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05 13 24 PC Packet PLANNING COMMISSION MEETING AGENDA Remote Attendance/Comment Options: Meetings are conducted in a hybrid format with in-person and remote options for attending, participating, and commenting. Commissioners and members of the public may attend virtually by watching on cable channel 16; by streaming on CCXmedia.org or Webex; or by calling 1-415-655- 0001 and then entering access code 2632 809 5051 and password 1234 from phones and video systems. 1. Call to Order: a. Land Acknowledgement b. Attendance (by presence, not roll call) i. Commissioners: Amy Barnstorff, Adam Brookins, Gary Cohen, Mike Ruby, Chuck Segelbaum, Martin Sicotte, and Eric Van Oss ii. Youth Member: Benjamin Fricke c. Introduction of new members, oath of office, and election of officers 2. Consent Agenda: All matters listed under Item 2 are considered routine in nature and will be enacted by one motion. Individual discussion of these items is not planned. A member, however, may remove any item to discuss as an item for separate consideration under New Business. a. Agenda Approval or Modifications b. Approve Planning Commission Minutes from April 8, 2024 c. Review Board of Zoning Appeals Minutes from March 26, 2024 3. Public Hearings: a. None 4. New Business: a. Mapping Prejudice Project b. APA Planning Board Membership c. Work Plan/Home Occupations d. Observations and Opportunities e. Future Meetings 5. Staff Comments 6. Commissioner Updates 7. Adjourn May 13, 2024 – 6:30 pm Council Chamber Hybrid Meeting CITY OF GOLDEN VALLEY PLANNING COMMISSION MEETING MINUTES Monday, April 8, 2024 – 6:30 p.m. | City Hall Council Chamber 7800 Golden Valley Road Golden Valley, MN 55427 1. CALL TO ORDER AND LAND ACKNOWLEDGEMENT: Chair Brookins called the meeting to order at 6:34 p.m. and read the Land Acknowledgement. a. Regular Members Present: Brookins, McCormick, Barnstorff, Cohen, Meredith, and Segelbaum b. Regular Members Absent: Ruby c. Student Member, Status: Benjamin Fricke, Present d. Staff Members Present: Alma Flores, Community Development Director Darren Groth, Assistant Community Development Director Christine Costello, Housing & Econ. Dev. Manager Kendra Lindahl, City Planning Consultant e. Council Liaison Present: None 2. APPROVAL OF AGENDA: Cohen motioned to add Item b. under Other Business to discuss the April 22, 2024 meeting date, McCormick seconded. Commission voted 6-0 to approve. 3. APPROVAL OF MINUTES: Cohen motioned to approve the March 25, 2024, Regular Meeting Minutes with two corrections. First, Chair Brookins’ name was misspelled and second, the address for the first Informal Public Hearing was incorrect. Meredith seconded, as amended. Commission voted 6-0 to approve the amended minutes. 4. INFORMAL PUBLIC HEARING FOR A CONDITIONAL USE PERMIT (CUP) FOR LABORATORIES (MEDICAL, DENTAL, OR RESEARCH AND DEVELOPMENT) LOCATED AT 201 GENERAL MILLS BLVD a. Groth opened the staff presentation for this agenda item and introduced Costello. b. Costello presented the staff report, findings/conclusions, and recommendations. She mentioned the proposed use, prospective tenants, and the fact that the applicant did not currently have plans to expand. No significant concerns were shared by other departments. c. Based on findings, staff Recommends approval of the Conditional Use Permit, subject to the condition that: “At the time of building permit application, the prospective tenants shall provide any proper chemical inventory and any mitigation measures to the Building Division and Fire Department for review.” CITY OF GOLDEN VALLEY PLANNING COMMISSION MEETING MINUTES Monday, April 8, 2024 – 6:30 p.m. | City Hall Council Chamber 7800 Golden Valley Road Golden Valley, MN 55427 d. The commission had a question regarding what specifically requires the CUP for this type of facility. e. The applicant, 201 General Mills Blvd LLC, sent representatives to speak about the proposal. The first representative to speak was Josh, from Upland Real Estate Group, and Dan the Corporate Facilities Director for the building owner was the second. Dan clarified that the building was not currently vacant and is partially being used for office space. Matt from Whitney Architects was the final applicant representative to speak. Matt stated that the proposal would be for a biopharma med-tech type business that was managing existing equipment, predominantly R and D for new technology. f. Chair Brookins opened the public hearing at 6:51 p.m. g. No one was present to speak on the request. h. Chair Brookins closed the public hearing at 6:52 p.m. i. Chair Brookins requested a motion. j. Cohen moved to approve the motion, with the standards and condition recommended by staff and presented by Costello in her staff report. k. Barnstorff seconded. l. The Commission voted 6-0 to recommend APPROVAL, as moved. 5. COUNCIL LIAISON REPORT: None 6. OTHER BUSINESS: a. Discussion on past meeting topic of Board of Zoning Appeals, and next meeting for May 21st, 2024. b. Cohen asked to reschedule the April 22, 2024, meeting due to that date falling on a holiday. Groth updated the commission that there are no items for neither the April 22 nor the May 13 meeting. Chair Brookins asked staff to cancel both meetings. c. Groth asked the commission about using Granicus software for agendas, the format for meeting minutes, and commissioner training. 7. ADJOURNMENT: Chair Brookins adjourned the meeting at 7:21 p.m. Approved by: Atest By: Commission Chair Darren Groth, AICP, CPM Community Development Asst. Director CITY OF GOLDEN VALLEY BOARD OF ZONING APPEALS MEETING MINUTES Tuesday, May 26, 2024 – 7 p.m. | City Hall Council Chamber 7800 Golden Valley Road Golden Valley, MN 55427 1. CALL TO ORDER AND LAND ACKNOWLEDGEMENT: Chair Nelson called the meeting to order at 7:06 p.m. and read the Land Acknowledgement. a. Regular Members Present: Nelson, Orenstein, Parkes, Corrado, and Commissioner Segelbaum b. Regular Members Absent: None c. Student Member, Status: Vacant d. Staff Members Present: Darren Groth, Assistant Community Development Director Kendra Lindahl, City Planning Consultant e. Council Liaison Present: Council Member Denise La Mere-Anderson 2. APPROVAL OF AGENDA: Orenstein motioned to approve. Parkes seconded. Board voted 5-0 to approve, as presented. 3. APPROVAL OF MINUTES: Minutes from 12/28/2023 continued to next meeting. 4. STAFF INTRODUCTION(S): Groth introduced himself to the Board. 