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Planning Commission Minutes 12-03-2013MINUTES MONTICELLO PLANNING COMMISSION MEETING Tuesday, December 3, 2013 - 6:00 p.m. - Mississippi Room, Monticello Community Center Present: Bill Spartz, Sam Burvee, Brad Fyle, Charlotte Gabler, Grant Sala Absent: None Others: Angela Schumann, Ron Hackenmueller 1. Call to order Bill Spartz called the meeting to order at 6:00 p.m. 2. Consideration to approve Planning Commission minutes a. Regular Meeting - September 3rd, 2013 CHARLOTTE GABLER MOVED TO APPROVE THE SEPTEMBER 3'm 2013 MEETING MINUTES. BRAD FYLE SECONDED THE MOTION. MOTION CARRIED 5 -0. b. Regular Meeting - October 1 st, 2013 CHARLOTTE GABLER MOVED TO APPROVE THE OCTOBER 1 sT, 2013 REGULAR MEETING MINUTES. BRAD FYLE SECONDED THE MOTION. MOTION CARRIED 5 -0. C. Regular Meeting - November 4th, 2013 CHARLOTTE GABLER MOVED TO APPROVE THE NOVEMBER 4TH, 2013 REGULAR MEETING MINUTES. GRANT SALA SECONDED THE MOTION. MOTION CARRIED 4 -0. (Brad Fyle did not vote as he had been absent at the previous meeting.) 3. Citizen Comments None 4. Consideration of adding items to the agenda • Resignation (Bill Spartz) - Bill Spartz indicated that he would resign as a member of the Planning Commission at the end of 2013 to turn his attention to his role as a newly elected Monticello School Board member. Angela Schumann thanked him for his work and said that he would be missed. • Fleet Farm Update - (Charlotte Gabler) Planning Commission Minutes: 12/03/13 5. Consideration to call for a public hearing for an Amendment to the Monticello Zoning Ordinance, Chapter 4, Section 1- Landscaping & Screening for adoption of regulations pertaining to native landscaping requirements and Chapter 3, Section 4(D) — RA (Residential Amenities) District. Applicant: Citv of Monticello Staff had agreed to redraft the proposed native landscaping ordinance based on the discussion at the October 1St workshop. Some of the language be changed and some minor administrative edits were made. The commission seemed to generally agree to allow native landscaping in all zoning districts but include more restrictive regulations in residential districts. These restrictions would allow native landscaping on a certain percentage of a lot, a particular location on the lot and a designated distance from neighboring lots. Brad Fyle stated that he was not in favor of native landscaping. Angela Schumann indicated that there had been fewer than five requests to establish native landscaping in Monticello. At least one resident had independently obtained grant funding to establish native landscaping on their property along the Mississippi riverbank. Schumann pointed out that a recent application for a Collaborative PUD will provide an upcoming opportunity to further consider native plantings. Charlotte Gabler asked for resident input prior to moving to public hearing. In lieu of a motion at this time, staff suggested drafting questions to use as a short, issue - specific survey accessible on the City's website, Facebook page and via e- news. Commissioners were particularly interested in clarifying the citizen perspective on native landscaping in front yards. Staff also spoke of possibly designing a flyer to use as an educational tool. Schumann will consult with the City Attorney to determine whether feedback submitted electronically would be eligible to be entered into the public record. Gabler also asked about how folks who may be watching the meeting from home might interact with the Planning Commission. Staff stated that the City Attorney had advised against remote participation during a public hearing as there is no case law that supports such testimony at this time. The public hearing notice invites oral testimony during the meeting and written comments may be submitted to City Hall before the date of the hearing. Schumann summarized that the commission had also discussed amending the zoning ordinance to accommodate the demand for building rambler style houses with larger square footage requirements in the Residential Amenities (RA) District. Charlotte Gabler wondered if any builders had requested that the district be modified to provide additional flexibility. Ron Hackenmueller pointed out that the City had processed three lot combinations and various amendments to square footage and garage specifications in Carlisle Village and Hillside Farms. Commissioners seemed to be interested in increasing lot width from 90 to 100 feet and eliminating lot averaging. Hackenmueller noted that amending the zoning language would also simplify inspection follow -up. 2 Planning Commission Minutes: 12/03/13 CHARLOTTE GABLER MOVED TO CALL FOR A PUBLIC HEARING FOR AN AMENDMENT TO THE MONTICELLO ZONING ORDINANCE, CHAPTER 3, SECTION 4(D) — RESIDENTIAL AMENITIES (RA) DISTRICT. GRANT SALA SECONDED THE MOTION. MOTION CARRIED 5 -0. 6. Consideration to review and recommend for the expiring terms of Planning Commissioners and to recommend appointment of Chair and Vice Chair Charlotte Gabler's and Brad Fyle's terms on the Planning Commission expire in December of 2013. Both indicated that they'd be willing to serve another term. Decision 1: Expiring Terms SAM BURVEE MOVED TO RECOMMEND THE APPOINTMENT OF COMMISSIONERS GABLER AND FYLE FOR A THREE -YEAR TERM ON THE PLANNING COMMISSION. GRANT SALA SECONDED THE MOTION. MOTION CARRIED 5 -0. The City Council will ratify appointments as recommended by the Commission on December 9th, 2013. Decision 2: Chair and Vice Chair Positions Gabler asked about the duties of Planning Chair. Spartz said that the chair conducts the meetings and ensures that all are provided an opportunity to speak and that important information is documented in the public record. The chair also attends City Council meetings at which items previously approved by the Planning Commission are considered and signs official documents such as plats and resolutions. Staff will work with the Deputy Clerk to outline various procedural matters to be used as a reference tool for boards and commissions. Fyle asked about the process involved in filling the position vacated by Spartz. Schumann stated that staff had recently discussed the value of clearly defining the role of board and commission members and the level of commitment required and would work to create a job description. She noted that the position would be advertised on the City's website and Facebook page as well as by e -news. The full commission and staff interview the applicants and make a recommendation for City Council ratification. Gabler said that she'd prefer to act as backup chair due to her schedule at this time. Fyle stated that he would be interested in either position. Schumann thanked Spartz for his efforts as a Planning Commissioner and leadership as Commission Chair. She pointed out that he had participated in updating many of the key planning documents such as the Comprehensive Plan, the zoning ordinance and the sign ordinance. She noted that his insights and guidance would be missed. Spartz said that he'd enjoyed and appreciated the education. 