HomeMy WebLinkAbout2023-05-24 Planning Commission Regular Meeting PacketAg enda
Planning Commission
City Of E dina, Minnesota
City H all Council Chambers
Wednesday, May 24, 2023
7:00 PM
Watch the m eeting on cable TV or at EdinaMN.gov/LiveMeeting s or
Facebook.com /EdinaMN.
How to Participate in Public Hearings:
Call 786-496-5601
E nter Confer ence Pin 6083502#
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An operator will intr oduce you when it is your turn
I.Ca ll To Ord er
II.Roll Ca ll
III.Approva l Of Meeting Agenda
IV.Approva l Of Meeting Min u tes
A.Draft Minutes of Regu la r Meetin gs on Ap ril 26, 2023
V.Special Recogn ition s An d Presentation s
A.Com m ission Mem ber Review
VI.Com m u n ity Com m ent
During "Community Comment," the Board/Commission will invite residents to share relevant issues
or concerns. Individuals must limit their comments to three minutes. The Chair may limit the
number of speakers on the same issue in the interest of time and topic. G enerally speaking, items
that are elsewhere on tonight's agenda may not be addressed during Community Comment.
Individuals should not expect the Chair or Board/Commission Members to respond to their
comments tonight. Instead, the Board/Commission might refer the matter to sta% for
consideration at a future meeting.
A.Ja n ey W estin 's Docu m ent Sha red d u ring Com m unity Com m en t
VII.Pu b lic Hea rings
A.CONTINUE PUBLIC HE ARING: Zonin g Ord ina n ce Am en d m ent
Rega rd ing Multiresiden tial La n d Uses in th e PCD, Pla n n ed
Com m ercial District
B.Public Hearin g: 6200 In terla chen Blvd, Am en d m ent to a
Conditiona l Use Perm it and Va ria n ce
VIII.Rep orts/Recom m en d ation s
A.Sketch Plan Review – 5780 Lincoln Drive
IX.Cha ir An d Mem ber Com m ents
X.Sta; Com m ents
XI.Adjournm en t
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: May 24, 2023 Agenda Item #: I V.A.
To:P lanning C ommission Item Type:
Minutes
F rom:Liz O ls on, Administrative S upport S pecialist
Item Activity:
Subject:Draft Minutes of R egular Meetings on April 26, 2023 Ac tion
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
Approve the draft minutes from April 26, 2023.
I N TR O D U C TI O N:
AT TAC HME N T S:
Description
2023-04-26 DRAFT Planning Commission Minutes
Draft Minutes☒
Approved Minutes☐
Approved Date: ___, 2023
Page 1 of 4
Minutes
City Of Edina, Minnesota
Planning Commission
Edina City Hall Council Chambers
April 26, 2023
I. Call To Order
Chair Bennett called the meeting to order at 7:00 PM.
II. Roll Call
Answering the roll call were: Commissioners Bornstein, Miranda, Daye, Padilla, Strauss, Smith, Felt, and
Chair Bennett. Staff Present: Cary Teague, Community Development Director, Grace Hancock,
Sustainability Manager, Kris Aaker, Assistant Planner, and Liz Olson, Administrative Support Specialist.
Absent from the roll call: Commissioners Olson, Hu, and Gandhi.
III. Approval Of Meeting Agenda
Chair Bennett indicated Item V.A. Commission Member Review, was asked to be continued to the May
24, 2023 Planning Commission agenda.
Commissioner Miranda moved to approve the April 26, 2023; agenda as amended.
Commissioner Padilla seconded the motion. Motion carried unanimously.
IV. Approval Of Meeting Minutes
A. Minutes: Planning Commission, March 29, 2023 and April 12, 2023
Commissioner Felt moved to approve the March 29, 2023 and April 12, 2023, meeting
minutes. Commissioner Smith seconded the motion. Motion carried unanimously.
V. Special Recognitions and Presentations
A. Commission Member Review
The item was continued to the May 24, 2023 Planning Commission meeting.
VI. Community Comment
None.
VII. Public Hearings
A. Ordinance No. 2023-06: EV-Solar Zoning Code Amendment
Draft Minutes☒
Approved Minutes☐
Approved Date: ___, 2023
Page 2 of 4
Sustainability Manager Hancock presented Ordinance No. 2023-06, EV-Solar Zoning Code Amendment.
Staff asks the Commission to review the proposed City zoning code amendment and make a
recommendation to the City Council approving the Ordinance Amendment.
Staff answered Commission questions.
Public Hearing
None.
Commissioner Miranda moved to close the public hearing. Commissioner Padilla seconded
the motion. Motion carried unanimously.
The Commission discussed the Zoning Code Amendment.
Motion
Commissioner Miranda moved that the Planning Commission recommend approval to the City
Council of Ordinance No. 2023-06: EV-Solar Zoning Code Amendment as outlined in the staff
memo subject to the conditions and findings therein with investigating the seventeen-foot height
for carports and removing incentivized parking. Commissioner Daye seconded the motion.
The Commission discussed the merits of the motion.
Motion tied 4 ayes (Felt, Miranda, Padilla, Daye), 4 nays (Smith, Strauss, Bornstein, Bennett).
B. B-23-06 6805 Paiute Dr. Retaining Wall Setback Variance Request
Assistant Planner Aaker presented the request of 6805 Paiute Dr. for a retaining wall setback variance .
Staff recommends approval of the retaining wall setback variance, as requested subject to the findings and
conditions listed in the staff report.
Staff answered Commission questions.
Appearing for the Applicant
Mr. Rich and Mrs. Rene Cox, applicants, introduced themselves and addressed the Commission.
Public Hearing
None.
Commissioner Strauss moved to close the public hearing. Commissioner Smith seconded
the motion. Motion carried unanimously.
The Commission discussed the proposed variance.
Draft Minutes☒
Approved Minutes☐
Approved Date: ___, 2023
Page 3 of 4
Motion
Commissioner Daye moved that the Planning Commission recommend of the Retaining Wall
Setback Variance Request as outlined in the staff memo subject to the conditions and findings
therein. Commissioner Padilla seconded the motion. Motion carried unanimously.
VIII. Reports/Recommendations
A. Sketch Plan Review – 5100 Eden Avenue
Director Teague presented the request of 5100 Eden Avenue for a Sketch Plan Review.
Staff answered Commission questions.
Appearing for the Applicant
Mr. Nick Murnane, Opus Group and Mr. Theo Groethy, Opus Architects and Engineers addressed the
Commission.
The Commission asked questions of the applicant.
The Commission reviewed the sketch plan and offered the following comments:
Would like to see some amenities along the different areas of the building to help animate the
street.
There could be more open space to the North and South without giving up density.
Need to provide bike racks for the amenities.
Would like to see a different height to the building.
Likes the density and feels this project is in the right place.
Fits in with the Grandview plan.
Does not fit with the Grandview plan
Concern about meeting the PUD criteria.
Would like to see more done around the corners of the building to stand out in the community.
Looking to see more revisions because it could be done a little better.
Needs to look at how this project fits in the puzzle with everything else along Grandview.
The building looks right being oriented the way it is.
Need to look at the setbacks on the corners for reorientation.
This seems to be the most likely design for this site.
Concerned with the density and parking.
Needs to integrate this design better into the neighborhood with more connectivity.
Perfect place for density and where the City wants the density.
Would make sense to have a continuous wall along Arcadia and allow for mixed use.
Adding detail to the building would be nice.
Draft Minutes☒
Approved Minutes☐
Approved Date: ___, 2023
Page 4 of 4
Needs to get more creative on meeting the needs of businesses and residents, turning barriers
into opportunities, pursuing logical increments, make vibrant walkable and attractive spaces,
improve movement for all ages and modes, bicycles, pedestrians, electric bicycles, cars and buses
and the unique sense of place incorporating natural and sustainable features.
Handsome facades are fine, but the building needs to interact better.
Could be more creative in the design.
Supports the use.
Having something on the corner like a coffee shop or diner would help stimulate other traffic and
modes of transit throughout the day.
IX. Chair and Member Comments
None.
X. Staff Comments
Received.
XI. Adjournment
Commissioner Felt moved to adjourn the April 26, 2023, Meeting of the Edina Planning
Commission at 10:26 PM. Commissioner Smith seconded the motion. Motion carried
unanimously.
Date: May 24, 2023 Agenda Item #: V.A.
To:P lanning C ommission Item Type:
O ther
F rom:S cott Neal, C ity Manager
Item Activity:
Subject:C ommis s ion Member R eview Information
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
None.
I N TR O D U C TI O N:
F or information only.
AT TAC HME N T S:
Description
Board and Commission Member Review
Board and Commission Member Handbook
1
Board &
Commission
Member Review
Updated 2023.03.28
Agenda
Review
•Roles
•Advisory Groups
Work Plan Development
•Citywide work plans
•Calendar
•Roles
•Subgroups
Ethics
•Gifts
•Conflict of Interest
•Code of Ethics
Council
StaffCommissions
Decide Strategy
Advise Council
Community
Perspective
Manage operations,
Implement Policy, Advise
Council
Technical Analysis
Council
•Make policy-level decisions
•Hire & supervise City Manager
•Approve
-Budget and related work plan
-Ordinances and policy decisions
-Development proposals
-Variances and rezoning requests
•Appoint advisory boards and commissions
Staff
•Provide best efforts and technical advice to Council
•Manage operations and staff
•Propose budget and policies
•Carry out Council decisions
•Deliver services
•Equitable enforce codes and policies
Advisory Boards, Commission & Task Forces
•Provide community perspective on values and needs
•Propose work plan items
•Advise the council through work plan charges
•Hold hearings as directed by Council
•Assist as directed in work plan with engagement
efforts
Roles 4
Elected Officials
Fundamentals:
•Make policy-level decisions
•Hire & supervise City Manager
•Approve
-Budget and related work plan
-Ordinances and policy decisions
-Development proposals
-Variances and rezoning requests
•Appoint advisory boards and commissions
5
Staff Liaisons
Fundamentals:
Provide technical expertise to Council &
commissions
Communicate commission work to City
Council
Manage commission records
Advisory Boards & Commissions
Fundamentals:
Advisory to the Council
Community Perspective
Additional Community Voice and Context
Share the Load
Buffer for Council
Training Ground for Future Leaders
Levels of Engagement
Increasing Impact on the Decision
Inform Consult Involve Collaborate Empower
SHARE COLLECT BRING TOGETHER
Board & Commissions
Task Forces
Website
Open House
Public Hearing
Workshop
Survey
Focus Groups
Public Meetings
Publications
City Extra
Correspondence Stakeholder Interviews
Fact Sheets
Comment FormsFairs/Events
Tours & Field Trips
9
8
Legitimacy & Accountability
Boards,
Commissions
& City Staff
Legitimacy
from the City
Council
Accountable to
the City
Council
9
We will not always agree…Council
City StaffBoards &
Commissions
Decide
Technical
Analysis
Community
Perspective
Provide Council with the best information
possible during the decision making
process.
10
Commission Subcommittee Working Group
Tenure Ongoing Temporary Temporary
Members Residents Commission members
only
Commission + Public
members
Scope Work Plan Work Plan Item Work Plan Item
Open Meeting Law Required Not required Not required
Staff Support Yes No Not typically
Reports To Council Commission Commission
Work Plans
11
14
Budget Work Plan Pillars
/
Budget Work Plan Values
Stewardship
•We make wise
investments that
focus on the best
long-term value
for residents.
Equity
•We provide
equitable
opportunities for
people to
participate in
their City
government and
access City
institutions,
facilities, and
services.
Health
•We use a Health-
in-All Policies
approach to
promote and
protect the
physical, mental
and social
wellbeing of all
people who live,
work or visit
Edina.
Sustainability
•We ensure that
our policies,
decisions, and
plans have a
positive impact
on people and
the planet now
and for future
generations.
