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2022.03.14 - 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, March 14, 2022 7 p.m. Crystal City Hall and Zoom Video Conference Zoom call information: https://tinyurl.com/2p835knt (meeting ID is 870 9511 2098 and password is 414141) or call-in toll free at 888-475-4499 1. Call to Order 2. Approval of Minutes* a. Monday, October 11, 2021 meeting minutes 3. Public Hearing* a. Site plan request from Odam Medical Group for a new medical clinic at 6014 Lakeland Ave North (Application Number 2022-01) 4. Old Business - None 5. New Business a. Election of Officers* 1) Chairperson 2) Vice-Chairperson 3) Second Vice-Chairperson 6. General Information a. City Council actions on previous Planning Commission items: – Site plan and variance request from Scott Endres for a new vision clinic at 5736 Lakeland Ave N b. Update from Council liaison c. Staff preview of likely agenda items for Monday, April 11, 2022 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, March 14, 2022 at 7:00 p.m. Council Chambers, Crystal City Hall and Zoom Video Conference Zoom call information: https://tinyurl.com/2p835knt (meeting ID is 870 9511 2098 and password is 414141) or call-in toll free at 888-475-4499 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 [Vice Chair]  Commissioner (Ward 2) Selton [Chair]  Commissioner (Ward 4) Einfeldt-Brown  Commissioner (Ward 1) Heigel  Commissioner (Ward 3) Maristany [Sec. Vice Chair]  Commissioner (Ward 4) Johnson  Commissioner (Ward 2) Strand  Commissioner (Ward 3) Buck  Commissioner (At- Large) Scholz 2. APPROVAL OF MINUTES * Moved by _______________ and seconded by _______________ to approve the minutes of the October 11, 2021 regular meeting with the following exceptions: Motion carried. 3. PUBLIC HEARING* a. Site plan request from Odam Medical Group for a new medical clinic at 6014 Lakeland Ave N (Application Number 2022-01). Staff presented the following: Page 2 of 2 The following were heard: Planning Commission discussion: Moved by _______________ and seconded by _____________ to recommend ______ to the City Council of the site plan application for a new medical clinic at 6014 Lakeland Avenue North. Motion carried. 4. OLD BUSINESS - None 5. NEW BUSINESS a. Election of Officers* 1) Chairperson 2) Vice-Chairperson 3) Second Vice-Chairperson 6. GENERAL INFORMATION a. City Council actions on previous Planning Commission items: - Site plan and variance request from Scott Endres for a new vision clinic at 5736 Lakeland Avenue North b. Update from Council Liaison c. Staff preview of likely agenda items for Monday, April 11, 2022 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 – October 11, 2021 CRYSTAL PLANNING COMMISSION MINUTES Monday, October 11, 2021 at 7:00 p.m. Council Chambers, Crystal City Hall and Zoom Video Conference 1. CALL TO ORDER The regular meeting of the Crystal Planning Commission convened at 7:00 p.m. with the following members present: X Commissioner (Ward 1) Sears [Vice Chair] X Commissioner (Ward 2) Selton [Chair] X Commissioner (Ward 4) Einfeldt-Brown X Commissioner (Ward 1) Heigel X Commissioner (Ward 3) Maristany [Sec. Vice Chair] X Commissioner (Ward 4) Johnson X Commissioner (Ward 2) Strand X Commissioner (Ward 3) Buck X Commissioner (At- Large) Seffren Other attendees: City planner Dan Olson, PJ Disch and Scott and Rita Endres, and other interested persons. 2. APPROVAL OF MINUTES Moved by Sears and seconded by Heigel to approve the minutes of the September 13, 2021 regular meeting. Ayes: Maristany, Strand, Heigel, Sears, Selton, Johnson, and Seffren. Abstain: Buck and Einfeldt-Brown. Nays: None Motion carried. 3. PUBLIC HEARING a. Site plan and variance request from Scott Endres for a new vision clinic at 5736 Lakeland Avenue North (Application 2021-07). Olson presented a summary of the staff report and stated he is recommending approval of the site plan and variance. Chair Selton opened the public hearing. Commission member Maristany asked why the applicant did not address the Comprehensive Plan designation in their narrative. Olson said they are asked to provide their response to that question, but staff has also addressed that in the staff report. Maristany asked if the parking lot is able to handle delivery vehicles. PJ Disch said yes since the delivery vehicles will be box truck size and not semi-trucks. The parking lot is adequate to handle garbage trucks. Maristany asked if traffic is expected Unapproved Planning Commission Minutes – October 11, 2021 to increase in the area due to the new clinic. Olson said that the area on the east side of Highway 81 (Bottineau Boulevard) is primarily low density residential and therefore traffic volumes will not notably increase, especially since the clinic’s patients will come and go throughout the day in low numbers (unlike a retail store which has many customers). Maristany asked what the clinic will do if they need additional parking in the future. Olson