3 Planning Commission Minutes: 12/03/13 BILL SPARTZ MOVED TO RECOMMEND NOMINATING BRAD FYLE AS CHAIRPERSON AND CHARLOTTE GABLER AS VICE CHAIR OF THE PLANNING COMMISSION FOR 2014. SAM BURVEE SECONDED THE MOTION. MOTION CARRIED 5 -0. 7. Consideration to review for discussion the Land Use Application Process. Angela Schumann presented an overview of the land use application process from an applicant's point of view. The summary provides a broader understanding of the many steps involved in a thorough analysis of land use decisions. Schumann outlined two levels of the Pre - Design stage. Level 1 involves drawing some parameters around a concept in terms of who'd be involved, what would be needed to accomplish the concept, and a general timeline. If there is continued interest the concept would move to Level 2 Pre - Design which is the more formal Pre - Application stage required by zoning ordinance. This stage involves planning, building and engineering staff conducting a broad review of the essential components of a land use application. Some of the issues considered are the land use plan, zoning, concept fit, environment, access, utilities, annexation, park dedication, financing. This step would focus on identifying roles, heading off any stumbling blocks and making information such as application checklists and timelines available from the start. Charlotte Gabler suggested that the Planning Commission and the City Council become involved at the pre - application stage in order to have more information related to a project prior to consideration at a public hearing. Schumann identified the common land use applications set by zoning ordinance. These are: Comp Plan amendment, Conditional Use Permit (CUP), variance, subdivision: administrative (lot split or boundary line adjustment and lot combinations), plats (preliminary and final), map amendment/text amendment, Planned Unit Development (PUD) and vacations (easements and right of way handled by City Council) and site plan review. Schumann also briefly described other types of administrative applications and permits. These are: sign permits temporary use permits (special event permits), home occupation permits (permitted, administrative and CUP), grading permits and administrative and PUD adjustments (handled by City Council) and amendments. She reviewed the application form which includes property information, type of application, fees and escrow, applicant and property owner signatures and agency information which specifies the 60 day rule for taking action on a decision once the application is complete. The applicant receives a letter and checklist which lists submittal requirements, approval criteria and review and hearing dates. Schumann described the public hearing notification process. Notice is published twice and mailed ten days prior to the day of the hearing to those within 350 -500 feet of the property. Staff produces an affidavit of mailing and receives an affidavit of publication. 4 Planning Commission Minutes: 12/03/13 Applications are posted to the City's website. Schumann cited the steps in the internal application review process. These are plan distribution, staff site review, staff report preparation (including conditions of approval), application review meeting and distribution and posting of the agenda. She also noted that other city boards (Parks Commission, IEDC, City Council) often participate in the review process as necessary depending on the application. The Planning Commission makes recommendations to the City Council but is the Board of Adjustment and Appeal for variances. Schumann noted that the Planning Commission summarizes its decisions through resolutions which include finding of facts. The proceedings are recorded and a record plan set addressing all conditions of the decision is required. Notices and minutes of the decision are provided to the applicant. Amendments to the ordinance and maps are posted to the website. g. Community Development Director's Report Xcel Energy — The City received a site plan application from Xcel Energy in response to the Nuclear Regulatory Commission requirement that they upgrade meteorological monitoring capability by replacing the existing 200 foot tall tower with a tower nearly 300 feet tall. The City has very little review authority as it relates to federally required instrumentation or equipment for the plant. Hackenmueller will issue the building permit and the City Council will be made aware of the requirement. Planning Services - Staff recommended that the City continue to utilize NAC for day -to- day planning matters as designated "City Planner" for 2014. West 7th Street Extension Project— West 7t' Street is now open to traffic. The route provides a crucial connection and paves the way for further development. I -94 Reconstruction Project - MnDOT plans to complete a reconstruction of I -94 between CSAH 18 and TH 25. The project will prepare Monticello for the future six -lane freeway expansion as part of the I -94 Coalition's Corridors of Commerce initiative. TAC Update —The TAC continues to take steps related to the Fallon Avenue Overpass project and planning for an eventual second river crossing. Bertram Chain of Lakes Regional Park — The City and County will close on the purchase of Phase IV of the Bertram Chain of Lakes Regional Park on December 17f, 2013. Phase IV involves 140 acres including a majority of Bertram Lake and its west and south shorelines. Grant and match funding have been approved for the land along the north side of Bertram and Long Lakes (including the beach) as well as for the 40 acres of the city's athletic complex. These parcels are scheduled for purchase by June 2014. Grant applications are underway for the last parcels in the northeast corner of the park. Planning Commission Minutes: 12/03/13 9. Items Added to the Agenda • Fleet Farm Update (Charlotte Gabler) - Fleet Farm representatives indicated that potential competition with the Runnings store currently under construction will not affect their plan to develop a retail facility at their site at some point in the future. 10. Adiourn BRAD FYLE MOVED TO ADJOURN THE MEETING AT 6:55 PM. GRANT SALA SECONDED THE MOTION. MOTION CARRIED 5 -0. Recorder: Kerry Burri Date Approved: January , 2 13 Attest: /111?1 Angela S L Director