HomeMy Public PortalAbout01-08-2019MEDINA
PLANNING COMMISSION AGENDA
TUESDAY, JANUARY 8, 2019
7:00 P.M.
CITY HALL (2052 County Road 24)
1. Ca11 to Order
2. Introduction of Planning Commission members
3. Election of 2019 Planning Commission Chair
4. Election of 2019 Planning Commission Vice -Chair
5. Public Comments on items not on the agenda
6. Update from City Council proceedings
7. Planning Department Report
8. Planning Commission Operational Procedures
9. Planning Commission Orientation Manual Updates
10. Discussion of 2019 Planning Department Goals
11. Approval of December 11, 2018 Planning Commission Minutes
12. Council Meeting Schedule
13. Adjourn
POSTED IN CITY HALL January 4, 2019
AGENDA ITEM: 7
MEMORANDUM
TO: Mayor Martin and Members of the City Council
FROM: Dusty Fluke, Planning Director; through City Administrator Scott Johnson
DATE: December 26, 2018
SUBJ: Planning Department Updates — January 2, 2019 City Council Meeting
Land Use Application Review
A) Cavanaughs Meadowwoods Park Third AdditionlOSl Expansion — Arrowhead Drive, north of
Highway 55 — Arrowhead Holdings (real estate company for OSI) has requested approval of a site
plan review, preliminary plat and rezoning to construct a 2'd building north of their existing facility.
The applicant proposes to construct the building on a separate lot and to rezone the property to
Business, in line with the updated Comprehensive Plan. The Council adopted approval documents
on November 7. The applicant has now requested final plat approval. Staff will present to Council
when ready.
B) Raskob Elm Creek Addition — 500 Hamel Road — The John W Raskob Trust has requested to
subdivide the 8 acres (approximately 4 net acres) of property into two separate parcels so
that the family could market the two separately. Staff is conducting a preliminary review
and the application will be presented to the Planning Conunission when prepared,
potentially at the January 8 meeting.
C) Raskob Variance — 3240 Carriage Drive — Brian and Christine Raskob have requested a variance
from the 50 -foot side yard setback to construct a detached garage on their property. The property is
subject to a 50 -foot setback because it is over 5 acres in area, but much of the property is
unbuildable. The owners have requested that the City consider a variance to allow a 20 foot setback,
similar to surrounding parcels which are under 5 acres. The application is currently incomplete for
review and will be scheduled for a hearing when complete.
D) Theisen Riding Arena CUP — 3325 County Road 24 — Scott and Chantelle Theisen have requested a
CUP for construction of a barn and indoor riding arena. Staff is conducting a preliminary review
and the application will be presented to the Planning Commission when prepared.
E) Richardson Lot Combination — PIDs 18-118-23-24-0116 and 18-118-23-24-0117 — Big Island
Land LLC (Dale Richardson) has requested a lot combination of two vacant parcels along
Ardmore Avenue, just west of County Road 19. The parcels do not meet relevant lot
standards and the applicant desires to combine them to construct a single home. The
application is currently incomplete, and staff has requested additional information. Staff will
schedule when complete for review.
F) Deer Hill Preserve 3'd Addition Final Plat — Property Resources Development Corporation has
requested approval of the 3`d addition final plat to include 5 lots and an outlot. The outlot was shown
as a residential lot on the preliminary plat, but the applicant seeks to convert this lot to a small park.
The applicant has inquired if the City would be interested in this Land as a public park, or otherwise
would maintain a private park. The Council adopted a resolution of approval on December 5.
G) Diller Concept Plan — Jim Differ, Tom Differ, and Differ Properties have requested review of a
concept plan related to the potential subdivision of four existing parcels totaling approximately 25
acres into six lots. Two of the existing parcels are served by City sewer and included within the
urban service area but all the property is zoned rural residential. The applicants requested that the
City consider rezoning the two parcels served by city sewer to Suburban Residential, allowing the
parcels to be reduced in size to create additional rural lots. The Planning Commission held a public
Planning Department Update
Page 1 of 2 January 2, 2019
City Council Meeting
hearing at the May 8 meeting and feedback was generally supportive of what was proposed. The
Council reviewed on June 19 and raised questions whether designating the property as LDR was
consistent with the objectives of the Comp Plan. The Council directed staff to continue discussions
with the Differs and staff has done so. The application will be left open in case the Ditters have
additional information to provide in the coming months.
H) Johnson ADU CUP, Maxxon, DykhoffSeptic Variance, Hamel Brewery, St. Peter and Paul
Cemetery — The City Council has adopted resolutions approving these projects, and staff is assisting
the applicants with the conditions of approval in order to complete the projects.
I) Woods of Medina, Hamel Haven subdivisions — These subdivisions have received final approval.
Staff is working with the applicants on the conditions of approval before the plats are recorded
Other Protects
A) Rezoning for consistency with 2040 Comp Plan — The Planning Commission held a public
hearing on an ordinance rezoning 35 parcels of land which were identified by staff to be
consistent with the updated Comprehensive Plan. At the hearing, many comments were
received about the rezoning of two of the parcels at County Road 116 and Meander Road.
A few other comments were received as well. The Commission tabled the ordinance and
requested additional information from staff. Staff has been in discussions with several the
persons who raised concerns at the hearing and it appears that most concerns on the County
Road 116 matter have been addressed. Staff intends to present the ordinance and updated
information to the Commission again at the February 12 meeting.
B) Tolomatic Administrative Site Plan Review — Tolomatic has requested approval of a site
plan review to expand its parking lot at 3800 CR 116. Review is underway.
C) Long Lake Subwatershed Partnership — Minnehaha Creek Watershed received a Board of Soil and
Water Resources (BSWR) grant for 5112,000 to conduct a comprehensive subwatershed-wide
assessment and implementation plan. The group is planning to meet early in the year to put together
a work plan.
D) Hickory Drive improvement project — Staff finalized the agreement related to the acquisition of the
easement for the stormwater pond and intends to provide to the property owner this week. Staff
received favorable comments related to potential partial funding for the City's grant application for
the Hennepin County Natural Resources Opportunity Grant. Staff has also inquired if Elm Creek
Watershed may be able to provide funding in 2018 (rather than 2019, when it has been scheduled).
The City should have a good idea of potential funding in the middle of February.
E) Stormwater Ordinance and Design Guide —staff met with Engineering staff to discuss the scope and
workplan for reviewing the City's stormwater regulations to conform with the City's surface water
management plan and current practices. The Planning Commission and City Council held a
workshop on the regulations at the May 15 meeting. The Council adopted the ordinance at the
August 8 meeting. Staff is working on the Design Manual.
F) Planning Commission interviews — Mayor Martin, Council member -elect Albers, and myself
interviewed applicants for the Planning Commission. We had a strong pool and had a tough
decision to make. The panel recommended appointment of Robin Reid, Kerby Nester, Beth Nielsen,
and Peter Galzki, which are included on the City Council's potential appointments list at the January
2 meeting.
Planning Department Update
Page 2 of 2 January 2, 2019
City Council Meeting
MEDINA POLICE DEPARTMENT
600 Clydesdale Trail
Medina, MN 55340-9790
I,: 763473.9209
f: 763.473.8858
non -emergency: 763-525.6210
EMORANDUM
Emergency 9-1-1
TO:
FROM:
DATE:
RE:
City Council
Edgar J. Belland, Director of Public Safety,
Through City Administrator Scott Johnson
December 26, 2018
Police Department Update
Holidays
Our officers will be out working over the next two weeks keeping our community safe. We
are here 24/7 for anyone who needs assistance. Wishing everyone a Happy and Safe
Holiday Season!
Holiday Train
On December 26th the city of Loretto informed me that they had received $22,142.96 and
750 pounds of food for the Holiday Train event. The estimated attendance was 2,000
people. Since 2003, Loretto's Holiday Train event has raised $286,156.25 and 51,313
pounds of food.
I want to thank everyone who contributes to this event. Our Officers and Reserve Officer
did another great job.
Toy -For -Tots
On December 20th our Officers assisted the Toy -For -Tots program with the giving out toys
to a family in Medina for their five children. The kids were very excited to receive the toys.
The officers enjoyed the time spent with the family.
Squad Damage
In the last two weeks we have had one squad involved in an accident and another damaged
in an altercation during a domestic. Both vehicles will be getting repaired. The most
serious damage was to our newest squad a 2018 Dodge Charger, which sustained over
$13,000 in damage. It will be out of service for the next five weeks. The second one is only
$300 in damage. In both instances, the damage was the fault of the other party. No officers
were injured.
Sergeant Update:
Out of the Office
Investigative Update:
Out of the Office
MEMORANDUM
TO: City Council, through City Administrator Scott Johnson
FROM: Steve Scherer, Public Works Director
DATE: December 21, 2018
MEETING: January 2, 2019
SUBJECT: Public Works Update
STREETS
• Public Works staff has been cutting brush along the sides of the road as sightlines
become restricted when brush is not addressed.
• We plan to have a full update on the Hickory Drive N project at the January 15, 2019
council meeting.
• Staff hopes to have updated budget numbers for the Brockton Lane project soon. This
will allow us to put together a financial plan moving forward since funding will come
from several sources as previously mentioned.
WATE RISE W ER/ST ORMWAT ER
• We have been working with our control integrator to extract information to fulfill our
well level monitoring mandate from the DNR. It appears the information is accessible in
our current software and there should be limited costs associated in fulfilling their
requirements.
• The Hamel water system is working well. We will be analyzing water consumption for
the 2018 year and its effect on the water systems to determine if any necessary changes
are needed.
• Katrina and I will be working together on the DNR and Minnesota Department of Health
yearend reports over the next month.
• In 2019, Joe Ende will be taking the Class D water operator exam and Derek Reinking
will be taking the Class C operator exam. Keeping our employees up-to-date on
certifications and training becomes even more important as we lose knowledge and
experience as others plan for retirement.
PARKS/TRAILS
• The unseasonable weather has affected the ice rinks and the sliding hill. When cooler
weather returns, Public Works will resume making ice and snow.
• We will submit the grant fund application to Hennepin County for reimbursement for
Pinto Trail as soon as we receive the last two documents needed from Engineering.
MISCELLANEOUS
• Public Works has been performing maintenance on all the equipment to ensure they are
working effectively.
• The brush and compost site are scheduled to be chipped and hauled away by the end of
January.
Page 2 of 2
AGENDA ITEM: 9
G % T Y 0
As
MEDINA
Planning Commission Training
and
Orientation Manual
January 2019
Planning Commission Training Manual
Table of Contents
Page:
Organizational Structure of the City of Medina 3
Organisational Chart (see Exhibit A)
A. City Council 3
B. Planning Commission 3
C. Park Commission 4
D. Ad Hoc Committees 4
E. Administration 4
F. Planning & Zoning 5
G. Public Safety 6
H. Public Works 6
II. Structure and Function of the Planning Commission 7
A. Structure 7
1. Officers 7
2. Meetings ... 7
3. Procedures and Policies 8
B. Function 8
III. Responsibilities and Recommendations for
Planning Commission Members 10
A. Reviewing Monthly Meeting Information Packet .... 10
B. Performing Site Visits 10
C. Conducting Additional Research 11
D. Submitting Questions to city staff ... 11
E. 60 -Day Rule 12
F. Participating in Monthly Planning
Commission Meetings 12
G. Establishing Liaisons to City Council 12
H. Participating in Continuing Education 13
I. Compliance with Data Practices Act 13
J. Code of Conduct 14
IV. Educational Resources 14
Web Sites 14
Books/Videos 14
Planning Commission Training
and Orientation Manual
2
I. ORGANIZATIONAL STRUCTURE OF CITY OF MEDINA
Please see EXHIBIT A for the Organizational Chart of the City of Medina
A. City Council
The City Council consists of a mayor who is elected for a two-year term, and four council
members, each of whom is elected to a four-year term. The City Council meets on the
first and third Tuesdays of each month. Meetings are held in the City Council Chambers
at City Hall. Meetings are open to the public.
The City Council has multiple functions and responsibilities. For the purposes of this
manual, the primary focus is on the Council's responsibility to create and implement a
long-range comprehensive plan for city development and also in matters related to land
use. Implementation is achieved through the creation or modification of zoning and
building regulations as well as through the granting or denying of requests to deviate
from written regulations. To accomplish this goal, the council works with many other
entities, agencies, and private enterprises. The council also takes under advisement the
recommendations made by the Planning Commission when considering action on a
regulatory request (requests for conditional use permits, variances, subdivisions, or
amendments to the zoning ordinance or to the comprehensive plan). Regulatory requests
of these types are generally brought before the Planning Commission prior to being
scheduled for a council review.
B. Planning Commission
The Medina Planning Commission has been established by the City Council pursuant to
City Code Section 825.33 (see attached EXHIBIT B) and Minnesota Statutes Section
462.354 Subdiv. 1(2).
The purpose of the Planning Commission is to make recommendations to the City
Council on matters related to the comprehensive plan and zoning ordinance and also on
land use applications such as subdivisions, conditional use permits, site plan reviews and
variances. The Planning Commission shall also review such additional matters as may be
requested by the City Council.
The Planning Commission consists of seven (7) members, each of whom is either
appointed by the City Council to serve a three-year term or a shorter term to fill a
vacancy. A commission chairperson and vice -chairperson are elected from its members.
All Planning Commission positions are voluntary.
The Planning Commission meets on the second Tuesday of each month. Meetings are
held in the City Council Chambers at city hall. Meetings are open to the public.
Details of the Planning Commission structure and function are covered in section II of
this manual.
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and Orientation Manual
3
C. Park Commission
The Park Commission consists of seven (7) volunteer members, each of whom are
appointed by the City Council to serve a three-year term or a shorter term to fill a
vacancy.
The Park Commission meets on the third Wednesday of each month. Meetings are
generally held in the City Council Chambers at city hall. Meetings are open to the public.
The purpose of the Park Commission is to make recommendations to the City Council
related to the City's parks and trails.
D. Ad Hoc Committees
From time to time, special circumstances or developments affecting the city may require
a more intensive investigation or a collaborative effort between the city and another
entity. At such times, an ad hoc committee may be formed from members of the council
or any of the commissions, city staff, liaisons, and possibly city residents. The City
Council may appoint Planning Commission members to serve on study group or task
forces to address a specific issue and for a designated time frame and, as such, are
temporary bodies. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
When necessary, ad hoc committees or task forces may be convened which necessitate
participation by one or more Planning Commission members. Assignment to these
groups should be based not only on a member's expertise, experience, and interest, but
also on a rotational basis so that Planning Commission members have an opportunity to
expand their knowledge and increase their interaction with other group members.