Values Viewfinder
16
Work Plan Development
WWW.EDINAMN.GOV 17
Council
Staff
Commission
Work Plan Calendar
January
Work plans begin
June–Aug.
Develop proposed work
plan
September
Approved work plans due
October
Chair presents work
plans to City Council
November
Staff presents work plan
to City Council
December
Work plans approved by
City Council
15
Work Plan Development Roles
WWW.EDINAMN.GOV 19
Commission Chair
•Lead work plan development
•Make sure work plan is not
overloaded
•Ensure there is a “lead(s)” to
each initiative
•Present proposed work plan to
City Council
Staff Liaison
•Provide technical expertise,
recommendations and advice to
the commission
•Provide clear recommendations
to City Management and/or
Council to consider
•Ensure work plan template fields
are completed
16
20
Charge 1:
Study &
Report
Study a specific issue
or event and report its
findings to the Council
No vote
No recommendation
Charge 2:
Review &
Comment
Review specific policy
issue and staff will seek
comments from each
individual member of
the group to pass on to
Council
No vote
No recommendation
Charge 3:
Review &
Recommend
Review a specific policy
issue and provide a
recommendation on the
issue to Council
Majority vote required
Recommendation
Charge 4:
Review &
Decide
Study, review and
decide on an issue. The
decision will be the
City’s official position on
the matter unless it is
formally reversed by
Council
Majority vote required
Decide
Work Plan vs Non-Work Plan Items
21
Work Plan Items
•Approved by City Council
•Focus work
•Alignment with overall work of
the council
•Dedicated resources
•Delegation of some authority
and staff time
Non-Work Plan Items
•Items not approved by City
Council, including items located
in the “parking lot”
•No dedicated resources
•Can ask Council for work plan
modification through advisory
communication (rare)
18
Ethics & Conduct
22
Rights & Responsibilities
23
Rights
•You are a resident
•Ability to engage on topics of interest
•Speak as a resident at public hearings
or community comment regarding
topics not related to commission
work
Responsibilities
•You are a board or commission
member
•Represent the decision of the
board/commission
•Use board/commission
communication channels to provide
feedback regarding topics related to
work
Conflict of Interest
24
DEFINITION Any member who has
a financial interest in,
or who may receive a
financial benefit as a
result of, any BC action
or if there is potential
for the appearance of
conflict of interest
WHAT
SHOULD YOU
DO
Disclose the
conflict or interest
to the group
Abstain from
discussing or
voting on the
matter
26
Gifts
25
DEFINITION Any invite or item of
value from an
“interested party” in
conjunction with
your board and
commission work
WHAT
SHOULD
YOU DO
Abstain from
taking the gift
Contact your
staff liaison EXAMPLE
Code of Ethics
WWW.EDINAMN.GOV 26
•I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member i n
manner that is always in the best interests of the community of Edina.
•While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure
residents the services they require.
•I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based
solely upon the facts available to me. I will support the final decision of the Board.
•I must devote the time, study and thought necessary to carry out my duties.
•I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is
responsible for administering the policies of the City Council.
•I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board.
•I understand that all Board meetings shall be open to the public, except as provided by law.
•I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission
members in a respectful and professional manner at all times.
•I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those
conflicts of interest when they arise.
WWW.EDINAMN.GOV 27
Questions?
MEMBERHANDBOOK
City of Edina Boards & Commissions
Board/Commission Member Handbook 1 | Page
CONTENTS UPDATED 2023.02.28
Inside the City ............................................................................................................................................................................. 3
City Authority ................................................................................................................................................ 3
Council, Staff, & Commission Roles ......................................................................................................... 4
City Council ................................................................................................................................................... 5
City Leadership .............................................................................................................................................. 5
City Organizational Structure .................................................................................................................... 6
Department Functions ................................................................................................................................. 6
Council, Staff, Commission Roles ........................................................................................................................................... 8
Staff Liaisons ................................................................................................................................................... 8
Edina’s Advisory Boards and Commissions ............................................................................................ 8
Roles ................................................................................................................................................................. 9
Commission Structure ............................................................................................................................................................ 10
Membership and Onboarding................................................................................................................... 10
Membership .................................................................................................................................................. 10
Guidelines: .................................................................................................................................................... 10
Types of Members ...................................................................................................................................... 10
Key Players ................................................................................................................................................... 11
Committees and Working Groups ......................................................................................................... 11
Committee / Working Group Membership & Guidelines ................................................................ 12
Membership .................................................................................................................................................. 12
Guidelines: .................................................................................................................................................... 12
Membership .................................................................................................................................................. 12
Guidelines: .................................................................................................................................................... 12
Key Components of Working Groups .................................................................................................. 13
Sub-groups and Chair Assignments ........................................................................................................ 13
Disbanding..................................................................................................................................................... 14
Guiding Documents .................................................................................................................................... 14
Member Handbook..................................................................................................................................... 14
Work Plans ................................................................................................................................................................................. 14
Work Plan Process ..................................................................................................................................... 14
Annual Work Plan Calendar .................................................................................................................... 15
Work Plan Development .......................................................................................................................... 15
Board/Commission Member Handbook 2 | Page
Roles ............................................................................................................................................................... 16
Council Charges .......................................................................................................................................... 16
Work Plan vs Non-Work Plan Items ..................................................................................................... 18
Meetings ...................................................................................................................................................................................... 18
Types of Meetings ....................................................................................................................................... 18
Regular Meetings ......................................................................................................................................... 18
Special Meetings........................................................................................................................................... 18
Joint Work Session Meeting ..................................................................................................................... 18
Attendance ................................................................................................................................................... 19
Quorum and Voting ................................................................................................................................... 20
Meeting Packet ............................................................................................................................................. 20
Agenda ........................................................................................................................................................... 20
Minutes .......................................................................................................................................................... 21
Robert’s Rules of Order............................................................................................................................ 21
Communication ......................................................................................................................................................................... 22
Open Meeting Law...................................................................................................................................... 22
Communication with City Council ......................................................................................................... 23
Communication with the Public .............................................................................................................. 24
Ethical and Respectful Conduct ............................................................................................................................................. 26
Conflict of Interest ..................................................................................................................................... 26
Gifts ................................................................................................................................................................ 27
Respectful Behavior .................................................................................................................................... 27
Code of Ethics ............................................................................................................................................. 27
Novus Boardview ........................................................................................................................................ 28
Board/Commission Member Handbook 3 | Page
INSIDE THE CITY
City Authority
Cities are created under state statute and subservient to state and federal law. The state of Minnesota has
two “types” of cities and many “forms” of cities.
The two types of cities are Home-Rule Charter (HRC) and Statutory City (SC). Edina is a Plan B Statutory
City.
STATUTORY CITY POWERS
• Create departments, advisory boards, and appoint employees to conduct City affairs
• Make annual tax level and exercise authority over finances
• Provide parks and recreation facilities
• Prosecute people who violate ordinances
• Plan for future development of the City
• Levy special assessments for public improvements
• Carry out a program of housing redevelopment
• Control the subdivision of land
CITY COUNCIL RESPONSIBILITIES
• Council holds legislative authority
• City Council consists of the Mayor and four Council members
• Council sets policy
• Each council members have an equal vote
• City council hires, fires, and supervises only one city employee: City Manager
• City Council holds City Manager accountable
CITY MANAGER RESPONSIBILITIES
• City Manager holds administrative and management authority
• City Manager is accountable to the City Council
• City Manager hires staff and carriers out city operations
Home-Rule Charter (HRC)
As defined by charter
Statutory City (SC)
Standard
Plan A
Plan B
Board/Commission Member Handbook 4 | Page
Council, Staff, & Commission Roles
Objectives of Boards and Commissions:
• City Council establishes Boards and Commissions to engage residents into city work.
• City Staff supports Boards and Commissions to assist with effective governance.
• Board and Commission members serve the community and can participate in meaningful work.
Supporting City Council:
Edina’s Boards and Commissions are
established by the City Council and serve
as advisors to the council. Boards and
Commissions and City Staff are
accountable to City Council.
Council
• Make policy-level decisions
• Hire & supervise City Manager
• Appoint advisory boards and commissions
• Approve
- Budget and related work plan
- Ordinances and policy decisions
- Development proposals
- Variances and rezoning requests
Staff
• Provide best efforts and technical advice to
Council
• Manage operations and staff
• Propose budget and policies
• Carry out Council decisions
• Deliver services
• Equitable enforce codes and policies
Advisory Boards, Commission & Task Forces
• Provide community perspective on values and
needs
• Propose work plan items
• Advise the council through work plan charges
• Hold hearings as directed by Council
• Assist as directed in work plan with
engagement efforts
Board/Commission Member Handbook 5 | Page
City Council
Mayor James
Hovland
James Pierce Carolyn Jackson Kate Agnew Julie Risser
Fundamentals of elected officials
• Make Community Decisions
• Determine Community Direction
• Free and Fair Elections
• Representative Democracy: Lead and Follow
• Law Making – Set Policy
• Oversight – Enforce Policy
Authority of City Council
• City Council is a continuing body, past actions remain in effect.
• Authority is through Council as a whole, and not as individual members.
• Mayor and Council Members generally have the same authority.
• Mayor presides over meetings and has some additional ceremonial and ministerial functions.
• Communication from Council to staff flows through City Manager, Assistant City Manager,
and Department Directors.
Legitimacy & Accountability
City Leadership
Scott Neal
City Manager
• Responsible for hiring and managing
City staff
• City Manager carries out policy
direction of Council
Lisa Schaefer
Assistant City Manager
Boards, Commissions &
City Staff
Legitimacy from the
City Council
Accountable to the
City Council
Board/Commission Member Handbook 6 | Page
City Organizational Structure
Department Functions
Human Resources
• Recruitment and selection
• Compensation and benefits
• Employee and labor relations
• Employment policies
• Performance management
• Training and development
• Safety and worker’s compensation
• General liability and risk management
• Payroll
Communications
• Media and publications
• Marketing
• Website and social media
Finance
• Budget
• Investments
• Accounts payable
Public Works
• Street maintenance
• Utility Operations
• Fleet Maintenance
Engineering
• Design
• Project management
• Environmental services
• Transportation
• Sustainability strategy & measurements
• Property management
• HVAC
• Electrical
Parks and Recreation
• Recreation programs
• Manage enterprise facilities
• Liquor Store Operations
• Parks maintenance City ManagerCommunications
Director
Community
Development Director
Engineering Director
Fire Chief
Parks & Recreation
Director
Police Chief
Public Works Director Assistant City ManagerFinance Director
HR Director
IT Director
Admin Department
Community Engagement
Manager
Race & Equity Manager
City Clerk
Executive Assistant
Management Fellow
Board/Commission Member Handbook 7 | Page
• Accounts receivable
Police
• Patrol
• Investigations
• Dispatch
• Records
• Community Health
Fire
• Fire suppression and prevention
• Emergency medical
• Emergency preparedness
• Building plan review
• Building permits
• Building inspections
I.T.
