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HomeMy WebLinkAbout2023/08/16 - ADMIN - Minutes - Planning Commission - Study Session Planning commission August 16, 2023 7:05 p.m. If you need special accommodations or have questions about the meeting, please call Sean Walther or the administration department at 952.924.2525. Planning commission Study session Members present: Jim Beneke, Mia Divecha, Matt Eckholm, Katie Merten, Tom Weber, Jan Youngquist Members absent: Michael Salzer Staff present: Laura Chamberlain, Jacquelyn Kramer, Melissa Kennedy, Michael Sund, Sean Walther 1. Focus group on board and commission program purpose Ms. Kennedy and Mr. Sund presented the report. They noted input collected from the commission will be sent back to the city council for discussion of program purpose. Responses to questions: 1. Explain your experience on the planning commission. • Commissioner Divecha stated she is learning much and excited about having input in the city development. She added it feels like it was an intellectual exercise. • Commissioner Youngquist stated she likes hearing about development projects through the commission. • Commissioner Eckholm stated opportunity to weigh in on development and direction of the city and playing a role in helping SLP manage the housing crisis. • Commissioner Beneke stated affordable housing, development, serving all residents in these areas. • Commissioner Merten stated seeing residents’ engagement on issues and lack of engagement are interesting. • Chair Weber stated it matters that this commission is a heftier one by law, gratifying in knowing we are part of the purpose and the process. He added it feels the council appreciates what we do, so the commission matters, and he feels fulfilled in the role. DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC Planning commission Aug 16, 2023 Page 2 2. How do you see your work aligning with the city’s strategic priorities: • Commissioner Eckholm stated this board interacts with all the strategic priorities directly. • Commissioner Divecha stated neighborhood development is the major one. She added in many cases it feels like the work is asking if this complies with code and 90% of the decisions are not about items that are out of scope of the commission. Sometimes the scope of what the commission can do it limited, but discussing equity and transportation does go beyond and she appreciates staff bringing those items in. However, approvals are the majority of the work the commission does. • Commissioner Merten stated she agreed with this and added there is great impact with zoning discussions and having a diverse group is helpful in changing the old ways. • Commissioner Youngquist stated some of the priorities of the city have to do with the built environment and some with the social environment. She stated the work we do does focus on the built environment , it does affect people, so there is crossover. • Chair Weber stated the social capital is achieved here pretty well, adding in large part because Mr. Walther is our liaison and he appreciates the explanations staff provides, and noting this is what we can and cannot do. This helps build trust and social capital and this is important. He added Mr. Walther also does a good job of providing that culture. 3. What do you think about the overall program and how could it be used to connect with the community? • Commissioner Eckholm stated there might be a better way to connect feedback to meetings, and he noted the Edina program “Better Together Edina” which is a way to collect feedback virtually. • Chair Weber stated he likes the development coming signs but added using a QR code for more information on projects and also to make comments. This helps to get the word out and helps educate residents. • Commissioner Eckholm added the development signs could be more descriptive and help residents to engage more at the outset. • Chair Weber stated having one meeting in every neighborhood is helpful also, and on different times and day, especially for young people DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC Planning commission Aug 16, 2023 Page 3 • Commissioner Merten stated some don’t come to meetings unless they have something to complain about, but it’s nice when residents come to public hearings to compliment an area or project also. • Commissioner Eckholm stated he expected more engagement from the public when he came on the commission and was surprised to see it so low and only very rare. • Commissioner Beneke agreed and added some people get cynical about the process and think the city will just approve any development that come along because that’s what they do. 4. Do your neighbors and friends ask about items in the city and your work on the commission? • Chair Weber said yes, and then they also just ask about roads. He added this could be addressed with education. • Commissioner Eckholm stated he sometimes asks friends what is going on in their communities. He added the study sessions are really important for the public to attend also, to hear about planning and upcoming projects, but no one attends. • Commissioner Eckholm stated it’s great the city does this work, but there is a public perception that more needs to happen in public. But he added this can get too detailed also, and more education on what happens in Planning Commission and City Council would be helpful. He added people also need to come to the big meetings, not just the ones that affect them and their neighborhoods, in