Loading...
2019.01.14 - Packet 4141 Douglas Drive North • Crystal, Minnesota 55422-1696 Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov Crystal Planning Commission Agenda Summary Monday, January 14, 2019 7 p.m. Crystal City Hall 1. Call to Order 2. Approval of Minutes* a. Monday, December 10, 2018 meeting minutes 3. Public Hearing* a. Subdivision request from Mike Livieri for the Livieri Addition Preliminary Plat at 6715 Corvallis Avenue North (Application Number 2019-01) 4. Old Business - None 5. New Business a. Discuss possible changes to Planning Commission by-laws b. Election of Officers* 1) Chairperson 2) Vice-Chairperson 3) Secretary 6. General Information a. City Council actions on previous Planning Commission items – 2040 Comprehensive Plan b. Update from Council liaison c. Staff preview of likely agenda items for Monday, February 11, 2019 meeting 7. Open Forum 8. Adjournment * Items for which supporting materials are included in the meeting packet Page 1 of 2 CRYSTAL PLANNING COMMISSION DETAILED AGENDA Monday, January 14, 2019 at 7:00 p.m. Council Chambers, Crystal City Hall Commissioners, please call 763.531.1142 or email dan.olson@crystalmn.gov if unable to attend * Items for which supporting materials are included in the meeting packet 1. CALL TO ORDER The regular meeting of the Crystal Planning Commission convened at ______ p.m. with the following members present:  Commissioner (Ward 1) Sears  Commissioner (Ward 2) Selton  Commissioner (Ward 4) Einfeldt-Brown [Secretary]  Commissioner (Ward 1) Heigel  Commissioner (Ward 3) Maristany  Commissioner (Ward 4) Johnson [Chair]  Commissioner (Ward 2) Strand  Commissioner (Ward 3) Buck [Vice Chair]  Commissioner (At-Large) Seffren 2. APPROVAL OF MINUTES * Moved by _______________ and seconded by _______________ to approve the minutes of the December 10, 2018 regular meeting with the following exceptions: Motion carried. 3. PUBLIC HEARING* a. Subdivision request from Mike Livieri for the Livieri Addition Preliminary Plat at 6715 Corvallis Avenue North (Application Number 2019-01) Staff presented the following: The following were heard: Page 2 of 2 Planning Commission discussion: Moved by _______________ and seconded by _______________ to recommend ______ to the City Council of the Livieri Addition preliminary plat. 4. OLD BUSINESS - None 5. NEW BUSINESS a. Discuss possible changes to Planning Commission by-laws b. Election of Officers* (1) Chairperson (2) Vice-Chairperson (3) Secretary 6. GENERAL INFORMATION a. City Council actions on previous Planning Commission items: 2040 Comprehensive Plan b. Update from Council Liaison c. Staff preview of likely agenda items for Monday, February 11, 2019 meeting 7. OPEN FORUM 8. ADJOURNMENT Moved by _____ and seconded by ______ to adjourn. Motion carried. The meeting adjourned at ______ p.m. Unapproved Planning Commission Minutes – December 10, 2018 CRYSTAL PLANNING COMMISSION MINUTES Monday, December 10, 2018 at 7:00 p.m. Council Chambers, Crystal City Hall 1. CALL TO ORDER The regular meeting of the Crystal Planning Commission convened at 7 p.m. with the following members present: X Commissioner (Ward 1) Sears X Commissioner (Ward 2) Selton X Commissioner (Ward 4) Einfeldt-Brown [Secretary] X Commissioner (Ward 1) Heigel X Commissioner (Ward 3) Maristany X Commissioner (Ward 4) Johnson [Chair] X Commissioner (Ward 2) Strand X Commissioner (Ward 3) Buck [Vice Chair] X Commissioner (At-Large) Daly Other attendees: City Planner Dan Olson, City Council Liaison John Budziszewski, and City Council member Nancy LaRoche 2. APPROVAL OF MINUTES Moved by Sears and seconded by Heigel to approve the minutes of the November 19, 2018 regular meeting. Ayes all. Motion carried. 3. PUBLIC HEARING a. Public hearing to receive input on the proposed 2040 Comprehensive Plan. Planner Olson presented a brief summary of the staff report and noted that staff is recommending that the Comprehensive Plan be submitted to the Metropolitan Council for their review. Commission member Selton asked what changes were made to the housing chapter. Olson stated that the City Council reviewed some suggested housing policies from the Met Council and did not make any changes to the plan. Commission member Sears asked if the city has any private sewer systems that might be inspected by the Met Council. Olson said that we do not have such systems and this is noted in the plan. Selton noted that the City Council has done a lot of work in recent years to reduce I & I. Unapproved Planning Commission Minutes – December 10, 2018 Commission member Maristany asked if staff submitted comments on other city’s plan. Olson said that yes. The comments were all “no comment”, with the exception of Hennepin County where