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6. Recommendations from the Planning Commission CITY OF SCANDIA PLANNING COMMISSION AGENDA Tuesday,January 5, 2010 7:30 P.M. 1. Call to Order 2. Approve Agenda 3. Approve Minutes a) November 3, 2009 4. Public Hearings a) Wayne Schmitt, Variances for Addition and Remodeling to an Existing Structure at 21084 Olinda Trail North 5. New Business 6. Old Business 7. Adjournment 12/30/2009 City of Scandia,Minnesota NOTICE OF SPECIAL PLANNING COMMISSION MEETING TO CONDUCT SITE VISIT NOTICE IS HERBY GIVEN that the Planning Commission of the City of Scandia, Washington County, Minnesota, will hold a special meeting to visit the site and gather information concerning the following request that will come before the Commission at its January 5, 2010 regular meeting: Variances for Addition and Remodeling for an Office Use in an Existing Structure Location: 21084 Olinda Trail North Applicant: Wayne Schmitt The site visit will be conducted on Tuesday,January 5, 2010 at 6:30 p.m. CST. The site visit is an official Planning Commission meeting and is therefore open to the public. The Planning Commission will meet at the site. Interested citizens, owners or developers are also invited to meet at the site. For questions please contact the Scandia City Office, 651 433-2274. Anne Hurlburt City Administrator/Clerk December 30, 2009 � . �� November 3, 2009 The Scandia Planning Commission held their regular monthly meeting on the above date. Chairman Ness called the meeting to order at 8:30 p.m. The following were in attendance: Commission Chairman Chris Ness, Commissioners Tom Krinke, Christine Maefsky, Susan Rodsjo and Peter Schwarz. Staffpresent: Planner Berry Famngton, TKDA. APPROVAL OF AGENDA. MINUTES Schwarz, seconded by Krinke, moved to approve the agenda as presented. The motion passed unanimously. Schwarz, seconded by Maefsky, moved to approve the October 6, 2009 minutes as presented. The motion passed unanimously. TOM AND ANN MADDOX—VARIANCE REOUEST FOR 18785 LAYTON AVENUE (RESOLUTION 11-03-09-03) Tom and Ann Mattox have requested variances to allow for the construction of a detached garage 528 square feet in size on property located at 18785 Layton Avenue, with frontage on Big Marine Lake. There is currently an existing house and one shed on the property. The applicants propose to remove the shed and a portion of the deck. Variances for right of way setback, Ordinary High Water level setback, lot size and lot width were requested. Planner Farrington presented the planner's report, which recommended approval of the request with findings and conditions which were incorporated into a draft resolution. The applicant's submitted plans proposed a two-car garage located 6.1 feet from the right of way on Layton Avenue. Farrington recommended the garage be further set back from the right of way to address safety issues. A fifteen foot setback was recommended which is consistent with recent precedence. As a longer driveway would increase the amount of impervious surface, Farrington recommended that the size of the garage be reduced so that the covered areas not exceed 25%of the lot. Farrington gave several options to minimize the variances, such as constructing an attached garage 441 square feet in size, away from the lake on the west side of the existing house. Planner Farrington explained that an OHW setback of 53 feet instead of the required 100 feet, would allow for an attached garage. Variances for lot size(0.14 acres) and lot width(64 feet) are also required. Commissioner Schwarz felt that an attached garage would be the most logical. In further discussion, Tom Mattox explained that the driveway would not be solid;rather strips of grass would separate the wheel tracks. The applicants indicated that they would review the building options available to meet the conditions of the variance. Chairman Ness opened the public hearing. There were no comments and the hearing was closed. November 3,2009 Scandia Planning Commission Page 2 of 5 Commissioner Krinke questioned why a driveway 18 feet in length, a typical parking place,is not designated in the recommendation. Planner Farrington explained that fifteen feet is a safe margin and is consistent with past approvals. There is a wide right of way on Layton Avenue. Council member Lindell stated that he had a hard time justifying the case of hardship and asked if there was a legal determination in this case. Planner Farrington stated that the findings of fact conform to the city's standards of approving a variance as described in the zoning ordinance. City Attorney Hebert explained that the planner is following the criteria correctly as defined by state statute and the city's development code. Council member Lindell asked what were the standards when the lot was developed. City Attorney Hebert stated that when the lots on Big Marine Lake were created in the 1950's, there were no zoning regulations in place at that time. The small lots of the subdivisions were intended for cabins and trailers. Once the standards of the Development Code were adopted,the lots were considered non-conforming but not created by the property owner. Improvements to the lots do not meet the current setback requirements, therefore requiring a variance request. Commission Chair Ness stated that removing part of the deck and building the garage off the lakeside is an improvement to the property. He felt it vital to locate the building 15 feet off the right of way. Maefsky, seconded by Schwarz, moved to recommend to the City Council approval of draft Resolution 11-03-09-03, Approving Variance for 18785 Layton Avenue. The motion passed unanimously. PUBLIC HEARING ON COMPREHENSIVE PLAN AMENDMENT—CAPITAL IMPROVEMENT PROGRAM UPDATE. 