said that the clinic has determined that the amount of requested parking is sufficient to meet their anticipated needs, but if more parking is needed perhaps a parking share agreement can be established with the Crystal Medical Center at 5700 Bottineau Boulevard. Maristany asked if the new exterior lighting will negatively impact the airport. Olson said that the lighting plan meet’s the city’s requirements for footcandle strength at the property line so the airport will not be negatively impacted. Maristany asked if the applicant can provide a bike rack for patients. PJ Disch said they could add one to the site. Commission member Heigel asked how tall the new exterior light poles will be. PJ Disch said they will be 20’ tall. Commission member Seffren asked if there could be a driveway connection to Airport road to provide another outlet for patients, employees and deliveries. Olson said that the property north of the clinic property is owned by Hennepin County so a driveway connection is not possible from that roadway. Commission member Einfeldt-Brown asked when the applicant will open the clinic. Rita Endres said the construction should take 12-14 months and they hope to open in late 2022. Hearing no one else from the public who wished to speak, Selton closed the public hearing. Moved by Maristany and seconded by Einfeldt-Brown to recommend approval to the City Council of the site plan and variance application for Scott Endres at 5736 Lakeland Avenue North. Ayes: All. Nays: None. Motion carried. 4. OLD BUSINESS - None 5. NEW BUSINESS - None 6. GENERAL INFORMATION • City Council actions on previous Planning Commission items: Olson stated that the Council approved the site plan for the four-unit residential building at 4741 Welcome Avenue North. • Update from Council Liaison: City Council liaison Brendan Banks was not present at the meeting. Unapproved Planning Commission Minutes – October 11, 2021 • Staff preview of likely agenda items for Monday, November 8, 2021 meeting. Olson said he has not received any applications for the November meeting, but the application deadline is not until tomorrow. 7. OPEN FORUM Commission member Maristany asked about recent proposed changes to the city’s charter. Commission member Heigel, who is on the Charter Commission explained that the amendments haven’t yet been approved by the City Council, but the Council has expressed agreement with most of the changes. 8. ADJOURNMENT Moved by Buck and seconded by Strand to adjourn. Ayes: All. Nays: None Motion carried. The meeting adjourned at 7:35 p.m. 6014 LAKELAND AVENUE NORTH – SITE PLAN APPLICATION PAGE 1 OF 5 ___________________________________________________________________________ FROM: Dan Olson, City Planner ___________________________________________________________________________ TO: Planning Commission (for March 14 Meeting) DATE: March 9, 2022 RE: PUBLIC HEARING – Site plan request from Odam Medical Group for a new medical clinic at 6014 Lakeland Avenue North (Application 2022-01) A. BACKGROUND Odam Medical Group, who has recently purchased the property at 6014 Lakeland Avenue North (formerly Rostamo’s Bar and Grill), is proposing to demolish the existing building and construct a new 19,251 square foot medical clinic. The property is zoned Commercial (C) and medical clinics are a permitted use within that zoning district. The city’s unified development code (UDC) requires site plan review and approval for the new building and site improvements. Notice of the March 14 public hearing was published in the Sun Post on March 3, mailed to owners and renters within 500 feet (see attachment A), and posted to the Skyway and North Lions neighborhoods on Nextdoor. A sign was also posted on the property. Attachments: A. Site location map showing public hearing notification area B. Existing zoning map C. Project narrative submitted by applicant D. Site plan (12 sheets) PLANNING COMMISSION STAFF REPORT Site plan request for medical clinic at 6014 Lakeland Ave N 6014 LAKELAND AVENUE NORTH – SITE PLAN APPLICATION PAGE 2 OF 5 B. SITE PLAN REVIEW Existing use The 58,824 sq. ft. (1.35 acres) property has a 3,000 square foot restaurant, constructed in 1956, with an associated surface parking lot. In the time since the restaurant closed in December, 2021, the property owner has temporarily allowed Hennepin County to operate a Covid-19 vaccination clinic in a tent in the parking lot. Adjacent uses The following are the existing land uses and zoning districts surrounding this property: • North – Vehicle sales lot zoned Commercial and single family homes zoned R-1 • East – Single family homes, zoned R-1. • West – Across County Highway 81, single family homes zoned R-1 • South – North Star Inn and Suites, zoned Commercial Proposed use The applicant is proposing to construct a 3-story 19,251 square foot medical clinic, with the first floor approximately 5,861 sq. ft. in size (this will be enlarged to 6,385 sq. ft. if the upper floors are