staff pointed out some errors in their plan. Maristany asked for clarification about what Met Council meant by saying that affordable housing goals could only be met through multi-family housing. Olson said that an earlier draft of the plan noted that affordability goals could be met through the creation of accessory dwelling units (ADU). When Met Council stated that the goals could only be met through the creation of multi-family housing (i.e. apartments), staff removed the relevant ADU language from the plan. Maristany asked if the there is a difference between required comments and advisory comments from Met Council. Olson explained that advisory comments are things the Council suggests the city do, but they are not requiring it. Maristany asked why the Met Council only focused on solar energy and not wind. Olson said he wasn’t sure, but since the Met Council did not ask the city to address wind, we did not. Maristany asked what is meant by “cost burdened housing”. Olson explained it’s when a household is spending a large percentage of their income on rent or mortgage. Commission member Strand asked if it was correct that the 30% of residential units were rentals in 2016. Olson said he thought that was correct but he would verify that information and let the Commission know. Olson said that most of the rental units are apartments rather than single-family homes. Chair Johnson opened the public hearing. Council member LaRoche said that a resident asked her to convey their desire for a balance of commercial and multi-family housing land uses and for a balance of market rate and affordable multi-family housing. Chair Johnson asked if anyone else from the public wanted to speak. Seeing no one, the public hearing was closed. Moved by Einfeldt-Brown and seconded by Daly to recommend that the City Council submit the 2040 Comprehensive Plan to the Metropolitan Council. Ayes: All Motion carried. 4. OLD BUSINESS - None 5. NEW BUSINESS - None 6. GENERAL INFORMATION a. City Council actions on previous Planning Commission items: Planner Olson reported that the City Council approved the variance for a building addition at 5224 Hanson Court North. b. Update from Council Liaison: City Council Liaison John Budziszewski further explained the two housing policies the Council considered at their December 4 meeting: fair housing Unapproved Planning Commission Minutes – December 10, 2018 policy and inclusionary housing policy. Mr. Budziszewski further explained what the Council has been doing to address I & I issues the past few years. c. Staff preview of likely agenda items for Monday, January 14, 2019 meeting. Mr. Olson indicated that no applications have been received, but that the application deadline is not until next week. 7. OPEN FORUM Earlier in the meeting, Chair Johnson expressed gratitude to Commission member Daly, whose last meeting is tonight. Commission member Heigel discussed the class action lawsuit by three major cities against scooter companies. Commission member Strand spoke about a brew-fest fundraiser in March for Becker Park. Commission member Einfeldt-Brown reported that the annual Crystal Ball will be held on February 22, 2019. 8. ADJOURNMENT Moved by Sears and seconded by Buck to adjourn. Motion carried. The meeting adjourned at 8:03 p.m. 6715 CORVALLIS AVENUE NORTH – SUBDIVISION APPLICATION PAGE 1 OF 4 _______________________________________________________________ FROM: Dan Olson, City Planner ____________________________________________________________________ TO: Planning Commission (for January 14 Meeting) DATE: January 9, 2019 RE: PUBLIC HEARING – Subdivision request from Mike Livieri for the Livieri Addition preliminary plat at 6715 Corvallis Avenue North (Application Number 2019-01) A. BACKGROUND Mike Livieri, owner of the property involved in the Livieri Addition subdivision, is proposing a preliminary plat application to replat the lot for two new single-family homes on an approximately 12,795 SF (.3 acre) parcel. The preliminary plat is located at 6715 Corvallis Avenue North, which is zoned Low Density Residential (R-1). Notice of the January 14 public hearing was published in the Sun Post on January 3 and mailed to owners within 500 feet (see attachment A). To date, staff has not received any comments on this proposal. Attachments: A. Site location map and public hearing notification area B. Existing zoning map C. Project narrative D. Photos of property E. Proposed preliminary plat B. PROPOSED PROPERTY SUBDIVISION Existing use The property has one 440 square foot single-family home, built in 1910 according to Hennepin County records, a 280 square foot detached garage, and a 528 square foot garage. The main reason for replatting is to create two