E. Administration/Finance
The city administration/finance staff consists of a City Administrator, Assistant City
Administrator, Finance Director, Accountant, and Administrative Assistant. Professional
contracted consultants report to the City Administrator include: City Attorney, City
Assessor, Building Official/Fire Marshal, and City Engineer. All positions are filled by
city employees or professional contracted services.
General responsibilities are as follows:
City Administrator - oversees all city depaitnients, contracts, and day-to-day
administrative operations of the city.
City Attorney - provides legal counsels for city officials and staff. The city contracts this
service with Kennedy & Graven.
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and Orientation Manual
4
City Assessor - views each parcel of real estate in the city to determine its market value.
Also determines the classification or use of each parcel. This information is the basis for
property tax assessments. The city contracts this service with Rolf Erickson.
Building Official/Fire Marshal - physically inspect structures to ensure compliance with
building permit specifications. Medina is served by four volunteer fire departments; each
of which serves other adjacent communities as well. The city contracts for the building
inspections and fire marshal services with Metro West Inspection Services, Inc.
City Engineer - works to address engineering issues and reviews plat submittals with
engineering issues. Also provides complete civil engineering services including
landscaping and transportation. The city contracts this service with WSB & Associates.
Finance Director — manages the day-to-day financial operations of the city.
Accountant- administers utility billing and general fund accounting.
Assistant City Administrator — provides support to the City Administrator, acts as the
City's Clerk, coordinates human resources, and administers elections.
F. Planning & Zoning
The city planning and zoning department consists of a Planning Director, Associate
Planner, Administrative Assistant, and Planning Consultants. All positions are filled by
city employees or professional contracted services.
Planning Director — manages the day-to-day general planning, zoning and code
enforcement operations of the city. Oversees and processes requests for variances,
subdivisions, platting, building permits, and conditional use permits. Prepares and
oversees the preparation of all planning staff reports and agendas to the Planning
Commission. Also serves as a resource for building codes, zoning ordinances, septic
systems, GIS (Geographical Information System) mapping, and the city's comprehensive
plan.
Associate Planner - assists with general planning and zoning information, administers
building permit process, and assists with general city information. Also conducts day-to-
day functions of the planning department, including code enforcement and general zoning
information.
Administrative Assistant — shared with Public Works and assists both departments with
general planning and zoning information, city infrastructure and public works
information, processing building permits, and general city information.
Planning Consultant — the city currently contracts with Northwest Associated Consultants
(NAC) to assist the Planning department in planning responsibilities.
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and Orientation Manual
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G. Public Safety
The Medina Police Department has organizational responsibility for all public safety and
Emergency Preparedness activities in the City, including police, fire and emergency
preparedness. The Medina Police Department also provides public safety services to the
city of Loretto on a contract basis.
Structurally, the police department includes the public safety director, sergeant, police
officers, police assistant, community service officers, police reserves, and city prosecutor.
The city prosecutor is an attorney in private practice whose services are contracted by the
City. Police reserves are non -paid volunteer positions. The balance of positions are city
employees.
Public Safety Director, Sergeant, officers, and assistant - carry out duties including but
not limited to law enforcement, investigation, initial emergency medical response,
emergency preparedness, and evidence and, record management. The Medina police
department is established by City Code, Chapter 205. The duties of the police chief and
employees are set out in Sec. 205.03.
Community Service Officers — assist with logistical operations, enforce parking, animal
control, and other City ordinances, assist with calls, and participate in community and
public education programs, such as Operation ID, bicycle safety, and Neighborhood
Watch.
Police Reserves - assist police and community service officers with non -emergency calls,
represent the city and provide assistance for department or special details, such as Medina
Celebration Day and the Hamel Rodeo.
Fire: City Code, Chapter 210, authorizes the City Council to contract for fire protection
services with other municipalities (Long Lake and Maple Plain) and volunteer fire
departments (Hamel and Loretto). The Public Safety Director serves as the City's
primary liaison with volunteer fire departments that serve Medina. The City
Administrator administers the contracts.
City Prosecutor - prosecutes misdemeanors and gross misdemeanors on behalf of the City
(Note: the office of the Hennepin County Attorney prosecutes felonies).
H. Public Works
The Public Works Department consists of a Public Works Director, Administrative
Assistant, Foreman, water and sewer operator, field inspector, and several public works
maintenance employees.
The public works department is in charge of all public facilities in Medina, including city
roads, parks, sewers, water distribution networks, stormwater facilities, and city
buildings.
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and Orientation Manual
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H. STRUCTURE & FUNCTION OF PLANNING COMMISSION
A. Structure
1. Officers
The Planning Commission consists of seven members, appointed by the City
Council. No member may serve more than nine consecutive years. The Planning
Commission elects two officers, a chair and vice -chair, each year at the January
Planning Commission meeting. These two positions are elected for a one-year
term.
The chair is the presiding officer at all meetings of the Planning Commission and
consults with the Planning Director and other staff members as necessary between
meetings.
The vice -chair fulfills the duties of the chairperson in the event of an absence and
also assists the chair as needed.
In the event a vacancy occurs in the office of the chair or vice -chair, the Planning
Commission fills the vacancy for the balance of the term at its next regular
meeting.
2. Meetings
Regular meetings of the Planning Commission are held monthly unless there is no
business to conduct. The meeting has historically been held on the second
Tuesday of each month in the City Council chambers at city hall. If the Planning
Commission desires to meet at another time or place, a special meeting notice
must be given.
Information packets with the upcoming meeting agenda and all related paperwork
are delivered to Planning Commission members prior to the Tuesday monthly
meeting, generally on Friday prior to the meeting.
In addition to the Planning Commission members, meetings are usually attended
by a designated liaison of the city council, planning staff, city planning
consultant(s), as well as the public.
Special meetings of the Planning Commission may be called by the chairperson or
three Planning Commission members. A notice for a special meeting must be
given as specified in Minnesota Statutes, 13D.
The order of business at meetings of the Planning Commission generally follows
the published agenda. However, matters may be taken out of order for the
convenience of the Planning Commission, members of the public, or the applicant
upon the consent of a majority of the planning commission. Public hearings
cannot be held prior to the time established for them in any published or mailed
Planning Commission Training
and Orientation Manual
7
notice. With the approval of a majority of the members of the planning
commission, items may be added to the published agenda so long as no public
hearing or prior notice is required.
The Planning Commission keeps a record of its proceedings, including minutes of
its meetings and a record of all votes. These records are available to the public
during regular city hall business hours and on the city's website
https:l/medinanm.gov.
3. Procedures and Policies
Operational Procedures — The Operational Procedures of the Planning
Commission are attached hereto as EXHIBIT C. The Commission generally
conducts business in accordance with Roberts Rules of Order, but with a lower
level of formality.
Quorum/Open Meetings - All meetings of the planning commission, including
study groups and task forces established by it, must be conducted in accordance
with the Minnesota Open Meeting Law, Minnesota Statutes, Chapter 13D.
A majority of appointed members shall constitute a quorum for the transaction of
all business. When there is less than a quorum present, any business transacted is
null and void. Each member of the Planning Commission shall be entitled to one
vote on all matters. All matters require approval by a simple majority of those to
be adopted.
Planning Commissioners should be vigilant to avoid creating a meeting outside of
a meeting called under the Open Meeting Law. Telephone calls and e-mail
threads would create an open meeting concern if the group discusses city
business. A serial meeting may also constitute an open meeting. For example,
commissioner A talks to commissioner B; B talks to commissioner C; and C talks
to A and D. A quorum of the Commission would have been involved with the
discussion and could be a violation.
Conflict of Interest - A Planning Commission member has a conflict of interest if
the matter at hand would directly or indirectly materially affect his or her personal
financial interest. Any member with a conflict of interest shall notify the
chairperson and abstain from the decision -making processes, including voting on
the matter. However, other members of the Planning Commission may request
input from the recused commissioner. The member in conflict must leave the
table and seek to avoid even the appearance of impropriety.
B. Function
The purpose of the Planning Commission is to serve the citizens of Medina by making
recommendations to the City Council on the City's comprehensive plan, zoning
ordinance and requests for rezonings, conditional use permits, variances, subdivisions,
Planning Commission Training
and Orientation Manual
8
site plan reviews. The Planning Commission itself cannot grant or deny requests, which
is the function and responsibility of the City Council. The Planning Commission will do
the research, hold public hearings, gather the pertinent information, and perform due
diligence for each case set before it in order to supply the City Council with a fair and
accurate recommendation for approval or denial, as well as provide case findings.
The Planning Commission uses the city's comprehensive plan as a guide in determining
which requests to recommend for approval and which to recommend for denial. The
comprehensive plan guides the future land use and development of Medina and reflects
the wishes of Medina's residents. The plan takes into account current and projected
population density, traffic patterns and density, public services, land use, sewer
requirements, educational districts, watershed districts and their requirements, and the
Department of Natural Resources and its requirements. The comprehensive plan is
designed to guide the city's land use and growth for the upcoming 20 -year period.
Planning Commission members are expected to become familiar with the city's
comprehensive plan and apply its goals when making a review of any recommendation
regarding request brought before the commission. The Plan is available electronically at:
https:llmedinamn.us/regulations-feeslcomprehensive-plan/ If Commissioners desire a
hardcopy, please let staff know.
Both the Planning Commission (through its recommendations to the City Council) and
the City Council (through its authority to authorize or deny requests) ensure
implementation of the comprehensive plan in accordance with its goals.
Zoning and other regulatory restrictions also govern recommendations made by the
commission. The goals and rights of citizens appearing before the commission are
additional determining factors. An effort is made to review each case on its own merit.
Once complete information is compiled, presented and discussed, the Planning
Commission votes on the matter at hand. This vote, in recommendation form, is
forwarded to the City Council for a final ruling when the matter appears before the
council.
III. RESPONSIBILITIES AND RECOMMENDATIONS FOR PLANNING
COMMISSION MEMBERS
In order for the Planning Commission to function maximally, each member must be committed
to performing all duties in a thorough and professional manner. The following guidelines have
been developed in order to clarify member duties and explain the rationale behind those duties.
Sequencing of tasks also follows the outline below:
A. Reviewing monthly meeting information packet.
Prior to the monthly Planning Commission meeting, each member of the commission is
provided with an information packet containing pertinent information for the upcoming
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meeting. City staff will provide background material and analysis related to applicable
items on the agenda. As appropriate to the matter on the agenda, the Planning
Commission can expect that staff will:
➢ Provide the Planning Commission members with accurate property
locationsiaddresses related to upcoming issues
Si- Identify which ordinance(s) applies to each issue
➢ Conduct site visits
Si- Inform the commission of relevant provisions in the comprehensive plan and
relevant ordinances in the Medina code book.
D. Alert the commission to nonconforming uses and/or noncompliance with all relevant
city requirements, including zoning and wetlands ordinances, and the comprehensive
plan
➢ Identify options and/or applicable stipulations to proposals
➢ Present analysis of variance requests in accordance with the criteria of the ordinance
➢ Generally include a recommendation, but staff may elect to just present the various
facets of the case for the commission to determine a recommendation to the council.
Members should thoroughly review all of the materials, making notes as necessary.
Members are encouraged to also schedule time to review each site detailed in the
information packet.
B. Performing site visits.
Prior to the Planning Commission meeting, each member of the commission is strongly
encouraged to conduct an on -site review of each application. The following guidelines
should be followed:
➢ For safety reasons, visit the site(s) in the day time hours.
D. Drive in and park on the site if possible.
➢ If there is a dwelling, go to the door and introduce yourself as a Planning Commission
member who has come to review the application.
➢ Take the survey (from the information packet) with you as you walk around the site.
➢ If you are asked to leave without reviewing the site, try to get the name of the person
who asked you to leave and their relationship to the applicant. Bring this information
with you to the meeting.
➢ Walk the site. For sites bounded by section lines, it is usually easy to pick out the
location of the property lines based on fence lines, tree or shrub lines, power lines,
retaining walls, or even locating or observing visible property stakes or irons (usually
located in property corners).
➢ To determine where building walls will be in relation to the lot lines, develop a means
to measure distances. You can use heel -to -toe (as one foot) for distances under 15
feet and your gait (three to four feet) to approximate other distances.
➢ It is helpful to walk the perimeter of the site to evaluate what the finished project will
look like from the adjacent landowner's boundary line. Look both ways from the
property line and get a feel for and understanding of what the applicant will be
looking at from inside and outside the boundaries.
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a d j o i n i n g l a n d u s e , s t a t e o f d e v e l o p m e n t o n a d j o i n i n g l a n d , e n v i r o n m e n t a l i m p a c t ,
e t c .
�' I f y o u h a v e q u e s t i o n s o r d i s c o v e r a n u n u s u a l o r u n e x p e c t e d c o n d i t i o n , c o n t a c t s t a f f ,
a n d / o r b r i n g i t u p a t t h e m e e t i n g .
C . C o n d u c t i n g a d d i t i o n a l r e s e a r c h .
B a s e d o n y o u r i n f o r m a t i o n p a c k e t r e a d i n g , s i t e r e v i e w , a n d i n t e r v i e w w i t h a n a p p l i c a n t
( i f a v a i l a b l e ) , d e t e r m i n e i f a d d i t i o n a l r e s e a r c h i s n e e d e d t o a n s w e r a n y o u t s t a n d i n g
q u e s t i o n s o r t o f u r t h e r c l a r i f y a n y r e l a t e d i s s u e s f o r a r e q u e s t . S o m e p o s s i b l e s o u r c e s f o r
g a t h e r i n g a d d i t i o n a l i n f o r m a t i o n i n c l u d e t h e c i t y c o d e b o o k , c i t y s t a f f , o t h e r P l a n n i n g
C o m m i s s i o n m e m b e r s , p a s t m e e t i n g m i n u t e s , a n d t h e v a r i o u s c i t y m a p s . T h e r e i s n o
d o c u m e n t e d p r o c e d u r e f o r c o n d u c t i n g f u r t h e r r e s e a r c h ; y o u m u s t u s e c o m m o n s e n s e a n d
y o u r o w n i n i t i a t i v e t o f i n d t h e a n s w e r s .
I t i s h e l p f u l f o r c o m m i s s i o n m e m b e r s t o s e e k ( a n d h a v e ) t h e a n s w e r s t o t h e i r q u e s t i o n s
b e f o r e t h e m e e t i n g . T h i s a v o i d s w a s t e d t i m e a n d h e l p s e n s u r e t h e c o m m i s s i o n i s m a k i n g
a r e c o m m e n d a t i o n b a s e d o n a c o m p l e t e i n v e s t i g a t i v e r e v i e w o f t h e r e q u e s t . H o w e v e r , i t
i s i m p o r t a n t t h a t m e m b e r s r a i s e a l l s u c h q u e s t i o n s t h a t h a v e a n i n f l u e n c e o n t h e i r d e c i s i o n
d u r i n g t h e m e e t i n g s o t h a t a l l m e m b e r s c a n b e n e f i t f r o m t h e i n f o r m a t i o n .
