdictions
and discuss conditional use permit and variance requirements.
3. Platting and map reading.
4. Overview of Sherburne County comprehensive Plan.
5. Wetlands.
• 6. Review of draft Comprehensive Plan update.
7. Joint meeting with the Park and Recreation Commission.
Other workshops will be utilized for ordinance amendment discussions and being topics
of interest.
There being no further business Commissioner Kreger moved to adjourn the meeting,
Commissioner Slocum seconded, motion was carried.
Meeting adjourned at 12:00 noon.
Respectfully submitted,
~~~~,a i~~ ' eel
Commissioner Chris Kreger
Vice Chairman
•