• Network management
• Telecommunications
• End-user support and training
• GIS
Community Development
• Planning
• Zoning
• Heritage preservation
• Sign permits
• Residential & commercial appraisal
• Economic Development
Administration
• Council relations
• Boards and Commissions
• Strategic Planning
• Neighborhood Associations
• Elections
• Records Management & Licenses
• Performance measurement
NOT INCLUDED IN CITY SERVICES
Area Governance
School Edina, Hopkins and Richfield School Districts
Some Arterial Roads Hennepin County
Highways MNDOT
Libraries Hennepin County
Social Services Hennepin County
Courts Hennepin County
Correctional System Hennepin County and State of Minnesota
Waste Water Treatment Metropolitan Council
MSP Airport Metropolitan Airport Commission
Creeks and Some Waterways Watershed Districts
Board/Commission Member Handbook 8 | Page
COUNCIL, STAFF, COMMISSION ROLES
Staff Liaisons
Laura Fulton
Arts & Culture
Commission
Cary Teague
Planning
Commission
Perry Vetter
Parks & Recreation
Commission
Andrew Scipioni
Transportation
Commission
Shelagh
Stoerzinger
Board of Appeals
& Equalization
Emily Bodeker
Heritage
Preservation
Commission
Dave Fisher
Construction Board
of Appeals
Grace Hancock
Energy &
Environment
Commission
Jeff Brown
Community Health
Commission
Heidi Lee
Human Rights &
Relations
Commission
Fundamentals of Staff Liaisons
Provide technical expertise to Council & commissions
Communicate commission work to City Council
Manage commission records
Edina’s Advisory Boards and Commissions
Arts & Culture Commission
Community Health Commission
Energy & Environment Commission
Heritage Preservation Commission
Human Rights & Relations Commission
Board of Appeals & Equalization
Construction Board of Appeals
Planning Commission
Parks & Recreation Commission
Transportation Commission
Fundamentals of Advisory Boards and Commissions
Advisory to Council
Special expertise
Additional community voice and context
Share the load
Buffer for Council
Board/Commission Member Handbook 9 | Page
Training ground for future leaders
Roles
The city uses the International Association for Public Participation’s spectrum to structure
engagement and determine the level of influence the public can have on decisions. One technique of
engagement is utilizing Boards and Commissions. Boards and Commissions have a higher impact on
decisions and therefore are located on the spectrum under “collaborate”.
City code identifies advisory board and commission roles.
COMMISSION ROLE
Investigate matters within scope of the commission or as specifically directed by Council
Advise the council by communicating the viewpoint or advice of the entire commission
At the direction of council, hold hearings, receive evidence, conduct investigations, make
decisions, and provide recommendations to Council
NOT COMMISSION’S ROLE
Commissions do not direct the work of city staff
Do not take responsibility for financial performance of any city facility or program
Board/Commission Member Handbook 10 | Page
COMMISSION STRUCTURE
Membership and Onboarding
Types of Members
There are two types of board and commission members:
November
Member assessment
December
Reappointments
Application Opens
Recruitment
January
Application Closes
Interview Start
February
Interviews Completed
Appointments
Orientation
March
Terms start March 1
First meeting for new members
BOARDS & COMMISSIONS
Membership
• Members are selected by City Council.
• Membership consists of regular and student
members.
• All appointments have term limits.
• Subject to Open Meeting Law
• The City Manager appoints a staff liaison who
provides administrative support to the
board/commission as a body.
Guidelines:
• Boards and commissions are established to
advise the City Council
• Establishment and missions are outlined in
City code
• Boards and commissions are on-going
• Meetings of boards and commissions are
public meetings
• Commissions can establish committees and
working groups
Regular
Members
Must be 18
years of age or
older
Must live in
Edina Voting member
Terms are
typically 3 years
in duration
Student
Members
Full time
sophmore,
junior or senior
Lives in Edina or
open enrolled at
Edina High
School
Non voting
member
Serve a one year
term
Board/Commission Member Handbook 11 | Page
Key Players
Committees and Working Groups
Local governments often use a variety of resident advisory groups, including Boards and Commissions, to
complete the mission of the City. Commissions may create Committees and Working Groups to assist them
with their work plan, however, committees and working groups work at the direction of the whole
board and commission.
Role of these groups:
• Study issues in greater depth and report findings
• Assist with community initiatives or events
Chair
•Provide input on agenda
•Lead meetings & facilitate
discussion
•Facilitate development,
completion, and progress
updates for work plan
•Encourage member
participation
•Manage areas of conflict
Vice Chair
•Support chair
•Perform chair duties
when chair is not
available
Liaison
•Prepare agenda &
meeting materials
•Provide official notice of
meetings
•Record & prepare minutes
•Maintain official records
•Provide technical
expertise & access to city
staff/resources
•Relay information to
council
Composition
Temporary
On-going Board/Commission
Sub-Committee
Commission
Members Only
Working Group
Commission
Members Public Members
Board/Commission Member Handbook 12 | Page
Committee / Working Group Membership & Guidelines
COMMITTEES
Membership
• The commission selects at least two, but
less than a quorum of members
• All members must be members of the
commission
• The commission selects a chair or co-chairs
• Not subject to Open Meeting Law
Guidelines:
• Committees are established with the approval of the
commission to assist with a work plan initiative
• The commission has final recommendations on all
matters which the committee has been given
guidance
• Staff does not provide support to committees
• Meetings of Committees are not public meetings
WORKING GROUPS
Membership
• A Working Group is comprised of one or
more members of the
Board/Commission, but less than a
quorum of members and includes
members of the public.
• Commission selects the chair or co-chairs
• The chair will recommend to the
commission other working group
members who are outside of the
Board/Commission. The
board/commission appoints additional
working group members.
• Not subject to Open Meeting Law
Guidelines:
• Established with the approval of the commission
• Created when work requires more support
• Set timeline
• Notice is given to the public of the formation of the
working group providing a minimum of 14 days for
the public to express interest before members are
selected
• Commission has final recommendations on all
matters of the working group
• Staff liaison does not support working groups
• Meetings of working groups are not legally required
to be public
Boards and commissions should consider creating a working group when:
• The board or commission members need more support.
• The work requires a specific expertise or time.
• The work needs more community engagement to identify issues and concerns
Board/Commission Member Handbook 13 | Page
Key Components of Working Groups
Establishment
• Prior to the establishment of a working group, the commission should complete a “greenprint” which is a
template for determining the need of the working group
• The “greenprint” should be approved by the commission at a regular scheduled meeting
Public Notice
• The commission must put out notice of the establishment of the working group (i.e. press release, city
communication channels)
• Notice should be given a minimum of 14 days so interested individuals can come forward to volunteer
Leadership
• The chair or co-chair positions should be held by voting commission members
• The commission appoints the chair or co-chairs
Size
• Working groups should not exceed 7 members (5 is preferable)
Time
• Working groups are established for a set time in order to complete a task set forth by the commission
Disbanding
• The commission can disband a working group at any regular meeting by a majority vote
• In the case that no member of the commission is available to serve, the working group will be automatically
disbanded
Work
• Working groups do not provide direction to the commission
• The commission has final recommendation on all matters
Sub-groups and Chair Assignments
Appointments:
Committees and working groups work at the discretion of the entire commission so therefore the
commission makes the appointments of all members.
Resignation or Removal:
Committee and working group members may voluntarily resign by notifying the chair of the group.
A committee or working group member may be removed by a majority vote of the commission.
Chair Assignments:
Every committee and working group should have regular member(s) serving as the chair or co-
chairs. The commission approves the selection of chairs.
Chair Duties:
• Set the meeting schedule
• Prepare meeting agenda
• Maintain meeting decorum
• Recommend members (working group) and notify commission of changes in membership
• Report on the group’s activities to the regular commission meetings
• Ensure the group is working as directed by the commission
Board/Commission Member Handbook 14 | Page
• Communicate to the Committee or Working Group any directives, questions or input from
the commission
Disbanding
Committees and working groups are not intended to be ongoing. These groups can be disbanded by
a majority vote of the commission or they will automatically disband in the following instances:
• Completion of work / charge
• No member of the commission is available to serve
Guiding Documents
1 City Code
• Outlines general roles of boards and commissions
• Identifies each board or commissions mission
• If there is discrepancy between city code and other guiding documents, city
code prevails
2 Work Plan
• Work approved and directed to the commission by Council
3 Member Handbook
• The guide you are reading right now!
WORK PLANS
Work Plan Process
Board/Commission Member Handbook 15 | Page
Annual Work Plan Calendar
Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s
priorities.
Work Plan Development
Work plans are developed by the commission. During the process the staff liaison will provide input and
technical expertise. Once proposed work plans are presented to Council, staff will conduct a review and
provide recommendations prior to Council approval.
January
Work plans begin
June–Aug.
Develop proposed work
plan
September
Approved work plans due
November
Staff presents work plans
to City Council
October
Chair presents work plan
to City Council
December
Work plans approved by
City Council
Council
Staff
Commission
June
Brainstorm
Collect Ideas
What do you want to work on?
July
Review list of ideas
Reduce list
How much capacity do you have?
August
Determine the priorities
Who is leading the project?
September
Approved proposed work plan
Board/Commission Member Handbook 16 | Page
Roles
Council Charges
The Council Charge is a guide for Council to provide clear and specific direction to Boards and
Commissions on.
Council Charge is given in instances when Council tasks a board or commission with an initiative.
City staff ensures Council identifies the charge level of the task.
The Council Charge concept is implemented in Board and Commission work plans.
Examples:
- Council needs more
information
- Review a policy or
recommendations from
another commission or
staff project
- Council is ready to act
on an item and
implement changes
- Events
- Programs
Commission Chair
•Lead work plan development
•Make sure work plan is not overloaded
•Ensure there is a “lead(s)” to each
initiative
•Present proposed work plan to City
Council
Staff Liaison
•Provide technical expertise,
recommendations and advice to the
commission
•Provide clear recommendations to City
Management and/or Council to consider
•Ensure work plan template fields are
completed
Charge 1:
Study &
Report
Study a specific issue or
event and report its
findings to the Council
No vote
No recommendation
Charge 2:
Review &
Comment
Review specific policy
issue and staff will seek
comments from each
individual member of
the group to pass on to
Council
No vote
No recommendation
Charge 3:
Review &
Recommend
Review a specific policy
issue and provide a
recommendation on the
issue to Council
Majority vote required
Recommendation
Charge 4:
Review &
Decide
Study, review and decide
on an issue. The decision
will be the City’s official
position on the matter
unless it is formally
reversed by Council
Majority vote required
Decide
Board/Commission Member Handbook 17 | Page
Charge 1: Study &
Report
2: Review &
Comment
3: Review &
Recommend
4: Review &
Decide
Commission
Role
Study a specific issue
or event and report
its findings to Council
Review a specific
policy issue and staff
will seek comments
from each individual
member of the group
to pass on to Council
Review a specific
policy issue and
provide a
recommendation on
the issue to Council
Study, review and
decide on an issue.
The Decision will be
the City’s official
position on the matter
unless the issue is
formally reversed by
Council
Commission
Vote
No vote is taken by
the commission
No vote is taken by
the commission
A majority vote is
required
A majority vote is
required
Commission
Recommendation
No official
recommendation is
provided to Council
No official
recommendation is
provided to Council
An official
recommendation is
provided to Council
No official
recommendation is
provided to Council
Report
Type
Required: Advisory
Communication &
Staff Report
Required: Staff Report
Required: Staff Report
Optional: Advisory
Communication
None
Work Plan Approval Process:
Approving work plans is a three-part process. Work plans development starts in the summer months and
ends in December.
1 Chair Presents Proposed Work Plan
• Annual work session meeting (typically October)
• Meeting Purpose: Chair to present proposed work plan and allow Council to ask clarifying
questions from the chair
2 Staff Presents Proposed Work Plan
• Annual work session meeting (typically November)
• Meeting Purpose: City staff (City Manager Comments) will present proposed work plans along
with recommended changes
3 Council Review and Final Approval
• Annual City Council meeting (typically first meeting in December)
• City staff will incorporate council changes from previous meeting and present proposed work
plans for approval
Board/Commission Member Handbook 18 | Page
Work Plan vs Non-Work Plan Items
Work completed by the commission should be on their approved work plan. At times, non-work
plan items may arise mid-year. While these items are important, commissions are asked to focus on
approved work plan items or ask for a work plan modification mid-year. It is rare to make a
modification in the middle of the work plan calendar.
MEETINGS
Types of Meetings
1 Regular Meetings
• All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of
each month.”