D . S u b m i t t i n g q u e s t i o n s t o c i t y s t a f f .
I f y o u h a v e q u e s t i o n s f o r a c i t y s t a f f e m p l o y e e , t r y t o n o t i f y t h e m a s s o o n a s p o s s i b l e , s o
t h e y h a v e t i m e t o r e s e a r c h t h e a n s w e r s p r i o r t o t h e c o m m i s s i o n m e e t i n g . I f q u e s t i o n s a r e
h e l d u n t i l t h e m e e t i n g , t h e p r o p o s a l m a y h a v e t o b e t a b l e d a n d v a l u a b l e t i m e c o u l d b e l o s t
n o t o n l y f o r t h e a p p l i c a n t b u t f o r t h e c o m m i s s i o n a n d t h e C i t y C o u n c i l a s w e l l . C i t y s t a f f
m a y b e r e a c h e d b y p h o n e o r e m a i l .
E . P a r t i c i p a t i n g i n m o n t h l y P l a n n i n g C o m m i s s i o n m e e t i n g s .
E a c h m e m b e r o f t h e P l a n n i n g C o m m i s s i o n i s e x p e c t e d t o a t t e n d t h e m o n t h l y m e e t i n g s . I f
a m e m b e r i s u n a b l e t o a t t e n d a m e e t i n g , h e o r s h e m u s t n o t i f y t h e P l a n n i n g C o m m i s s i o n
c h a i r p e r s o n a n d C i t y P l a n n e r . I n a c a s e o f r e c u r r i n g a b s e n c e s , t h e c h a i r w i l l a d d r e s s t h e
i s s u e w i t h t h e m e m b e r a n d i f a p p r o p r i a t e w i t h t h e c i t y c o u n c i l .
F . A c t i n g a s l i a i s o n t o c i t y c o u n c i l .
E a c h P l a n n i n g C o m m i s s i o n m e m b e r i s e x p e c t e d t o t a k e a t u r n b e i n g t h e c o m m i s s i o n
l i a i s o n a t t h e c i t y c o u n c i l ' s m e e t i n g s t o r e p o r t b r i e f l y o n P l a n n i n g C o m m i s s i o n b u s i n e s s .
G . P a r t i c i p a t i n g i n c o n t i n u i n g e d u c a t i o n .
C o n t i n u i n g e d u c a t i o n o p p o r t u n i t i e s a r e a v a i l a b l e f o r P l a n n i n g C o m m i s s i o n m e m b e r s ,
w h i c h m a y b e g o v e r n m e n t - s p o n s o r e d w o r k s h o p s , c i t y s p o n s o r e d e v e n t s , o r p r i v a t e l y
p r o d u c e d e d u c a t i o n a l p r o d u c t s . M e m b e r s a r e e n c o u r a g e d t o p a r t i c i p a t e i n t h e s e
P l a n n i n g C o m m i s s i o n T r a i n i n g
a n d O r i e n t a t i o n M a n u a l
1 1
opportunities and to increase their city planning knowledge. The City budgets funds to
pay for the costs of these trainings.
Although staff will summarize relevant requirements for the convenience of the
Commission, members are encouraged to become familiar with Chapter 8 of the Medina
City Codebook. This chapter covers land and building regulations. It is recommended
that Commissions access this information electronically at
https:Ilmedinamn.us/regulations-feeslcity-code-book/ Sections which are frequently
consulted by the commission include:
➢ Section 820 — Subdivision regulations
➢ Section 825 — Zoning -administration (establishes review procedures for various types
of applications)
O 825.07 — Definitions (begins on page 2 of Section 825)
O 825.35 — Zoning Amendments (begins on page 31)
O 825.39 — Conditional Use Permits (begins on page 33)
o 825.45 — Variances (begins on page 37)
o 825.55 — Site Plan Review (begins on page 41)
Si- Sections 826, 830-843 — Zoning -district provisions
➢ Section 827.01 — Shoreland Overlay District (begins on page 1 of Section 827)
Si- Section 827.25 — Planned Unit Development (begins on page 11 of Section 827)
➢ Section 827.51— Conservation Design District (begins on page 24 of Section 827)
➢ Section 826.98 — Conditional Use Permit Standards for Residential districts (begins
on page 65 of Section 836)
➢ Section 828 — Performance Standards and Enforcement
O 828.09 and 828.09.01 — Solar Equipment and Wind Energy (begins on page 3 of
Section 828)
O 828.31 — Buffer Yard Requirements (begins on page 40)
o 828.33 — Stormwater Management (begins on page 44)
O 828.41 — Tree Preservation and Replacement (begins on page 53)
O 828.43 — Wetlands Conservation (begins on page 62)
O 828.51 — Off-street Parking (begins on page 75)
The following maps may be helpful when reviewing a request or conducting a site
review. They are also useful for understanding the complexity and interrelationships
considered in the comprehensive plan. These maps (and others) can be found in the City
of Medina Comprehensive Plan book.
• Future Land Use Map (Map 5-3)
• Staging Plan (Map 5-4)
• Wetland map (Map 3-2)
• Floodplains map (Map 3-3)
• Watershed District Boundaries map (Map 3-4)
• School District map (Map 3-6)
• Sewer System map
• Water System map
There are further educational resources listed in section V of this manual.
Planning Commission Training
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12
H Compliance with Data Practices Act.
Pursuant to Minnesota Statutes, Chapter 13.01 et seq., the Minnesota Government Data
Practices Act (MGDPA), generally states: "all government data collected created,
received, maintained or disseminated by a government entity shall be public unless
classified by statute, or temporary classification pursuant to section 13.06, or federal
law, as nonpublic or protected nonpublic, or with respect to data on individuals, as
private or confidential."
This Act essentially requires that all public officials (including city staff, City Council,
and appointed Planning Commissioners), if or when requested, must provide or submit
any and all relevant correspondence associated with a specific issue, subject or topic
under current or past consideration by the Planning Commission or city. This
correspondence may include letters, documents, photos, drawings, notes, phone logs,
andlor e -mails that may have been created or in your possession when participating in
meetings or discussions with any resident(s), city or government official(s), news media,
andlor the general public.
Planning Commissioners are expected to treat all information and correspondence related
to the Commission as public information which must be provided upon request.
The City provides email addresses for Planning Commissioners. These addresses will be
on the City's website, and will be the most likely means by which people will contact
Commissioners. Commissioners should avoid using personal email accounts for
Commission business. Commissioners should not delete emails, except junk email or
non -substantive emails such event/training invitations. City staff will have access to
these accounts for the sake of fulfilling Data Requests and discovery.
Failure or refusal by a Planning Commissioner to comply with an official request from
the City Administrator andlor Mayor to produce such documentation or data, may result
in the request to resign your position on the Planning Commission, or the removal of the
individual from the Planning Commission by the City Council.
I. Code of Conduct.
All members of the Planning Commission shall conduct themselves in a professional and
unbiased manner, free of conflict of interest, while serving in the best public interest of
the community. Planning Commissioners may be removed from the Planning
Commission by the City Council without cause for any reason, at any time.
IV. IMPORTANT CONCEPTS
A. City Discretion in Planning and Zoning
Commissioners should carefully consider the City's discretion when making different
types of decisions. This discretion is summarized in the "Pyramid of Discretion" in
League of Minnesota training materials. Generally, in matters before the Planning
Commission, the City will be acting in either a Legislative of Quasi -Judicial manner.
Planning Commission Training
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13
�' L e g i s l a t i v e T h e C i t y h a s h i g h e r d i s c r e t i o n w h e n a c t i n g l e g i s l a t i v e l y , w h i c h i n c l u d e s
s u b j e c t s i n c l u d i n g C o m p r e h e n s i v e P l a n A m e n d m e n t s , Z o n i n g O r d i n a n c e s , a n d
R e z o n i n g r e q u e s t s .
�' Q u a s i - J u d i c i a l T h e C i t y h a s l o w e r d i s c r e t i o n w h e n r e v i e w i n g s p e c i f i c l a n d u s e
r e q u e s t s . T h e c i t y ' s o r d i n a n c e s p r o v i d e a p p r o p r i a t e r e q u i r e m e n t s a n d c r i t e r i a ( t h e
r u l e b o o k ) , a n d t h e C i t y i s g e n e r a l l y r e v i e w i n g t o d e t e r m i n e i f t h e r e q u e s t m e e t s t h e s e
s t a n d a r d s .
A I &
V a r i a n c e s
C o n d i t i o n a l
U s e P e r m i t s
o
S u b d i v i s i o n A p p l i c a t i o n s
z o i o n ��
O r d i n a n c e s
A L C o m p r e h e n s i v e P l a n L k
B . 6 0 - d a y r u l e .
" M i n n e s o t a S t a t u t e s , S e c t i o n 1 5 . 9 9 , k n o w n a s t h e " 6 0 D a y R u l e , " r e q u i r e s a c i t y t o
a p p r o v e o r d e n y a w r i t t e n r e q u e s t r e l a t i n g t o z o n i n g , s e p t i c s y s t e m s o r t h e e x p a n s i o n
o f t h e m e t r o p o l i t a n u r b a n s e r v i c e a r e a ( M U S A ) w i t h i n 6 0 d a y s o r i t i s d e e m e d
a p p r o v e d .
" A c i t y m a y g r a n t i t s e l f a n a d d i t i o n a l 6 0 d a y s ( u p t o a t o t a l o f 1 2 0 d a y s ) i f , b e f o r e t h e
e n d o f t h e i n i t i a l 6 0 d a y p e r i o d , i t n o t i f i e s t h e a p p l i c a n t i n w r i t i n g o f i t s i n t e n t t o t a k e
P l a n n i n g C o m m i s s i o n T r a i n i n g
a n d O r i e n t a t i o n M a n u a l
1 4
additional time to consider the application, the reasons for the extension and the
anticipated length of the extension.
• A city can only go beyond the 120 days if it obtains the approval of the applicant. The
extension beyond 120 days must be made in writing by the applicant.
• The 60 Day Rule has been interpreted to apply to any request affecting the use of land.
However, it does not apply to subdivision and plat approvals because they are subject
to their own time frames pursuant to a different statute. Minnesota Statutes, Section
462.358 requires a subdivision or plat application to be preliminarily approved or
disapproved within 120 days and final approval must be within 60 days of application
for final approval.
• The 60 day time period under the 60 Day Rule does not begin to run if a city notifies
an applicant in writing within 15 business days that the application is incomplete. The
missing information must be something required by law or by previously adopted rule,
ordinance or policy. A city also must state what information is missing in this
notification.
• The 60 Day time period is extended if there are other necessary state or federal
approvals that must be obtained by the applicant. It is extended to 60 days after the
completion of the last process required.
• If the application is denied, there must be a denial motion along with written findings
supporting the denial. The written statement of denial must be adopted at the same
time as the denial or at the next meeting but prior to expiration of the time limit. A
written statement must be provided to the applicant upon adoption.
V. EDUCATIONAL RESOURCES
1. City of Medina at https://medinamn.us
2. Government Training Service at www.mngts.org
3. League of Minnesota Cities at www.lmnc.org
4. Minnesota State Statutes at https:l/www.revisor.mn.gov/statutes!
5. American Planning Association (APA) at www.planning.org
6. Metropolitan Council at www.metrocouncil.org
Planning Commission Training
and Orientation Manual
15
MEDINA
1�. Q1 @rganizatio l eltatt
Administrative Assistant r Assistant City Administrator!
City Clerk - Jodi Gallup
City Administrator
Scott Johnson
Police Sergeant)
JasonNelson
--
L_-
City Engineer —Jim Stremel, WSB
City Attorney - Ron Batty, Kennedy & Graven
City Prosecutor — Steve Tallen, Tallen & Assoc.
Planning Consultant —Nate Sparks, NAC
Building Inspector — Todd Geske, Metro West
Fire Marshal— Todd Geske, Metro West
Assessor— Rolf Erickson, Southwest Assessing
Finance Consultant — Joe Rigdon, KDV
Other Contracted Services
Public Safety Director
Ed Belland J
Admin. Assistant
Anne Klaers
Investigators
Kevin Boecker & Dave Hall
!'Patrol Officers — Chris McGill, Jeremiah Jessen, Keith Converse,
Tom Gregory, Josh McKinley, Andrew Scharf
Community Service Officer
Melissa Robbins
Reserve Officers — Mike Chorley, Todd Larson, John Cowie, Ron
Dahl, Mark Ihrke, Jeff Kordialc,
(Planning Director
Dusty Finke
(Associate Planner>
Deb Peterson
GIS and Planning Intern
Nick Kieser
Admin. Assistant to
Planning & Public Works
Katrina Jones
Seasonal Maintenance Worker
Ryan Larson
Public Works Director
Steve Scherer
Public Works Foremann
Ivan Dingmann
Field Inspector 1
Jack Gleason J
Water & Sewer
Operator
Greg Leuer
Public Works
Maintenance Workers
Derek Reinkin_Q
Joe Ende
Updated 10.01.2018
EXHIBIT -B
Section 825.33. Planning Commission.
Subd. 1. Establishment. A planning commission of seven members is established and
shall constitute the planning agency of the city. Members of the planning cominission
shall be persons who have resided in the city for at least three years immediately
preceding appointment. Members shall be appointed by the city council, shall serve
staggered terms of two years and may be removed by a vote of two-thirds of the full city
council. Terms shall begin January 1. No person shall serve more than nine consecutive
years on the planning commission. Any person who has served nine consecutive years
may be appointed again after an interruption in service of at least one year.
Subd. 2. Powers and Duties. The planning commission shall have such powers and
duties as may be conferred upon it by statute or ordinance. All of the planning
commission's actions shall be advisory to the city council.
Subd. 3. Organization. The planning commission may elect from among its members
such officers as it may deem appropriate. The planning commission may adopt bylaws or
operational procedures for the conduct of its business. The bylaws or operational
procedures may pertain to such matters as the planning commission deems appropriate
but shall not be in conflict with any ordinance or statute.
Subd. 4. Staff Liaison. The zoning administrator or such other person as may be
designated by the city administrator shall serve as staff liaison to the planning
commission. The staff liaison shall prepare reports and information for the planning
commission, and may attend its meetings and participate in hearings and discussions held
by the commission but shall not vote on any item before the planning commission.
