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012609 CC WS MinCITY OF SHO WOOD CITY COUNCIL WORK SESSION MONDAY, JANUARY 26, 2009 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION 5735 COUNTRY CLUB ROAM SOUTHSHORE CENTER 6:30 P.M. Acting Mayor Turgeon called the meeting to order at 6:35 P.M. A. Roll Call Present. Acting Mayor Turgeon; Councilmembers Bailey, Woodruff and Zerby; City Administrator Heck; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Mayor Liz& B. Review Agenda Woodruff moved, Zerby seconded, approving the agenda as presented. Motion passed 4/0. 2. COMPREHENSIVE PLAN Director Nielsen stated the purpose of this discussion is to determine how Council would like to approach its review of the 2008 Comprehensive Plan Update (the Comp Plan). He commented the Comp Plan was last updated in 2004. He explained the 2008 update includes the addition of new Metropolitan Council (Met Council) directives, the removal or revision of items that have been addressed and the addition of new items identified by Staff and the Planning Commission. Overall, the revisions were not very extensive. Nielsen explained there are four chapters in the Comp Plan. They are: Natural Resources, Land Use, Transportation, and Community Facilities / Services. He stated in the past land use has typically been the most controversial discussion. Because the City is approximately 95 percent developed, this should no longer be the case. The more significant discussions will likely be about roadway reconstruction and associated utility improvements. Councilmember Zerby stated he thought the Comp Plan was one of the most important documents in terms of the City's residents because it sets the direction for what the City will be like in the future. He recommended that whatever review process is chosen, it was important to provide residents an opportunity to be involved. The residents' involvement should be more extensive than just the Public Hearing that will be held for the Comp Plan. Director Nielsen stated Staff has proposed holding at least one informal presentation. In the past, an open house was held where residents were walked through each of the four chapters, with one person at each station explaining one chapter. This process worked well, but resident turnout was extremely poor. Councilmember Zerby suggested a round-table discussion be held with residents with each chapter being discussed at a separate meeting. He stated the Comp Plan identifies initiatives that must be worked on and it places demands on City resources; it helps drive the budget process. He thought it would be prudent to solicit residents' input on what the City should be focusing its efforts on. CITE' OF SHOREWOOD WORK SESSION MEETING MINUTES January 26, 2009 Page 2 of 3 Director Nielsen explained during 2008 Council discussed conducting a community survey. Feedback from that survey could help drive revisions to the 2008 update, but more likely a fixture update; it was unlikely that a community survey would be completed in time to fit the current schedule. Councilmember Zerby suggested both a survey and round-table discussions be used to solicit input. Administrator Heck explained the Met Council's original due date for submitting the 2008 Comp Plan was December 31, 2008. The City asked for and received an extension to May 31, 2009. Council's review has to be completed before a required Public Hearing can be held in early May 2009. Councilmember Zerby offered to work with Director Nielsen on preparing a survey on Comp Plan items only and he thought that could be completed in two weeks. Acting Mayor Turgeon stated she preferred to conduct a broader survey; she did not want to do a survey just about Comp Plan items. She explained there had been an exercise where various Planning Commissioners were broadcast on cable television reviewing chapters of the Comp Plan. She recommended a similar approach be used with Director Nielsen as the commentator. Councilmember Bailey suggested Director Nielsen provide a succinct summary of each chapter on video that could be broadcast by the LMCC and/or placed on YouTube. He commented that maybe six residents attended the last open house. He did not expect the turnout to be much better this time around unless there was an effort made before hand to peak residents' interest. Councilmember Woodruff supported Councilmember Bailey's suggestion. He suggested the City also use its newsletter to try and get residents interested. He then suggested Council conduct its review relatively quickly, and he would like to do a page-by-page review. He thought two chapters could be reviewed during each of two work sessions. He stated once Council is done a public meeting can be held. Councilmember Zerby stated he thought a survey could be conducted without negatively impacting the schedule. It could be inserted in the City's newsletter. He explained the issue of aquatic invasive species (AIS) was added to the Natural Resources Chapter, and lie questioned if the City should be spending more or less money on controlling AIS. Councilmember Woodruff stated a survey can be valuable, but he did not think it would be very beneficial if it was done hastily. He commented that he thought less than 50 percent of the City's residents use the internet, and many of the senior residents don't use it at all. Councilmember Zerby stated he wanted to have more community involvement. Director Nielsen explained that during 2009 the Planning Commission will review and update the 12 Planning District Area Plans in the Comp Plan. These plans are somewhat like a neighborhood plan. He suggested residents might be more interested in participating in discussions about the area plans, in particular those where they reside. Councilmember Zerby stated he thought Director Nielsen's suggestion for having neighborhood meetings was a good idea. Discussion ensued about various forms of public presentation, such as a PowerPoint, video broadcast, and use of the city's website. CITY OF SHOREWOOD WORD SESSION MEETING MINUTES January 26, 2009 Page 3 of 3 Director Nielsen stated it was important to complete the Met Council requested update on the revised timetable. Residents' input received during the neighborhood meetings can be incorporated into the Comp Plan at a later time, noting the Comp Plan can be amended at any time. There was consensus to set a goal of Council completing its review by the end of February 2009, and it was also recommended an earnest attempt be made to complete the entire review in one work session. Councilmember Zerby stated at times it appears to him that the Comp Plan is treated as a way to appease the Met Council. He views it as containing a great deal of valuable information. He thought there were a number of items in the Comp Plan that were dormant. For example, it states a drainage plan shall be established to utilize the intermediate ponding areas. The last update was done in 2004, yet this item is still open. Director Nielsen stated some items are left in the plan perpetually. For the example cited, the City has a drainage plan and the statement is the basis for having done it. Zerby suggested the language should be revised to indicate the City has a drainage plan. Director Nielsen stated from his vantage point the City uses its Comp Plan more than many cities do. The Planning Commission refers to it when making some of its decisions. Councilmember Bailey stated when he was on the Planning Commission he would bring his copy of the Comp Plan to Commission meetings. Councilmember Zerby requested Staff prepare a summary of what the City was committing to in the Comp Plan and what the scope of effort and cost will be to do so, as well as what has been done. 3. OTHER There was no other business presented this evening. 4. ADJOURN Woodruff moved, Bailey seconded, Adjourning the City Council Work Session Meeting of January 26, 2009, at 7:05 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder e 4hristine Liz6e, Mayor ATTEST: Br ati e&k -City Administrator/Clerk