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Home My WebLink About2023-04-04 City Council Work Session Packet (2)Agenda City Council Work Session City of Edina, Minnesota City Hall Community Room Tuesday, April 4, 2023 5:30 PM I.Call To Order II.Roll Call III.Joint Meeting with Planning Commission: Development Review Process IV.Joint Meeting: Planning Commission V.Adjournment The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing ampli&cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: April 4, 2023 Agenda Item #: III. To:Mayor and City Council Item Type: Reports / Recommendation From:MJ Lamon, Community Engagement Manager & Emily Bodeker, Assistant City Planner Item Activity: Subject:Joint Meeting with Planning Commission: Development Review Process Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, discussion only. INTRODUCTION: As part of the 2023 Planning Commission's work plan, the commission was asked to review and recommend possible changes to the development process including sketch plans, public feedback, and public hearings. This work plan item was continued over from 2022. The Planning Commission discussed the proposed recommendations at their March 29 regularly scheduled meeting and is available for viewing from the City's website. Staff will provide a brief overview of legal requirements and past Council discussions regarding this topic. The Planning Commission will present their recommendation to City Council for discussion only. ATTACHMENTS: Description Development Review Process Presentation_Updated Staff Presentation The CITYofEDINAThe CITYofEDINADevelopment Review ProcessPlanning Commission Recommendations The CITYofEDINAPlanning Commission Purpose•“To review development plans and advise the City Council on development, including amendments to the Comprehensive Plan, zoning, platting, changes in streets, and other matters of a general planning nature”•Rather… To optimize the legacy of development and infrastructure This requires continual scrutiny and improvements to the processwww.EdinaMN.gov2 The CITYofEDINACommission Work Plan Initiative•Development Review Process: Review and recommend possible changes to the development review process including sketch plans*, public feedback, and public hearingswww.EdinaMN.gov3ResidentsDevelopers*Sketch plan review will follow public feedback/public hearing review. The CITYofEDINACurrent Process SummaryApplicationNoticePlanning CommissionCity Council Meeting 1City Council Meeting 2www.EdinaMN.gov4SubmissionPlanning CommissionCity CouncilSKETCHPLANPUBLICHEARING The CITYofEDINACurrent Process Summarywww.EdinaMN.gov5Offer Sketch Plan Charge fee for Sketch PlanRecommended information to be submittedYes No Yes Sketch PlanNeighborhood Meeting PC Review / Public Hearing CC Review / Public HearingNotice Requirement Allows minor changes administrativelyLapse of Approval Encouraged, not required Yes/Yes Yes/Yes 1,000 feet Yes 2 years. May be extended by 1 year upon written requestSite Plan ReviewNeighborhood Meeting Required PC Review / Public Hearing CC Review / Public Hearing Notice Requirement Requires Site Plan Allow minor changes administratively Lapse of Approval Encouraged, not requried Yes/Yes Yes/Yes 1,000 feet Yes Yes 2 years. May be extended by 1 year upon written requestRezoning to Other Base Zoning District Pre-application meeting with City Staff RequiredNeighborhood Meeting RequiredPC Review / Public Hearing CC Review / Public Hearing Notice Requirement Allow minor changes administratively PC Review / Public Hearing CC Review / Public HearingAllow preliminary and final PUD to be reviewed simultaneously?Lapse of approvalYes Encouraged, not required Yes / Yes Yes / Yes 1,000 feet Yes No / No Yes / No Yes Following Final Site Plan approval, 2 years. May be extended by 1 year upon written request Preliminary PUD Final PUD The CITYofEDINAPublic hearings are not theway to get public input. Public hearings are away to get input. www.EdinaMN.gov6 The CITYofEDINACurrent Process Summarywww.EdinaMN.gov7 All Input is ConsideredConsideredBetter Together EdinaVoicemailEmailPublic HearingNeighborhood MeetingSurveyswww.EdinaMN.gov8 The CITYofEDINAPublic Participation Spectrumwww.EdinaMN.gov9 The CITYofEDINA10 The CITYofEDINACurrent Process Challengeswww.EdinaMN.gov11Residents/Community•Confusing deadlines•Duplicative process•False obligation to attend more than one public hearing, or only City Council meeting •Lack of trust that all comments, regardless of method, are valued•Multiple hearings, multiple CC meetings, long City Council meetings, difficult to engage•Better Together closes before public hearings, no ability to review LIVEDevelopers•Confusing