Subd. 5. Recommendations. The planning commission shall make recommendations to
the city council on items before it within a reasonable time or such time as is prescribed
by statute or ordinance. Failure by the planning commission to make a recommendation
within the required period shall be deemed to be a denial unless the delay is agreed to by
the applicant. The planning commission may condition its recommendations in order to
effect the intent of the land use controls of the city. The planning commission shall
accompany any recommendation of denial of an application with a statement of its
findings regarding the matter.
Subd. 6. Council Action. The city council may adopt, modify or reject the
recommendations of the planning commission by vote of a simple majority of those
present, unless otherwise required by statute or ordinance.
EXHIBIT - C
CITY OF MEDINA
PLANNING COMMISSION
OPERATIONAL PROCEDURES
ARTICLE I. General
The Medina Planning Commission was established under City code 82533 and
Minnesota annotated Section 462-354 Subdiv 1(2). The Planning Commission shall have
the powers and duties conferred upon it by statute, charter, ordinance or resolution.
ARTICLE II. Purpose
The general purpose of the Planning Commission is for the seven (7) member body to act
in an advisory capacity to the Medina City Council on issues related to the
comprehensive planning of land use and development, platting, rezoning and special use
applications, plan approval, variances and appeals. The Planning Commission shall also
review such additional matters as may be requested by the City Council. All matters
shall be reviewed using applicable statutes, data and criteria relevant to the decisions of
the commission
ARTICLE III. Meetings
Section 1 — Scheduled and Time: Regular meetings of the Planning Comnssion
are open to the public and shall be held on the second Tuesday of each month unless
there is no business to conduct. Meetings convene at 7:00 p.m. and conclude no later
than 10:00 p.m. unless a majority of members vote to continue the meeting. Any items
not covered by the close of the meeting will automatically be continued to the next
Planning Commission meeting. Additional meetings may be called with the approval of
staff and City Council.
Section 2 — Attendance: Each member of the planning commission is expected to
attend the monthly meetings. If a member is unable to attend a meeting, he or she must
notify the Planning Commission Chair and/or the City Planning Director. In a case of
recurring absences, the Chair will address the issue with the member and if appropriate
with the city council.
Section 3 - Absences: A Planning Commission member shall notify the Planning
Director or the Planning Commission Chair if such member is unable to attend a meeting
as soon as practicable.
Section 4 - Notices: All meeting notices shall be filed with the city clerk and
posted in the official newspaper, on the City website at www.ci.medina.mn.us and at City
Hall at least 3 calendar days in advance of the meeting.
Planning Commission Operational (Procedures -2008
1
Section 5 - Compliance with open -meeting laws: The Medina Planning
Commission is appointed by the City Council and shall be subject to the open —meeting
laws. A majority of the members of the Planning Commission can not meet together,
unless the meeting has been officially posted.
Section 6 - Agendas and meetings:
A. Agendas shall be sent to the Commission members at least 4 days
in advance of the meeting.
B. The Commission may consider adding items to the agenda, but
without three calendar days prior posting such items may only be
discussion items.
C. At meetings the Chairperson will ask staff to present the first item
on the agenda, invite the applicant to speak briefly and then open
the public hearing.
Section 7 - Protocol for Public Hearings: The Chairperson shall:
1. require members of the public to state their name and address
before speaking, and encourage speakers to be focused in their
comments, not to repeat what has already been stated and to limit
comments to no more then three minutes, so that everyone who
wishes to speak may do so;
2. control public comment by requiring statements to be addressed to
the Commission, not to other members of the audience; and
3. close the public hearing when all public comments have been
heard.
Section 8 - Minutes: Typewritten approved minutes and recommendations to the
Council shall be recorded and made available to the public on the City's website. The
previous meeting's minutes will be reviewed and corrected at each regular Planning
Commission meeting. A record shall be kept of the Planning Commission proceedings,
including minutes of its meetings and a record of all votes. Such records shall be
available to the public during regular city hall business hours.
ARTICLE IV. Study Groups and Task Forces
Section 1. The City Council may appoint Planning Commission members and
others to serve on study groups or task forces.
Section 2. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
Planning Commission Operational (Procedures -2008
2
ARTICLE V. Procedures
Section 1. A majority of the members shall constitute a quorum to transact
business, but less than a quorum may adjourn a meeting. Each member shall be entitled
to one vote. All matters shall be approved by a simple majority, provided a quorum is
present.
Section 2. A planning commission member shall have a conflict of interest if the
matter at hand would directly or indirectly materially affect his or her personal interest.
Any member with a conflict of interest shall notify the chairperson, leave the table and
abstain from the decision making process.
Section 3. A vacancy shall occur upon resignation of a member. The chairperson
shall notify the City Council and request that the vacancy be filled.
Section 4. A Planning Commission member may be removed by a vote of two-
thirds of the full City Council.
ARTICLE VI. Officers
Officers of the commission shall consist of the chairperson and vice chairperson. The
officers shall be elected for a one year period at the first meeting in January of each year.
If there is no quorum present, the election shall be held at the next regular meeting.
ARTICLE VII. Duties of the Officers
A. The Chairperson shall:
1) Work with the city staff to schedule the work flow of the Planning
Commission;
2) preside at all meetings of the Commission
3) preserve order and decorum and shall decide questions of order
4) consult with Council and staff to call special meetings and state the purpose of
the special meeting
5) request the Council representative to the Planning Commission to give a
report on recent Council actions; and
6) be responsible for identifying and resolving performance issues with Planning
Commission members and with the City Council if appropriate.
B. The Vice -Chair shall:
1) preside at all meetings in the absence of the chair; and
2) draw up an order of Planning Commission member representation to attend
City Council Meetings.
C. If both the chairperson and vice -chair person are absent, commission members
shall designate on of their members to act as chairperson.
Planning Commission Operational (Procedures -2008
3
ARTICLE VIII. Terms of Office
Members of the commission shall be appointed by the Council. The term of office shall
be staggered three (3) year terms, except that any person appointed to fill a vacancy,
occurring prior to the expiration of a full term, shall be appointed for the remainder of
that term. Upon expiration of a term of office, a member shall continue to serve until a
successor is appointed. Planning Commission members may serve up to three (3)
consecutive terms, before rotating off the Commission for one (1) year.
ARTICLE IX. Qualifications of Membership
Planning Commissioners shall be persons who have resided in the City for at least 3 years
immediately preceding appointment. Regard to geographical distribution within the city
and background experience shall be given by the Mayor and City Council when
appointing Commission members.
ARTICLE X. Comprehensive Planning
The Metropolitan Council requires cities within the seven -county metro area to update
their Comprehensive Plan every ten (10) years. The Council will appoint a member of
the Planning Commission to act as the Comprehensive Plan Task Force chairperson, who
will preside over a Council -appointed task force, consisting of Council, Planning and
Park Commission members, citizen representatives, staff and possibly a consultant. This
body will make Comprehensive Plan update recommendations to the Council. Any
Comprehensive Plan amendments that are proposed in intervening years will come before
the Planning Commission. If the Planning Commission perceives a need for amendments
to the Comprehensive Plan, the chair person will present the need to the Council.
ARTICLE XI. Orientation of New Members
To assist new planning commission members in leaming their responsibilities and to
develop their understanding as quickly as possible they will be required to:
1. Attend an orientation session;
2. Read and absorb the City's Comprehensive Plan, become familiar with looking up
ordinance m the City Code book, familiarize themselves with Planning
Commission operational procedures and orientation manual.
ARTICLE XII. Amendments
The Planning Commission Operational Procedures may be reviewed and revised as
necessary.
ARTICLE XIII. Conflict with the City Ordinance
In case of conflict these operational procedures and Section 825.33 of the City Code, the
provisions of the City Code shall govern.
Planning Commission Operational (Procedures -2008
4
1 CITY OF MEDINA
2 PLANNING COMMISSION
3 DRAFT Meeting Minutes
4 Tuesday December 11, 2018
5
6 1. Call to Order: Acting Chairperson Albers called the meeting to order at 7:00 p.m.
7
8 Present: Planning Commissioners Todd Albers, Aaron Amic, Kerby Nester, Robin Reid, and
9 Rashmi Williams.
10
11 Absent: Planning Commissioners Cindy Piper and Janet White.
12
13 Also Present: City Planning Director Dusty Finke, City Council member Lorie Cousineau.
14
15 2. Public Comments on Items not on the Agenda
16
17 No comments made.
18
19 3. Update from City Council Proceedings
20 Cousineau reported that this is her last meeting and stated that it has been an honor to serve
21 on the City Council. She stated that in November the Council conducted the semi-annual
22 business tours. She reported that the Brockton Lane project will begin in the spring in
23 partnership with the City of Plymouth. She stated that the Council approved the 3th Addition
24 of the Deerhill Preserve development, approving the request from the developer to remove
25 one lot in order to create a private park. She reported that the general fund budget and levy
26 were approved at the last City Council meeting. She stated that the Council also approved a
27 conduit bond, explaining that the City was able to charge a fee for providing a bond for a
28 school in Minneapolis. She stated that there would not be any risk to Medina as the host city.
29 She noted that the proceeds from that fee will be used to fund Medina Celebration Day and
30 will also be disbursed into the park maintenance fee. She stated that the Planning
31 Commission does have a few vacant positions and the residency requirement has been
32 reduced from three years to two years. She noted that there are also vacant positions on the
33 Park Commission.
34
35 Albers thanked Cousineau for her service to the City Council for the past four years and for
36 acting as the Council Liaison to the Planning Commission.
37
38 4. Planning Department Report
39 Finke provided an update.
40
41 5. Public Hearing — Ordinance Amending the Official Zoning Map to Rezone
42 Various Properties for Consistency with the 2040 Comprehensive Plan
43 Finke stated that there are 35 proposed rezonings of property in order to bring those
44 properties into consistency with the adopted 2040 Comprehensive Plan. He reviewed the
45 thorough Comprehensive Plan process, which included numerous public input opportunities,
46 that the City undertook over a number of years. He stated that the plan identifies a primary
47 goal of preserving the open space and natural resources of the City, which allowing some
48 opportunities for the City to continue to grow while still maintaining the visions and goals of
49 the City. He stated that through that process the anticipated uses for the next 20 years were
50 reviewed and then a more thorough review was done to plan for infrastructure and amenities,
51 such as parks. He stated that the plan identifies the future land use, identifying areas of the
1
52 City that are anticipated for future commercial or residential development, and at what
53 density. He stated that a staging plan was also identified to plan for future development and
54 residential growth. He stated that the City's plan is required to be in compliance with the
55 regional systems and system statements from the Metropolitan Council. He stated that
56 because the plan has been approved by the Metropolitan Council and has been adopted by
57 Medina, the City now has nine months to update the internal controls of the City to be
58 consistent with the Comprehensive Plan. He stated that staff reviewed the current zoning to
59 identify areas where changes were made in use in the 2040 Comprehensive Plan, and more
60 broadly to identify any issues of inconsistency. He stated that a map and table were provided
61 in the Commission packet detailing the 35 properties identified for rezoning. He provided
62 additional details on the properties proposed for rezoning, broken down by areas of the City,
63 reviewing the current zoning and proposed zoning. He noted that the use, such as residential,
64 commercial, or rural, is determined by the Comprehensive Plan. The zoning implements this
65 designation.
66
67 Reid referenced parcels 15 and 19, which are proposed to be changed from mixed use
68 business to commercial highway and asked for details.
69
70 Finke replied that the mixed used business designation in the old plan allowed for a
71 combination of commercial and high -density residential. The rezoning was proposed because
72 the City guided the property for commercial use in the updated Comp Plan, and residential
73 uses would not be anticipated within a commercial land use.
74
75 Reid asked for the previous zoning of those parcels prior to 2010.
76
77 Finke stated that those parcels were zoned for business development going back to 2000.
78
79 Williams asked the desired action from the Commission tonight.
80
81 Finke explained that staff is looking for a recommendation on the proposed rezonings, using
82 the Comprehensive Plan as a guide.
83
84 Albers asked for additional details on the commercial highway and mixed -use business.
85
86 Finke clarified that one is a zoning district while the other is a land use.
87
88 Nester asked if the zoning could be changed to commercial neighborhood and still remain
89 consistent with the Comprehensive Plan.
90
91 Finke stated that is the less intensive district and could be an option.
92
93 Albers opened the public hearing at 7:41 p.m.
94
95 Finke noted that staff received comments electronically which were provided to the
96 Commission and will be entered as a part of the record.
97
98 Amic stated that they are on the Planning Commission because they love the City, just like
99 everyone else, and are serving as volunteers to do the best they can for the future of the City.
100
101 Jennifer Palm, 1432 County Road 29, stated that she would like to request additional
102 discussion regarding the zoning on their property. She stated that they have been attempting
103 to develop on this property for 2.5 years for a senior care facility and not Elim Care is
104 developing across the street as they were able to gain approval from Maple Plain. She stated
2
105 that in order to build the number of units specified for their parcel, with the required parking,
106 they would need five stories. She stated that due to the market changes, developing 24 units
107 on two acres would be extremely difficult. She stated that she has correspondence from the
108 City and Metropolitan Council which suggested seven to 12 units per acre, which she
109 believed would be more developable.
110
111 Larry Palm stated that they also own 1400 Baker Park Road and developed the retail center.
112 He stated that they paid for the utilities to be brought to the property which will then be used
113 for the property at 1472 Baker Park Road. He stated that he and that that property owner
114 came forward within the last year or two with development proposals. He stated that he
115 spends the money bringing the utilities services to an area that City is not approving for
116 development and is not designating appropriate zoning which would allow for development.
117 He stated that he continues to pay taxes on property that cannot be developed.
118
119 Mrs. Palm noted that they own additional properties in Medina that they pay taxes on and
120 maintain.
121
122 Reid stated that perhaps it would make sense to review the proposed zoning for those parcels.
123
124 Finke stated that the density requirements were identified in the Comprehensive Plan and the
125 proposed zoning mirrors that density. He stated that if the question is density, that would be a
126 question of the Comprehensive Plan and not the zoning. He stated that the City can look at
127 amending the Comprehensive Plan, perhaps to eight units per acre. He noted that on a two -
128 acre site, that would not have a large impact on the City's density requirements, however,
129 changing the density for all high density sites would likely cause problems. He stated that
130 perhaps the City could curve out a lower high -density range.
131
132 Amic asked the perfect use for the land owned by the Palms, as the memory care unit is no
133 longer an option.
134
135 Mr. Palm replied that it would depend upon what the market will allow. He stated that he has
136 previous attempted retaillcommercial and townhomes and there was not interest. He stated
137 that to place a 12 unit per acre minimum on a two -acre parcel does not mechanically work.
138 He stated that a comment was made in the past that their parcel would be tied to the
139 neighboring parcel to allow a larger project. He stated that if a developer has to go through
140 an additional step of rezoning, the developer moves on.