lots from the existing lot. The applicant has applied for a permit to demolish the existing home and smaller detached garage. PLANNING COMMISSION STAFF REPORT Subdivision for 6715 Corvallis Avenue North 6715 CORVALLIS AVENUE NORTH – SUBDIVISION APPLICATION PAGE 2 OF 4 Proposed use The proposed use is for two new single-family homes to be addressed as 6713 (lot 2) and 6715 (lot 1) Corvallis Avenue North. The applicant is proposing to leave the larger detached garage on proposed lot 2 until the first home is constructed. The garage will be used to store supplies related to the construction of the homes. Since city code does not allow accessory uses to be the only use on a property, staff recommends a condition of approval of the plat to ensure that the garage is removed upon completion of the first home, but no later than one year after plat approval. Parcel Area Details 12,795 sq. ft. (0.3 acre) Total area to be replatted 6,398 sq. ft. (0.15 acre) Lot 1 (new 6715 Corvallis) 6,397 sq. ft. (0.15 acre) Lot 2 (new 6713 Corvallis) Comprehensive Plan According to the current Comprehensive Plan, the 2030 planned land use for this property is designated as Low Density Residential (LDR), with a maximum gross density of 6 units per acre. The proposed single-family homes will have a gross density of 6 units per acre, which is consistent with this designation. These designations are the same in the proposed 2040 plan. Subdivision design features The following are the notable design features of this subdivision: 1. Zoning Requirements  Building setbacks – The required home setbacks are 30 feet for the front and rear property lines and five feet from the side property lines. No part of the homes, including eaves, may be located within a drainage and utility easement.  Lot size and area – The proposed lots meet the lot area, width, and depth requirements of the R-1 zoning district. 2. Street and Pedestrian Access  Street access – The two lots will be accessed off of an existing street – Corvallis Avenue North. Each lot may have one curb cut (there is one currently existing on the property).  Pedestrian connections – There is not a sidewalk accessing these lots and none planned. 3. Utilities The proposed new homes will connect with existing water and sanitary sewer mains under Corvallis Avenue North. For utility service connections from the mains to the future homes, there is one existing water and sanitary sewer connection that serves the existing property. Therefore at least one new water and sewer service will be needed. It’s possible the existing sewer service may also need to be lined or replaced. 6715 CORVALLIS AVENUE NORTH – SUBDIVISION APPLICATION PAGE 3 OF 4 There are existing overhead utilities lines which are located in an existing alley right- of-way behind the property. The alley was never constructed. The plat has new drainage and utility easements around the property perimeters. If new utility lines are relocated or extended, then the lines and extensions must be buried underground. New private utilities, such as Xcel Energy, Center Point Energy, and Comcast, will be buried underground. Under no circumstances shall additional overhead utilities be installed, whether main lines, feeder lines or service lines to the new houses. Staff recommends that this be made a condition of approval of the preliminary plat. 4. Grading, Drainage and Erosion Control – The city does not require a grading, drainage and erosion control plan for parcels under one acre in size. However during home construction, the city will require erosion control techniques to be used on-site including silt fences and inlet protection. 5. Landscaping – Two existing trees larger than 12” in diameter are shown on the preliminary plat. The Basswood tree is to be removed to allow for construction of the home and driveway. This removal is allowed according to the UDC, and the tree is not on the city’s approved tree species list. The UDC requires one tree to be planted in the front yard of each home. However an existing tree may meet this requirement if it is on the city’s approved tree species list. 6. Park dedication fee – According to city code section 525.05, a park dedication fee of $1,000 is required per residential lot. Since the subdivision only creates one net new residential lot, the park dedication fee will be $1,000. C. SUBDIVISION CRITERIA The following are the relevant criteria for approval of subdivisions in city code section 510.25. 1. The proposed subdivision must be in compliance with the provisions of this UDC. Findings: The proposed subdivision meets UDC requirements. 2. The proposed subdivision must be in accordance with the objectives of the city’s comprehensive plan. Findings: The proposed subdivision meets the density requirements of the low density residential land use category. 