5. REQUEST: a. Applicant(s) Donald and Katherine Carmer request a variance from Section 113-149 (Shoreland Management), Subd. (e)(1) (structure setback from ordinary high water) for the property located at 1860 Major Drive. b. Variance request would allow a 29.3-foot setback from the ordinary high water line of Sweeney Lake where 75 feet is required for a 14’ x 21’ deck and related stairs. c. Lindahl presented the request to the board. She mentioned that the subject site contains an existing legal, non-conforming structure that can be maintained. Shoreland is regulated, and based of MNDNR, DNR had no comment. Burden of proof rests on applicant to show all standards are met. d. Lindahl presented the following two options to the Board. i. Move to deny the variance for a 29-.3’ setback where 75’ is required from Sweeney Lake based on the finding that the variance standards have not been met. ii. Move to approve the variance for a 29-.3’ setback where 75’ is required from Sweeney Lake, based on the finding that the variance standards have been met and subject to the five conditions in their staff report. e. The board asked for details regarding the five conditions that must be met to approve. Lindahl referenced the conditions found on page 4 of the staff report. f. The board asked for details regarding specifics of replacing foliage/vegetation. Lindahl mentioned that no specific number or percentage is given. CITY OF GOLDEN VALLEY BOARD OF ZONING APPEALS MEETING MINUTES Tuesday, May 26, 2024 – 7 p.m. | City Hall Council Chamber 7800 Golden Valley Road Golden Valley, MN 55427 g. Applicant(s) called to the lectern to speak on the request. The applicant representative expressed the lack of use in current deck and lack of ability to use land based on topography, mentioned that the change would be consistent to neighboring houses deck and functional, and answered questions regarding the height and impact to sightline. h. Chair Nelson opened the Public Hearing at 7:46 p.m. i. The board asked if all letters received by the City are included in the public comment record. Lindahl confirmed. j. Chair Nelson closed the Public Hearing at 7:49 p.m. k. The board discussed concern in creating this legal non-compliant structure further deviant to regulation. Comment of efficient use of land based on changes given the limitations of property. l. Segelbaum moved to approve applicant variance request as stated 45.7’ off the required 75’ to a distance of 29.3’ closest point to the ordinary water line of Sweeney Lake. However, suggest adopting the findings in Lindahl’s Staff Report memo in favor, make subject to five conditions in memo not including or excluding anything in bullet points. m. Parkes seconded. n. The board voted unanimously to approve the variance. 6. COUNCIL UPDATES: a. Council Member La Mere-Anderson provided an update of recent City Council discussions. She mentioned that Noah Schuchman was introduced as the Interim City Manager, shared that Chief Green presented the 2023 Police annual report during the City Council meeting, gave an update on the Community Service Officer program and its expected growth, and provided further details regarding the construction of a new build for the HOPE initiative. 7. ADJOURNMENT: Chair Nelson adjourned the meeting at 8:11 p.m. Approved by: Atest By: BZA Chair Darren Groth, AICP, CPM Community Development Asst. Director CITY OF GOLDEN VALLEY PLANNING COMMISSION AGENDA ITEM COVER PAGE Date: May 13, 2024 Title: Mapping Prejudice Project Attachments: None Submitted By: Darren Groth, Assistant Community Development Director Discussion: Mapping Prejudice identifies and maps racial covenants, clauses that were inserted into property deeds to keep people who were not White from buying or occupying homes. From our base in the University of Minnesota Libraries, our interdisciplinary team collaborates with community members to expose the history of structural racism and support the work of reparations. Mapping Prejudice began in 2016 as an experiment. The team wondered whether a new awareness of racial covenants could help people see what Ibram X. Kendi calls the “racism behind those racial disparities.” We drew on the tools of the digital humanities and tenets of public history to develop a methodology that mobilized community members to read historical property deeds and transcribe the information necessary to locate racial restrictions on a digital map. The resulting maps have helped to change popular understandings of structural racism in Minnesota. The dataset has opened new avenues for researchers seeking to document the harm wrought by racist policies. Kirsten Delegard is one of the co-founders of Mapping Prejudice. She received her Ph.D. in history from Duke University, where she trained as a women's historian. In her early research, she explored the history of women and politics. More recently she has devoted her energy to public history and unearthing the complex past of her hometown, Minneapolis. This focus led to Mapping Prejudice and the Historyapolis Project, which Delegard also started. Recommendation Receive a report from Dr. Delegard and hold a discussion regarding the Mapping Prejudice Project. CITY OF GOLDEN VALLEY PLANNING COMMISSION AGENDA ITEM COVER PAGE Date: May 13, 2024 Title: American Planning Association (APA) Membership Attachments: 1) APA Membership Application Submitted By: Darren Groth, Assistant Community Development Director Discussion: All planning public officials — whether newly seated or well-seasoned — need to master planning basics and learn about innovative practices. Take advantage of an experienced and helpful partner in planning practice as you work to create vital, sustainable communities. APA is an independent, nonprofit organization championing public engagement, promoting high ethical standards, conducting and publishing research, and advocating for good planning in the social, economic, and physical aspects of communities around the world. We connect nearly 40,000 individuals from all locations and disciplines — planning commissioners, zoning board members, public officials, professional planners, engaged citizens, students, scholars, and individuals who work in allied professions — who share common interests. Planning board membership includes all the benefits of APA — and more. Members belong to a local chapter and benefit from opportunities to share experiences with other commissioners and planners at national and chapter meetings, conferences, and training events. Agencies pay a participation fee of $121 for an unlimited number of planning commissioners, zoning board members, or elected officials at an additional cost of $68 per member ($63 for APA national dues and $5 for APA chapter dues) as long as they do not earn their living in planning. Recommendation Review and discuss as needed. Connect with APA all year long! Stay connected to the planning community-and get the tools you need to become a first-class planning commission-by signing up with APA. APA offers two options for connecting multiple commiss ioners: group planning board membership and affiliation. Eligible participants are members of planning boards and commissions, city council members, aldermen, mayors, and other elected officials. Note: Neither planning board members nor affiliates may earn their living in planning. Choose the connection that's right for your commission. Group Planning Board Membership Planning board members receive Planning (including 'The Commissioneri, enjoy all the benefits of regular APA members, and have access to special resources on the APA website. Planning board members are full members of APA national and a local chapter. The agency pays a S 115 annual participation fee and $65 (S60 national dues+ S5 chapter dues) per member. APA Affiliates APA affiliates receive the online editions of Planning and The Commissioner and have access to special resources on the APA website. APA affiliates are not members of APA national, but may join some APA chapters. The agency pays a S 115 annual participation fee and S45 per affiliate. Get the APA connection today Identify group planning board members or APA affiliates, figure the wtal cost, and provide agency information on the next page. Welcome to the American Planning Association! Return the completed application page to APA American Planning Associ ation 97774 Eagle Way Chicago, IL 60678-9770 Fax credit card payments to 312-786-6700. II American Planning Association Making Great Communiries Happen Identify planning board members or affiliates (Photocopy this form to identify additional individuals.) Name □ Mr. □ Ms. □ Mrs. Home Address City State "Email address (required) Name □ Mr. □ Ms. □ Mrs. Home Address City State •Email address (required) Name □ Mr. □ Ms. □ Mrs. Home Address City State "Email address (required) Name □ Mr. □ Ms. □ Mrs. Home Address ZIP City State ZIP 'Email address (required) Name □ Mr. □ Ms. □ Mrs. Home Address ZIP City State ZIP 'Email address (required) Name □ Mr. □ Ms. □ Mrs. Home Address ZIP City State ZIP "Email address (required) *This will be the email address of record. APA will use it to deliver benefits and it will serve as login to the APA website. Choose your connection and compute your cost. Group Planning Board Members (GPBM) OR Participation fee $ 115 (A) Dues per member $ 65 Multiply by number of members Total memberdues =S __ (B) GPBM TOTAL (A+B) =$ __ OR Verification (required) I verify that the individuals named above are members of a planning board or commission or elected or appointed officials, and that they do not earn their living in planning. Name of commission, board, or agency Signature of program administrator Email address of program administrator (please print) Agency director or designate Name Title Email address Page 2 of2 APA Affiliates Participation fee Dues per affiliate Multiply by number of affiliates Total affiliate dues AFFILIATES TOTAL (A+B) $ 45 X = $ 115 (A) S_(B) $ __ Contact and billing information {please print) Agency Agency's APA ID (if known) Program administrator Agency address 1 Agency address 2 City State ZIP Payment information □Check enclosed, payable to APA □MasterCard □ Visa □ American Express □ Discover Card number Expiration date Cardholder's signature A-PBA CITY OF GOLDEN VALLEY PLANNING COMMISSION AGENDA ITEM COVER PAGE Date: May 13, 2024 Title: Work Plan, Home Occupations Attachments: 1) City Code Section 113-88(d)(4) – R-1 example text 2) City Code Section 113-97 – MU example text Submitted By: Darren Groth, Assistant Community Development Director Discussion: The Planning Commission’s 2023 Work Plan has been continued into 2024. Item 3 on the work plan is to discuss “Changes to the City’s development process.” One such proposed change is the definition of and classification of home occupations. Our zoning code currently defines home occupations as: Home Occupation: An accessory use of a dwelling, excluding an attached garage or other accessory structure, which is conducted entirely within the dwelling. (In-home child care licensed by the State is not considered a home occupation.) For the R-1 and R-1 zoning districts, City Code Chapter 113, Article III, Division 2, identifies 13 governing requirements and lists 10 uses that are prohibited as a home occupation. For the MU-N and MU-C zoning districts, City Code Chapter 113, Article III, Division 2, identifies five specific requirements for a home occupation. No other zoning districts permit a home occupation. These code requirements must be followed if you have a Home Occupation. The code, however, does not identify or define what causes a property to garner the designation of having a Home Occupation. For example, the code could include a definition for commercial activity, e.g., Commercial Activity: any activity that promotes, creates, or exchanges commercial products or services. Commercial activities include, but are not limited to, advertising, displaying of products or other merchandise, fund-raising, buying or selling any product or service, encouraging paid membership in any group, association or organization, or the marketing of such activities. With this definition, the Commercial Activity phrase could be inserted into a rewritten definition of Home Occupation, e.g., Home Occupation: The accessory use of a dwelling for any Commercial Activity. Recommendation Receive a report and hold a discussion regarding Home Occupations and any potential amendments to the development process or zoning code. Created: 2024-04-25 11:03:42 [EST] (Supp. No. 6, Update 2) Page 1 of 2 Sec. 113-88. Single-Family Residential (R-1) Zoning District. (a) Purpose. The purpose of the Single-Family Residential (R-1) Zoning District is to provide for detached single- family dwelling units at a low density along with directly related and complementary uses. (b) District Established. Lots shall be established within the R-1 Zoning District in the manner provided for in Section 113-29. The district established and/or any subsequent changes to such district shall be reflected in the Official Zoning Map of the City as provided in Section 113-56. (c) Principal Uses. Permitted, conditional, restricted, and prohibited uses in the R-1 Zoning District shall be as specified in Section 113-87 (a) and Table 87-1, Residential Land Uses. (d) Accessory Uses. The following accessory uses shall be permitted in the R-1 Zoning District: (1) When the property owner resides in the dwelling, rental of single sleeping rooms to not more than two people for lodging purposes only; and (2) In-home child care licensed by the State. (3) Accessory Dwelling Units associated with a single-family home, as regulated by Section 113-159 and with either administrative approval or a conditional use permit. (4) Home occupations, as governed by the following requirements: a. The