• Regular meetings can be rescheduled if members and the public are given notice at a prior
meeting
• If notice at a prior meeting cannot be given for a schedule change, the regular meeting is
considered to have been cancelled and a special meeting called
• At the regular February meeting, each commission holds annual elections for Chair and
Vice Chair
2 Special Meetings
• A meeting held in addition to the regular meeting schedule
• Can be scheduled without notice at a prior meeting
3 Joint Work Session Meeting
• Work sessions are held jointly with City Council
• Every Commission has at least one a year
• Goal is to review current work plan and get direction if needed
**All meetings are audio recorded and some are televised.
Work Plan Items
•Approved by City Council
•Focus work
•Alignment with overall work of the council
•Dedicated resources
•Delegation of some authority and staff
time
Non-Work Plan Items
•Items not approved by City Council,
including items located in the “parking
lot”
•No dedicated resources
•Can ask Council for work plan modification
through advisory communication (rare)
Board/Commission Member Handbook 19 | Page
Attendance
Attendance Policy:
There are two ways members fail to meet attendance requirements. Student members do not have an attendance
requirement.
1 75% Requirement
• If a member fails to meet the 75% attendance requirement, they will not be removed
from the Board or Commission until the end of the calendar year. At this time, if the
member wants to ask to be reappointed, they can request the Community Engagement
Coordinator to include this in the staff report.
2 Three Consecutive Meeting Requirement
• If a member fails to attend 3 consecutive meetings (4 for Planning Commission), they
will be removed from the Board or Commission effective immediately upon their 3rd
absence (4th for Planning Commission). Under this scenario, members cannot request
reappointment, but can reapply for the Board or Commission for the following year.
Counted vs Not Counted:
Board and commission meetings listed under “Counted towards Attendance” will be used to factor into the
board and commission attendance policy. “Not Counted towards Attendance” are not used in the formula.
*A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter
notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with special
meeting.
**A cancelled meeting can be done by the Chair, City Council, City Manager or by the majority of voting members.
Reasons a meeting may be cancelled include:
• Insufficient business
• Lack of quorum
• Conflict with a holiday or religious observance
• Inclement weather
• Community emergency
Attendance Sheets:
Attendance sheets are maintained by the Staff Liaison. Annually the City conducts an attendance assessment to
identify attendance issues.
Members Responsibility:
Since attendance impacts quorum and the ability for a board or commission to conduct business, it is important to
communicate conflicts in advance of the meeting. Members should contact the staff liaison if:
• They cannot attend a scheduled meeting
Counted
towards
Attendance
Regular
Meeting with
Quorum
Regular
Meeting
without
Quorum
Rescheduled
Meeting*
Canceled
Meeting**
Not Counted
towards
Attendance
Special
Meetings
Joint Work
Sessions
Subcommittee
or working
group
meetings
Board/Commission Member Handbook 20 | Page
• They will be late or need to leave early
Quorum and Voting
Voting:
• Regular members can participate in voting
• Student members are expected to participate in the discussion but do not vote and do not count
towards quorum
Quorum = A majority of seated voting members
• Quorum is required to vote on business items
• Meetings can be held without a quorum, however, members cannot “conduct business” by taking votes
on motions
Meeting Packet
Each meeting packet contains:
• Agenda
• Draft Minutes
• Reports and Recommendations
The packet posted in Novus Agenda Board web at least three days prior to your scheduled meeting. It is important
that you review the packet in advance to be prepared.
Agenda
Static Items (will always appear):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Community Comment
V. Reports & Recommendations
VI. Chair & Member Comments
VII. Staff Comments
VIII. Adjournment
Additional Categories (in green):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Special Presentations & Recognitions
V. Public Hearings
VI. Community Comment
VII. Reports & Recommendations
VIII. Chair & Member Comments
IX. Staff Comments
X. Adjournment
Community Comment:
• Residents can speak during community comment on any topic that is NOT already on the current agenda.
• Members should not engage in direct debate or dialogue with the resident outside of thanking them for the
comment or noting when the item might be discussed by the BC in the future.
• Commissions should not take action from the content of the community commenter.
• Commenters must provide their name and address before speaking.
• Commenters have 3 minutes to speak.
Board/Commission Member Handbook 21 | Page
Minutes
Minutes are recorded at each Board or Commission meeting. Commissions may have an additional city staff person in
attendance that supports the liaison with this particular task.
Meeting minutes’ document actions taken at a meeting, not discussion.
Meeting minutes will include:
• Meeting name including the date, place and time
• Members in attendance
• Approval of previous meeting minutes and corrections, if any
• Motions made (exact wording of the motion, who made the
motion, seconded the motion, and the result of the vote)
• Reports (can use bulleted lists)
• Other actions
Meeting minutes
will NOT include:
• What was
said
• Who said it
Each meeting packet will contain a draft of the minutes from the previous meeting. After the minutes are approved,
your City Staff Liaison will submit the approved minutes for publication on the City’s website and to City Council for
receipt. This is an important channel of communication to City Council from the Commissions.
Robert’s Rules of Order
Edina Boards and Commissions use Robert’s Rules of Order to transact business through motions. Robert’s
Rules of Order will prevail in the event of a procedural conflict.
General Principles:
• Only one subject (main motion) is before the group at one time.
• Negative motions are generally not permitted, phrase the motion as a positive action. If the BC
does not want to take action, the motion should be voted down.
• Only one member speaks at a time. Each speaker should first be recognized by the Chair. The
maker of a motion is usually allowed to speak first and last.
• Each item is presented for full debate. Each member speaks once until all members have had an
opportunity to speak.
• All members have equal rights. The rights of the minority are protected and heard, but the will of
the majority prevails.
Steps to a motion:
• Member addresses the Chair and the Chair recognizes the member.
• Member states motion “I move to adopt the policy.”
• Another member seconds the motion “I second.”
• Chair repeats the motion to the BC.
• Motion is discussed by the group.
• Members can make subsidiary motions that assist the group in disposing of the main motion, “I
move to table this discussion to the next meeting.”
• Members vote on the subsidiary motion.
• If applicable, members vote on the main motion.
• Chair announces the results.
Board/Commission Member Handbook 22 | Page
COMMUNICATION
Open Meeting Law
Why it exists:
• Prohibits actions from being taken at a secret meeting, where it is impossible for the interested
public to become fully informed concerning decisions of public bodies or to detect improper
influences.
• Ensures the public’s right to be informed.
• Afford the public an opportunity to present its views to the public body.
To Comply:
• Provide public notice of the meeting a minimum of three days in advance.
• Hold meetings in public places.
Violation of Open Meeting Law:
There is a violation of open meeting law if there is discussion of business between quorums of members
outside of a publicly noticed meeting. Serial communication defined below is an open meeting law violation.
Serial Communication:
Serial communication is communication between Board and Commission members that lead to a
concurrence among the majority of the members. Serial communication may involve a series of
communications (example: email, face-to-face, text) with each communication involving less than a quorum of
the Board or Commission, but when taken as a whole, involve a majority of the Board or Commission.
Ensure Compliance:
• Email communication intended for the group to your Staff Liaison for distribution.
• Members should not “reply all” to group messages.
• Members should not blind copy other members.
Committees and Working Groups:
While Committees and Working Groups are not covered under the Open Meeting Law, some Committee
or Working Group meetings may be designated as public meetings by the City Council, or the Commission
based on potential public interest in the topic.
Commission Subcommittee Working
Group Task Force
Tenure Ongoing Temporary Temporary Temporary
Members Residents Commission
members only
Commission +
Public members As defined
Board/Commission Member Handbook 23 | Page
Scope Work Plan Work Plan Item Work Plan Item Task Force
Charge
OML Required Not required Not required Not required
Staff Support Yes No Not typically Yes
Reports To Council Commission Commission Council or City
Manager
Communication with City Council
Recommendations to City Council. When presenting recommendations to City Council it is essential
that Board and Commission members keep the following in mind:
• Recommendations should be in written form.
• Ideas should be expressed in clear and concise language.
• Proposed solutions should be viable and cost-effective.
• Recommendations should identify reasons for the changes suggested.
• Advice should reflect the views of a consensus or a majority of Board and Commission members.
Role of Staff Liaison. One of the primary roles of the Staff Liaison is to assist in delivering information from the
City Council to the commission, and vice versa. It is the responsibility of the Staff Liaison to communicate the
guidance of their Board and Commission completely and impartially.
City Council Code of Conduct. City Council Members promise Boards and Commissions they will:
• View Boards and Commissions as vitally important resources to support our decision-making
• Communicate effectively with Boards and Commissions to ensure they have the tools to do their
work
• Give clear direction as a body and take adequate time to review the result of their deliberations
• Because of the value of the independent advice of boards, commissions, and task forces to the public
decision-making process, members of Council shall refrain from using their position to influence the
deliberations or outcomes of board, commission, and task force proceedings
• The expectation is that Council Members will not typically attend Board, Commission, Committee,
Working Group or Task Force meetings. However, under special circumstances, if we attend a
meeting:
o We will do so only as an observer and prior to attending we will notify the appropriate staff
liaison
o Strive for good communication by reporting out to other Council Members
Board/Commission Member Handbook 24 | Page
Communication Tools. Boards and Commissions have five primary tools for communication with the City
Council. Since Council time is limited and it is important that all members of the Council receive the information, it
is imperative that communication is done through these formal channels. The table below outlines each tool and its
intended purpose:
1 Meeting Minutes
• Meeting minutes are intended to give members a record of Board and Commission
proceedings. After the minutes are approved, they are included as part of the upcoming
Council packet. Council members are very diligent about reading Board and Commission
minutes.
2 Joint Work Session
• Joint work sessions are held at least once a year. This is an opportunity to update the
Council on the Commission’s work plan and to get Council feedback on the progress to
date.
3 Annual Work Plan
• The annual work plan process enables Commissions to share their goals for the
upcoming year. The Council reviews those goals and other ideas before giving final
direction on Commission priorities.
• Council will assign each work plan item a Council Charge
4 Staff Reports
• Staff reports are prepared by staff to forward a regulatory item or other goal from the
Commission’s approved work plan to a Council meeting for approval or direction. It is
staff’s responsibility to outline the Commission's recommendation, as well as staff
recommendations, and to highlight any important differences between the two.
5 Advisory Communication
• Advisory communication is prepared by the Commission members under the direction
of the Commission. This template should be used when the Commission wants to give
input on an issue but due to timing or the nature of the issue, meeting minutes are
deemed insufficient. Advisory communications should be used if the Commission wishes
to advise the Council on a topic not included on their approved work plan.
Communication & Advocacy with the Public
We want members to promote their Board and Commission’s work with the public, however, as a board or
commission member you are asked to take care when conveying any decisions of the Board of Commission.
Board/Commission Member Handbook 25 | Page
Media Contacts:
Can I reach out to
the media?
•The City handles distribution of press releases. If a board or commission
member would like to make additional media requests or pitches to specific
media, the staff liaison and Communications Department must be notified. This
includes columns and editorials that are attributed as being written by a board
or commission member and/or relating to the activities of the board or
commission. Staff liaisons should route these requests to the Communications
Department.
Who responds to
the media requests?
•Once the City Council has taken action on a policy, the board or commission
should refer media requests to the City Council unless directly asked by the City
Council to respond. If a statement is needed from the board or commission, the
Chair is typically the one asked to provide one.
What if the media
contacts a liaison or
board or
commission
member directly?
•Gather information. Don’t respond immediately. Instead say, “I’m sorry, but I
can't respoind right now. Please give me some basic information about what
you are looking for. I'll submit your request to the appropriate person who will
get back to you as soon as they can.” Then, gather the following information:
•Media representative’s name and contact information.
•Deadline.
•Questions they have or focus of the story.
•Get help. Staff liaisons can help determine who should respond and get board
or commission members help from Communications Department staff if
needed. All opinions and responses should reflect the official position of the
board or commission.