constructed), and the two upper floors as 6,433 sq. ft in size. Initially only the first floor will be built, with construction of the second and third floors to occur at some point in the future. The following are the notable site plan elements for this clinic: • Building setbacks and height. The proposed building meets setback requirements in the Commercial district. The clinic is to eventually be 42’ (three stories) in height. The proposed clinic is located close to the Crystal airport. The applicant has notified the Federal Aviation Administration (FAA) of the proposed building construction. Typically with a building of this height the FAA will require approval of any construction cranes that may be needed. Staff recommends a condition of site plan approval that the FAA give final approval prior to building permit issuance. • Parking. The applicant is proposing to remove portions of the existing paved parking lot to add green space, and will resurface the remaining lot for use by the new clinic. The parking lot meets UDC requirements for number of spaces, setbacks, and parking space and aisle dimensions. The property would ultimately have 44 parking spaces. Of these, 27 spaces would be constructed initially and 17 spaces would be constructed when the upper floors are built. Staff recommends a condition of approval relating to the minimum and maximum number of required parking spaces if the upper floors are not constructed. The site plan has notations for one-and-two-way traffic within the parking lot. All drive aisles meet the city’s width requirement for two-way traffic and these notations merely indicate the property owner’s preference for how traffic should flow. Since these notations are not a city requirement the property owner will be able to make changes to traffic flow as they see fit. • Stormwater management and erosion control measures. There is an existing stormwater infiltration basin on the east side of the property, and the applicant will expand this basin to accommodate additional stormwater runoff created by the new building and parking lot. After the site improvements are constructed the 6014 LAKELAND AVENUE NORTH – SITE PLAN APPLICATION PAGE 3 OF 5 percentage of impervious surface on the property will decrease from 82% to 58% (the maximum coverage is 85% for the commercial zoning district). During building construction, the city will require erosion control techniques to be used on-site including silt fences, a rock construction entrance, and inlet protection. • Utilities. The proposed building will connect to existing water and sanitary sewer mains in Lombardy Lane. • Access and circulation. There are two existing driveway accesses off of Lakeland Avenue, and the applicant is not adding additional access points. The city’s Public Works Director and the West Metro Fire Rescue District staff have reviewed the traffic circulation plan and found it adequate to meet vehicle movement into and within the site, including fire trucks. Adjacent to the property, along Lakeland Avenue, is the Crystal Lake Regional Trail which connects Crystal to Robbinsdale and Brooklyn Park. The site plan provides for a new private sidewalk in front of the building that will connect the building entrance to the regional trail. • Building elevations. The proposed major exterior building material is manufactured stone with painted wooden siding as an accent material. These materials meet the city’s requirements. Elevation drawings of the proposed building is attachment D. • Landscaping. There are no trees on the property. The applicant proposes to plant four new species of trees (Swamp White Oak, Harvest Gold Linden, White Pine, and Japanese Tree Lilac) together with two varieties of shrubs. • Screening. Trash and recycling receptacles will be screened by a dumpster enclosure southeast of the building. The applicant has not yet determined how rooftop mechanical equipment will be screened from view and staff recommends a condition of approval that a screening plan be submitted prior to building permit issuance. The parking lot will be screened from the single-family homes to the east and across Lombardy Lane by trees and shrubs. • Exterior Lighting. There are no existing light poles on the property, but two new light poles are proposed in the parking lot. Ten new wall lighting fixtures will also be installed. This lighting meets the city’s requirements. • Signs. There are no existing freestanding signs on the property. The applicant is proposing to locate a monument sign along Lakeland Avenue. Before installing the sign, or any wall signs, the applicant will need to receive sign permit approval by the city. C. Site plan review criteria The following are the relevant criteria for approval of site plans in city code section 510.17. 6014 LAKELAND AVENUE NORTH – SITE PLAN APPLICATION PAGE 4 OF 5 1. The site plan fully complies with all applicable requirements of the UDC. Findings: As outlined in section B, above, the proposed site plan meets UDC requirements. 