use of the dwelling for the occupation or profession shall be incidental and secondary to the use of the dwelling for residential purposes. b. The exterior appearance of the structure shall not be altered for the operation of the home occupation. c. There shall be no outside storage or display of signage or anything related to or indicative of the home occupation. d. An accessory structure, including a garage, shall not be used for a home occupation. e. A permitted home occupation shall not result in noise, fumes, traffic, lights, odor, excessive sewage or water use or garbage service, electrical, radio, or TV interference in a manner detrimental to the health, safety, enjoyment, and general welfare of the surrounding residential neighborhood. f. No physical products shall be displayed or sold on the premises those incidental to the permitted home occupation. g. No signs or symbols shall be displayed other than those permitted for residential purposes. h. Clients, deliveries, and other business activity where persons come to the home shall be limited to the hours of 9:00 a.m. to 9:00 p.m. i. No more than 20 percent of the gross floor area of the dwelling shall be used for the home occupation. j. Parking related to the home occupation shall be provided only on the driveway of the property where the home occupation operates. k. A home occupation shall not generate more than eight client trips per day and serve no more than two clients or customers at a time. l. There shall only be one outside employee allowed on the premises at which a home occupation is located. Created: 2024-04-25 11:03:42 [EST] (Supp. No. 6, Update 2) Page 2 of 2 m. All other applicable City, State, and Federal licenses, codes and regulations shall be met. n. The following uses are prohibited home occupations: 1. Repair, service, building, rebuilding or painting of autos, trucks, boats, and other vehicles 2. Repair and service of items that cannot be carried by one person and repair and service of any item involving an internal combustion engine or motor 3. Retail sales 4. Medical/dental clinic or similar 5. Restaurants or cafes 6. Animal hospital 7. Veterinary clinic 8. Stable or kennel 9. Funeral home, mortuary, or columbarium; and 10. Sale or repair of firearms. Created: 2024-04-25 11:03:42 [EST] (Supp. No. 6, Update 2) Page 1 of 1 Sec. 113-97. Mixed Use Zoning District. (e) Uses. (2) Home Occupations. The use of a dwelling for an occupation or profession shall be allowed for units that have direct access to the public right-of-way, subject to the following requirements: a. The business of the home occupation must be conducted by a person who resides in the dwelling unit. The business shall not employ more than two workers on-site at any one time who live outside of the unit. b. A home occupation shall not result in noise, fumes, traffic, lights, odor, excessive sewage or water use or garbage service, electrical, radio, or TV interference in a manner detrimental to the health, safety, enjoyment, and general welfare of the surrounding area. c. The business component may include offices, small service establishments, home crafts which are typically considered accessory to a dwelling unit, or limited retailing associated with fine arts, crafts, or personal services. It may not include a commercial food service requiring a license, a limousine business or auto service, repair for any vehicles other than those registered to residents of the property, or the sale or repair of firearms. d. Clients, deliveries, and other business activity shall be limited to the hours of 8 am to 9 pm. e. All buildings that permit home occupations shall adopt rules to regulate their operations in order to ensure that these units function harmoniously with other tenants within the building. (f) Subdistrict Standards. (1) Neighborhood Mixed Use (MU-N) Subdistrict. g. Restricted Uses. The following restricted uses shall be permitted within the Neighborhood Mixed Use Zoning District: i. Home occupations, provided they comply with the requirements of Subsection (e)(2) above. (2) Community Mixed Use (MU-C) Subdistrict. g. Restricted Uses. The following restricted uses shall be permitted within the Community Mixed Use Zoning District: i. Home occupations, provided they comply with the requirements of Subsection (e)(2) above. CITY OF GOLDEN VALLEY PLANNING COMMISSION AGENDA ITEM COVER PAGE Date: May 13, 2024 Title: Observations and Opportunities Attachments: 1) Example Staff Report (Waxahachie, TX) 2) Example Minutes (Minneapolis Planning Commission) 3) Do’s and Don’ts for Meeting Minutes (American Society of Association Executives) 4) Meeting minutes record what is DONE, not what is SAID (Jurassic Parliament) 5) Example PC Work Plan FAL Calendar (Edgewood, WA) 6) Planning Commission Work Plan Memo (Mount Vernon, WA) Submitted By: Darren Groth, Assistant Community Development Director Discussion: At the last meeting, Darren introduced the idea of recurring meetings with the Planning Commission chair. Chair Brookins met with Darren on April 26, 2024, in preparation for this May 13 meeting. During the meeting, several ideas were discussed regarding our collective experiences. It was agreed to share these experiences in an open discussion at the next meeting. This agenda item is intended to allow staff and commissioners to share experiences and expectations for the relationship moving forward. One such option was previously included in the agenda for APA membership. Notes, minutes, communication preferences, presentations, staff reports, and more should be discussed to ensure that all stakeholders share a common understanding of how meetings are scheduled and structured, how agenda items are brought forward, and goals set for the commission and its work plan. Some of the action items that stem from the conversation may need City Council approval, may need to amend the Planning Commission Bylaws, or may not be feasible. However, this agenda item is intended to initiate the conversation and identify options for smooth communication and collaboration in the future. Recommendation Hold a discussion regarding what has been observed by staff and commission members to identify opportunities for improvement moving forward. Page 1 of 3 MEETING DATE(S) Planning & Zoning Commission: April 9, 2024 City Council: April 15, 2024 CAPTION Public Hearing on a request by Ido Pistiner, for a Specific Use Permit (SUP) for Short-Term Rental use within a Planned Development Single-Family -2 (PD-SF-2) zoning district located at 462 Wintergreen Drive (Property ID 265831) - Owner: Ido Pistiner (ZDC-190-2023) Staff: Oanh Vu ACTION SINCE INITIAL STAFF REPORT On February 27, 2024, at the Planning and Zoning Commission meeting ZDC-190-203 was presented and a denial