deadlines•Duplicative process, duplicative efforts, non-standard compared to neighboring cities•Non-collaborative•Mixed messages between PC & CC•Receive input late-no way to respond/reactPlanning Commission•Missing feedback, residents prioritize CC public hearing•Delayed resident engagement pushes potential for change until end of process•Diminished importance on PC feedback from developers•Mixed messages to the planning commission•Duplicating effortCity Council•Duplicating effort•Mixed messages to the City Council•Missing feedback from PC•Long CC meetings•2 City Council meetings, additional effort and delaysStaff•More staff resources•More cost to residents The CITYofEDINAPlanning Commission Goals•Simplify the development review process•Optimize the development review process•Implement new development review processwww.EdinaMN.gov12 The CITYofEDINAPlanning Commission Goals•Simplify the development review process Shorten the process One public hearing One City Council meeting•Optimize the development review process•Implement new development review processwww.EdinaMN.gov13 The CITYofEDINAPlanning Commission Goals•Simplify the development review process Shorten the process One public hearing One City Council meeting•Optimize the development review process Engage stakeholders proactively, more equitably, and longer Where should we have one public hearing? What do other cities do? Expand the Better Together comment period/features•Implement new development review processwww.EdinaMN.gov14 The CITYofEDINACurrent Process Summarywww.EdinaMN.gov15•What other cities do:•--Cities with 1 public hearing (Rezoning and PUD), all occur at Planning Commission•--No city has 1 public hearing at City Council onlySt. Louis Park Minnetonka Bloomington Richfield Hopkins Eden Prairie Golden Valley Eagan West St Paul Plymouth WayzataPC Review / Public Hearing Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes CC Review / Public Hearing Yes/No Yes/No Yes/Yes Yes/No Yes/No Yes/Yes Yes/Yes Yes/No Yes/No Yes/No Yes/NoPC Review / Public Hearing Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes Yes/Yes CC Review / Public Hearing Yes/No Yes/No Yes/Yes Yes/No Yes/No Yes/Yes Yes/Yes Yes/NoYes/No Yes/No Yes/YesRezoningPUDEdina The CITYofEDINACons:•Less public hearings/meetings provide less opportunities for residents to engage•Residents may feel, at first, they aren’t directly addressing the city council•City Council/Mayor are accustomed to current orders of operation, require time to review Planning Commission recommendations•Communicating to, and navigating change with residents, can be challengingPros:•Shorter/simplified process•Residents have only one Public Hearing to review/attend•Residents have only one City Council meeting to review/attend•Public Hearing is earlier in the process, engaging stakeholders proactively/earlier•Planning Commission findings/recommendations represent a complete package, thus allowing a complete City Council review •City Council meetings are shorter, allowing residents to engage better•Standard big government process residents are accustomed to•Planning Commission empowered•Developers and Staff reduce duplicated efforts•Other forms of feedback are elevatedPros & Cons (Public Hearing at PC only)www.EdinaMN.gov16 The CITYofEDINACons:•Less public hearings/meetings provide less opportunities for residents to engage•Residents may feel, at first, they aren’t directly addressing the city council•City Council/Mayor are accustomed to current orders of operation, require time to review Planning Commission recommendations•Communicating to, and navigating change with residents, can be challengingPros:•Shorter/simplified process•Residents have only one Public Hearing to review/attend•Residents have only one City Council meeting to review/attend•Public Hearing is earlier in the process, engaging stakeholders proactively/earlier•Planning Commission findings/recommendations represent a complete package, thus allowing a complete City Council review •City Council meetings are shorter, allowing residents to engage better•Standard big government process residents are accustomed to•Planning Commission empowered•Developers and Staff reduce duplicated efforts•Other forms of feedback are elevatedPros & Cons (Public Hearing at PC only)www.EdinaMN.gov17 The CITYofEDINABetter Together Commentswww.EdinaMN.gov18FORM The CITYofEDINABetter Together Commentswww.EdinaMN.gov19REAL TIME The CITYofEDINA20 The CITYofEDINAPublic Participation Spectrumwww.EdinaMN.gov21 The CITYofEDINACons:•Less public hearings/meetings provide less opportunities for residents to engage•Residents may feel, at first, they aren’t directly addressing the city council•City Council/Mayor are