141
142 Mrs. Palm stated that happened on this site as they had previous brought forward a request for
143 a memory care facility on this site which the Council did not approve because of the process
144 of updating the Comprehensive Plan, and Elim Care went right across the street and built in
145 Maple Plain.
146
147 Greg Hoglund, 19220 Hackamore Road, asked for clarification on the process. He stated that
148 he has been a part of many of the Comprehensive Plan discussions and asked the purpose of
149 the meeting tonight.
150
151 Finke stated that the Metropolitan Council and City Council have approved and adopted the
152 plan and now staff is going through the process of identifying inconsistencies between the
153 existing zoning and the adopted Comprehensive Plan to bring those properties into
154 compliance prior to the nine -month deadline specified by the Metropolitan Council. He
155 stated that there were land use changes under the Comprehensive Plan and the zoning needs
156 to be updated.
157
3
158 Mr. Hoglund asked if some or all of the 35 could be approved or eliminated from this request.
159
160 Finke stated that while some properties could be eliminated from the discussion tonight, there
161 would still need to be a different rezoning considered and applied prior to the nine -month
162 deadline.
163
164 Mr. Hoglund asked if additional property could be rezoned that is not included on the list.
165
166 Finke confirmed that additional properties that are identified as inconsistent with the
167 Comprehensive Plan could be added and rezoned. He stated that a property owner can
168 always request a rezoning of their property at any time.
169
170 Mr. Hoglund stated that he owns land on Brockton Lane which abuts the City of Plymouth
171 and would think the nature of progress would allow for that land to continue to develop in a
172 similar way to the property in Plymouth. He stated that his property is not even included for
173 development in the 2040 Comprehensive Plan.
174
175 Finke stated that the Comprehensive Plan is reviewed, and updates are made every ten years.
176
177 Albers stated that he was part of the Comprehensive Plan Steering Committee and the
178 comment was made that residents wanted to ensure that residential development is shared
179 across the community rather than focusing that development in one area. He stated that the
180 property referenced by Mr. Hoglund is not included in the MUSA, even though there are
181 municipal utilities in Plymouth. He explained that the City planned for the minimum number
182 of units required by the Metropolitan Council system statements.
183
184 Mr. Hoglund asked if a developer wished to develop the parcel, the development would then
185 require five -acre+ homes sites, rather than a denser suburban style development. He asked
186 that someone look at that parcel again as it would logically develop in a similar manner to the
187 property in Plymouth. He noted that the utilities are available on the neighboring parcel and
188 is astounded that development is not planned for the next 20 years.
189
190 Finke confirmed that the property could be developed with rural lots.
191
192 James Peterson, 812 Meander Road, stated that he has lived happily in Medina for 33 years.
193 He stated that the plan as proposed would change the zoning of his property to make his
194 property unsaleable. He stated that his health is not in the best condition and he is worried
195 about the prospect of his home if his wife is left alone as she would be stuck. He stated that if
196 the property remains as currently zoned, the property could always be developed in some area
197 and his property could be developed. He believed that the proposed rezoning would take
198 away the value of his property. He stated that over the years his property has been chipped
199 into by roadway, his neighbors across the road have been taken away and he would like the
200 City to stop and just leave his property as it is.
201
202 Susan Nordstrom, 4200 Foxberry Court, stated that she is adjacent to parcel 15, which abuts
203 Mr. Peterson's property. She stated that she received the notification because of the
204 proximity to their property. She stated that went she went to the City website to find more
205 information, six months of meeting notes were missing, that have since been posted. She
206 stated that she attempted to learn the difference between mixed use and commercial highway.
207 She stated that the takeaway for her would be that mixed use would have a maximum height
208 of two stories while commercial highway would have 3.5 units. She stated that she also
209 believed that commercial highway property was all adjacent to Highway 55, whereas this
210 parcel is not along Highway 55. She stated that she never thought she would have
4
211 commercial property right behind her home. She stated that she works from home and all her
212 windows face parcel 15. She asked where the traffic from a commercial development would
213 go in that area. She stated that she has met a lot of great neighbors through this process and
214 appreciated the ability for the public to provide input tonight. She asked the Commission to
215 think about what they would want in their own backyards.
216
217 Tom Rocco, 4235 Foxberry Court„ stated that he moved to his property in May of 2018 and
218 was pretty stunned to receive a letter that commercial highway development would be going
219 in behind his home. He stated that he began to do research and all of the other commercial
220 highway property is located on Highway 55. He stated that this parcel proposed for
221 commercial highway is in the middle of residential properties and was unsure why
222 commercial highway zoning would be appropriate for that property. He stated that he
223 reached out to land development experts who stated that this was an example of extremely
224 poor land management. He stated that he was disappointed that while he only had ten days to
225 prepare for this meeting, he went to the Planning Commission website and was not able to
226 find minutes from any time after he moved to Medina in May. He recognized that Finke was
227 able to post those minutes once alerted to the issue. He asked if the Planning Commission
228 would want commercial development behind their homes.
229
230 Bill Ciora, 915 Sunset Court, stated that his property is north of the Peterson property and his
231 property extends into the wetlands. He stated that he moved to his property in 1997 and was
232 involved in the development of the 2000 Comprehensive Plan, attending every meeting as a
233 resident to provide input. He stated that at that time the desire was to keep the area rural and
234 low density but noted that over time changes were made. He stated that a few years ago the
235 City Council was pushing for townhomes on Clydesdale, and even with objections from
236 residents, the City Council allowed that development to go in. He stated that now the City
237 wants to take property surrounded by residential properties and push in a gas station or
238 similar commercial development. He noted that the site is also surrounded by wetland and
239 asked the amount of buildable area that would be available on that property. He stated that
240 filling in wetlands to allow commercial development would ruin the character of the area. He
241 stated that every public hearing he has attended has been a public hearing where it has been
242 said that things have already been done. He was unsure the point of a public hearing at that
243 point. He stated that some of these changes will devalue properties, using the example of the
244 Peterson property. He asked the Commission to rethink this plan.
245
246 Eric Dahmer, 4470 Shorewood Trail, stated that he sits on the HOA Board for Foxberry
247 Farms and noted that he is speaking tonight on his own behalf. He stated that he is hearing
248 concern with the proposed zoning of commercial highway for lots 13 and 15. He stated that
249 within his neighborhood is 138 homes, representing up to 800 residents. He stated that if you
250 add the other two neighborhoods that would be about one fifth of the population of the City
251 of Medina. He stated that the people are concerned because of the nature, feel and density of
252 the proposed zoning compared to the zoning that surrounds the properties. He stated that the
253 commercial development that exists is similar to a home office that has minimal traffic during
254 the daytime. He stated that the concem is with the activity that is allowed within the
255 commercial highway zoning district, such as a gas station or fast food restaurant. He stated
256 that there are lower intensity zoning districts that would ease the minds of some residents. He
257 stated that he would feel a little better with the neighborhood commercial zoning, as that will
258 keep the intensity of the parcel to a much more manageable level.
259
260 Craig Theis, 900 Fox Path Court, stated that his family moved to Medina four years ago to a
261 family friendly neighborhood. He stated that they bike around the neighborhood and the
262 thought of a 3.5 story building on that property seems totally out of place. He stated that he
263 also sits on the HOA Board for Foxberry Farms and there is a lot of concern from the
5
264 residents in that neighborhood. He asked the Commission to think of a different zoning for
265 that parcel. He stated that commercial highway zoning off the highway does not make sense.
266
267 Kristin Toste, 4650 Foxberry Drive, stated that 20 years ago she and her husband built a
268 home in an open area. She stated that seven years ago her child was involved in an accident
269 at Hackamore and she campaigned to get the stoplight put in. She referenced the high
270 number of accidents at that intersection. She stated that her concem is CR 116 and the
271 additional traffic that a commercial highway development would bring to the area. She
272 believed that the traffic counts are already maxed out and the City does not have any control
273 because it is a County road. She believed that the plan should be amended to move that
274 commercial highway parcel because 116 cannot handle that additional traffic.
275
276 David Wain, 4442 Bluebell Trail S, referenced parcel 20 and asked for details on the purple
277 area below that parcel.
278
279 Finke clarified that parcel 20 was subject to a subdivision a few months prior and there has
280 been preliminary approval to divide the property as shown. He stated that the business park
281 designation is a lower intensity designation and therefore would apply to the north parcel. He
282 reviewed the permitted uses within the business park designation.
283
284 Joe Cavanaugh stated that his family has been farming the land for over 60 years and owns
285 parcel 29, which is a big investment on their part. He stated that when they purchased the
286 property it was zoned for development in 2025. He acknowledged that development has been
287 pushed out. He stated that if the property remained as rural commercial holding it would
288 allow for something in the mean time before the property could be developed with utilities,
289 rather than changing the property to rural residential. He requested to keep the property as
290 rural commercial holding which would allow, they to do something in the interim.
291
292 Mary Beth Demott, 3075 Wild Flower Trail, stated that her concern is with the properties
293 within the eastern portion of the City. She stated that her concern is with the congestion in
294 that part of Medina. She stated that Plymouth has also developed a large number of homes
295 on that border and asked that those properties not be rezoned to rural residential. She stated
296 that perhaps those properties to moved across Medina Road along Holy Name Road. She
297 asked that the property be left as farmland.
298
299 Albers closed the public hearing at 8:29 p.m.
300
301 Albers reviewed the options for the Planning Commission, noting that a recommendation
302 could be made to the City Council or the Commission could ask staff to review the comments
303 made tonight to determine if there are changes that should be made.
304
305 Williams asked how the overall planning would be impacted if some parcels are removed
306 tonight.
307
308 Finke explained that the City has until May to determine the official zoning controls that
309 bring the properties into compliance with the Comprehensive Plan and therefore action does
310 not have to occur tonight. He stated that there are properties in the City that are already
311 zoned within these specific zoning districts and therefore adjusting the zoning districts
312 themselves would have ramifications on those other properties. He stated that the
313 Comprehensive Plan is adopted and if a change is proposed to that plan, an amendment
314 would need to be made to the plan. He stated that the Metropolitan Council would review the
315 amendment based on their system statement and mandates for the City. He stated that there
316 could be implications depending upon the changes that are made.
6
317
318 Nester stated that she would like to have more discussion related to the commercial highway
319 parcels and the parcel requiring 24 units on two acres providing the parcel numbers 15, 19,
320 32, and 34.
321
322 Reid agreed with the comments made by Nester. She referenced parcels 15 and 19 which has
323 an office building across the street. She asked the zoning of that parcel.
324
325 Finke replied that parcel was developed under a PUD with business park as the underlying
326 designation.
327
328 Reid stated that perhaps parcels 15 and 19 are zoned to business park which would have a
329 lower intensity use.
330
331 Finke stated that business and commercial are separate designations within the
332 Comprehensive Plan, with different objectives for each. He reviewed the types of uses that
333 would be allowed under a business use compared to commercial use.
334
335 Reid asked if there has been communication with the owners of parcel.
336
337 Finke stated that the property owner called with questions but not with interest in
338 construction.
339
340 Reid stated that business park seems like it may be a better fit because of the adjacent uses
341 and asked if an amendment would be needed to the Comprehensive Plan.
342
343 Finke agreed that an amendment would be needed but noted that would be straightfonvard
344 and would not impact the system statements and projections of the City. He stated that
345 business would allow warehouse and industrial. He stated that another option would be
346 neighborhood commercial which would lower the intensity of the use.
347
348 Reid stated that she is also concerned with the properties on Baker Park Road as there needs
349 to be practical guidance as to what can be done on the property. She believed that the City
350 owes the property owners some discussion of what could be done and what would need to
351 change.
352
353 Amic stated that the discussion tonight has focused on parcels 15, 19, 32, 34, and 29 and the
354 parcels off Medina Road. He stated that the parcels on Medina Road were previously
355 discussed and believed that removing that would have major implications. He stated that
356 there were stipulations on buffers and development requirements and therefore he feels
357 confident with the parcels on Medina Road remaining as designated. He referenced parcel 29
358 and was unsure if there are implications that would result from the request.
359
360 Finke replied that he did not think there would be implications to the overall Comprehensive
361 Plan if the City considered commercial uses in the Future Development Area as requested by
362 the property owner of parcel 29. He stated that the future development area does not
363 designate a use and those properties have continued to remain as rural until the MUSA
364 extends to that area. He stated that there have not been a lot of businesses on septic and
365 wells. He stated that if the Commission or Council are interested in looking at properties in
366 the long-range plan to open certain properties up for business, he did not believe it would not
367 be inconsistent with the future development area. He commented that the individual property
368 should be reviewed to ensure that the property would be able to support commercial traffic.
7
369 He stated that there have been failures for businesses that have used septic and well in the
370 past.
371
372 Amic echoed the comments that he wants to understand if the City is giving a property owner
373 math they cannot work with. He stated that he would ask to pull property 29 for further
374 review. He stated that parcels 15 and 19 are difficult because of how they are currently
375 zoned. He asked what would happen if the parcels were left as designated as mixed use.
376
377 Finke stated that the current mixed -use district would not match the commercial designation
378 and therefore one of those would need to change. He stated that when the property was
379 designated as mixed use back in 2010, there were surrounding properties also designated
380 mixed use. Collectively, these parcels could be viewed as having provided a mix of uses.
381 The other parcels all developed with residential uses. The remaining parcels may prove
382 difficult to plan a mix of uses on one acre. He stated that an existing lot can continue to be
383 used as such, the zoning only impacts the redevelopment should the property owner be
384 interested in selling for the purpose of redevelopment rather than the continued use.
385
386 Amic stated that he would support the comment that perhaps an office park would be more
387 appropriate for those parcels.
388
389 Albers stated that the comments have all stated that they would like the property to remain as
390 currently zoned. He stated that under the current zoning, there would be a commercial use on
391 the property because of the residential property that was already developed on the broader
392 portion of the overall mixed -use site.
393
394 Williams asked if there are things that can be done with approvals that would specify
395 buffering and lighting requirements to minimize the impacts on the adjacent residential
396 properties.
397
398 Finke stated that he believes the City does a good job of enacting such requirements. He
399 stated that there are different requirements in the different zoning districts, providing
400 examples from neighborhood commercial.
401
402 Williams agreed with the comments that have been made regarding 29, 32, and 34. She
403 stated that in regard to parcels 15 and 19, she understands the concerns with traffic in that
404 area. She asked if there is a way to work with the HOA to limit what could be built on that
405 property or to allow additional input from the HOA.
406
407 Finke agreed that is part of the reason the Commission holds a public hearing. He stated that
408 staff can continue to have conversations with individuals, but the zoning would have the tools
409 to limit what could be constructed.