motion was made with a 2-2 vote. A 2-2 vote results in no action being taken, regardless of whether it was a motion to approve, which failed 2-2, or a motion to deny, which similarly failed 2-2. Under Section 2.04(f)(ii) of the Zoning Ordinance, P&Z prepares a recommendation to the City Council. A recommendation requires an affirmative vote one way or the other; a tie vote is no action taken. Since P&Z took no action, the matter stays at P&Z until such time as the P&Z votes one way or the other. APPLICANT REQUEST The Applicant is requesting a specific use permit for a short-term rental use at 462 Wintergreen Drive. CASE INFORMATION Applicant: Ido Pistiner Property Owner(s): Ido Pistiner Site Acreage: 0.2 acres Current Zoning: Planned Development – Single-Family Dwelling 2 (PD-SF-2) Requested Zoning: PD-SF-2 with a specific use permit (SUP) for a Short-Term Rental RECOMMENDED MOTIONS • "I move to recommend denial of ZDC-19-2024, a Specific Use Permit (SUP) for a Short -Term Rental use." • "I move to recommend approval with conditions of ZDC -19-2024, a Specific Use Permit (SUP) for a Short-Term Rental use, subject to the conditions the staff report, authorizing the City Manager and/or Mayor to execute all documents accordingly." Planning & Zoning Department Zoning Staff Report Case: ZDC-190-2023 (Item 5&6) Page 2 of 3 SUBJECT PROPERTY General Location: 462 Wintergreen Drive Parcel ID Number(s): 265831 Existing Use: Residential use, existing STR Development History: A plat for the subject property was recorded in 2016 Adjoining Zoning & Uses: Direction Zoning Current Use North PD-SF-2 Residential use East PD-SF-2 Residential use South PD-SF-2 Residential use West PD-SF-2 Residential use Site Image: PLANNING ANALYSIS During the City Council meeting held on October 16, 2023, Councilmembers approved an ordinance to allow the use of a short-term rental for residential-use properties in all zoning districts with an approved SUP with the exception of the Central Area (CA) zoning district. All residential-use properties located within the Central Area (CA) zoning district are allowed to operate a short-term rental by right without seeking the approval of a SUP. The Applicant is requesting a SUP for a short-term rental at 462 Wintergreen Drive because it is located within the PD-SF-2 zoning district. The subject property consists of a primary structure of approximately 3,209 square feet with five (5) bedrooms, a pool, an accessory structure of approximately 110 square feet, and enough improved surface to accommodate for the maximum parking spaces of five (5) vehicles, situated on an approximately 0.2 acres (8,700 square feet) lot. The applicant has been operating a short- term rental since approximately October 2023. The applicant has satisfied all of the requirements of Section 3.27 of the Zoning Ordinance. At the time of the publishing of this staff report, the City has received no complaints regarding any issues that are considered a nuisance. (Item 5&6) Page 3 of 3 During the planning analysis, staff inquired with the Waxahachie Police Department and discovered no nuisance-related calls had been made regarding the subject property and its current use in the past 12 months. The local emergency contact provided by the applicant is Javier Naranjo (214) 253-3592, 610 Green Mound Drive, Glenn Heights, TX. 75154, Pondviewllc4@gmail.com, located 11.6 miles from the subject property. PUBLIC NOTIFICATIONS To comply with State law contained in Local Government Code Chapter 211 and the City’s public hearing notice requirements, 99 notices were mailed to property owners within 500 feet of the as required in Section 3.27 of the City’s Zoning Ordinance. In addition, a notice was published in the Waxahachie Sun, and a sign was visibly posted at the property. At the time of the publishing of this staff report, a total of eighteen (18) letters in opposition have been received by staff, with six (6) letters being inside the 200’ buffer and the remainder outside the 200’ buffer. RECOMMENDATION Based on the details provided in this Staff Report and the present status of the documents associated with the request, if considering a recommendation for approval: Conditions: 1. The short-term rental operator shall complete the STR registration process and pay the annual and a renewal fee set by Ordinance No. 3415, or as amended. 2. The short-term rental operator shall register for a Hotel Occupancy Tax account. 3. The short-term rental operator is subject to a maximum occupancy of ten (10) guests per stay. 4. The short-term rental operator is subject to provide a maximum of five (5) off-street parking spaces. 5. The short-term rental operator must adhere to all regulations in Section 3.27 of the City’s Zoning Ordinance. ATTACHED EXHIBITS 1. Property Owner Notification Responses 2. Location Map (Exhibit A) 3. Zoning Map (Exhibit B) 4. Floorplan (Exhibit C) 5. Survey (Exhibit D) 6. Host Rules (Exhibit E) APPLICANT REQUIREMENTS If approved by City Council, the Applicant can register their short-term rental and register for a hotel occupancy tax account, starting May 2024. STAFF CONTACT INFORMATION Prepared by: Reviewed by: Oanh Vu Jennifer Pruitt, AICP, LEED-AP, CNU-A Senior Planner Senior Director of Planning oanh.vu@waxahachie.com jennifer.pruitt@waxahachie.com (Item 5&6) Planning Commission Minutes Regular Meeting April 23, 2024 - 4:30 pm Room 350, Public Service Center (PSC) Members Present: Christopher Meyer (President), Joseph Campbell (Vice-President), Bill Baxley, Angela Conley, Kellie Jones, Alyssa Olson, Becka Thompson, and Tom Wagner (Quorum: 5) Members Absent: Aurin Chowdhury and Joyner Emerick Staff : Rachel Blanford Call To Order 1. Roll Call. Quorum Present 2. Adoption of the agenda. Action Taken: Adopted 3. Acceptance of minutes Apr 8, 2024 Planning Commission Action Taken: Accepted Consent 4. 2114 23rd Ave N Public Land Sale (Approval) Staff report by Rattana Sengsoulichanh Review for consistency with the comprehensive plan the sale of 2103 West Broadway and 2114 23rd Ave N for the construction of a two-story food incubator and commercial kitchen. 2103 West Broadway and 2114 23rd Ave N Staff Report Approved on consent. Public Hearing 5. 515 10th Ave SE, Ward 2 City Staff: Hilary Dvorak, PLAN17578 The City Planning Commission adopted staff findings for the applications by Henry Lin with LX Real Estate for the property located at 515 10th Ave SE: A. Variance. Action: The City Planning Commission approved the variance to reduce the width of a drive aisle from 22 feet to 17 feet. B. Site Plan Review. Action: The City Planning Commission approved the site plan review for an eight-unit common lot development, subject to the following conditions: 1. All site improvements shall be completed by April 23, 2026, unless extended by the Zoning Administrator, or the permit may be revoked for non-compliance. 