2. The site plan adequately protects residential uses from the potential adverse effects of a non-residential use. Findings: The nearest homes are located to the east and north (across Lombardy Lane) at a distance of approximately 150 feet from the proposed building. The proposed clinic is not expected to have an adverse effect on these residential properties. 3. The site plan is consistent with the use and character of surrounding properties. Findings: The property had been a commercial use since at least 1956. The proposed building continues this commercial use in a way that is consistent with the use and character of surrounding properties. 4. The site plan provides safe conditions for pedestrians or motorists and prevents the dangerous arrangement of pedestrian and vehicular ways. Findings: The city’s Public Works Director and staff from the West Metro Fire Rescue District have reviewed the site’s traffic circulation plan and found it adequate to meet vehicle movement into and within the site, including fire trucks. Adjacent to the property, along Lakeland Avenue, is the Crystal Lake Regional Trail which connects Crystal to Robbinsdale and Brooklyn Park. The site plan also provides for a new private sidewalk in front of the building that will connect the building entrance to the regional trail. D. REQUESTED ACTION The Planning Commission is asked to make a recommendation to the City Council to either deny or approve the site plan application for a new medical clinic at 6014 Lakeland Avenue North. This recommendation should include findings of fact either for or against the proposal. The Commission may reference the findings for approval in sections B and C above. Staff recommends approval of the site plan application with the following conditions: 1. Site plan. The development shall be constructed according to the site plan in attachment D. 2. Building permit. The following are the requirements for building permit issuance: 6014 LAKELAND AVENUE NORTH – SITE PLAN APPLICATION PAGE 5 OF 5 a. Submittal deadline. The applicant shall submit the permit application for the first floor by April 5, 2023 or submit a request for City Council approval of a one-year extension by March 27, 2023. There is no deadline to submit the permit application to add the second and third floors. b. Building permit issuance. Before the permit is issued, the applicant shall: 1) Sign a site improvement agreement with the city and provide an escrow to guarantee installation of the parking lot, expanded stormwater infiltration basin, and landscaping plan. 2) Provide an approval letter from the Federal Aviation Administration (FAA) to the city. 3) Submit a screening plan for rooftop mechanical equipment that meets the city’s unified development code. 3. Parking. If the second floor is not built the minimum number of parking spaces is 16 and the maximum number of spaces is 27. If the third floor is not built the minimum number of parking spaces is 30 and the maximum number of spaces is 55. These numbers may be adjusted if the city council amends the city’s parking requirements. City Council action is anticipated on April 5, 2022. Site Location and Public Hearing Notice Mailing Map 6014 Lakeland Ave N 4141 Douglas Dr. N. Crystal MN 55422 Attachment A Zoning Map 6014 Lakeland Ave N 4141 Douglas Dr. N. Crystal MN 55422 Attachment B Commercial Drafting and Home Design Dedication to excellence TCO Design P.O. Box 41790, Plymouth, MN 55441 952-994-8276 todd@tcodesign.net March 2, 2022 Odam Medical Group (Clinic) 6014 Lakeland Ave N (PID# 05-118-21-11-0096) Crystal, MN 55428 Robert and Abena Odam 920 E 28th Street, Suite 40 Minneapolis, MN 55407 Project Narrative: Background (Existing and Proposed Use) The proposed site was formally owned by Rostamo’s Bar and operated as a bar and restaurant. It is currently owned by Odam Realty Holdings, LLC. Odam Medical Group is currently using the existing building for Covid19 vaccinations. Odam Medical Group (Applicant) is proposing to remove the existing building, and construct a three story, 19,251 square foot medical clinic building on this site in two phases. Phase 1 will be a 5861 square foot one story building and phase 2 is future two additional stories, stairs, and elevator additions. Phase II will bring the building area to a total of 19,251 sq.ft. This is a much-needed facility that will fit nicely in this community. The site is on the corner of County Road 81 just North of 60th Avenue North. This central location close to a freeway and with great services within a mile makes this site a great location for a small medical clinic. Odam Medical Group Odam Medical Group is a welcoming family practice and medical clinic serving patients in Minneapolis and St. Cloud, Minnesota. Robert Larbi-Odam, MD, MPH, Nimo Ahmed, MSN, CNP, and the team are multilingual and communicate to patients about their conditions and treatments in easy-to-understand terms. The providers take a compassionate approach, listening to patient concerns and allowing them to take active roles in their own care. They also have access to state-of-art imaging tests and a laboratory for blood work, urinalysis, and other testing. Odam Medical Group’s kid-friendly providers also offer well-child exams to track children’s development as they age. Proposed Facility Use and Patients Odam Medical Group will focus on five medical objectives. Other objectives could develop in the future as medical needs change for the community and the Country. 