What if a board or
commission
members wants to
give a personal
opinion?
•It is important to determine when a board or commission member is
communicating on behalf of the board or commission and when they are
stating their own personal opinion. If they are expressing their own opinion
about board or commission business (which may be different than the official
board or commission position) make sure they identify their opinion as their
own, and are not representing the board or commission.
Rights
•You are a resident
•Ability to engage on topics of interest
•Speak as a resident at public hearings or
community comment regarding topics not
related to commission work
Responsibilities
•You are a board or commission member
•Represent the decision of the
board/commission
•Use board/commission communication
channels to provide feedback regarding
topics related to work
•You are advisory to Council, only advocate
for public if directed
Board/Commission Member Handbook 26 | Page
The best way for people to correspond with the commission is through the “Commission Correspondence
Form” located on the City’s website. If members of a commission are contacted by the media, they should
immediately contact their staff liaison.
Social Media:
ETHICAL AND RESPECTFUL CONDUCT
Conflict of Interest
Definition: any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC
action or if there is potential for the appearance of conflict of interest.
Members who have a conflict of interest must:
• Disclose the conflict of interest to the group, and
• Abstain from discussing or voting on the matter.
Examples:
• Individuals who work in a consultant capacity currently or in the past for the City of Edina on development,
streets, or other types of projects
• Individuals who have private businesses/organizations
Members who have a potential conflict of interest shall:
• Discuss potential conflict of interest with the staff liaison
• Disclose the conflict of interest to the group, and
• Abstain from the Council discussion debate and vote
Do’s
•Use good judgement and moral conduct if
you identify yourself online as a Board
Member or Commissioner
•Refer people to the City’s website or other
sources of official information or a specific
staff member
•Assume that your speech and activity on
social media reflects upon your position as a
Board Member or Commissioner
•Understand that when using social media,
anything you say or post becomes a
permanent part of the internet
•Expect that anything posted in a public
online forum may be accessed by the City at
any time without notice.
Don’t
•Act as a spokesperson unless assigned that
role by the staff liaison
•Post or disseminate non-public information
•Engage in speech that is false, deceptive,
libelous, slanderous, misleading, obscene,
sexually explicit or expresses a bias
•Assume personal information posted on
social media is protected
Board/Commission Member Handbook 27 | Page
Gifts
• Members may not receive gifts from any “interested person” in conjunction with their BC duties. An
“interested person” could be a business/organization who could benefit from a decision/recommendation
approved by the board or commission.
• BC can recommend acceptance of general gifts through the City’s donation policy.
Respectful Behavior
Members should STRIVE TO:
• Treat people with courtesy, politeness, and kindness
• Encourage others to express their opinions and ideas
• Listen to what others have to say
• Use the ideas of others to improve decisions and
outcomes
• Recognize and respect differences
• Prepare for the issues at hand
• Focus on the business of the body
• Consider only legally germane information in decisions
• Act as a decision maker, not an advocate
Members should AVOID:
• Speaking over or cutting off
another individual’s comments
• Insulting, disparaging, or putting
down people or their ideas
• Bullying other members by
displaying a pattern of belittling,
demeaning, judging or patronizing
comments
• Violence or the threat of violence
will not be
The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of
violence.
Code of Ethics
• I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board
or Commission Member in manner that is always in the best interests of the community of Edina.
• While honest differences of opinion may develop, I will work harmoniously with other Board or
Commission members to assure residents the services they require.
• I will invite all residents to express their opinions so I may be properly informed prior to making my
decisions. I will make them based solely upon the facts available to me. I will support the final decision of
the Board or Commission.
• I must devote the time, study and thought necessary to carry out my duties.
• I understand that the Board or Commission members recommend policies, the City Council establishes
policies and the staff is responsible for administering the policies of the City Council.
• I understand that as a Board or Commission Member, I have no authority outside of the proper meeting
of the Board/Commission.
• I understand that all Board/Commission meetings shall be open to the public, except as provided by law.
• I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow
Board and Commission members in a respectful and professional manner at all times.
• I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest
and I will disclose those conflicts of interest when they arise.
Board/Commission Member Handbook 28 | Page
Novus Boardview
Packets are created electronically by each Board and Commission’s staff liaison. Liaisons complete packets
three business days prior to the regular scheduled meeting. Members are asked to review meeting packets in
advance using the Novus Boardview Portal.
URL: Edina.novusagenda.com/boardweb
Username: first letter of first name and full last name
Password: New Members should receive a password reset email that is active for only 24 hours.
Contact MJ Lamon, if you have questions or forgot your password.
952-826-0360
mlamon@edinamn.gov
Date: May 24, 2023 Agenda Item #: VI I.A.
To:P lanning C ommission Item Type:
R eport and R ecommendation
F rom:C ary Teague, C ommunity Development Director
Item Activity:
Subject:C O NT I NUE P UBLI C HEAR I NG : Zoning
O rdinanc e Amendment R egarding Multiresidential
Land Us es in the P C D, P lanned C ommerc ial District
Ac tion
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
C ontinue the P ublic H earing to June 28, 2023.
I N TR O D U C TI O N:
Date: May 24, 2023 Agenda Item #: VI I.B.
To:P lanning C ommission Item Type:
R eport and R ecommendation
F rom:C ary Teague, C ommunity Development Director
Item Activity:
Subject:P ublic Hearing: 6200 Interlachen Blvd, Amendment to
a C onditional Use P ermit and Varianc e
Ac tion
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
R ecommend the C ity C ouncil approve an amendment to the Conditional U se P ermit and height variance at 6200
I nterlachen B oulevard subject to the findings and conditions outlined in the staff report.
I N TR O D U C TI O N:
I n 2022 I nterlachen C ountry Club received a Conditional U se P ermit and a height variance to redevelop
some of their existing facilities for its members. T he expanded facilities included a new lodge with food
service, a fitness center, and indoor and outdoor racquet facilities. T he proposed covered tennis courts
were proposed to be located inside of a structure which received a variance for building height. T he
proposed building was approved at 39 feet tall and was approved conditioned to the plans and elevations
presented to the planning commission and city council at the time of approval.
I nterlachen C ountry Club received some feedback from nearby residents and property owners and has
submitted updated elevations to the tennis structure to address reducing light, reducing sound, and
improving sustainability.
T he changes to the approved elevations are the reason the project is requesting an amended conditional use
permit and height variance. T his is due to the previous approvals being conditioned to the plans presented
in 2022. T he request is to amend the existing condition on the C U P and variance to reflect the current
plans presented.
AT TAC HME N T S:
Description
Planning Commission Staff Report
Applicant Submittal
Resolution 2022-55
2022 Staff Reports : Engineering & Building
Site Location Map
Better Together Public Hearing Comment Report
Staff Pres entation
Applicant Pres entation
May 24, 2023
Planning Commission
Emily Bodeker, Assistant City Planner
Conditional Use Permit and Variance Amendment – 6200 Interlachen Boulevard, Interlachen
Country Club
Information / Background:
In 2022 Interlachen Country Club received a Conditional Use Permit and a height variance
to redevelop some of their existing facilities for its members. The expanded facilities
included a new lodge with food service, a fitness center, and indoor and outdoor racquet
facilities. The proposed covered tennis courts were proposed to be located inside of a
structure which received a variance for building height. The proposed building was approved
at 39 feet tall and was approved conditioned to the plans and elevations presented to the
planning commission and city council at the time of approval.
Interlachen Country Club received some feedback from nearby residents and property
owners and has submitted updated elevations to the tennis structure to address reducing
light, reducing sound, and improving sustainability.
The changes to the approved elevations are the reason the project is requesting an amended
conditional use permit and height variance. This is due to the previous approvals being
conditioned to the plans presented in 2022. The request is to amend the existing condition
on the CUP and variance to reflect the current plans presented.
SUPPORTING INFORMATION
Surrounding Land Uses
Northerly: Single-family homes; zoned and guided low-density residential.
Easterly: Single-family homes; zoned and guided low-density residential.
Southerly: Single-family homes; zoned and guided low-density residential.
Westerly: Single-family homes; zoned and guided low-density residential.
STAFF REPORT Page 2
Existing Site Features
The location, size, footprint, and height of the tennis structure is unchanged with the proposed
amendment. The only changes to the proposal are to the elevations of the covered tennis
structure.
Planning
Guide Plan designation: Public/semi-public and low-density residential
Zoning: R-1, Single Dwelling Unit District
Proposed Elevation Changes (Pages 3-7 of the Applicant Submittal)
The proposed changes from the applicant are to address feedback received by the applicant.
The feedback the proposed changes address reducing light, reducing sound, and improving
sustainability. The proposed changes include:
Changes to the overall number storefronts and storefront doors.
Reduce the number of garage doors and replace them with fixed windows.
Eliminate the dormers with glazing and replacing them with a fully opaque roof.
Remove the translucent polycarbonate system and replace it with LP Smart Siding
painted brown to match the clubhouse.
Approved Elevations Proposed Elevations
North Elevation
West Elevation
STAFF REPORT Page 3
South Elevation
East Elevation
Setback Compliance Table
No changes are proposed to the approved height/location of the accessory buildings.
City Standard Proposed
North lot line
South lot line
West line
East lot line
95 feet (Structure)
50 feet (courts)
50 feet
50 feet
50 feet
96 feet
50 feet
Roughly 400-600 feet
207 feet 1 inch
1,000 + feet
Accessory Building Height
Tennis Structure 20 feet *39 Feet
Lodge Building 20 feet 20 feet
Field House Building 20 feet 20 feet
* Required a variance-the proposed height of the tennis structure has not changed.
STAFF REPORT Page 4
PRIMARY ISSUES/STAFF RECOMMENDATION
Primary Issue
Is the Conditional Use Permit (CUP) criteria still met with the proposed change?
Yes, the proposed change to the elevations does not change the findings of the conditional use
permit criteria that were previously approved. The project continues to:
Not have an adverse impact on utilities and service.
Not change any traffic outside the capacity of the streets serving the property.
Not have an undue adverse impact on public health, safety, or welfare.
Not impede the normal and orderly development and improvement of other property
in the vicinity.
Conform to the restrictions and conditions of the R-1 zoning district.
Remain consistent with the comprehensive plan.
Is the proposed variance justified?
Yes. The variance criteria continues to be met with the proposed elevation changes.
The variance continues to relieve practical difficulties with the elevation change. The
proposed height remains the same.
The circumstances are unique to this property and are not self-created.
The change in elevations will not alter the character of the neighborhood. The proposed
design matches the existing buildings in both architectural stye and materials. The proposed
height remains unchanged.
Staff Recommendation
Recommend that the Planning Commission approve the amendment to the previously approved
conditional use permit and building height variance at 6200 Interlachen Boulevard. The findings and
conditions of the original approval have not changed. The proposed added condition of approval is
to condition the elevations of the tennis structure to the current plans presented.
Approval is subject to the following findings:
1. The proposed project meets the conditional use permit standards of Chapter 36.
2. The proposed project meets the criteria to grant a variance.
3. The height of the structure over the tennis court is required for the functionality of the
tennis court.
STAFF REPORT Page 5
4. The height of the tennis court structure would be 13 feet shorter than the tallest structure
on the site.
5. The proposed project will not alter the essential character of the neighborhood.
Approval is subject to the following Conditions:
1. The Construction Plans must be consistent with the proposed Development Plans date
stamped May 12, 2022.
2. Compliance with all the conditions outlined in the city engineer’s memo dated June 6, 2022.
3. Compliance with all the conditions outlined in the building official and fire marshal memo dated
June 8, 2022.
4. Hours of operation are limited to the following times:
Fitness Center: 5:30 AM – 10:00 PM
Food Service: 7:00 AM – 12:00 AM
Tennis/Hockey: 7:00 AM – 10:00 PM
5. The elevations of the tennis structure must be consistent with the elevations and plans
submitted by the applicant on May 3, 2023.