2. CPED staff shall review and approve the final site, elevation, landscaping, and lighting plans before building permits may be issued. 3. All signs shall comply with Chapter 560 of the zoning code. All signage requires a separate permit from CPED. 4. There shall be 43 long-term bicycle parking spaces provide on site. 515 10th Ave SE Staff Report Approved on consent. 6. 409 S 9th St, Ward 7 City Staff: Hilary Dvorak, PLAN17606 The City Planning Commission adopted staff findings for the applications by SIXT Rent a Car, LLC for the property located at 409 S 9th St: A. Conditional Use Permit. Action: The City Planning Commission approved the conditional use permit to allow an automobile services use (automobile rental) in the DT1 Downtown Center District, subject to the following conditions: 1. The conditional use permit shall be recorded with Hennepin County as required by Minn. Stat. 462.3595, subd. 4 before building permits may be issued or before the use or activity requiring a conditional use permit may commence. Unless extended by the zoning administrator, the conditional use permit shall expire if it is not recorded within two years of approval. B. Site Plan Review. Action: The City Planning Commission approved the site plan review for an automobile services use (automobile rental), subject to the following conditions: 1. All site improvements shall be completed by April 23, 2026, unless extended by the Zoning Administrator, or the permit may be revoked for non-compliance. 2. CPED staff shall review and approve the final site, elevation, landscaping, and lighting plans before building permits may be issued. 3. All signs shall comply with Chapter 560 of the zoning code. All signage requires a separate permit from CPED. 4. A minimum of 30 percent of the windows on the first floor of the building shall consist of clear glazing to allow views into and out of the building, as required in section 550.990 of the zoning code. 409 S 9th St Staff Report Approved on consent. 7. Zoning Code Text Amendment, (ALL Wards) City Staff: Shanna Sather The Department of Community Planning and Economic Development (CPED) recommends that the City Planning Commission adopt staff findings to amend Title 20 of the Minneapolis Code of Ordinances to the Zoning Code, as follows: 1. Amending Chapter 525, Administration and Procedures. The purpose of the amendment is to revise the zoning code related to fees for land use applications and sign permits. Action: The City Planning Commission approved the text amendment to update land use application and sign permit fees in: Chapter 525 related to the Zoning Code: Administration and Procedures Fees amendment - staff report and proposed ordinance Approved on consent. Discussion 8. 2027 E Franklin Ave Staff report by Hilary Dvorak A new, three-story wellness clinic. 2027 E Franklin Ave Staff Report Action Taken: Received and filed Adjournment The meeting adjourned at 5:39pm. D o ’s a n d D o n ’t s fo r M e e t i n g M i n u t e s Associations Now |September/October 2016 Issue By: Jeanette Panning, CAE Minutes are not a detailed report on your board or committee meeting. Here’s what to put in and what to leave out. With many things in life and business, less is more. In the association world, this is especially true for meeting minutes. Home Reso urces Do’s and Don’ts for Meeting Minutes Our website uses cookies to deliver safer, faster, and more customized site experiences. The three types of cookies we use are strictly necessary, analytics and performance, and advertising. Please accept the use of cookies or review our cookie policy and manage your cookie settings. A C C E P T Jeanette Panning, CAE Minutes are an official record of actions the board or committee took at a meeting, not a record of everything that was said. They serve a historical purpose, but just as important, they serve a legal purpose, documenting the group’s adherence to the proper procedures and the association’s bylaws. And minutes and recordings made during a meeting are discoverable in litigation, so it is imperative to be prudent about what you include. What's In The minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance (including staff) and the person recording the minutes; and the agenda. The minutes should follow the order of the agenda, with a basic, almost vague, summary sentence or two for each item, along with the name of the person who presented it. Instead,Votes taken should appear in their place of order in the agenda. Generally, don’t include names. record what happened: “Action: Motion made, seconded, and carried.” There is one exception: When the board approves executive compensation or a transaction with a board member, that action should be recorded—along with the names of those who voted for and against, the information provided on which they based their decision, and the outcome. This additional detail can help establish a rebuttable presumption that the action was reasonable and can help avoid IRS sanctions. What's Out Since minutes are public documents that members may ask to review, be clear on what to exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t report details of discussions, especially who said what. When items not on the agenda are discussed, note simply that “time was provided for members to discuss items not on the agenda.” And remember that minutes are not the place for future action items or to-do lists. Finally, once the minutes are approved, destroy any notes and audio or video recordings of the meeting. The final approved minutes should be the only record of the meeting that you distribute and keep. Tags: B O A R D O F D I R E C T O R S C O M P L I A N C E R E C O R D S R E T E N T I O N v v v Our website uses cookies to deliver safer, faster, and more customized site experiences. The three types of cookies we use are strictly necessary, analytics and performance, and advertising. Please accept the use of cookies or review our cookie policy and manage your cookie settings. Jeanette Panning, MBA, CAE is assistant director of publications programs at the American Geophysical Union. Email (mailto:jpanning@agu.org) R E A D T H E S E N E X T American Society of Association Executives™ (ASAE), 1575 I St. NW, Washington, DC 20005, P. 888.950.2723, F. 202.371.8315 or P. 202.371.0940 (in Washington, DC). © Copyright 2024 ASAE. All rights reserved. Download the ASAE mobile app! The Ins and Outs of Taking Effective Board Meeting Minutes Legal Governance Challenges for Associations During a Pandemic Don't Let Your Meeting Minutes Land You in Legal Trouble Review Your Resolutions Our website uses cookies to deliver safer, faster, and more customized