410
411 Williams stated that she would be leaning more towards neighborhood commercial, as that
412 would seem less intensive and match the comments that were made by a resident regarding
413 the hours of operation and low traffic.
414
415 Finke stated that if the parcels are not to be planned for commercial development, one would
416 need to decide what use the parcel would be planned for. If residential, what density would
417 be developed, recognizing it is at the intersection of an arterial and collector roadway,
418 adjacent to office uses.
419
420 Nester stated that it seems that the parcel is a continuation of the business across the road
421 because of the separation of the wetland between the residential and the busy road.
8
422
423 Amic agreed that a continuation of a low intensity commercial use would be appropriate.
424
425 Finke stated that the commercial neighborhood district is not applied to any other properties
426 in the City, and therefore making changes to the zoning district would not have impacts on
427 any other properties in the City, therefore additional restrictions could be made to that zoning
428 district if desired. He stated that there may be additional opportunities to use commercial
429 neighborhood in the future.
430
431 Albers thanked everyone for attending the meeting and providing input tonight. He stated
432 that the job of the Commission is to make a recommendation for the City Council to consider.
433 He stated that he is leaning towards approving the amendment removing parcels 15, 19, 32
434 and 29 to have further discussion at a future meeting.
435
436 Nester asked if commercial neighborhood could be recommended for 15 and 19 as that
437 zoning district could be tweaked in the future.
438
439 Reid stated that she does not feel that she knows enough at this time to make that
440 recommendation and therefore would support removing the parcels mentioned for further
441 discussion.
442
443 Albers noted that another option would be to table the amendment entirely to continue the
444 discussion while the other option would be to recommend adoption of the amendment except
445 for the parcels mentioned (15, 19, 29, 32, and 34). He stated that he would prefer
446 recommending the parcels as proposed, holding back parcels 15, 19, 29, 32, and 34.
447
448 Finke stated that if the City is going to review 32 and 34, those are similar to two other
449 properties that are proposed to be similarly zoned, noting parcels 6, 8, 9, and 10. He stated
450 that while those property owners did not make comment, it would be a similar issue and
451 logic.
452
453 Amic asked if the request from the property owner of parcel 29 could be approved without
454 implications.
455
456 Albers stated that could probably be done for the entire strip.
457
458 There was a comment from a resident that stated that he is happy with the designation of rural
459 residential for the properties near him, parcels 27 and 28. He stated that he does not oppose
460 the change for parcel 29.
461
462 Finke stated that because there are similar circumstances, he would advocate looking at all
463 the parcels and not just the property owners that spoke. He stated that the Commission can
464 continue discussion on the entire ordinance, with the discussion focused on the input received
465 tonight, as there is not a rushed need for a decision. He stated that it seemed that the Planning
466 Commission is open to a neighborhood commercial zoning for parcels 15 and 19. He stated
467 that it might be helpful if the public is interested in providing input on a possible designation
468 of neighborhood commercial.
469
470 There was a comment that Mr. Peterson could sell him home and the property could remain
471 as a home. He was unsure if a buyer would be able to purchase the property and remain in
472 the home. He asked what could be built on that pad without the properties developing in
473 conjunction, noting that it would need to be a small business as the buildable area of the site
474 is limited.
9
475
476 Antic agreed that whatever commercial use would need to be a smaller less intensive use.
477
478 Finke stated that there are interim uses allowed for uses that exist prior to the change in
479 zoning. He stated that the home could remain and continue as the use, regardless of the
480 zoning. He stated that protections are built in for transitional zoning changes, he stated that
481 the home would be a permitted use and would not become nonconforming.
482
483 The resident asked if Mr. Peterson sold his home, could the buyer then remodel and change
484 the home.
485
486 Finke confirmed that those protections are built into the transitional zoning district.
487
488 Another resident commented that parcel 19 is owned by an LLC and is unsure of the
489 buildable space on parcel 19. He stated that normally someone would fill the wetland, but it
490 has been stated that cannot be done and perhaps the LLC is waiting for Mr. Peterson to sell
491 his property in order to construct a project in conjunction.
492
493 Finke agreed that it would be a reasonable assumption that the properties would be developed
494 together.
495
496 The resident stated that while people have made comments that the property could be
497 developed as a gas station or fast food restaurant, that is unlikely because of the site layout
498 and buildable area.
499
500 It was asked and confirmed that the City would not allow an access to that property from CR
501 116, the access would need to be provided from Meander.
502
503 A comment was made that commercial highway would not make sense as Medina's
504 definition of commercial highway is property along Highway 55.
505
506 Williams stated that it would be helpful to know the amount of buildable land to determine
507 what could potentially be built on the commercial properly.
508
509 Motion by Amic, seconded by Williams, to table the ordinance amending the official zoning
510 map to rezone various properties for consistency with the 2040 Comprehensive Plan,
511 requesting additional information on the parcels discussed in detail 15, 19, 29, 32, 34 and
512 other similar properties. Motion carries unanimously. (Absent: Piper and White)
513
514
515 6. Approval of the October 9, 2018 Draft Planning Commission Meeting Minutes.
516 Motion by Reid, seconded by Williams, to approve the October 9, 2018, Planning
517 Commission minutes as presented. Motion carries unanimously. (Absent: Piper and White)
518
519
520 7. Council Meeting Schedule
521 Finke advised that the Council will be meeting the following Tuesday and Albers volunteered
522 to attend in representation of the Commission.
523
524
525 8. Adiourn
526 Motion by Williams, seconded by Antic, to adjourn the meeting at 9:17 p.m. Motion
527 carried unanimously.
10
CITY OF MEDINA
PLANNING COMMISSION
OPERATIONAL PROCEDURES
ARTICLE I. General
The Medina Planning Commission was established under City code section 825.33 and
Minnesota Statutes Section 462.354 Subdivision 1(1). The Planning Commission shall
have the powers and duties conferred upon it by statute or ordinance.
ARTICLE II. Purpose
The general purpose of the Planning Commission is for the seven (7) member body to act
in an advisory capacity to the Medina City Council on issues related to the
comprehensive planning of land use and development, subdivisions and platting,
rezoning and conditional use applications, plan approval, variances and other land use
applications. The Planning Commission shall also review such additional matters as may
be requested by the City Council. All matters shall be reviewed using applicable statutes,
ordinances, data and criteria relevant to the decisions of the commission.
ARTICLE III. Meetings
Section 1— Regular Meetings: All meetings of the Planning Commission are
open to the public. The dates and times of regular meetings are scheduled by the City
Council in the City's annual meeting calendar. Meetings have historically been held on
the second Tuesday of each month unless there is no business to conduct. Regular
meetings are occasionally scheduled on a different night as a result of elections, holidays,
or similar conflicts. Meetings convene at 7:00 p.m.
Section 2 — Special Meetings: Special meetings of the Planning Commission
may be called by the Chair or three Planning Commission members. Only matters
included on the posted agenda shall be considered at a special meeting, and additional
items shall not be added at the special meeting.
Section 3 — Attendance and Absences
Each member of the Planning Commission is expected to attend the monthly meetings. If
a member is unable to attend a meeting, he or she must notify the Planning Commission
Chair and/or the City Planning Director as soon as practicable. In a case of recurring
absences, the Chair will address the issue with the member and if appropriate with the
city council.
Section 4 - Notices: All meeting notices shall be filed with the City Clerk, and
posted on the City website and at City Hall at least three calendar days in advance of the
meeting.
Planning Commission Operalional Procedures -amended *WPM
1
Section 5 - Compliance with open -meeting laws: The Medina Planning
Commission is appointed by the City Council and the Commission shall be subject to the
Minnesota Open Meeting Law, Minnesota Statute Chapter 13D. A majority of the
members of the Planning Commission shall not meet together or otherwise discuss city
business, except at duly called and posted meetings.
Section 6 - Agendas and meetings:
A. Agendas shall be sent to the Commission members at least three
days in advance of the meeting.
B. The Commission may consider adding items to a regular meeting
agenda, but without three calendar days prior posting such items
may only be discussion items.
C. At meetings, each item on the agenda will generally be presented
as follows:
1. Staff will present the item.
2. The applicant will be invited to speak briefly.
3. The public hearing will be held.
4. The Planning Commission will discuss and make appropriate
recommendation(s).
Section 7 - Protocol for Public Hearings: The Chair shall:
A. Request members of the public to state their name and address
before speaking, and encourage speakers to be focused in their
comments, not to repeat what has already been stated and to limit
comments to no more then three minutes, so that everyone who
wishes to speak may do so;
B. Preserve decorum by requiring statements to be addressed to the
Commission, not to other members of the audience; and
C. Close the public hearing when all public comments have been
heard.
Section 8 - Minutes: The previous meeting's minutes will be reviewed and
corrected at each regular Planning Commission meeting. A record shall be kept of the
Planning Commission proceedings, including minutes of its meetings and a record of all
votes. Such records shall be available to the public during regular city hall business
hours and shall be made available on the City's website.
Section 9 — Rules of Order. The proceedings of the meetings shall be conducted
in accordance with the parliamentary rules contained in Roberts Rules of Order, unless
otherwise provided by statute, ordinance, or these procedures.
ARTICLE IV. Study Groups and Task Forces
Section 1. The City Council may appoint Planning Commission members and
others to serve on study groups or task forces.
Planning Commission Operalional Procedures -amended *WPM
2
Section 2. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
ARTICLE V. Procedures
Section 1. A majority of the members shall constitute a quorum to transact
business, but less than a quorum may adjourn a meeting. Each member shall be entitled
to one vote.
Section 2. A Planning Commission member has a conflict of interest if the matter
at hand would directly or indirectly materially affect his or her personal interest. Any
member with a conflict of interest shall notify the Chairperson, identify the conflict
publicly, leave the table, and abstain from participating as a member of the Commission
on the matter.
ARTICLE VI. Officers
A. Officers of the Commission shall consist of the Chair and Vice Chair. The
officers shall be elected for a one-year period at the first meeting in January of
each year. If there is no quorum present, the election shall be held at the next
regular meeting. The term for officers shall be until new officers are elected
during the election the following year.
B. Duties of the Chair:
1) Work with the city staff to schedule the work flow of the Planning
Commission;
2) Preside at all meetings of the Commission;
3) Preserve order and decorum and decide questions of order;
4) Consult staff to call special meetings and state the purpose of the special
meeting;
5) Request the Council representative to the Planning Commission to give a
report on recent Council actions; and
6) Be responsible for identifying and resolving performance issues with Planning
Commission members, including consulting with the City Council if
appropriate.
C. The Vice -Chair shall preside at all meetings in the absence of the chair.
D. If both the Chair and Vice -Chair are absent, Commission members shall designate
one of their members to act as chairperson.
Planning Commission Operational Procedures -amended *WPM
3
ARTICLE VII. Orientation of New Members
To assist new Planning Commission members in learning their responsibilities and to
develop their understanding as quickly as possible they will be required to:
1. Attend an orientation session;
2. Read and absorb the City's Comprehensive Plan, become familiar with looking up
ordinance in the City Code book, familiarize themselves with Planning
Commission operational procedures and orientation manual.
ARTICLE VIII. Amendments
The Planning Commission Operational Procedures may be reviewed and revised as
necessary by a two-thirds vote of the full Planning Commission.
ARTICLE IX. Conflict with the City Ordinance
In case of conflict these operational procedures, City Code, or state law, the provisions of
state law and the City Code shall govern.
Planning Commission Operational Procedures -amended *WPM
4
CITY OF MEDINA
PLANNING COMMISSION
OPERATIONAL PROCEDURES
ARTICLE I. General
The Medina Planning Commission was established under City code section 825.33 and
Minnesota annotated Statutes Section 462,354 SubdivisonSubdivision 1 lb. The
Planning Commission shall have the powers and duties conferred upon it by statute.3
charter, or ordinance resolution.
ARTICLE II. Purpose
The general purpose of the Planning Commission is for the seven (7) member body to act
in an advisory capacity to the Medina City Council on issues related to the
comprehensive planning of land use and development, subdivisions and platting,
rezoning and special conditional use applications, plan approval, variances and
appealsother land use applications. The Planning Commission shall also review such
additional matters as may be requested by the City Council. All matters shall be
reviewed using applicable statutes, ordinances data and criteria relevant to the decisions
of the commission.
ARTICLE M. Meetings
Section 1— Regular Meetings: Regular All meetings of the
Planning Commission are open to the public. -and-shall-beThe dates and times of regular
meetings are scheduled by the City Council in the City's annual meeting calendar.
Meetings have historically been held on the second Tuesday of each month unless there is
no business to conduct. Regular meetings are occasionally scheduled on a different night
as a result of elections, holidays, or similar conflicts, Meetings convene at 7:00 p.m. land
conclude no later than 10:00 p.m. unle.,s a majority of members vote to continue the
continued to the next Planning Commission meeting. l"delinen ---y be called
with the approval of staff and City Council.{
Section 2 — Special Meetings: Special meetings of the Planning Commission
may be called by the Chair or three Planning Commission members. Only matters
included on the posted agenda shall be considered at a special meeting, and additional
items shall not be added at the special meeting.
Section 3 —Attendance and Abseil cell
Each member of the Pplanning eCommission is expected to attend the monthly meetings.
If a member is unable to attend a meeting, he or she must notify the Planning
Commission Chair and/or the City Planning Director as soon as practicable. In a case of
Planning Corn mission Operational Procedures-2DB&amandad idtlkk/5
Commented [DF1]: This appears to he a mistake in the
procedures_ Statute provides that the Councilmay create a
planning agency- in the following forms_
(1)A planning commission, or
(2)A planning department with a commission advisory- to it
City Code section 82533 states thatthe Commission serves
as the planning agency_
Commented [DF2]: This has almost never happened over
the past 14 years... Staff recommends removing this
limitation, it may cause problems Lithe meeting is mm ing
up towards 10 p.m. and the Commission wants to finish it
up.
Commented [DF3]: Consent of Council or staff should not
be required
Commented [DF4]: Neither Statute nor City Code
describe requirement for calling special meeting_ For a City
Council, two members can call a special meeting on a 5 -
member Council (like Medina} For cities with a 7 -member
Council, 0 takes three members to call a special meeting.
recurring absences, the Chair will address the issue with the member and if appropriate
with the city council.
Director or the Planning Commi.,.,ion Chair if such member i., unable to attend a meeting
as .,00n a., practicable.
Section 4 - Notices: All meeting notices shall be filed with the Ceity eClerk, and
'posted in the official newspapel1 on the City website at ayss v.https://
ci.medina.mn.usmedinamn.us raw and at City Hall at least 3 -three calendar days in
advance of the meeting.