3. The physical characteristics of the site, including but not limited to, topography, vegetation, susceptibility to erosion and sedimentation, susceptibility to flooding, water storage and retention, must be such that the site is suitable for the type of development of uses contemplated. Findings: The characteristics of the site are conducive to the construction of two new single-family homes. D. REQUESTED ACTION The Planning Commission is being asked to make a recommendation to the City Council to either approve or deny the preliminary plat application to replat the existing lot for two new single-family homes at 6715 Corvallis Avenue North. This 6715 CORVALLIS AVENUE NORTH – SUBDIVISION APPLICATION PAGE 4 OF 4 recommendation should include findings of fact either for or against the proposal. The Commission may reference the findings for approval in Section B, above. Staff is recommending approval of the preliminary plat, subject to the following conditions: 1. Overhead utilities. If the overhead utility lines on these properties are relocated or extended, the lines shall be buried underground. New private utilities, such as Xcel Energy, Center Point Energy, or Comcast shall be buried underground. Under no circumstances shall additional overhead utilities be installed, whether main lines, feeder lines or service lines to the new houses. 2. Removal of detached garage. The existing 528 square foot detached garage may remain on the property until a temporary or permanent certificate of occupancy is issued for the first home or one year from plat approval, whichever occurs first. 3. Release of final plat. Prior to the release by the city of the final plat document for recording at Hennepin County, the applicant shall pay a park dedication fee of $1,000. 5. Compliance. Development of the plat is subject to the applicable requirements of the Crystal City Code. The applicant is required to comply with all applicable federal, state, and local laws, rules, regulations, and ordinances in developing the plat and is required to obtain such other permits and permissions as may be required. 6. No Waiver. Failure by the City to take action with respect to any violation of any condition, covenant or term of this plat approval shall not be deemed to be a waiver of such condition, covenant, or term or any subsequent violation of the same or any other condition, covenant, or term. 7. Binding Effect. The conditions placed on this preliminary approval are binding on the applicant, its successors and assigns, shall run with the property, and shall not in any way be affected by the subsequent sale, lease, or other change from current ownership. The obligations of the applicant under this approval shall also be the obligations of the current and any subsequent owners of the property. 8. Acceptance of Conditions. Utilization of the property for any of the uses allowed by this preliminary approval shall automatically be deemed acceptance of, and agreement to, the terms and conditions without qualification, reservation, or exception. City Council action is anticipated on February 5, 2019. Hennepin County Locate & Notify Map 6715 Corvallis + 500' 0 100 20050 FeetBuffer Size:500Map Comments: This data (i) is furnished 'AS IS' with no representation as tocompleteness or accuracy; (ii) is furnished with no warranty of anykind; and (iii) is notsuitable for legal, engineering or surveyingpurposes. Hennepin County shall not be liable for any damage, injuryor loss resulting from this data. For more information, contact Hennepin County GIS Office300 6th Street South, Minneapolis, MN 55487 / gis.info@hennepin.us Attachment A alkayCounty Road 156County Road 9CountyRoad10Bot tineau Bo u levar d N o r th CountyRoad9County Road 70County Road 102StateHighway100BassLakeR56C o u n ty R o a d 8 CountyRoad10ZenithAvenueNorthc ineStateHighway169County Road 152LAKELAND A V E NWELCOME AVEXENIA AVEZANE PLUNITY AVEUNITY AVEWILSHIRE DOUGLAS DR54 TH AV E NNEVADA AVE 55THAVESHERBURNEAVEN54TH AVE54TH AVE53RD AVE52ND AVEKENTUCKY AVEJERSEY AVEIDAHO AVEHAMPSHIRE AVEGEORGIA AVEFLORIDA AVEEDGEWOOD AVEW EST BR OA DWAY 51ST PLCORVALLIS AVE50TH AVE51ST PL NEDGEWOODAVESOO LINE PLOREGON AVEMARYLAND AVE53RD AVE52ND AVELOUISIANA AVELOUISIANA AVE NMARYLAND AVE 46TH AVE47TH AVE 48TH AVE49TH AVEEDGEWOOD AVE FLORIDA AVE GEORGIA AVE HAMPSHIRE AVE IDAHO AVE FAIRVIEW AVEJERSEY AVE KENTUCKY AVE 48TH AVE47TH AVEHAMPSHIRE AVE 46THPL46TH AVE45TH PLN45TH PLFLORIDA AVE AVEVERA CRUZ AVE54TH AVEDOUGLAS DRDOUGLAS DRLA K EL AN D A A NG EUNITY CT N51ST PLHANSON CTHA NS ON CT HANSON CTLA K EL A ND AV E CORVALLIS AVEWELCOME AVE XENIA AV ENWELCOME AVEL