accustomed to current orders of operation, require time to review Planning Commission recommendations•Communicating to, and navigating change with residents, can be challenging•If Better Together comments are REAL TIME, City would do this for all public hearings i.e. engineering, finance, etcPros:•Shorter/simplified process•Residents have only one Public Hearing to review/attend•Residents have only one City Council meeting to review/attend•Public Hearing is earlier in the process, engaging stakeholders proactively/earlier•Planning Commission findings/recommendations represent a complete package, thus allowing a complete City Council review •City Council meetings are shorter, allowing residents to engage better•Standard big government process residents are accustomed to•Planning Commission empowered •Developers and Staff reduce duplicated efforts•Other forms of feedback are elevated•Better Together comments are REAL TIME, allow for ongoing/easier review, transparency, and collaborative spirit•Although a shorter overall process, earlier encouragement to participate, and lengthened option to participatePros & Cons (Public Hearing at PC only, Better Together LIVE and Open after Public Hearing)www.EdinaMN.gov22 The CITYofEDINAApplicationNoticePlanning CommissionCity Council Meeting 1Public Hearing at Planning Commissionwww.EdinaMN.gov2360-day clock startsBetter Together Opens – Public ForumNotices mailedRecommendationPublic Hearing•In person•Call inDecision The CITYofEDINAApplicationNoticePlanning CommissionCity Council Meeting 1Planning Commission Public Hearingwww.EdinaMN.gov2460-day clock startsBetter Together – Public ForumNotices mailedRecommendationPublic Hearing•Live / Call-InDecisionApplicationNoticePlanning CommissionCity Council Meeting 1City Council Meeting 2CURRENTPROPOSED60-day clock startsBetter Together - Public ForumNotices mailedRecommendationPublic Hearing•Live / Call-InDecisionPublic Hearing•Live / Call-inDiscussion The CITYofEDINAResident Conduit to City Council25MethodMethodMethodMethod Info Required / RulesInfo Required / RulesInfo Required / RulesInfo Required / Rules Public AccessPublic AccessPublic AccessPublic Access City ResponseCity ResponseCity ResponseCity ResponseEmail Email address / no rules Data request By individual CC Members or coordinated by staffCommunity CommentName & Address /Cannot speak on agenda or public hearing topic.Live and recorded meetingAddressed at next council meetingBTE & Official City MediaVaries / Site rules (ads, topic, campaign, harassment)On site submittedCity monitors and responds to questionsPlanning Commission Public HearingName & Address / Speak on public hearing topic (PC incorporates all other public input)Live and recorded meeting CC members to make decision based on PC recommendation, with all input considered The CITYofEDINAPlanning Commission Goals•Simplify the development review process Shorten the process One public hearing One City Council meeting•Optimize the development review process Engage stakeholders proactively, more equitably, and longer One public hearing earlier (at the PC meeting) One public hearing (not at CC) will strengthen other forms of participation Better Together Edina open after public hearing•Implement new development review process Use public feedback loop, reassess after 2 yearswww.EdinaMN.gov26 The CITYofEDINADevelopment Review Process Recommendations•One Public Hearing, at the Planning Commission•One City Council Meeting following the Public Hearing•Better Together Edina enabled with LIVE comments and open after Public Hearing until City Council Meeting•Reassess after 2 years, use public feedback loopwww.EdinaMN.gov27 The CITYofEDINAApplicationNoticePlanning CommissionCity Council Meeting 1www.EdinaMN.gov2860-day clock startsBetter Together Opens – Public ForumNotices mailedRecommendationPublic Hearing•In person•Call inDecisionDevelopment Review Process Recommendation The CITYofEDINAAlternates•The following alternates were discussed, but are not recommendedwww.EdinaMN.gov29 The CITYofEDINAApplicationNoticePlanning CommissionCity Council Meeting 1City Council Meeting 2Option BPublic Hearing at Planning Commission60-day clock startsBetter Together Opens – Public ForumNotices mailedRecommendationPublic Hearing•In person•Call inDecision The CITYofEDINAApplicationNoticePlanning CommissionCity Council Meeting 1City Council Meeting 2Option CPublic Hearing at City Council60-day clock startsBetter Together Opens – Public ForumNotices mailedRecommendationPublic Hearing•In person•Call inDecision The CITYofEDINATHANK YOU The CITY ofEDINAThe CITY ofEDINA Community Engagement & Public Hearing Process City Council Work Session April 4, 2023 The CITY