order to see how the process works. • Commissioner Youngquist stated the 2050 plan is abstract for some but when a project is proposed that’s across the street it’s easier to react. • Commissioner Merten stated staff can post notices, and post on social media and still there will be folks that say they haven’t heard about a project. • Commissioner Divecha stated you can never post enough communication, and pointed out there are those that just trust things are going well and don’t want to spend their time becoming involved in the process, unless they is an issue. She added being a governmental body, the city does owe the public all the information and communication, but in a methodical way. • Commissioner Eckholm stated the commission should not have to do all the communication that staff does, but it’s nice to have communication and education coming from the commissioners themselves, including postings on DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC Planning commission Aug 16, 2023 Page 4 social media. He added general education on how the planning commission works will help also. • Commissioner Divecha stated it’s hard for her to know what to comment on, not being on the city council. She stated she is not always certain what the role is of being on the commission. • Commissioner Merten agreed and added she has seen polls on Next Door and when it’s a thing that’s passed, she is always uncertain if she can make a comment. Commissioner Eckholm pointed out that as long as it’s in the past, it is ok to comment or engage on a topic on social media, as a commissioner. • Ms. Kennedy added the commissioners cannot conduct business outside of a meeting. Chair Weber added this should be added into the orientation meeting for commissioners, or a yearly refresher course would be helpful also. 5. How could the program be more inclusive to new members and reducing barriers to participate? • Commissioner Divecha stated Roberts Rules are a huge barrier. She feels hampered by this process and is not clear on when she can ask a question, or when you can comment. She stated she recognizes this as a tool, but it’s difficult as a new member. She added she is not sure what alternatives exist. She stated from an onboarding perspective this made it tough for her. • Commissioner Divecha stated having childcare for commissioners and a small stipend would be positive. • Commissioner Eckholm stated finding ways to allow virtual participation would be helpful especially for residents and made it easier for them to engage, so they didn’t have to attend a whole meeting and just join when their topic started. • Commissioner Merten stated time change for the meeting might be helpful also, possibly earlier. • Commissioner Eckholm stated in other communities also, evening is the most convenient meeting time for residents. 6. How could this program influence and build trust in the decision-making process of the city council? • Chair Weber stated clarification here is needed on which boards and commissions have power to make decisions. He added it might be better to not have a commission if people assume that commission will have the power to do something if something negative happens. DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC Planning commission Aug 16, 2023 Page 5 •Commissioner Divecha stated she wanted to join a commission but did not even know planning commission was a legally mandated commission with decision- making power. She thought it was only a discussion-type committee. She stated some folks might not know about this, so more clarity in descriptions would be helpful. •Commissioner Eckholm stated the city should not keep a commission that the city council does not listen to. He added if they are going to put the work in, then the recommendations should be taken seriously. The planning commission does have influence on the city council, but others may not. •Commissioner Beneke added each commission should also decide what they want to work on. •Chair Weber stated if a development is posed there should be robust information online and then meetings might be more well attended. •Commissioner Divecha stated she does not feel the commission’s role is liaising with the community, and that should be staff’s role. She added there is a desire from the community and those on commissions to communicate, but the infrastructure of the program makes this difficult. •Chair Weber pointed to the development web pages where comments can be left by the public, as a place for exchanging ideas and information. 7.Future of the boards and commissions program •Commissioner Eckholm stated open community forums might be helpful to engage residents more, and hosting engagement meetings in neighborhoods, and recommendations can be made on ongoing projects, or topics. He added possibly task forces can be created to encourage discussion and engagement and allow people to have their voices heard, as well as to capture data. Ms. Kennedy thanked the commission for their feedback and stated it aligns with much of what they are hearing. She added they will come back to the commission with more information and updates as this process progresses. She encouraged the commissioners to give any further feedback to Mr. Walther. 2.Adjournment – 8:25 p.m. ______________________________________ ______________________________________ Sean Walther, liaison Tom Weber, chair member DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC DocuSign Envelope ID: 7AC6B08D-C9B8-4C05-908B-02D8A63A77BC