Section 5 -'Compliance with open -meeting laws: The Medina Planning
Commission is appointed by the City Council and the Commission shall be subject to the
Minnesota eOOpen _rnMeeting Llaws Minnesota Statutes Chapter 13D. A majority of
the members of the Planning Commission can -shall not meet together or otherwise
discuss city business, except at duly called and posted unle^s the meetings -has-been
o eiallypested.
Section 6 - Agendas and meetings:
A. Agendas shall be sent to the Commission members at least 4 -three
days in advance of the meeting.
B. The Commission may consider adding items to the -a regular
meeting agenda,'but without three calendar days prior posting such
items may only be discussion items.
C. At meetings each item on the agenda will generally be presented
as follows:
1. the Chairperson will ask .,Staff tewill present the first item, -on
the -agenda,
2. invite tThe applicant will be invited to speak briefly_
-and-3. then-open-tThe public hearing will be held.
4. The Planning Commission will discuss and make appropriate
recommendation(s).
Section 7 - Protocol for Public Hearings: The Chairperson shall:
A. require Request members of the public to state their name and
address before speaking, and encourage speakers to be focused in
their comments, not to repeat what has already been stated and to
limit comments to no more then three minutes, so that everyone
who wishes to speak may do so;
B. control public commentPreserve decorum by requiring statements
to be addressed to the Commission, not to other members of the
audience; and
C_Celose the public hearing when all public comments have been
heard.
Planning Commission Operational Procedures-2DB&amandad idtlkkHd#t#
(Commented [DF5]: Repeated info
Commented [DFG]: Meeting notices are not required in
the paper (although public hearing notices are)
Field Code Changed
Commented [DF7]: It is not necessary to include this in
the procedures___ the law would apply regardless_ It is
probably worthwhile to include as a reminder
fCommented [DF8]: Option, remove this prohibition
This limitation is not established by statute or ordinance_
Formatted: Indent Hanging: 0.25'
Section 8 - Minutes:
Council hall be recorded and made available to the public on the City' web^ite. The
previous meeting's minutes will be reviewed and corrected at each regular Planning
Commission meeting. A record shall be kept of the Planning Commission proceedings,
including minutes of its meetings and a record of all votes. Such records shall be
available to the public during regular city hall business hours and shall be made available
on the City's web site.
Section 9 —Rules of Order. The proceedings of the meetings shall be conducted
in accordance with the parliamentary rules contained in Roberts Rules of Order, unless
otherwise provided by statute, ordinance, or these procedures.
ARTICLE IV. Study Groups and Task Forces
Section 1. The City Council may appoint Planning Commission members and
others to serve on study groups or task forces.
Section 2. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
ARTICLE V. Procedures
Section 1. A majority of the members shall constitute a quorum to transact
business, but less than a quorum may adjourn a meeting. Each member shall be entitled
to one vote. "All matters shall be approvod by a simple majority, provided a quorum iv
ffesenl
Section 2. A P ilanning Ceommission member shall havohas a conflict of interest
if the matter at hand would directly or indirectly materially affect his or her personal
interest. Any member with a conflict of interest shall notify the eChairperson, identify
the conflict publicly, leave the table, and abstain from participating as a member of the
Commission on the mattertho docicion rnakin process.
section 3. A vacancy shall occur upon rosinnation of a mombor. The chairperson
shall notify the City Council and request that tho vacancy be filled.` - - -
'Section 1. .A Planning-Commiscion member may be remevod by a vote f two
thirds of the full City Council]
ARTICLE VI. Officers
A. Officers of the Ceommission shall consist of the Cshair s n and *Vice
sChairpers*H. The officers shall be elected for a one—year period at the first
meeting in January of each year. If there is no quorum present, the election shall
Planning Corn mission Operational Procedures-2DB&amandad idtlkkHd#t#
Commented [DF9]: Not true_ 2)3 vote necessary to end
debate, etc.
Commented [DF10]: Not necessary to state
Commented [DF11]: Described in ordinance__ not
necessary here
be held at the next regular meeting. The term for officers shall be until new
officers are elected during the election the following year.
B. Duties of Tthe Chairperson shall:
1) Work with the city staff to schedule the work flow of the Planning
Commission;
2) Ppreside at all meetings of the Commission;
3) Ppreserve order and decorum and ,hall decide questions of order;
4) Ceonsult with Council and staff to call special meetings and state the purpose
of the special meeting;
5) Reequest the Council representative to the Planning Commission to give a
report on recent Council actions; and
6) Bbe responsible for identifying and resolving performance issues with
Planning Commission members, including consulting -and with the City
Council if appropriate.
B.C. The Vice -Chair shall -
preside at all meetings in the absence kOf the chair. -ate
draw up an rdcr f Planning Commission m mb r representation to attend City
Council Meetings.
ED. If both the Chaixchairpersoe and Yvice-Cehair person are absent, Ceommission
members shall designate one of their members to act as chairperson.
Members f the c mmiudon shall be appointed by the C until. Th term of offic shall
be staggered three (3) year terms, except that any person appointed to fill a vacancy,
occurring -prior to the expiration of a full term, shall be appointed for the remainder of
that term. Upon expiration of a term of office, a member shall continue to serve until a
successor is appointed. Planning -Commission members may serve up to three (3)
c m cutiv terms, bcf re r tatine ff the C mmi:ri n f r nc (1) year.
Planning Commissioner, hall be per-ons who have resided in the City for at lea^t 3 years
immediately preceding appointment. Regard to geographical distribution within the city
appointing Commission member
Planning Corn mission Operational Procedures-2DB&amandad idtlkk/5
Commented [DF12]: Option: assume the position of
Chairperson in the case of their resignation of removaL
Commented [DF13]: Described in ordinance...not
necessary here
Commented [DF14]: Described in ordinance_ not
riecessary here
Commented [DF15]: City Council determines how to
proceed with decennial review
The Metropolitan Council require- citios within the -oven county motto area to updato
the Planning Comnu.sion to act as the Comprehensive Plan Task Force chauper.on, who
will preside over a Council appointed ta-k force. consisting of Council, Planning and
Park Commission member., citizen representatives, staff and possibly a consultant. Thi.,
body will make Comprehensive Plan update recommendation., to the Council. Any
Comprehensive Plan amendment- that aro propo.cd in intervening years will come before
the Planning Commission. If the Planning Commission perceive., a need for amendment.,
to the Comprehensive Plan, the chair per.on a+ill pre.ent the need to the Council.
ARTICLE KIM. Orientation of New Members
To assist new Pplanning Ceommission members in learning their responsibilities and to
develop their understanding as quickly as possible they will be required to:
1. Attend an orientation session;
2. Read and absorb the City's Comprehensive Plan, become familiar with looking up
ordinance in the City Code book, familiarize themselves with Planning
Commission operational procedures and orientation manual.
ARTICLE III. Amendments
The Planning Conunission Operational Procedures may be reviewed and revised as
necessary by a two-thirds vote of the full Planning Commission.
ARTICLE IXiII. Conflict with the Citv Ordinance
In case of conflict these operational procedures, and Ccction 825.33 of tho City Code,.or
state law, the provisions of state law and the City Code shall govern.
Planning Commission Operational Procedures-2DB&amandad #
5
AGENDA ITEM: 8
CITY OF MEDINA
PLANNING COMMISSION
OPERATIONAL PROCEDURES
ARTICLE I. General
The Medina Planning Commission was established under City code section 825.33 and
Minnesota annotated Statutes Section 462 _354 SubdivisonSubdivision 1 lb. The
Planning Commission shall have the powers and duties conferred upon it by statute.3
charter, or ordinance -e+ -resolution.
ARTICLE II. Purpose
The general purpose of the Planning Commission is for the seven (7) member body to act
in an advisory capacity to the Medina City Council on issues related to the
comprehensive planning of land use and development, subdivisions and platting,
rezoning and special conditional use applications, plan approval, variances and
appealsother land use applications. The Planning Commission shall also review such
additional matters as may be requested by the City Council. All matters shall be
reviewed using applicable statutes, ordinances data and criteria relevant to the decisions
of the commission.
ARTICLE M. Meetings
Section 1— Regular Meetings: Regular All meetings of the
Planning Commission are open to the public. -and-shall-beThe dates and times of regular
meetings are scheduled by the City Council in the City's annual meeting calendar.
Meetings have historically been held on the second Tuesday of each month unless there is
no business to conduct. Regular meetings are occasionally scheduled on a different night
as a result of elections, holidays, or similar conflicts, Meetings convene at 7:00 p.m. land
conclude no later than 10:00 p.m. unle.,s a majority of members vote to continue the
continued to the next Planning Commission meeting. l"delinen ---y be called
with the approval of staff and City Council.{
Section 2 — Special Meetings: Special meetings of the Planning Commission
may be called by the Chair or three Planning Commission members. Only matters
included on the posted agenda shall be considered at a special meeting, and additional
items shall not be added at the special meeting.
Section 3 —Attendance and Abseilcels
Each member of the Pplanning eCommission is expected to attend the monthly meetings.
If a member is unable to attend a meeting, he or she must notify the Planning
Commission Chair and/or the City Planning Director as soon as practicable. In a case of
Planning Corn mission Operational Procedures-2DB&amandad idtlkk/5
Commented [DF1]: This appears to he a mistake in the
procedures_ Statute provides that the Councilmay create a
planning agency- in the following forms_
(1)A planning commission, or
(2)A planning department with a commission advisory- to it
City Code section 82533 states thatthe Commission serves
as the planning agency_
Commented [DF2]: This has almost never happened over
the past 14 years... Staff recommends removing this
limitation, it may cause problems Lithe meeting is mm ing
up towards 10 p.m. and the Commission wants to finish it
up.
Commented [DF3]: Consent of Council or staff should not
be required
Commented [DF4]: Neither Statute nor City Code
describe requirement for calling special meeting_ For a City
Council, two members can call a special meeting on a 5 -
member Council (like Medina} For cities with a 7 -member
Council, 0 takes three members to call a special meeting.
recurring absences, the Chair will address the issue with the member and if appropriate
with the city council.
Director or the Planning Commi.,.,ion Chair if such member i., unable to attend a meeting
as .,00n a., practicable.
Section 4 - Notices: All meeting notices shall be filed with the Ceity eClerk, and
'posted in the official newspapel1 on the City website at ayss v.https://
ci.medina.mn.usmedinamn.us raw and at City Hall at least 3 -three calendar days in
advance of the meeting.
Section 5 -'Compliance with open -meeting laws: The Medina Planning
Commission is appointed by the City Council and the Commission shall be subject to the
Minnesota eOOpen _rnMeeting Llaws Minnesota Statutes Chapter 13D. A majority of
the members of the Planning Commission can -shall not meet together or otherwise
discuss city business, except at duly called and posted unle^s the meetings -has-been
o eiallypested.
Section 6 - Agendas and meetings:
A. Agendas shall be sent to the Commission members at least 4 -three
days in advance of the meeting.
B. The Commission may consider adding items to the -a regular
meeting agenda,'but without three calendar days prior posting such
items may only be discussion items.
C. At meetings each item on the agenda will generally be presented
as follows:
1. the Chairperson will ask .,Staff tewill present the first item, -on
the -agenda,
2. invite tThe applicant will be invited to speak briefly_
-and-3. then-open-tThe public hearing will be held.
4. The Planning Commission will discuss and make appropriate
recommendation(s).
Section 7 - Protocol for Public Hearings: The Chairperson shall:
A. require Request members of the public to state their name and
address before speaking, and encourage speakers to be focused in
their comments, not to repeat what has already been stated and to
limit comments to no more then three minutes, so that everyone
who wishes to speak may do so;
B. control public commentPreserve decorum by requiring statements
to be addressed to the Commission, not to other members of the
audience; and
C_Celose the public hearing when all public comments have been
heard.
Planning Commission Operational Procedures-2DB&amandad idtlkkHd#t#
(Commented [DF5]: Repeated info
Commented [DFG]: Meeting notices are not required in
the paper (although public hearing notices are)
Field Code Changed
Commented [DF7]: It is not necessary to include this in
the procedures___ the law would apply regardless_ It is
probably worthwhile to include as a reminder
fCommented [DF8]: Option, remove this prohibition
This limitation is not established by statute or ordinance_
Formatted: Indent Hanging: 0.25'
Section 8 - Minutes:
Council hall be recorded and made available to the public on the City' web^ite. The
previous meeting's minutes will be reviewed and corrected at each regular Planning
Commission meeting. A record shall be kept of the Planning Commission proceedings,
including minutes of its meetings and a record of all votes. Such records shall be
available to the public during regular city hall business hours and shall be made available
on the City's web site.
Section 9 —Rules of Order. The proceedings of the meetings shall be conducted
in accordance with the parliamentary rules contained in Roberts Rules of Order, unless
otherwise provided by statute, ordinance, or these procedures.
ARTICLE IV. Study Groups and Task Forces
Section 1. The City Council may appoint Planning Commission members and
others to serve on study groups or task forces.
Section 2. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
ARTICLE V. Procedures
Section 1. A majority of the members shall constitute a quorum to transact
business, but less than a quorum may adjourn a meeting. Each member shall be entitled
to one vote. "All matters shall be approvod by a simple majority, provided a quorum iv
ffesenl
Section 2. A P ilanning Ceommission member shall havohas a conflict of interest
if the matter at hand would directly or indirectly materially affect his or her personal
interest. Any member with a conflict of interest shall notify the eChairperson, identify
the conflict publicly, leave the table, and abstain from participating as a member of the
Commission on the mattertho docicion rnakin process.
section 3. A vacancy shall occur upon rosinnation of a mombor. The chairperson
shall notify the City Council and request that tho vacancy be filled.` - - -
'Section 1. .A Planning-Commiscion member may be remevod by a vote f two
thirds of the full City Council]
ARTICLE VI. Officers
A. Officers of the Ceommission shall consist of the Cshair s n and *Vice
sChairpers*H. The officers shall be elected for a one—year period at the first
meeting in January of each year. If there is no quorum present, the election shall
Planning Corn mission Operational Procedures-2DB&amandad idtlkkHd#t#
Commented [DF9]: Not true_ 2)3 vote necessary to end
debate, etc.
Commented [DF10]: Not necessary to state
Commented [DF11]: Described in ordinance__ not
necessary here
be held at the next regular meeting. The term for officers shall be until new
officers are elected during the election the following year.
B. Duties of Tthe Chairperson shall:
1) Work with the city staff to schedule the work flow of the Planning
Commission;
2) Ppreside at all meetings of the Commission;
3) Ppreserve order and decorum and ,hall decide questions of order;
4) Ceonsult with Council and staff to call special meetings and state the purpose
of the special meeting;
5) Reequest the Council representative to the Planning Commission to give a
report on recent Council actions; and
6) Bbe responsible for identifying and resolving performance issues with
Planning Commission members, including consulting -and with the City
Council if appropriate.