site experiences. The three types of cookies we use are strictly necessary, analytics and performance, and advertising. Please accept the use of cookies or review our cookie policy and manage your cookie settings. September 23, 2020 / Ann Macfarlane Meeting minutes record what is DONE, not what is SAID The biggest problem we encounter in meeting minutes is too much verbiage. Striving to do justice to their job, secretaries sometimes include the arguments that are made, what people say in response, and all the minutiae of discussion. There is a better way! According to Robert’s Rules of Order, minutes should record what is DONE, not what is SAID. If you follow this guidance strictly, you will prepare action minutes. These simply list the actions taken by the body. Nonprofit boards and committees may want to prepare summary minutes. These include points that were made during the discussion, without attribution to individuals. If you are ever called upon to defend your body’s action in a court of law, having summary minutes demonstrates that you exercised due diligence in your discussion. Sometimes state law requires this. Detailed minutes listing “who said what to whom” have these disadvantages: • They tend to personalize and politicize discussions, moving the focus from WHAT the board decides to WHO said WHAT. This has a chilling effect and corrodes your decision-making process. • In fact, WHO said WHAT is irrelevant. It is the decisions of the body AS A WHOLE that are important. Discussion is merely a means to an end, not an end in itself. • If records are kept of people’s arguments, participants can become intimidated and guarded. They may fail to express their true opinion, which is essential for good decision-making. The result can be mere posturing, rather than open expression of genuine concerns. • The purpose of minutes is to create an official record of the body’s actions. This purpose becomes clouded over and obscured when irrelevant material is included. • Detailed minutes make it hard to sort out the actions taken from the verbiage. They absorb a lot of staff time and can result in the body’s taking too much time to correct the record – “that’s not what I said!” • In the worst case, detailed minutes provide fodder for your opponents should your board ever be involved in a lawsuit. In addition, individual arguments, given in good faith, could create liability for the individuals involved. It can be hard to convince a group to move from detailed to action or summary minutes. People like to see a record of what they said. Detailed minutes make it easy for someone who wasn’t there to follow the argument and feel “in the know.” Sometimes the secretary is inclined to just let it flow and write everything down. This can seem easier than selecting out the actions taken, or summarizing the points made. Even so, we recommend that you fight against the tide and commit to making your minutes as concise as they can be. Learn how to take great minutes with more articles at this link https://jurassicparliament.com/category/meeting-minutes/ Ann Macfarlane Ann G. Macfarlane is a Professional Registered Parliamentarian. She offers an interactive and user-friendly way to master the key points for effective, efficient and fair meetings. Her background as a diplomat and Russian translator enables her to connect with elected officials and nonprofit board directors and give them the tools they need for success. She is the author of Mastering Council Meetings: A guidebook for elected officials and local governments. Work Plan Items11-Jan 8-Feb 8-Mar 12-Apr 10-May 14-Jun 12-Jul 9-Aug 13-Sep 11-Oct 8-Nov 13-DecTown Center(Evan, Emily and Darren)Discussion Discussion Discussion Action Discussion Discussion Discussion Discussion Discussion Discussion DiscussionStreet Light Standards(Evan)Discussion Discussion Discussion Action Discussion None None None None None DiscussionDevelopment & Public Works Standards(Jeremy)None Discussion Discussion DiscussionDiscussion(Streetscapes)None None None None None DiscussionSewer Connection Requirements (Darren and Jeremy)None Discussion Discussion Action Discussion Discussion Discussion Discussion Discussion Discussion PH and ActionTree Preservation(Evan)Discussion (Code) Discussion (Code) PH and Action (Code) None None None None None None None Discussion (Goals)Public Zoning(Emily and Evan)None None None None None None None None None None NoneCreate EMC Title 17(Emily)None None None None None None None None None None NoneVarious Code Updates(All staff)Discussion 1. Sign CodeDiscussion1. Sign CodePH and Action1. Sign CodeNonePH and Action1. Traffic Concurrency Management2. Traffic Impact FeesDiscussion1. Streetscapes2. Temp. Signs in ROWPH and Action1. StreetscapesDiscussion1. HB 1220PH and Action1. HB 1220NoneDiscussion1. HB 1220PH and Action1. HB 1220Comp. Plan Amendments (Emily)Discussion (2021) None None None None None None None NoneDiscussion (2021 City-initiated)Action(2021 City-initiated)2021 Work PlanDiscussion Discussion Discussion Discussion Discussion Discussion Discussion Discussion Discussion Discussion Discussion2022 Work PlanNone None None None None None None None None Discussion DiscussionAgenda FormationJanuary February March April May June July August September October November DecemberPublic Hearing (PH)None None 1. Tree Preservation2. Sign Code UpdateNone 1. Traffic Concurrency Management2. Traffic Impact FeesNone 1. Streetscapes 1. HB 1220 None None 1. Sewer Connection Reqs.2. HB 1220ActionNone None 1. Tree Preservation2. Sign Code Update1. Town Center2. Street Light Standards 3. Sewer Connection Reqs.1. Traffic Concurrency Management2. Traffic Impact Fees 1. Chair and Vice Chair Appointments1. Streetscapes 1. HB 1220 None None 1. Sewer Connection Reqs.2. HB 12203. City Comp. Plan AmendmentsDiscussion1. Town Center2. Street Light Standards3. Tree Preservation Code4. Sign Code Minor Update5. City Comp. Plan Amend.6. 2021 Work Plan1. Town Center2. Street Light Standards3. Public Works Standards4. Sewer Connection Reqs.5. Tree Preservation Code6. Sign Code Update7. 2021 Work Plan1. Town Center2. Street Light Standards3. Public Works Standards4. Sewer Connection Reqs.5. 2021 Work Plan1. Public Works Standards2. 2021 Work Plan1. Town Center2. Street Light Standards3. Public Works Standards4. Sewer Connection Reqs.5. Reappointments6. PC Handbook7. 2021 Work Plan1. Sewer Connection Reqs.2. Streetscapes3. Town Center4. PC Handbook5. HB 12206. Temp. Signs in ROW7. 2021 Work Plan1. Town Center2. HB 12203. Sewer Connection Reqs. 4. PC Handbook5. 2021 Work Plan1. Town Center2. Sewer Connection Reqs.3. 2021 Work Plan1. Town Center2. Sewer Connection Reqs.3. 2021 Work Plan1. Town Center2. City Comp. Plan Amend.3. 2022 Work Plan4. 