INTERLACHEN COUNTRY CLUB
6200 INTERLACHEN BOULEVARD • EDINA, MN 55436
Club (952) 929-1661 • Fax (952) 929-7720 • interlachencc.org
Date: May 1, 2023
To: City of Edina
From: Interlachen Country Club
Subject: Tennis Pavilion Design Improvements
Dear City Officials:
Last year the City of Edina issued Interlachen Country Club (the "Club") a Conditional Use Permit ("CUP")
and granted a variance to improve our existing racquet facilities and related amenities. The approved
project includes a new Lodge (restaurant), fitness center, and racquet courts, including two covered
tennis courts – construction is well underway and on schedule to finish in the early fall.
We received valuable feedback from nearby residents and City Officials throughout the permit process.
Overall, the feedback centered on three key areas:
1. Reducing light
2. Reducing sound
3. Improving sustainability
The feedback informed changes to our application's conceptual tennis pavilion design. Ultimately, it led
to a significantly improved final design, considerably reducing light and sound travel to neighboring
properties. Unfortunately, after we submitted our building permit for the tennis pavilion last month, City
Staff informed us that the building permit plans needed to match the plans and elevations included in
our CUP and variance applications.
Building the tennis pavilion, as proposed in the CUP and variance applications, would not be consistent
with the spirit of the conversations with our neighbors or our commitment to do our best to address
resident concerns and be good neighbors. We are seeking approval for the final design of the tennis
pavilion as outlined in this application.
We have reviewed the final design with several neighbors. To date, the neighbors we have met with
prefer and support the final design. The tennis pavilion's size, height, and location did not change. The
only changes are to the quantity, size, and location of overhead doors, windows, and dormers, all to
reduce light, reduce sound, and improve energy efficiency.
If you have any questions or if we can provide any additional information, please do not hesitate to
contact me at jlivingood@interlachencc.org or 952-924-7401.
Respectfully,
Joel Livingood
General Manager and CEO
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
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May 3, 2023
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May 3, 2023
INTERLACHEN COUNTRY CLUB
6200 INTERLACHEN BOULEVARD • EDINA, MN 55436
Club (952) 929-1661 • Fax (952) 929-7720 • interlachencc.org
Date: May 1, 2023
To: City of Edina
From: Interlachen Country Club
Subject: Tennis Pavilion Design Improvements
Dear City Officials:
Last year the City of Edina issued Interlachen Country Club (the "Club") a Conditional Use Permit ("CUP")
and granted a variance to improve our existing racquet facilities and related amenities. The approved
project includes a new restaurant, fitness center, and racquet courts, including two covered tennis
courts – construction is well underway and on schedule to finish in the early fall.
We received valuable feedback from nearby residents and City Officials throughout the permit process.
Overall, the feedback centered on three key areas:
1. Reducing light
2. Reducing sound
3. Improving sustainability
The feedback informed changes to our application's conceptual tennis pavilion design. Ultimately, it led
to a significantly improved final design, considerably reducing light and sound travel to neighboring
properties. Unfortunately, after we submitted our building permit for the tennis pavilion last month, City
Staff informed us that the building permit plans needed to match the (conceptual) plans and elevations
included in our CUP and variance applications.
Building the tennis pavilion, as proposed in the CUP and variance applications, would not be consistent
with the spirit of the conversations with our neighbors or our commitment to do our best to address
resident concerns and be good neighbors. We are seeking approval for the final design of the tennis
pavilion as outlined in this application.
We have reviewed the final design with several neighbors. To date, the neighbors we have met with
prefer and support the final design. The tennis pavilion's size, height, and location did not change. The
only changes are to the quantity, size, and location of overhead doors, windows, and dormers, all to
reduce light, reduce sound, and improve energy efficiency.
If you have any questions or if we can provide any additional information, please do not hesitate to
contact me at jlivingood@interlachencc.org or 952-924-7401.
Respectfully,
Joel Livingood
General Manager and CEO
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
Submitted
May 3, 2023
DATE: 6/6/2022
TO: 6200 Interlachen Blvd, Owner and Development Team
CC: Cary Teague – Community Development Director
FROM: Mattias Oddsson, Engineering Intern
Zuleyka Marquez, PE, Graduate Engineer
RE: 6200 Interlachen Blvd – Conditional Use Permit Review
The Engineering Department has reviewed the subject property for pedestrian facilities, utility connections,
grading, flood risk, and storm water. Plans reviewed included c ivil, landscape, and survey drawings stamped
5/12/2022
Review Comment Required For
General
1. Deliver as -build records of public and private utility infrastructure
post construction. Certificate of Occupancy
2. Maintenance of sidewalks to be responsibility of property owner. General Comment
Survey
3. An existing and proposed site condition survey is required. Grading/Building Permit
3.1 Show all existing and proposed public and private easements. Grading/Building Permit
Living Streets
4. Design sidewalks to meet ADA requirements. Grading/Building Permit
5. Consider extending sidewalk on the east side of existing west
parking lot to serve all accessible parking stalls. General Comment
Traffic and Street
6. Review fire access requirements with fire department. Fire truck
turning template attached. Grading/Building Permit
7. Waterman Ave was milled and overlaid in 2021. Avoid any
damage. Damage to be repaired per standard plate 544. Certificate of Occupancy
Sanitary and Water Utilities
8. Verify fire demand and hydrant locations. Grading/Building Permit
9. Domestic water shall be sized by the developer’s engineer. Grading/Building Permit
10. Domestic sanitary shall be sized by the developer’s engineer. Grading/Building Permit
11. Apply for a sewer & water connection permit with Public Works. Prior to Starting Utility Work
11.1 Meter required for building service line and combined lines. No
meter required for fire only service line. Grading/Building Permit
11.2 Public Works to determine acceptable installation methods. Grading/Building Permit
12. Disconnected sanitary and water services to be capped at main.
13. A SAC determination will be required by the Metropolitan
Council. The SAC determination will be used by the City to
calculate sewer and water connection charges .
Grading/Building Permit
14. Single connection from main for fire and domestic, split after
main connection. Grading/Building Permit
15. Verified well at 6309 Waterman Ave (owned by Interlachen
Country Club). 6201 Belmore La was demolished in 2009 for
gold course expansion and has a verified well onsite. Wells not in
use must be sealed by a licensed well contractor per MN Rules,
Chapter 4725. Provide well sealing records as available.
Certificate of Occupancy
Storm Water Utility
16. Provide final geotechnical report with soil borings. Grading/Building Permit
17. Provide the proposed lowest opening elevations for the new
structures (fieldhouse and lodge) in subwatershed HO_19.
Proposed lowest opening elevations shall not be less than 917.4’
Grading/Building Permit
18. Provide net cut/fill calculations for grade chan ges in subwatershed
ML_31 below the elevation of 916.2’. Some fill shown on Exhibit
2 of the stormwater management report.
Grading/Building Permit
19. Provide details for the proposed permeable pavers. City of Edina
considers permeable pavers impervious until mitigated with
sufficient below ground storage. Confirm permeable pavers are
included in the impervious surface calculations.
Grading/Building Permit
20. Provide hydraulic and hydrologic report meeting watershed and
state construction site permit requirements. Grading/Building Permit
21. Submit watershed district permit and copies of private
maintenance agreement in favor of watershed. Grading/Building Permit
Grading Erosion and Sediment Control
22. A SWPPP consistent with the State General Construction Site
Stormwater Permit is required. Grading/Building Permit
Constructability and Safety
23. Construction staging, traffic control, and pedestrian access plans
will be required. Grading/Building Permit
Other Agency Coordination
24. MDH, MPCA and MCES permits required as needed. Grading/Building Permit
25. Minnehaha Creek Watershed District permit is required. Grading/Building Permit
Sustainability
26. Consider installation of electric vehicle chargers for a minimum of
5% of additional proposed parking and wiring an additional 10%
for EV conversion in the future.
General Comment
27. See Sustainable Design Questionnaire for additional
considerations , including:
• Utilize Xcel Energy’s Energy Design Assistance or Energy
Efficient Buildings, and/or CenterPoint Energy’s Builder
and Developer programs f or this development to
optimize building performance.
• Install appliances and equipment that are Energy Star or
EPA WaterSense certified .
General Comment
June 8 , 2022
Cary Teague, Community Development Director
David Fisher, Chief Building Official
Interlachen Country Club – Variance
Information / Background:
New building on site .
- Provide a complete Build Code analysis with plans when submitt ing for the building permit.
- An NFPA 13 Fire Sprinkler System shall be installed when required by MSFC S903.
- Verify and provide an address for each building on site with Building and Fire Departments .
- Verify fire hydrant locations as required by the Fire Department.
- Verify Fire Department access per MSFC S503, including consideration for the turning radius of fire
apparatus in parking lots.
- Provide Knox Key gate access where Fire Department access roads may be blocked by gates .
- Verify there is adequate assessable parking.
- Verify bathroom requirements are met.
- Verify noise ordinance is complying and is understood.
Working Hours:
Monday – Friday 7 A.M. to 7 P.M. Saturdays – 9A.M. to 5 P.M.
Sundays and Holida ys – No Work Allowed
- Provide as -build architectural and engineered plans before occupancy.
- Recommend a meeting with staff for 30, 60 and 90 percent before submit ting for building permit.
Survey Responses
Public Hearing Comments-Interlachen CUP
and Variance Amendments
Better Together Edina
Project: Interlachen Country Club- Conditional Use Permit Amendment & Variance
Amendment
VISITORS
4
CONTRIBUTORS
2
RESPONSES
2
0
Registered
0
Unverified
2
Anonymous
0
Registered
0
Unverified
2
Anonymous
Respondent No:1
Login:Anonymous
Email:n/a
Responded At:May 16, 2023 07:18:20 am
Last Seen:May 16, 2023 07:18:20 am
IP Address:n/a
Q1.First and Last Name Jason Holm
Q2.Address 5113 Lake Ridge Road Edina, MN 55436
Q3.Comment
Love the plan. Really like everything Interlachen Country Club does for our area. Thanks.
Respondent No:2
Login:Anonymous
Email:n/a
Responded At:May 16, 2023 07:57:53 am
Last Seen:May 16, 2023 07:57:53 am
IP Address:n/a
Q1.First and Last Name Colin Peterson
Q2.Address 5804 Hidden Lane
Q3.Comment
I live nearby and support these revisions.
EdinaMN.gov
Revisions to Approved Plans for Interlachen Country Club
6200 Interlachen Boulevard
Site
Staff Recommendation
Approve the amendment to the previously approved CUP and building
height variance to allow the construction of the indoor tennis courts as
proposed.
INTERLACHEN COUNTRY CLUB 6200 INTERLACHEN BOULEVARD • EDINA, MN 55436 Club (952) 929-1661 • Fax (952) 929-7720 • interlachencc.org
Date: May 1, 2023
To: City of Edina
From: Interlachen Country Club
Subject: Tennis Pavilion Design Improvements
Dear City Officials:
Last year the City of Edina issued Interlachen Country Club (the "Club") a Conditional Use Permit ("CUP")
and granted a variance to improve our existing racquet facilities and related amenities. The approved
project includes a new restaurant, fitness center, and racquet courts, including two covered tennis
courts – construction is well underway and on schedule to finish in the early fall.
We received valuable feedback from nearby residents and City Officials throughout the permit process.
Overall, the feedback centered on three key areas:
1. Reducing light
2. Reducing sound
3. Improving sustainability
The feedback informed changes to our application's conceptual tennis pavilion design. Ultimately, it led
to a significantly improved final design, considerably reducing light and sound travel to neighboring
properties. Unfortunately, after we submitted our building permit for the tennis pavilion last month, City
Staff informed us that the building permit plans needed to match the (conceptual) plans and elevations
included in our CUP and variance applications.