AK EL A N D A VEVERA CRUZ AVEVERA CRUZ AVE NVERA CRUZ AVE NWELCOME AVE45TH AVEXENIA AVEWELCOME AVEXENIA48TH AVE47TH AVEYATES AVE ZANE AVEZANE AVEADAIR AVE46TH AVEBRUNSWICK AVE COLORADOFAIRVIEW AVEAVEN48TH ALAKESIDE47TH AVE NST RAPHAEL DRMARYLAND AVE LOUISIANA AVEADALAKELANDYATES AVE NWILSHIRE BLVD.NEVADA AVE NEVADA AVE LOUISIANA AVEMARYLAND AVEADAIR AVE NADAIR CT NhideLocation: 6715 CorvallisCrystal, MinnesotaZONEC-1I-1R-1R-2R-3Water BodiesOverlay Districtsrail hcgPlanned Development OverlayFloodplain OverlayCity of Crystal Community Development Department4141 Douglas Drive North, Crystal, MN 55422-1696763-531-1142, www.crystalmn.govDisclaimer:The Official Zoning Map is subject to change by action of the Crystal City Council. Any disagreement(s) or inconsistencies between this map and an ordinance adoptedby the city council, the ordinance shall prevail.Official Zoning District Map, Crystal, MinnesotaWe the undersigned certify that this is the Official Zoning Map,adopted by Crystal City Council on MONTH DAY YEAR_____________ _____________________Date Jim Adams, Mayor_____________ _____________________ Date Chrissy Serres, City ClerkDate: 12/19/2018Zoning: 6715 CorvallisCrystal, MinnesotaSite Location00.10.20.30.05Miles´010.5Miles4141 Douglas Dr.Crystal, MN55422763-531-1000Attachment B Purpose of the Livieri Addition division of lot. Our plan is to divide this property into two separate lots and to build individual homes on each. These homes will be affordable, one or two level, 3brm, 2 bath homes with 2+ car attached garage and an unfinished basement. Our goal is to build homes which reflect the unique character of the existing neighborhood. Examples…. Because of their wide spread popularity, each home may include an “in law” suite. The lots will be sold “build to suit” but construction will begin on the first home this spring as a “spec” home in need be. The existing buildings will be demolished and hauled away by the end of January. We’ll be leaving the newer two car garage for construction storage until the first home (proposed Lot 1) is near completion. It will then be moved or demolished to prepare Lot 2 for construction. Note: that garage is within the setback requirements for lot 2 and should not interfere with Lot 1. Attachment C Attachment D Attachment E PROPOSED BYLAW AMENDMENTS PAGE 1 OF 1 _____________________________________________________ FROM: Dan Olson, City Planner ____________________________________________________________________ TO: Planning Commission (for January 14 Meeting) DATE: January 9, 2019 RE: Discuss possible changes to Planning Commission by-laws Background The City Council last approved amendments to the Planning Commission bylaws in 2002. Staff recommends that the Commission consider several amendments to these bylaws (attachment A). The following is a summary of the more significant proposed changes: 1. Length of time for officeholders. Staff recommends that the length of time that offices can be held be increased from two to four years. The purpose of the time limit is to prevent one person from holding an office for too great a time period, but two years may be too limiting. As an alternative the Commission may recommend to the Council that there not be any time limit or may recommend a different time limit. 2. Eliminate secretary position. Since the functions of the secretary position are fulfilled by the city staff liaison, staff is recommending that the bylaws be amended to eliminate this position. Attachment A. Proposed amendments to bylaws Action Requested Planning Commission discuss the proposed bylaw amendments and make a recommendation to the City Council. PLANNING COMMISSION STAFF REPORT Bylaw amendments PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 1 of 3 CITY OF CRYSTAL PLANNING COMMISSION BY-LAWS ARTICLE I. MISSION STATEMENT The role of the Crystal Planning Commission is to serve the City Council and citizens of Crystal by formulating recommendations in land use matters and by devoting the time necessary to listen to fact, to consider public input and to render decisions in an objective manner. To be successful in this role, Planning Commissioners acknowledge and honor these values:  Open-mindedness: Decisions are made free from prejudice or bias; Commissioners are receptive of new ideas and to reason.  Respect: Commissioners listen to and show respect for the opinions and positions of fellow Commissioners as well as those who come before the Commission.  Equal treatment: Everyone appearing before the Commission has the same privileges, status and rights.  Attack the problem, not the person: Personal attacks are not tolerated, but honest and informed debate is encouraged.  