2010-2014 City Administrator Hurlburt presented a report on the draft Capital Improvement Program (CIP) for the years 2010 to 2014. The CIP is a required element of Comprehensive Plan and changes must be adopted using the same procedure as an amendment to the plan, including a public hearing by the Planning Commission. A draft CIP was prepared based on input from the Capital Improvements Committee and from direction based on City Council discussions. The updated draft CIP noted two changes that affect 2009 expenditures: 1) Replacement of Rescue Vehicle 5179 (change timing from 2010 to 2009 and 2010); and 2) Construction of a Salt/Sand Shelter(change timing from 2011 to 2009 and reducing cost from $60,000 to $20,000). Commission Chair Ness opened the public hearing. Terry Brindley, 23450 Melanie Trail: Mr. Brindley stated that the city should build a storage crib east of the Public Works building for the purpose of storing salt during the winter season. It is a safety issue to make sure roads are maintained properly and material is available when needed. Administrator Hurlburt explained that there is a slab and existing walls at the site for this November 3,2009 Scandia Planning Commission Page 3 of 5 purpose, and different options have been looked at to build a cover. A fabric cover-all system could be built for an estimated $20,000, or at an increased cost of over$60,000 for a wooden structure. If approved in the CIP amendment for 2009, the next step is to amend the budget in December. Lisa Schlingerman, 20661 Quint Avenue: Ms. Schlingerman stated that a fabric covered building is not in keeping with the Comprehensive Plan, and yet $60,000 is a substantial amount of money for a storage building. How does the cost of the building compare to the cost of traveling to Stillwater to load the salUsand mix? Administrator Hurlburt stated that an ordinance amendment could be granted to allow for this type of building for this exclusive purpose. The council can decide on the amount of money to spend on the building,but the cost to drive to the County facility is not the determining issue. It is the time factor of having the snowplow trucks off the city roads and traveling to load salt during snow events that is critical. The city is also dependent on the county's operating hours and availability. Pam Arnold, 16560 220`"Street: Ms. Arnold questioned the longevity of a fabric building. Administrator Hurlburt stated that the proposed building has a 15-year warranty on the fabric. Saldsand storage is a common use for this type of structure; a metal building is subject to corrosion. Terry Brindley: Mr. Brindley felt there are good reasons to construct an on-site storage building and hopes the issue gets resolved. Chairman Ness closed the public hearing. Commissioner Schwarz questioned why the CIP includes funds for a Fire Chief vehicle in 2011. Administrator Hurlburt explained that this purchase is in the 2009 budget and is being reevaluated by the current fire chief. Anticipated donations did not materialize and a purchase was not made this year. The reasoning to provide the chief a car was based on safety concerns of traveling to a rescue call in an unmarked vehicle. Council member Peterson stated that she was against building a hoop style structure with a plastic cover. If the ordinance is amended to allow hoop structures for government use, it follows that residents will ask to construct this type of building. This building type should remain as unallowable. Peterson suggested leaving$60,000 in the CIP for a wooden salt/sand storage building. Administrator Hurlburt explained that staff was directed to provide cost options and council will determine how to prioritize the project. The issue being considered is either to leave it in the 2011 CIP or move up to a 2009 expenditure. Commissioner Rodsjo asked if the cover-all structure would be left up year round, where is the site and would it be visible from the road. Administrator Hurlburt answered that yes, it is intended to remain in place. 