ofEDINAProcess Review •Last changes were January 2021 •Last review September 2021 •Planning Commission 2023 Work Plan project •“To review development plans and advise the City Council on development, including amendments to the Comprehensive Plan, zoning, platting, changes in streets, and other matters of a general planning nature” www.EdinaMN.gov 2 Public Hearing Legal Requirements One public hearing is required by either Planning Commission OR Council for: •Rezoning* •Zoning ordinance/text amendments* •Subdivisions* •Site Plan* •Comprehensive Plan Amendments* •Conditional Use Permits* www.EdinaMN.gov 3 •Street Assessments •Right of Way Vacations •Public Improvements *Edina city code requires two public hearings. Technique Examples on the Spectrum *Source, International Association for Public Participation The CITY ofEDINA Public Hearings Good for.. •Meeting legal requirements •Collecting feedback on positions Not good for.. •Creating public ownership •Identifying values •Maximizing feedback •Analyzing alternatives •Early warning signs •Broad, inclusive participation *Source, International Association for Public Participation Public Hearings Public Hearing Evolution www.EdinaMN.gov 6 •One-time opportunity •At a public meeting •Live testimony only •Decision at same meeting THEN •Multi-week opportunity •Virtual / Remote option •Multiple comment methods •Delay in decision NOW •Remove barriers for participation by creating access to opportunities •Create more ways to provide feedback and assure people they only need to participate one way •Having a more informed decision GOALS The CITY ofEDINACurrent Process www.EdinaMN.gov 7 Application Notice Planning Commission City Council Meeting 1 City Council Meeting 2 Better Together –Form Tool (collected on backend) Notices mailed Public Hearing •In person •Call-In Public Hearing •In person•Call-In Recommendation Discussion Decision60 day clock starts The CITY ofEDINAPublic Hearing Comments Both in person and online: •One-way testimony from resident (no back and forth dialogue) •Goal is to & ensure all perspectives have been surfaced and considered (final check) •Council does not require individuals to be residents •Council does require name & address •Individual Council Members determine how to evaluate feedback www.EdinaMN.gov 8 The CITY ofEDINAChallenges •Confusing deadlines •Duplicative process •Residents feeling need to testify at both Planning Commission & Council, or only testifying at Council. •Length (40+ days) •Lack of trust that all comments, regardless of method, are valued •There is no perfect method •Pros and Cons www.EdinaMN.gov 9 Date: April 4, 2023 Agenda Item #: IV. To:Mayor and City Council Item Type: Other From:Cary Teague, Community Development Director Item Activity: Subject:Joint Meeting: Planning Commission Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None; information only. INTRODUCTION: Attached is the Planning Commission's 2023 work plan with current updates. ATTACHMENTS: Description 2023 Work Plan & Updates Planning Commission 2023 Commission Work Plans Report Created On: Mar 30, 2023 Plan Label And Number Description Initiative Type Council Charge Target Completion Date Last Update Date Last Update Initiative 1.7.1 Land Use Applications Review land use applications, send recommendations to Council on CUP, site plans, and rezoning. On-going / Annual Q4 Mar 29, 2023 Ongoing. Application levels are increasing. Initiative 1.7.2 Cahill District Small Area Plan This is continued from 2022. The Planning Commission has established a working group for the small area plan. Project Q2 Mar 29, 2023 Working group is finalizing a dra of the Plan. We are targeting June/July for public hearings on the dra plan Initiative 1.7.3 Parking Consideration of future of parking in Edina to identify parking initiatives to pursue in the next 10-15 years, in what order and what commissions/resources should be assigned to each. Planning Commission will be the lead. ETC & EEC will review and comment on final report and recommendation from Planning Commission. Project Q4 Mar 29, 2023 No update Initiative 1.7.4 Development Process Review Review and recommend possible changes to the development process including sketch plans, public feedback, and public hearings. This work plan item is continued over from 2022. Project Q1 Mar 29, 2023 Work Session is scheduled for April 4 with the City Council. The Planning Commission will make a recommendation. Initiative 1.7.5 Accessory Dwelling Unit Review and recommend changes to city ordinances regulating Accessory Dwelling Units. This is a project continued from 2022. Project Q1 Mar 29, 2023 Working group continues their work with sta. 3 3 3 3 3