Building the tennis pavilion, as proposed in the CUP and variance applications, would not be consistent
with the spirit of the conversations with our neighbors or our commitment to do our best to address
resident concerns and be good neighbors. We are seeking approval for the final design of the tennis
pavilion as outlined in this application.
We have reviewed the final design with several neighbors. To date, the neighbors we have met with
prefer and support the final design. The tennis pavilion's size, height, and location did not change. The
only changes are to the quantity, size, and location of overhead doors, windows, and dormers, all to
reduce light, reduce sound, and improve energy efficiency.
If you have any questions or if we can provide any additional information, please do not hesitate to
contact me at jlivingood@interlachencc.org or 952-924-7401.
Respectfully,
Joel Livingood
General Manager and CEO
TENNIS PAVILION DESIGN
INTERLACHEN COUNTRY CLUB
TENNIS PAVILION DESIGN
s
NORTH EXTERIOR ELEVATION
CONCEPTUAL DESIGN FINAL DESIGN
CONCEPTUAL DESIGN FINAL DESIGN IMPROVEMENTS
Doors Storefront double door Storefront single door Single door seals better, improving
acoustics and energy efficiency
Garage Doors Four garage doors (182 SF each) Four fixed transom windows (48 SF each) Significantly improves acoustics and
energy efficiency and reduces light
Dormers Three dormers with 52 SF of glazing No dormers, fully opaque roof Eliminates light pollution to the
each, 20’ above grade neighborhood above the roof line
TENNIS PAVILION DESIGN
s
WEST EXTERIOR ELEVATION
CONCEPTUAL DESIGN FINAL DESIGN
CONCEPTUAL DESIGN FINAL DESIGN IMPROVEMENTS
Storefronts Two fixed storefronts (160 SF each) No storefronts, stucco wall to match Significantly improves acoustics and
the Clubhouse energy efficiency and reduces light
Garage Doors Five garage doors (144 SF each) Two garage doors (144 SF each) Significantly improves acoustics and
energy efficiency and reduces light
Gable End Translucent polycarbonate system Fixed LP Smart Siding painted brown to Eliminates significant light pollution to the
(1,242 SF) match the Clubhouse neighborhood and improves energy efficiency
TENNIS PAVILION DESIGN
TRANSLUCENT POLYCARBONATE
Examples of light travel from translucent
polycarbonate buildings.
TENNIS PAVILION DESIGN
s
SOUTH EXTERIOR ELEVATION
CONCEPTUAL DESIGN FINAL DESIGN
CONCEPTUAL DESIGN FINAL DESIGN IMPROVEMENTS
Garage Doors Two garage doors (180 SF each) One garage door and one fixed storefont Improves acoustics and energy efficiency
(144 SF each)
Dormers Three dormers with 52 SF of glazing No dormers, fully opaque roof Eliminates light pollution to the
each, 20’ above grade neighborhood above the roof line
Transoms Four transom windows (91 SF each) Four transom windows (48 SF each) Reduces light and improves energy
efficiency
TENNIS PAVILION DESIGN
s
EAST EXTERIOR ELEVATION
CONCEPTUAL DESIGN FINAL DESIGN
CONCEPTUAL DESIGN FINAL DESIGN IMPROVEMENTS
Garage Doors Five garage doors (144 SF each) and Six garage doors (144 SF each) Maintains desired airflow, while directing
two storefront single doors noise towards Interlachen’s property
Gable End Translucent polycarbonate system Fixed LP Smart Siding painted brown Eliminates significant light pollution to
(1,242 SF) to match the Clubhouse the neighborhood and improves energy
efficiency
TENNIS PAVILION DESIGN
NO CHANGES TO THE SIZE,
LOCATION, OR HEIGHT
s
EXTERIOR RENDERINGS
TENNIS PAVILION DESIGN
EAST-FACING
s
EXTERIOR RENDERINGS
TENNIS PAVILION DESIGN
NORTH-FACING WEST-FACING
SOUTH-FACING
Date: May 24, 2023 Agenda Item #: VI I I.A.
To:P lanning C ommission Item Type:
R eport and R ecommendation
F rom:C ary Teague, C ommunity Development Director
Item Activity:
Subject:S ketch P lan R eview – 5780 Linc oln Drive Disc ussion
C ITY O F E D IN A
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
A C TI O N R EQ U ES TED:
No action requested.
I N TR O D U C TI O N:
P rovide the applicant nonbinding feedback on a potential future land use request.
AT TAC HME N T S:
Description
Planning Commission Staff Memo
Memo - Affordable Hous ing Development Manager
Proposed Plans
Applicant Narrative
Site Location, Zoning, & Comp. Plan
Staff Pres entation
Applicant Pres entation
City of Edina • 4801 W. 50th St. • Edina, MN 55424
City Hall • Phone 952-927-8861
Fax 952-826-0389 • www.CityofEdina.com
Date: May 24, 2023
To:
Planning Commission
From: Cary Teague, Community Development Director
Re:
Sketch Plan Review – 5780 Lincoln Drive
Solhem Development LLC is requesting consideration of a sketch plan proposal to redevelop
5780 Lincoln Drive. The applicant is proposing to tear down the existing office building on the site
and construct a 5-story 89-unit apartment in phase 1; the second phase would be 52-unit building
on the east side of the site. The project would be 100% affordable for individuals and families
earning 60% AMI or less. (See attached plans.)
This site is currently zoned PID, Planned Industrial District, and guided OR, Office Residential in
the City’s Comprehensive Plan. The allowed residential density in this area is up to 75 units per
acre. This site is 2.59 acres in size; therefore, the applicant is proposing a density of 54 units per
acre.
The request would require the following:
1. A Rezoning from PID, Planned Industrial District to PUD. Flexibility would be requested
through the PUD Ordinance to vary from parking, height, setback, and floor area ratio
(FAR) requirements. The PUD Zoning is the zoning tool that the City of Edina has used
for 100% affordable housing developments to ensure long term affordability. (The Sound,
Amundson Apartments, 4040 70th Street)
The table on the following page demonstrates how the proposed new building(s) would comply
with the existing PID zoning standards on the lot.
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Compliance Table
City Standard
(PID)
Proposed
(Measured from building to
lot line)
Building Setbacks
Front – Lincoln
Front – Londonderry
Front – Highway 169
Side
50 feet
50 feet
50 feet
20 feet
40 feet*
40 feet*
35 feet*
10 feet (phase 2)*
Building Height 4 stories & 48 feet
5 stories*
Density 20-75 units per acre (2.59 acres) 54 units per acre
Floor Area Ratio (FAR) .5% .93%* (phase 1)*
Parking Housing Phase 1– 1 enclosed space per
unit + .25 surface spaces per unit = 111
spaces required
113 (90 enclosed)
*Does not meet base Zoning Standards-Flexibility would be requested through a PUD
Issues/considerations:
Density. The development density is in middle of the density range. The allowed residential
density in this area is up to 75 units per acre. This site is 2.59 acres in size; therefore, the
applicant is proposing a density of 54 units per acre.
Affordable Housing. The project would add 89 to 141 units of affordable housing. The City of
Edina has established a goal to develop 992 to 1,804 new units of affordable housing by year end
2030. As of this date, 342 new units have been approved of which 108 have been completed.
There remains an urgent need for new affordable units. The addition of 89-141 new units would
help the City achieve its goal.
Traffic and parking. A traffic and parking study would be required.
Sewer Capacity. Currently the City of Edina does not have the sanitary sewer capacity in this
area to support this project. There is potential to connect to the City of Minnetonka under
Highway 169, paid for by the applicant and subject to Metropolitan Council and the City of
Minnetonka approval. This issue would have to be resolved prior to any approvals for housing on
this site.
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Proposed heights. The proposed height of 5 stories exceeds the code required 4-story
maximum. The heights seem reasonable as the step back away from the park and the medium
density residential neighborhood to the east. The site would be screened by existing trees on
City owned land along Lincoln Drive. Given that 52 units are anticipated for phase 2; perhaps
that building would be limited to 4 stories.
Pedestrian connection to the regional trail. The regional trail is located just to the south of this
site. Consideration should be given to pedestrian connections to better connect to the trail.
Sustainability. The applicant will be asked to submit the sustainability questionnaire as part of a
formal application.
City of Edina • 4801 W. 50th St. • Edina, MN 55424
TO: Cary Teague, Community Development Director
FROM: Stephanie Hawkinson, Affordable Housing Development Manager
DATE: May 16, 2023
RE: Potential Affordable Housing Development at 5780 Lincoln Drive
This memo is to express preliminary support for the Solhem Company’s proposed development at 5780 Lincoln
Drive. This 89-unit apartment is 100% affordable and will serve individuals and families on the west side of
Edina.
On October 7, 2020 the City Council adopted Resolution No. 2020-94 that agreed worked towards the
development of 992 to 1,804 new units of affordable housing by year end 2030. As of this date 342 new units
have been approved of which 108 have been completed. There remains an urgent need for new affordable units.
The addition of 89 new units will help the City achieve its goal.
The shortage of affordable housing not only impacts the individuals and households who need it, but also
impacts the local and regional economy. According to the Minnesota Governor’s Task Force on Housing:
The affordability of homes has been a competitive advantage for Minnesota and our employers, but a
growing shortage of homes is pushing prices beyond the reach of many individuals and families. New
housing construction has not kept pace with household growth since the Great Recession, as
evidenced in the short supply of homes for rent or sale.
Locally this sentiment is echoed by the Minneapolis Federal Reserve Bank who wrote in a November 1, 2022
article: “The increasing cost of housing – driven by too little housing supply relative to housing demand-
threatens the vibrancy of the Twin Cities economy.” This theme is also central to the Itasca Project Housing
Innovation Report: “Stable and affordable housing is the foundation for business and economic growth as well as
a host of other positive individual and systemic outcomes. Increasing housing production and improving housing
affordability will benefit families, firms, and the entire MSP region for generations to come.” Edina does not
exist in an isolated bubble but is part of an integrated economic ecosystem that is impacted but the supply of
housing both within the City and in the Metropolitan area.
The location is well suited for multifamily affordable housing. While commercial and large multi-family properties
skirt Highway 169, with moderate density housing directly to the east which scales down low density residential.
It brings higher density affordable housing to a location in Edina that is not in the Greater Southdale area, so
assists with reducing the concentration of affordability to one quadrant of the City.
Residents may benefit from the commercial uses are offered along the highway, offering hundreds of jobs within
walking distance. Londonderry Shops, includes a coffee shop, UPS Store, and restaurant. Target is 2.5 miles
north, as is Knollwood Mall, which features a grocery store. Large employers within a half mile include
Children’s Hospital business center, United Healthcare group, and a Marriott Hotel.
The site is well-served by transit. Transit Route 612, a local route with a stop within .25 mi. connects the site to
Hopkins and Uptown Minneapolis. The route offers frequent service. The Metro Green Line is slated to open in
2027. The Opus Station will be .3 miles from the site. The enhanced transit option will provide service to Eden
Prairie to Downtown Minneapolis.
5780 Lincoln Drive will provide an important housing option in Edina.
kaas wilson architects
5780 LINCOLN APARTMENTSCOVER
0.0 05/08/2023
5780 LINCOLN APARTMENTS
05/08/2023
Project Narrative
Solhem Development, LLC (Solhem) proposes “5780 Lincoln”, an affordable rental housing development located at 5780 Lincoln Drive in Edina. Up to 141 units of
Affordable Housing will be developed in two phases. Phase I will be an 89-unit, 5 story, elevator building with underground parking and will be comprised of studios,
one, two, three and four-bedroom units. Amenities include interior and exterior common space for residents. This building will be 100% affordable for individuals and
families earning 50% AMI or less.