2021 Work Plan1. Town Center2. Street Light Standards3. PW Standards4. Tree Preservation Goals5. 2022 Work Plan6. 2021 Work PlanEdgewood Planning Commision 2021 Future Agenda CalendarThis calendar is for planning purposes only. Please check with staff should you have any questions.NoneWA Dept. of Commerce: Short Course in Local Planning 910 Cleveland Avenue, Mount Vernon, Washington 98273 | www.mountvernonwa.gov | (360) 336-6211 January 5, 2023 RE: Planning Commission Work Plan for 2023 Dear Mayor Boudreau and Planning Commissioners: It recently came to my attention that various commissioners have expressed their interest in more opportunities for the commission. This request for more opportunities matches our obligations under RCW 35.63.040, which states that “The commission shall hold at least one regular meeting in each month for not less than nine months in each year.” As we plan for regular meetings, various meeting topics include staying informed on development trends, receiving training in planning topics and government matters, gaining experience in holding meetings and making motions, and learning more about the requirements of being a commissioner. This memo is intended to outline the plan for 2023 to hold monthly Planning Commission meetings that allow members to receive training and experience. Calendar Choices 1. Option One In accordance with Mount Vernon Municipal Code (MVMC) Section 2.60.055, regular meetings of the city planning commission shall be held on the first and third Tuesday of each month at the hour of 6:00 p.m. at Mount Vernon Police and Court Campus, 1805 Continental Place, Mount Vernon, WA. Regular meetings of the shall normally conclude at or before 10 p.m. In addition to regular meetings, a special meeting may be called at any time by the chair, or vice chair acting as presiding officer, or by a majority of the members of the city planning commission. Per MVMC Section 2.60.055.C.1, the planning commission may, upon majority vote of the commission, and with permission of the mayor, change the day and/or time that their meetings are held. Which leads to Option 2. 2. Option Two Change the day of regular meetings to once per month on either the first or third Tuesday of the month (or another standard day of the month that is preferred by the majority of commissioners). With irregular scheduling of meetings during the past few years, jumping into a standard calendar of two meetings each month may be moving too far, too fast. This option of one standing monthly meeting would create a lesser burden on staff to prepare the materials and allow more time between meetings for commissioners and members of the public to absorb the presented information. 910 Cleveland Avenue, Mount Vernon, Washington 98273 | www.mountvernonwa.gov | (360) 336-6211 Meeting Dates The following list would be the meeting dates for the respective options. Meeting Dates Option 1: January 3 & 17 February 7 & 21 March 7 & 21 April 4 & 18 May 2 & 16 June 6 & 20 July 4 & 18 August 1 & 15 September 5 & 19 October 3 & 17 November 7 & 21 December 5 & 19 Meeting Dates Option 2: January 17 February 21 March 21 April 18 May 16 June 20 July 18 August 15 September 19 October 17 November 21 December 19 For Option 2, the third Tuesday was shown due to a couple of scheduling quarks. January 3 has passed; the July 4 holiday falls on the first Tuesday of July; and November 7 is election day. My preference for 2023 is Option 2 and was used to complete the schedule. As such, the first meeting is January 17, 2023. Training Possibilities The following table suggests a training calendar for commissioners that aligns with the recommended second Tuesday regular meeting. Date Topic Training Source January 17 Open Public Meetings Act AWC online: https://wacities.org/data- resources/open-public-meetings-act-elearning February 21 Public Records Act AWC online: https://wacities.org/data- resources/public-records-act-elearning March 21 Intro to Local Planning Department of Commerce via Zoom April 18 Comprehensive Planning Basics DOC online: https://www.youtube.com/ watch?v=KwdDxJNVv2E May 16 Incremental Code Reform: Enabling Better Places (first 30 minutes) Planetizen: https://courses.planetizen.com/course/incremental- code-reform June 20 Incremental Code Reform: Enabling Better Places (second 30 minutes) Planetizen: https://courses.planetizen.com/course/incremental- code-reform July 18 Setting Growth Targets Skagit County August 15 Missing Middle Housing (first 36 minutes) Planetizen: https://courses.planetizen.com/ course/missing-middle-housing September 19 Missing Middle Housing (second 36 minutes) Planetizen: https://courses.planetizen.com/ course/missing-middle-housing October 17 TBA Topics as requested by Commissioners November 21 TBA December 19 TBA 910 Cleveland Avenue, Mount Vernon, Washington 98273 | www.mountvernonwa.gov | (360) 336-6211 Available Resources In preparation for the trainings planned for the new year, please utilize the following selected resources below. In each resource you will find additional references for more information. 1. MVMC Commission Rules: https://www.codepublishing.com/WA/MountVernon/#!/MountVernon02/MountVernon0260.h tml#2.60 2. MRSC Planning Commission Page: https://mrsc.org/explore-topics/planning/land-use- administration/planning-commission 3. Example from City of Edgewood for a Planning Commission Handbook: https://online.flippingbook.com/view/647798813/ Yours truly, Darren Groth, AICP, CPM Director, Development Services CITY OF GOLDEN VALLEY PLANNING COMMISSION AGENDA ITEM COVER PAGE Date: May 13, 2024 Title: Future Meetings Attachments: None Submitted By: Darren Groth, Assistant Community Development Director Discussion: Per the Planning Commission webpage (www.goldenvalleymn.gov/330), meetings are held on the second and fourth Mondays of each month at 6:30 p.m. Per the Planning Commission’s bylaws (www.goldenvalleymn.gov/DocumentCenter/View/480/Planning-Commission-Bylaws-PDF) amended and approved on April 21, 2020, the regular meeting of the Commission shall be held on the second and fourth Monday of the month at City Hall at 7 p.m. The second and fourth Monday of the month sometimes falls on a holiday. As occurred for the April 22, 2024, meeting and was scheduled to occur again on May 27, 2024. The April 22 meeting was cancelled, and the May 27 meeting was rescheduled to May 29, 2024. This agenda item is intended to review the remaining meetings scheduled for 2024 and discuss whether any additional dates will be in conflict. Remaining 2024 Planning Commission Meeting Dates 29 MAY 10 JUN 24 JUN 08 JUL 22 JUL 12 AUG 26 AUG 09 SEP 23 SEP 14 OCT 28 OCT 11 NOV 25 NOV 09 DEC 23 DEC Recommendation Hold a discussion regarding the upcoming schedule for future planning commission meetings.