Offer and accept constructive criticism: Constructive comments are to be encouraged and welcomed; unfavorable judgments that find fault and fix responsibility are not.  Responsibility to the City of Crystal: The best interests of the city of Crystal are paramount and rise above parochial interests.  Shared responsibility: The Commission as a whole bears the responsibility for decisions and recommendations that are made. ARTICLE II. ORGANIZATION A. Election of Officers The officers of the Commission shall be elected by the members of the Commission at the January first meeting each year. Officers shall serve for a period of one year, commencing with the first meeting of each year. The term of office for each Officer is one year, and that no Officer may serve for more than two four consecutive years in the same position. B. Officers The officers of the Commission shall be a Chairperson and Vice Chairperson and Secretary. PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 2 of 3 C. City staff liaison In addition, thereThere shall be an a official administrative secretarycity staff liaison who need not be is not a member of the Commission. CD. Duties 1. The Chairperson shall preside at all meetings of the Commission, shall have such powers of the supervision and management as may pertain to the office of the Chairperson. 2. The Vice Chairperson shall preside and perform all duties of the Chairperson in the event of the Chairperson’s absence, disqualification or disability. 3. The city staff liaison shall keep the minutes of all meetings and all records of the Commission. Minutes of the meetings shall be mailed or delivered to all Commission members and shall include the notice and agenda for the next regular meeting. The liaison shall notify all members of any special meeting of the Commission. Secretary shall be responsible for administrative work necessary for the operations of the Planning Commission, unless city staff has been directed by the City Manager to assume these administrative duties. In the absence of the Secretary, a temporary Secretary may be appointed by the presiding officer to fulfill the duties of Secretary at that meeting. The Secretary shall keep the minutes of all meetings and all records of the Commission. Minutes of the meetings shall be mailed or delivered to all Commission members and shall include the notice and the agenda for the next regular meeting. The Secretary shall notify all members of any special meeting of the Commission. Approved minutes shall be provided to the City Council in the next available meeting packet or newsbrief. In addition to these administrative duties, in the absence of the Chairperson and Vice Chairperson, the Secretary shall preside and perform all duties of the Chairperson in the event of the Chairperson’s absence, disqualification or disability. 4. It shall be the duty of each member to notify the administrative secretarycity staff liaison if such meeting cannot be attended. D. Task Force Task forces shall be formed when deemed necessary by the Chairperson. Such Task Forces shall consist of a leader, who shall be a member of the Commission, and any number of people, members or non-members, the leader deems necessary to successfully complete the task. The Chairperson shall appoint the leader of any Task Force, keeping in mind the interests of individual members. The Chairperson and Vice Chairperson shall be ex officio members of any Task Force formed. ARTICLE III. MEETINGS A. The Commission shall hold a minimum of twelve regular monthly meetings on the second Monday of each month at 7:00 p.m., unless otherwise set by the Commission at the January meeting of each year. In addition, the date and time for any one monthly meeting may be PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 3 of 3 changed by a majority vote of the quorum. Meetings may be cancelled if there are no scheduled public hearings. B. Quorum, consisting of a majority of the members of the Commission, shall be sufficient to transact the business of the Commission. C. The Commission may hold special meetings to complete or initiate business at the call of the Chairperson, or upon the request of three members of the Commission. D. The roll shall be called at each meeting and a record of those members present or absent shall also be recorded in the minutes of such meeting. E. The order of business will be as follows: Call to Order Approval of Minutes Public Hearings Old Business New Business General Information Open Forum Adjournment ARTICLE IV. ATTENDANCE Attendance is required at all meetings. Absence from more than three regular meetings in a calendar year is not considered acceptable because it impairs the Commission’s ability to fulfill its responsibilities to the