B.C. The Vice -Chair shall -
preside at all meetings in the absence kOf the chair. -ate
draw up an rdcr f Planning Commission m mb r representation to attend City
Council Meetings.
ED. If both the Chaixchairpersoe and Yvice-Cehair person are absent, Ceommission
members shall designate one of their members to act as chairperson.
Members f the c mmiudon shall be appointed by the C until. Th term of offic shall
be staggered three (3) year terms, except that any person appointed to fill a vacancy,
occurring -prior to the expiration of a full term, shall be appointed for the remainder of
that term. Upon expiration of a term of office, a member shall continue to serve until a
successor is appointed. Planning -Commission members may serve up to three (3)
c m cutiv terms, bcf re r tatine ff the C mmi:ri n f r nc (1) year.
Planning Commissioner, hall be per-ons who have resided in the City for at lea^t 3 years
immediately preceding appointment. Regard to geographical distribution within the city
appointing Commission member
Planning Corn mission Operational Procedures-2DB&amandad idtlkk/5
Commented [DF12]: Option: assume the position of
Chairperson in the case of their resignation of removaL
Commented [DF13]: Described in ordinance...not
necessary here
Commented [DF14]: Described in ordinance_ not
riecessary here
Commented [DF15]: City Council determines how to
proceed with decennial review
The Metropolitan Council require- citios within the -oven county motto area to updato
the Planning Comnu.sion to act as the Comprehensive Plan Task Force chauper.on, who
will preside over a Council appointed ta-k force. consisting of Council, Planning and
Park Commission member., citizen representatives, staff and possibly a consultant. Thi.,
body will make Comprehensive Plan update recommendation., to the Council. Any
Comprehensive Plan amendment- that aro propo.cd in intervening years will come before
the Planning Commission. If the Planning Commission perceive., a need for amendment.,
to the Comprehensive Plan, the chair per.on a+ill pre.ent the need to the Council.
ARTICLE KIM. Orientation of New Members
To assist new Pplanning Ceommission members in learning their responsibilities and to
develop their understanding as quickly as possible they will be required to:
1. Attend an orientation session;
2. Read and absorb the City's Comprehensive Plan, become familiar with looking up
ordinance in the City Code book, familiarize themselves with Planning
Commission operational procedures and orientation manual.
ARTICLE III. Amendments
The Planning Conunission Operational Procedures may be reviewed and revised as
necessary by a two-thirds vote of the full Planning Commission.
ARTICLE IXiII. Conflict with the Citv Ordinance
In case of conflict these operational procedures, and Ccction 825.33 of tho City Code,.or
state law, the provisions of state law and the City Code shall govern.
Planning Commission Operational Procedures-2DB&amandad #
5
CITY OF MEDINA
PLANNING COMMISSION
OPERATIONAL PROCEDURES
ARTICLE I. General
The Medina Planning Commission was established under City code section 825.33 and
Minnesota Statutes Section 462.354 Subdivision 1(1). The Planning Commission shall
have the powers and duties conferred upon it by statute or ordinance.
ARTICLE II. Purpose
The general purpose of the Planning Commission is for the seven (7) member body to act
in an advisory capacity to the Medina City Council on issues related to the
comprehensive planning of land use and development, subdivisions and platting,
rezoning and conditional use applications, plan approval, variances and other land use
applications. The Planning Commission shall also review such additional matters as may
be requested by the City Council. All matters shall be reviewed using applicable statutes,
ordinances, data and criteria relevant to the decisions of the commission.
ARTICLE III. Meetings
Section 1— Regular Meetings: All meetings of the Planning Commission are
open to the public. The dates and times of regular meetings are scheduled by the City
Council in the City's annual meeting calendar. Meetings have historically been held on
the second Tuesday of each month unless there is no business to conduct. Regular
meetings are occasionally scheduled on a different night as a result of elections, holidays,
or similar conflicts. Meetings convene at 7:00 p.m.
Section 2 — Special Meetings: Special meetings of the Planning Commission
may be called by the Chair or three Planning Commission members. Only matters
included on the posted agenda shall be considered at a special meeting, and additional
items shall not be added at the special meeting.
Section 3 — Attendance and Absences
Each member of the Planning Commission is expected to attend the monthly meetings. If
a member is unable to attend a meeting, he or she must notify the Planning Commission
Chair and/or the City Planning Director as soon as practicable. In a case of recurring
absences, the Chair will address the issue with the member and if appropriate with the
city council.
Section 4 - Notices: All meeting notices shall be filed with the City Clerk, and
posted on the City website and at City Hall at least three calendar days in advance of the
meeting.
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Section 5 - Compliance with open -meeting laws: The Medina Planning
Commission is appointed by the City Council and the Commission shall be subject to the
Minnesota Open Meeting Law, Minnesota Statute Chapter 13D. A majority of the
members of the Planning Commission shall not meet together or otherwise discuss city
business, except at duly called and posted meetings.
Section 6 - Agendas and meetings:
A. Agendas shall be sent to the Commission members at least three
days in advance of the meeting.
B. The Commission may consider adding items to a regular meeting
agenda, but without three calendar days prior posting such items
may only be discussion items.
C. At meetings, each item on the agenda will generally be presented
as follows:
1. Staff will present the item.
2. The applicant will be invited to speak briefly.
3. The public hearing will be held.
4. The Planning Commission will discuss and make appropriate
recommendation(s).
Section 7 - Protocol for Public Hearings: The Chair shall:
A. Request members of the public to state their name and address
before speaking, and encourage speakers to be focused in their
comments, not to repeat what has already been stated and to limit
comments to no more then three minutes, so that everyone who
wishes to speak may do so;
B. Preserve decorum by requiring statements to be addressed to the
Commission, not to other members of the audience; and
C. Close the public hearing when all public comments have been
heard.
Section 8 - Minutes: The previous meeting's minutes will be reviewed and
corrected at each regular Planning Commission meeting. A record shall be kept of the
Planning Commission proceedings, including minutes of its meetings and a record of all
votes. Such records shall be available to the public during regular city hall business
hours and shall be made available on the City's website.
Section 9 — Rules of Order. The proceedings of the meetings shall be conducted
in accordance with the parliamentary rules contained in Roberts Rules of Order, unless
otherwise provided by statute, ordinance, or these procedures.
ARTICLE IV. Study Groups and Task Forces
Section 1. The City Council may appoint Planning Commission members and
others to serve on study groups or task forces.
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Section 2. Any recommendations or reports developed by such a committee that
relate to local planning matters shall be brought before the full Planning Commission for
action.
ARTICLE V. Procedures
Section 1. A majority of the members shall constitute a quorum to transact
business, but less than a quorum may adjourn a meeting. Each member shall be entitled
to one vote.
Section 2. A Planning Commission member has a conflict of interest if the matter
at hand would directly or indirectly materially affect his or her personal interest. Any
member with a conflict of interest shall notify the Chairperson, identify the conflict
publicly, leave the table, and abstain from participating as a member of the Commission
on the matter.
ARTICLE VI. Officers
A. Officers of the Commission shall consist of the Chair and Vice Chair. The
officers shall be elected for a one-year period at the first meeting in January of
each year. If there is no quorum present, the election shall be held at the next
regular meeting. The term for officers shall be until new officers are elected
during the election the following year.
B. Duties of the Chair:
1) Work with the city staff to schedule the work flow of the Planning
Commission;
2) Preside at all meetings of the Commission;
3) Preserve order and decorum and decide questions of order;
4) Consult staff to call special meetings and state the purpose of the special
meeting;
5) Request the Council representative to the Planning Commission to give a
report on recent Council actions; and
6) Be responsible for identifying and resolving performance issues with Planning
Commission members, including consulting with the City Council if
appropriate.
C. The Vice -Chair shall preside at all meetings in the absence of the chair.
D. If both the Chair and Vice -Chair are absent, Commission members shall designate
one of their members to act as chairperson.
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ARTICLE VII. Orientation of New Members
To assist new Planning Commission members in learning their responsibilities and to
develop their understanding as quickly as possible they will be required to:
1. Attend an orientation session;
2. Read and absorb the City's Comprehensive Plan, become familiar with looking up
ordinance in the City Code book, familiarize themselves with Planning
Commission operational procedures and orientation manual.
ARTICLE VIII. Amendments
The Planning Commission Operational Procedures may be reviewed and revised as
necessary by a two-thirds vote of the full Planning Commission.
ARTICLE IX. Conflict with the City Ordinance
In case of conflict these operational procedures, City Code, or state law, the provisions of
state law and the City Code shall govern.
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MEMORANDUM
TO: Planning Commission
FROM: Dusty Finke, Planning Director
DATE: January 3, 2019
MEETING: January 8, 2019 Planning Commission
SUBJ: January 8, 2019 Staff Report
1. Call to Order
Generally, the Chair from the previous year runs the meeting until a Chair and Vice Chair for the
new year are elected. Since our Chair and Vice Chair are no longer on the Commission, staff has
requested that Commissioner Reid run the meeting as the longest -serving member until the
election.
2. Introduction of Planning Commission Members
Two new Commissioners have joined for 2019: Peter Galzki and Beth Nielsen. With the light
agenda, we can take a little time for everyone, existing and new members, to introduce
themselves. Here is the 2019 Planning Commission roster:
NAME
ADDRESS
TERM
KERBY NESTER
4406 BLUEBELL TR S.
07/2017
MEDINA, MN 55340
TO
12/2020
AARON AMIC
3045 BUTTERNUT DR
07/2017
MEDINA, MN 55340
TO
12/2020
ROBIN REID
2945 ARDMORE AVE
01/2016
MEDINA, MN 55359
TO
12/2019
CINDY PIPER
2905 WILLOWOOD FARM RD
09/2018
MEDINA, MN 55340
TO
12/2019
PETER GALZKI
413 RIDGE VIEW CIRCLE
01/2019
MEDINA, MN 55340
TO
12/2021
RASHMI WILLIAMS
1910 KATRINKA ROAD
01/2018
MEDINA, MN 55340
TO
12/2020
BETH NIELSEN
295 LAKEVIEW RD
01/2019
MEDINA, MN 55391
TO
12/2021
Staff Report
Page 1 of 3
January 8, 2019
Planning Commission Meeting
3. and 4. Elections of Chair and Vice Chair
In the past, staff has run the meeting during the elections so there is no appearance of conflict if
the person running the meeting is nominated for a position. I am happy to do so again this year
if the Commission prefers.
The Commission will elect the Chair first through the following process. The Vice Chair
election follows the same procedure.
• Nominations are accepted. Any member may be nominated, and members may nominate
themselves.
• Commissioners vote for their preferred candidate.
o Candidates can be announced in the order they are nominated, and
Commissioners vote aloud (or by raising hands). The City Attorney has advised
that the Commission should not vote by secret ballot so that each member's vote
can be recorded as described by the Open Meeting Law.
o If only one nomination is received, the Commission may make a motion to "elect
[nominated member] by acclamation," or may take a formal vote.
6. Update from City Council
Todd Albers has been appointed as the City Council liaison to the Planning Commission. The
liaison usually attends the Planning Commission meetings and provides updates on recent
actions of the City Council.
7. Planning Department Update
Planning staff will provide an update on upcoming activities. A written report is included in the
packet, along with a summary of recent activities from the Public Works and Police departments.
S. Planning Commission Operational Procedures
City Code Section 825.33, Subd. 3 states that the Planning Commission may adopt bylaws or
operational procedures for the conduct of its business. The Commission adopted amended
Operational Procedures back in 2008.
During review of the Orientation Manual (to which the Operational Procedures are attached),
staff noted several things which appear appropriate to update. The recommended changes are
included in the packet, with comment boxes describing some of the changes and options. Staff
has also attached a "clean" version of the document as it would be amended, which may be
easier to read.
Potential Action:
Move to amend the Operational Procedures as shown in the version within Planning
Commission packet.
9. Planning Commission Orientation Manual Update
Staff has updated the Planning Commission's Orientation Manual. A copy is included in the
packet for the Commission's information. If Commissioners have any suggested changes, feel
free to suggest. No action is necessary on this item.
Staff Report Page 2 of 3 January 8, 2019
Planning Commission Meeting
10. 2019 Planning Department Goals
Staff has identified the following goals for 2019, beyond day-to-day operations. The tentative
timeline for each goal is also identified.
The City Council is scheduled to discuss the goals for each department at a work session on
January 15. If Commissioners have any issues or concerns, they could be discussed as well.
(1) Comprehensive Plan Implementation
a. Rezonings — Q1 — City staff has identified 35 properties which are proposed to be
rezoned for consistency with the updated 2040 Comprehensive Plan. The
Commission began a hearing on these rezonings in December 2018, and will
continue discussion m February.
b. Uptown Hamel area — Q2 — The City will discuss Uptown Hamel to address the
additional flexibility for residential density which was added in the Comp Plan
and also to identify other changes to support additional development and
redevelopment in the area.
c. Commercial — Q3 — the property north of Highway 55, south of Fields of Medina
(east of Arrowhead Drive) has been identified for Commercial development. The
Comprehensive Plan identified the need to review land use regulations in this area
to make sure they support the vision and objectives identified.
(2) Stormwater Design — filtration alternatives — Q1 — The City is updating its Design
Manual for stormwater management. One of the goals is to identify and encourage
alternatives for stormwater treatment which provides increased benefits.
(3) Quad City Agreement — Q2 — The City of Medina currently operates the sanitary sewer
system along County Road 19 through an agreement with Independence and Greenfield.
Loretto has been attempting to connect to this system so that they can abandon their
municipal treatment ponds. Staff has worked with the Met Council to secure
reimbursement from the Met Council for costs for operating the system. The cities now
need to amend the agreement to permit Loretto to connect.
(4) Arrowhead Drive — Intersection, trail, rail crossing planning — Q2 — Medina received
funding in the 2018 state bonding bill for railroad crossing improvements at Arrowhead
Drive. The intent is to install improvements to allow the crossing to be whistle -free. The
City will also be reviewing pedestrian/trail crossing option and other alterations to the
intersection at the same time.
(5) Geographical Information System (GIS) and Datalink management plan — Q3 — staff
intends to review the management of GIS and other mapping data, including software
options and updating procedures. This includes the management or infrastructure data,
which is currently hosted by the City Engineer in a system called "Datalink."
(6) Developer's Handbook updates — Q4 — The Planning Depailinent has previously put
together a "handbook" for property owners or developers who apply for land use
applications. It described the city's processes, what to expect, and similar information.
Staff intends to update the handbook to make it more usable.
Staff Report Page 3 of 3 January 8, 2019
Planning Commission Meeting