1.Primary Care: Ongoing medical care and physical exams for patients aged 1 week to over 65 years. Managing both acute and chronic diseases with a patient load of 20 patients a day. This would include patients who have hypertension, diabetes, asthma, allergies, eczema, hormone imbalances, and a side range of other common conditions. 2.Social Security Disability: Maintaining patients with medical disability filing a claim with Social Security disability with the Minnesota Department of Economic and Employment for income classification. ADA parking will be available for the 5-10 patients a day that will benefit from this facility. 3.Immigration Exam: Department of Homeland Security Medical exam for refugees and immigrants seeking permanent residency and United States citizenship. Approximately five patients will be examined each day. 4.Vaccinations: Regular vaccine and Covid-19 vaccinations will be given to 10-50 walk in (patients without an appointment) patients. They fill in consent forms in the reception area and receive the vaccines in the exam rooms. 5.Covid-19 testing and treatment: Important Covid-19 testing will be provided for drive through stations to the rear of the facility. Treatment will be provided to those who test positive using the six infusion treatment rooms. The treatment will be monoclonal antibody infusion. Attachment C Commercial Drafting and Home Design Dedication to excellence Zoning and Neighborhood Impact The site is currently zoned C - Commercial. The proposed use as an outpatient clinic is considered a permitted use. It is adjacent to R-1 Low density residential district. There is an existing wood fence along the East property line. We will add additional shrubs as screening along the parking lot for headlight screening. The existing curb cuts along Lakeland Avenue North will be retained which keeps our traffic away from the residential district. The proposed project will comply with the standards of City code section 515. Traffic Consideration We are confident that our concept will have much less impact on local traffic than the existing Rostamo’s bar. The clinic will have standard 8:00am-5:00 pm hours of operation. It will have modest traffic that is associated with a small medical clinic. Stops signs will be added at the existing walking path to provide additional safety for pedestrians and traffic along Lakeland Avenue North. Community Benefit This facility will bring with it a good economic benefit from construction to operation. During construction the project will bring of workers who will patron local businesses for lunches, services, and retail. Once in operation, the employees, professional visitors, and patients will also patron the local businesses for the entirety of its operation. The facility will provide approximately 10-12 good new jobs just on employees and increase business opportunities for medical professionals and visiting building and site maintenance personnel. This medical clinic provides important medical care for the surrounding community. There are several other advantages to a medical clinic facility for this community. It is important to the owner and operators that this facility is well maintained and run. All aspects of site and building maintenance will be kept to high standards. The employees and patients associated with medical clinics have high standards for this type of facility. These types of facilities are quiet and low key. There will be no large and loud parties or gatherings. Building The phase 1 proposed building will be one floor of 15 medical clinic exam and treatment rooms. The total floor area is approximately 5,861 square feet. It will be built on a slab on grade foundation. It will be wood frame construction with generous windows facing County Road 81. Phase II will bring the building area to a total of 19,251 sq.ft. The proposed building will use exterior materials consistent with City code and surrounding buildings. It will utilize a nice balance of manufactured stone and ‘LP SmartSide’. The siding will be varied by using a combination of textures and colors. The roof will be flat roof construction with EPDM (membrane) finished roofing. Access and Parking Two new driveways will enter and exit from Lakeland Avenue North. They will use the two existing curb cut openings which are positioned to allow circular traffic around the building. The current parking lot will be re-paved and re-striped