community. For this reason, upon a Commissioner’s fourth absence from a regular meeting within a calendar year, the Chairperson shall notify the Mayor of such absences and the City Council may take action to remove the Commissioner. All Commissioners are expected to notify city staff prior to any meeting if unable to attend. ARTICLE V. GENERAL PROVISIONS No member of the Commission shall be authorized to speak on behalf of the Commission publicly until the Commission has first considered and approved such statements. The City Council or City Manager shall be notified in advance of the nature of any public statement of official policy concerning the Commission. ARTICLE VI. AMENDMENTS These rules and procedures may be amended by the city council after a majority of the membership at a regular or special meeting makes a recommendation for an amendment. Notice of the proposed amendments shall be mailed to all members of the Commission by the Secretary city staff liaison prior to the meeting at which the amendments are to be voted upon. Any member of the Commission may, in writing, propose amendments to these rules and procedures. ELECTION OF OFFICERS PAGE 1 OF 1 _____________________________________________________ FROM: Dan Olson, City Planner ____________________________________________________________________ TO: Planning Commission (for January 14 Meeting) DATE: January 9, 2019 RE: Election of Officers The Planning Commission has three officer positions, elected by the members of the commission:  Chairperson. Currently Ron Johnson (since January 9, 2017)  Vice Chairperson. Currently Tim Buck (since January 9, 2017)  Secretary. Currently James Einfeldt-Brown (since January 9, 2017) The duties of each officer position are described in the attached bylaws. Please note that no officer may serve for more than two consecutive years in the same position. This means that none of the current officers above may continue in the same office. Since the functions of the secretary position are fulfilled by the city staff liaison, staff is recommending that the Commission’s bylaws be amended to eliminate this position (see agenda item 5a). Therefore staff recommends that the Commission not elect a secretary at their January 14, 2019 meeting. If the City Council later determines that the secretary position should remain in the bylaws, the Commission can elect a person for that position at a later date. Planning Commission action on each office is requested using the following procedure:  The meeting chair asks for a motion and second for any nominations for the office. Before the second, the chair should ask the person nominated if they accept the position.  If there is only one nomination, the commission would fill the office by voice vote.  If there are two or more nominations, each commission member would vote for one of the nominated members using paper ballots tabulated by the recording secretary. The candidate receiving the most votes is elected to the position. In the event of a tie, a coin toss is used as a tie-breaker. PLANNING COMMISSION STAFF REPORT Election of Officers PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 1 of 3 CITY OF CRYSTAL PLANNING COMMISSION BY-LAWS ARTICLE I. MISSION STATEMENT The role of the Crystal Planning Commission is to serve the City Council and citizens of Crystal by formulating recommendations in land use matters and by devoting the time necessary to listen to fact, to consider public input and to render decisions in an objective manner. To be successful in this role, Planning Commissioners acknowledge and honor these values: • Open-mindedness: Decisions are made free from prejudice or bias; Commissioners are receptive of new ideas and to reason. • Respect: Commissioners listen to and show respect for the opinions and positions of fellow Commissioners as well as those who come before the Commission. • Equal treatment: Everyone appearing before the Commission has the same privileges, status and rights. • Attack the problem, not the person: Personal attacks are not tolerated, but honest and informed debate is encouraged. • Offer and accept constructive criticism: Constructive comments are to be encouraged and welcomed; unfavorable judgments that find fault and fix responsibility are not. • Responsibility to the City of Crystal: The best interests of the city of Crystal are paramount and rise above parochial interests. • Shared responsibility: The Commission as a whole bears the responsibility for decisions and recommendations that are made. ARTICLE II. ORGANIZATION A. Election of Officers The officers of the Commission shall be elected by the members of the Commission at the January meeting each year. Officers shall serve for a period of one year, commencing with the first meeting of each year. The term of office for each Officer is one year, and that no Officer may serve for more than two consecutive years in the same position. B. Officers The officers of the Commission shall be a Chairperson and Vice Chairperson and Secretary. In addition, there shall be an official administrative secretary who need not be a member of the Commission. PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 2 of 3 C. Duties 1. The Chairperson shall preside at all meetings of the Commission, shall have such powers of the supervision and management as may pertain to the office of the Chairperson. 