'The site is on the northwest corner of the Public Works/Fire November 3,2009 Scandia Planning Commission Page 4 of 5 Department building. The visibility depends on the direction of travel on Highway 97. There would more of a view when traveling westbound. Rodsjo asked if the material could be stored uncovered. Hurlburt relayed information from Public Works Supervisor Morrison that salt/sand mix left uncovered picks up moisture and freezes solid which then cannot be handled in the spreader device. Commissioner Rodsjo voiced ageement with Council member Peterson that a hoop building goes against the city's design standards and a long term plan should be evaluated that would conform to the same standards that residents are asked to follow. Rodsjo suggested that a portion of funds be allowed for a design study first in 2010, followed by bidding the plan out for construction in 2011. Commissioner Krinke stated that having saltlsand material on-site is in the interest of public safety. Design standards should take a backseat to the responsibility of citizen safety. Commissioner Rodsjo asked why the pedestrian connection from Hawkinson Business Park to the Village Area, which was identified for development in the Comprehensive Plan, was not included in the CIP. Administrator Hurlburt stated that this project is not specific enough in detail to have the project defined. It's vague at this point,but could be added to the pending list of projects. Rodsjo also commented that it is imperative that the city designate funds for the maintenance of roads. Rodsjo is in favor of including funds in the CIP for these projects. Council member Lindell questioned the office space study proposed for 2010 in the amount of $18,000. Lindell is not in favor of proceeding with this project if the funds are not available to follow through with construction. Administrator Hurlburt stated that the project includes a needs analysis as the first step to determine the permanent solution for additional space. Determining the scope of the project gets numbers in the budget for long range expansion needs. Commissioner Rodsjo stated that it is a necessity to have additional space down the road. A needs study is an important first step,resulting in long range planning. Money is not wasted on smaller projects that are done just to get by. Rodsjo, seconded by Maefsky, moved to amend the draft CIP to include $15,000 towards a design/engineering plan for a permanent wooden salt/sand structure in 2010 and $60,000 for construcNon in 2011. Commissioner Schwarz commented that problems with snow removal operations will continue for the next few winters if this project is delayed. Commissioner Krinke agreed that the project should start in 2010. Rodsjo, seconded by Maefsky, moved to amend the above motion which would amend the CIP to include $60,000 in 2010 for construction of a permanent storage building, Project #PW-011, which is in line with the Comprehensive Plan. The amended motion passed with Schwarz abstaining. November 3,2009 Scandia Planning Commission Page 5 of 5 A vote was taken on the main amended motion. Voting in favor: Schwarz, Rodsjo, Maefsky, Krinke. Voting opposed: Ness. The motion passed 4-1. Ness, seconded by Krinke, moved to amend the draft CIP to delay the office space study, Project#A-001, to 2011. Voting in favor: Schwarz, Ness, Krinke. Voting opposed: Rodsjo, Maefsky.The motion passed 3-2. Rodsjo,seconded by Maefsky, moved to amend the draft CIP to include a pedestrian connection from Hawkinson Business Park to Olinda Trail in the Village Area as a pending project. The motion passed unanimously. Rodsjo, seconded by Schwarz, moved to recommend to the City Council adoption of the draft CIP with the following amendments: 1) Designate $60,000 in funds for Project#PW- O11 (salt/sand storage facility) in 2010; 2) Designate $18,000 for Project#A-001 (City meeting/office space study) in 2011; 3) Designate a trail connection from Hawkinson Business Park to the Village Area as a pending project. The motion passed unanimously. REPORT FROM THE TRANSFER OF DEVELOPMENT RIGHTS COMMITTEE Commissioner Maefsky, chair of the Transfer of Development Rights Committee, reported on the findings and recommendations of the Committee. The Committee met seven times beginning in May 2009. TDR was evaluated as a tool for achieving the Comprehensive Plan's land use goals. Specified criteria were identified for parcels within the sending and receiving areas. The Committee's recommendations will be discussed in detail early in the process of updating the Development Code. DEVELOPMENT CODE UPDATE—SET WORKSHOP MEETING DATE The City adopted its Comprehensive Plan in March 2009. Cities are required to update zoning and subdivision regulations within 9 months of the plan's adoption. The Planning Commission and City Council will meet in a joint workshop to begin discussion on key issues regarding the Development Code update. A meeting date of December 2,2009 at 6:00 p.m. was selected for this work session. UPDATE ON TOWER BARN (HILLTOP WATER COMPANY BUILDING) Commissioner Rodsjo reported on the status of the Tower Barn, Hilltop Water Company's well building. T'he Board of the water company agreed to contract with an engineer for a structural assessment of the building. Administrator Hurlburt stated that investigation of insurance costs indicate that the building could be insured for a minimal cost,but including the well supply as a liability is a concern. Discussion on the city's interest in purchasing the building will continue once the structural analysis and refurbishing costs are known. Schwarz, seconded by Maefsky, moved to adjourn the meeting. The motion passed unanimously. The meeting adjourned at 11:02 p.m. Respectfully submitted, Brenda Eklund,Deputy Clerk