after the construction of the new building and installation of sidewalk, landscaping, curb cut, curbing, and driveways. The infiltration basin on the East side of the parking lot will be refreshed and updated per our civil Engineer. Parking lot, curbs, and sidewalks will be designed and installed in accordance with 2020 MN Accessibility Code. Odam Medical Group Clinic Development Schedule February 2022 – Site Plan Review Application to the City of Crystal Winter/Spring 2022 – Building Permit Application Spring/Summer 2022 – Begin Construction Lakeland AvenueLombardyLaneS1Minnetonka, Minnesota 55345Phone (952) 474-796417917 Highway 7Web: www.advsur.comAdvanceSurveying & Engineering, Co.SITE ADDRESSSHEET TITLEALTA/NSPS LAND TITLESURVEYSHEET NO.SHEET 1 OF 1DRAWING ORIENTATION & SCALE40200212093 TBDRAWING NUMBERDATE DRAFTED:JANUARY 13, 2022LEGAL DESCRIPTION:Lot 1, Block 1, SOULE ADDITION, Hennepin County, Minnesota.STANDARD SYMBOLS & CONVENTIONS:"●" Denotes iron survey marker, set, unless otherwise noted.NOTES AND LIMITATIONS:1. The zoning information for the subject site is in the Commercial Zoning District per an emailsupplied to us. Said letter from the City of Crystal, dated January 13, 20222. Flood Zone designation for the subject site resides in 2 panels, the site is in Zone X of both.The first is 27053C0203F, dated 11/4/2016. The second is 27053C0211F, dated 11/4/2016.3. The gross land area for the subject site is 62,069 Sq. Ft.4. Note that this survey is a Land Title Survey and is NOT intended to be used for anything buta Land Title SurveyCERTIFICATION:To: Land Title, Inc. AND Stewart Title Guaranty CompanyThis is to certify that this map or plat and the survey on which it is based were made in accordancewith the 2021 Minimum Standard Detail Requirements for ALTA/NSPS Land Title Surveys,jointly established and adopted by ALTA and NSPS, and includes Items 1, 2, 3, 4, 6(a), 7(a), 8 and11(a) of Table A thereof. The fieldwork was completed on: October 21, 2021January 13, 2022, _______________________________________________Thomas M. Bloom P.S. No. 42379 - tom@advsur.comSCHEDULE B - SECTION II EXCEPTIONS AS PER TITLE COMMITMENT FILE NO.647331:Item 13 - Drainage and Utility Easements as per the plat - Shown on the surveyItem 14 - Rights of the State of Minnesota per final certificate - Shown on the survey.Item 15 - Easement for highway purposes - Shown on the survey.VICINITY MAPALTA/NSPS LAND TITLE SURVEYSHEET SIZE22 X 34SCALE - 1" = 20'LEGEND6014 LAKELAND AVENUE NORTHCRYSTAL, MNAttachment D L o m b a r d y L a n eL a k e l a n d A v e n u e N o r t h8" VCP6" CIPLEGEND █ █ █ █LEGEND►►L o m b a r d y L a n eL a k e l a n d A v e n u e N o r t h8" VCP6" CIP█████████████████████████████████ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ █ ██████████████████████████████████████████████████████████████████████████████████████████████████████████████████████870 869 868 867 SWPPP DESIGNER: ··· ELECTION OF OFFICERS PAGE 1 OF 1 _____________________________________________________ FROM: Dan Olson, City Planner ____________________________________________________________________ TO: Planning Commission (for March 14 Meeting) DATE: March 9, 2022 RE: Election of Officers The Planning Commission has three officer positions, elected by the members of the commission: • Chairperson. Currently Joe Selton (since January 14, 2019) • Vice Chairperson. Currently Joe Sears (since March 8, 2021) • Second Vice Chairperson. Currently Carolyn Maristany (since January 14, 2019) The duties of each officer position are described in the attached bylaws. 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 2/05/19 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 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. B. Officers The officers of the Commission shall be a Chairperson, Vice Chairperson, and Second Vice Chairperson. PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 2/05/19 Page 2 of 3 C. City staff liaison There shall be a city staff liaison who is not a member of the Commission. D. 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 Second Vice Chairperson shall preside and perform all duties of the Chairperson in the event of both the Chairperson’s and Vice Chairperson’s absence, disqualification, or disability. 4. 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. 5. It shall be the duty of each member to notify the city staff liaison if such meeting cannot be attended. The liaison will then notify the chairperson of such absences. 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. 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. PLANNING COMMISION BYLAWS - APPROVED BY CITY COUNCIL 2/05/19 Page 3 of 3 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. 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 makes a recommendation for an amendment. Notice of the proposed amendments shall be mailed to all members of the Commission by the 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.