2. The Vice Chairperson shall preside and perform all duties of the Chairperson in the event of the Chairperson’s absence, disqualification or disability. 3. The Secretary shall be responsible for administrative work necessary for the operations of the Planning Commission, unless city staff has been directed by the City Manager to assume these administrative duties. In the absence of the Secretary, a temporary Secretary may be appointed by the presiding officer to fulfill the duties of Secretary at that meeting. The Secretary shall keep the minutes of all meetings and all records of the Commission. Minutes of the meetings shall be mailed or delivered to all Commission members and shall include the notice and the agenda for the next regular meeting. The Secretary shall notify all members of any special meeting of the Commission. Approved minutes shall be provided to the City Council in the next available meeting packet or newsbrief. In addition to these administrative duties, in the absence of the Chairperson and Vice Chairperson, the Secretary shall preside and perform all duties of the Chairperson in the event of the Chairperson’s absence, disqualification or disability. 4. It shall be the duty of each member to notify the administrative secretary if such meeting cannot be attended. D. Task Force Task forces shall be formed when deemed necessary by the Chairperson. Such Task Forces shall consist of a leader, who shall be a member of the Commission, and any number of people, members or non-members, the leader deems necessary to successfully complete the task. The Chairperson shall appoint the leader of any Task Force, keeping in mind the interests of individual members. The Chairperson and Vice Chairperson shall be ex officio members of any Task Force formed. ARTICLE III. MEETINGS A. The Commission shall hold a minimum of twelve regular monthly meetings on the second Monday of each month at 7:00 p.m., unless otherwise set by the Commission at the January meeting of each year. In addition, the date and time for any one monthly meeting may be changed by a majority vote of the quorum. B. Quorum, consisting of a majority of the members of the Commission, shall be sufficient to transact the business of the Commission. C. The Commission may hold special meetings to complete or initiate business at the call of the Chairperson, or upon the request of three members of the Commission. PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 11/19/02 Page 3 of 3 D. The roll shall be called at each meeting and a record of those members present or absent shall also be recorded in the minutes of such meeting. E. The order of business will be as follows: Call to Order Approval of Minutes Public Hearings Old Business New Business General Information Open Forum Adjournment ARTICLE IV. ATTENDANCE Attendance is required at all meetings. Absence from more than three regular meetings in a calendar year is not considered acceptable because it impairs the Commission’s ability to fulfill its responsibilities to the community. For this reason, upon a Commissioner’s fourth absence from a regular meeting within a calendar year, the Chairperson shall notify the Mayor of such absences and the City Council may take action to remove the Commissioner. All Commissioners are expected to notify city staff prior to any meeting if unable to attend. ARTICLE V. GENERAL PROVISIONS No member of the Commission shall be authorized to speak on behalf of the Commission publicly until the Commission has first considered and approved such statements. The City Council or City Manager shall be notified in advance of the nature of any public statement of official policy concerning the Commission. ARTICLE VI. AMENDMENTS These rules and procedures may be amended by a majority of the membership at a regular or special meeting. Notice of the proposed amendments shall be mailed to all members of the Commission by the Secretary prior to the meeting at which the amendments are to be voted upon. Any member of the Commission may, in writing, propose amendments to these rules and procedures.