5780 Lincoln is located at the corner of Lincoln Drive and Londonderry Road in Edina. There is an existing commercial building on the 2.59 acre site. The site is
situated between Highway 169 and Nine Mile Creek. Commercial properties line Highway 169, while directly to the east and south of the site is a residential
neighborhood composed of multifamily housing, townhomes, condominiums, and single family homes. Solhem controls the site via a purchase agreement with the
long term intention of developing multifamily housing.
We request a rezoning from PID, Planned Industrial District to PUD.
Sewer access will be coordinated with the City of Edina, the City of Minnetonka and the Metropolitan Council. Both cities and the Metropolitan council have given
preliminary concept approval to connecting a new sewer line to the Minnetonka Opus station area which has newly increased sewer capacity. Engineering and
funding details still need to be worked out for the new sewer connection.
Development Summary
PID #: 311172123CC0085
Site Area: 2.59 ACRES (112,990 SF)
Current Zoning: PID (Planned Industrial District)
Proposed Zoning: PUD (Planned Unit Development)
Surrounding Context: North: PID (Industrial)
East: R-2, R-1, PRD-2
South: PCD-1, MDD-5
West: HWY 169 / Edina / Minnetonka Boundary
Proposed Height: 6 Stories Above Grade -Approximately 72'
Building Setback: See Plans
Proposed Units/Acre: 54.4
Parking Ratio: 1.27 parking spot per unit ratio
Location Map Zoning Map Density Map
kaas wilson architects
5780 LINCOLN APARTMENTSPROJECT DATA
1.0 05/03/23
UNIT MIX - GROSS AREA 5780 LINCOLN
Name Count
Unit Gross
Area
Total Area %Main Floor
1BR
Unit 1-2 4 690 ft² 2,761 ft² 4%
4 2,761 ft² 4%
1BR (Alcove)
Unit 1-0 18 571 ft² 10,286 ft² 20%
18 10,286 ft² 20%
2BR
Unit 2-0 39 941 ft² 36,707 ft² 44%
Unit 2-3 5 1,031 ft² 5,153 ft² 6%
44 41,860 ft² 49%
3BR
Unit 3-1 15 1,343 ft² 20,139 ft² 17%
15 20,139 ft² 17%
4BR
Unit 4-0 8 1,356 ft² 10,850 ft² 9%
8 10,850 ft² 9%
Grand total 89 85,897 ft² 100%
PARKING
Level Type Count
Level -2 Garage 47
Level -1 Garage 43
Level -1 Site 23
113
GROSS AREA - TOTAL 5780 LINCOLN
Level Area
Level 5 18,695 ft²
Level 4 21,524 ft²
Level 3 21,524 ft²
Level 2 21,524 ft²
Level 1 21,524 ft²
Level -1 22,526 ft²
Level -2 22,023 ft²
Grand total 149,338 ft²
Lobby/ Mail/
Offices
UPPER GARAGE ENTRY
STAIR A STAIR BTOT LOT
LOWER GARAGE ENTRY
TBD PHASE 2
89 UNITS
5 STORIES OF HOUSING
OVER 2 STORIES
UNDERGROUND GARAGE NMAIN BUILDING ENTRY PHASE 2 PARKINGPHASE 2 PARKINGPHASE 2 PARKINGkaas wilson architects
5780 LINCOLN APARTMENTSSITE PLAN
2.0 05/03/23
1" = 40'-0"1 Level -1 Site Plan
LOWER GARAGE ENTRY
STAIR A STAIR BNLower Garage
Lobby/ Mail/
Offices
UPPER GARAGE ENTRY
STAIR A STAIR BNTrash
Upper Garage
kaas wilson architects
5780 LINCOLN APARTMENTSFLOOR PLANS
3.0 05/03/23
1/32" = 1'-0"1 Level -2
1/32" = 1'-0"2 Level -1
STAIR A STAIR B941 ft²
Unit 2-0
1,343 ft²
Unit 3-1
1,343 ft²
Unit 3-1
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
Commons
Community
Room
N1,356 ft²
Unit 4-0
1,356 ft²
Unit 4-0
Fitness
571 ft²
Unit 1-0 941 ft²
Unit 2-0
1,031 ft²
Unit 2-3
1,343 ft²
Unit 3-1
571 ft²
Unit 1-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
STAIR A STAIR B571 ft²
Unit 1-0 1,343 ft²
Unit 3-1
1,343 ft²
Unit 3-1
941 ft²
Unit 2-0
?
? ?
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
1,356 ft²
Unit 4-0
N1,356 ft²
Unit 4-0
571 ft²
Unit 1-0
571 ft²
Unit 1-0
1,031 ft²
Unit 2-3
1,343 ft²
Unit 3-1
941 ft²
Unit 2-0
941 ft²
Unit 2-0
571 ft²
Unit 1-0
690 ft²
Unit 1-2
kaas wilson architects
5780 LINCOLN APARTMENTSFLOOR PLANS
3.1 05/03/23
1/32" = 1'-0"1 Level 1
1/32" = 1'-0"2 Levels 2-4
941 ft²
Unit 2-0
571 ft²
Unit 1-0 1,343 ft²
Unit 3-1
1,343 ft²
Unit 3-1
941 ft²
Unit 2-0
?
? ?
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0
941 ft²
Unit 2-0 STAIR BSTAIR A
N571 ft²
Unit 1-0
571 ft²
Unit 1-0
690 ft²
Unit 1-2
571 ft²
Unit 1-0
1,031 ft²
Unit 2-3
1,343 ft²
Unit 3-1
941 ft²
Unit 2-0
kaas wilson architects
5780 LINCOLN APARTMENTSFLOOR PLANS
3.2 05/03/23
1/32" = 1'-0"1 Level 5
kaas wilson architects
5780 LINCOLN APARTMENTSMASSING RENDERING
7.0 03/12/20
AERIAL VIEW LOOKING SOUTHWEST
kaas wilson architects
5780 LINCOLN APARTMENTSMASSING RENDERING
7.1 03/12/20
VIEW FROM INTERSECTION OF LONDONDERRY RD AND LINCOLN DR
To:Cary Teague,City of Edina
Subject:5780 Lincoln Sketch Plan Review
Project Narrative
Solhem Development,LLC (Solhem)proposes “5780 Lincoln”,an affordable rental housing
development located at 5780 Lincoln Drive in Edina.Up to 141 units of Affordable Housing will
be developed in two phases.Phase I will be an 89-unit,5 story,elevator building with
underground parking and will be comprised of studios,one,two,three and four-bedroom units.
Amenities include interior and exterior common space for residents.This building will be 100%
affordable for individuals and families earning 60%AMI or less.
5780 Lincoln is located at the juncture of Lincoln Drive and Londonderry Road in Edina.The site
is situated between Highway 169 and Nine Mile Creek.While commercial and large multi-family
properties skirt Highway 169,directly to the east of the site is a residential neighborhood with
single family homes.Phase I will be built on the southern half of the site,which is an existing
commercial strip mall and is 2.59 acres in size.Solhem entered into a purchase agreement with
the intention of developing housing.
We request a rezoning from PID,Planned Industrial District to PUD.
Development Summary
PID #:311172123CC0085
Site Area:2.59 ACRES (112,990 SF)
Current Zoning:PID (Planned Industrial District)
Proposed Zoning:PUD (Planned Unit Development)
Surrounding Context:North:PID (Industrial)
East:R-2,R-1,PRD-2
South:PCD-1,MDD-5
West:HWY 169 /Edina /Minnetonka Boundary
Proposed Height:6 Stories Above Grade -Approximately 72'
Building Setback:See Plans
Proposed Units/Acre:54.4
Parking Ratio:1.27 parking spot per unit ratio
Site
Site
EdinaMN.gov
Sketch Plan Review
5780 Lincoln Drive
Site
Site
Issues/Considerations
Density. The development density is in middle of the density range. The allowed residential
density in this area is up to 75 units per acre. This site is 2.59 acres in size; therefore, the
applicant is proposing a density of 54 units per acre.
Affordable Housing. The project would add 89 to 141 units of affordable housing. The City of
Edina has established a goal to develop 992 to 1,804 new units of affordable housing by year
end 2030. As of this date, 342 new units have been approved of which 108 have been
completed. The addition of 89-141 new units would help the City achieve its goal.
Traffic and parking. A traffic and parking study would be required.
Issues/Considerations
Sewer Capacity. Currently the City of Edina does not have the sanitary sewer capacity in this area to support this
project. There is potential to connect to the City of Minnetonka under Highway 169, paid for by the applicant and
subject to Metropolitan Council and the City of Minnetonka approval. This issue would have to be resolved prior
to any approvals for housing on this site.
Proposed heights. The proposed height of 5 stories exceeds the code required 4-story maximum. The heights seem
reasonable as the step back away from the park and the medium density residential neighborhood to the east. The
site would be screened by existing trees on City owned land along Lincoln Drive. Given that 52 units are
anticipated for phase 2; perhaps that building would be limited to 4 stories.
Pedestrian connection to the regional trail. The regional trail is located just to the south of this site. Consideration
should be given to pedestrian connections to better connect to the trail.
Discussion/Feedback
Edina Affordable Housing
Solhem Companies
We build beautiful, sustainable
communities that people love
3000+ housing units created in Twin
Cities since 2009
$900M+ in housing value created
20 Award-winning residential and
mixed-use communities
1500+ units under management
600+ units under construction
Contributed >$5.8M to metro area
Affordable Housing trusts to date
X
51% Female-owned
25% BIPOC employees
22% Immigrant employees
Solhem Leadership
Curt Gunsbury
Founder / CEO
Catherine Gunsbury
Founding Partner
Amol Dixit
VP, New Business Development
Sustainability
5 Focus Areas: Energy, Water, Air, Waste, Transportation
Pedestrian Friendly Living,
Transit-Oriented
COMMUNITIES
With 5.7MW of on and Off-Site Solar, Solhem
Housing is GRID NET POSITIVE FIRST LEED Gold Certified Multifamily
Building in Minnesota
XCEL RECOGNITION OF EXCELLENCE
Award for Highest Electric Savings
PIONEERED Multifamily On-Site
Organics Recycling in Minnesota
FIRST in Minnesota to include EV
chargers in ALL multifamily
developments
Water conservation
Rain Barrel Irrigation
MORE Energy Efficient than
99% of Multi-Family Buildings
NATIONWIDE
Preliminary Site Plan
2.59 acre site
141 unit capacity
54 units / acre
5 stories housing
2 stories underground parking
1.27 parking spots per unit
~72’ Phase I proposed height
Sewer Access being
coordinated with Edina,
Minnetonka and Met Council
Lincoln Drive Project Vision
Income / Rent restrictions
30% - 50% AMI
23 Deeply Affordable units
Family Housing
67 2BR+ units
18 Supportive Housing units
Compliance with City’s
Climate Action Plan
Affordability period 30+ years
Phase I Project Features
Bren Rd /
Londonderry Rd
2023 Income Limits*
Household Size 30% of AMI 50% of AMI
1 person $26,100 $43,500
2 people $29,800 $49,700
3 people $33,550 $55,900
4 people $37,250 $62,100
5 people $40,250 $67,100
6 people $43,250 $72,050
7 people $46,200 $77,050
8 people $50,560 $82,000
*AMI = Area Median Income (midpoint of Hennepin County’s gross income distribution. Half of the HH’s in Hennepin County earn > median and half of the HH’s earn < median
*Published annually by HUD (Department of Housing and Urban Development)
2023 Rent Limits*
Bedrooms 30% of AMI 50% of AMI
Studio $652 $1,087
1 Bedroom $699 $1,165
2 Bedrooms $838 $1,397
3 Bedrooms $969 $1,615
4 Bedrooms $1,080 $1,801
*AMI = Area Median Income (midpoint of Hennepin County’s gross income distribution. Half of the HH’s in Hennepin County earn > median and half of the HH’s earn < median
*Published annually by HUD (Department of Housing and Urban Development)