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081208 pl mnCITY OF SHOREWOOD PLANNING COMMISSION MEETING TUESDAY, 12 AUGUST 2008 MINUTES CALL TO ORDER Chair Schmitt called the meeting to order at 7:00 P.M. ROLL CALL COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 P.M. Present: Chair Schmitt; Commissioners Gagne, Geng, Gniffke, Hutchins, Ruoff, and Vilett; Planning Director Nielsen; and Council Liaison Turgeon Absent: None APPROVAL OF MINUTES No minutes to approve I. 7:00 P.M. PUBLIC HEARING -C.U.P. FOR USE OF HOUSE NEXT TO CITY HALL Applicant: City of Shorewood Location: 5795 Country Club Road Chair Schmitt opened the Public Hearing at 7:01 P.M., noting the procedures utilized in a Public Hearing. He explained items recommended for approval that evening would be placed on an August 25, 2008, Regular City Council Meeting Agenda for further review and consideration. Director Nielsen stated at its April 28, 2008, meeting the City Council granted a conditional use permit for the renovation and addition to City Hall, 5755 Country Club Road. The initial plans provided for City Hall operations to continue in the existing facility during construction activities. It became increasingly apparent operations would likely suffer under that scenario. Staff discussed the possibility of renting construction trailers for the duration of the project, but issues such as security and accessibility posed problems with that option. Nielsen then stated the current tenants of the City-owned house located at 5795 Country Club Road gave notice in July 2008 that they would be leaving, effective 1 September 2008. Staff recommended to the City Council that the house be used for temporary office space during construction. This solution would make for a more efficient office arrangement during construction, and it should expedite the project and possibly reduce costs. Per Council's request, staff prepared a conceptual sketch for how the house would be used. Nielsen explained both the 5795 and 5755 Country Club Road properties are located in the R-1C, Single- Family zoning district. Public and governmental buildings are allowed in this district, but they require a conditional use permit (C.U.P.). Therefore, the City is requesting a C.U.P. for the property at 5795 Country Club Road so it can be used for temporary space for City Hall operations. Nielsen noted the temporary office building (i.e., the City-owned house) would only be used for day-to- day office operations; all public meetings (i.e., Council, Planning Commission and Park Commission meetings) would be held at the Southshore Center. Other groups (e.g., neighborhood associations, VFW, CITY ®F' SHOREV6'®®I) PLANI~TING C®IVIIS~I®I~ MEE'I'i10~G 12 August 2008 Page 2 of 4 etc.) which currently use City Hall for meetings will have to make other arrangements during construction. Nielsen explained the general public will enter the temporary office building on its lower level. Public parking will be on the east side of the building; there appears to be adequate area for public parking without having to enlarge the existing parking area. If there should be a need to park on the grass, the City would restore the landscaping when operations returned to City Hall. Minimal short-term parking and off- street loading can be accommodated in the loop driveway on the west side (Country Club Road side) of the building. Staff parking (approximately 12-14 cars) will be limited to the parking lot to the north of the existing tennis courts. This will cut down on the number of cars that will park on the subject property, as well as the number of trips on Echo Road. The site is relatively well-screened from the property to the east of it, although some parking will be visible during leaf-off conditions. Given this arrangement is temporary, no additional landscaping is recommended. Nielsen reviewed the conceptual sketch for how the building would be used. The tuck-under garage will be used for files and storage. The Deputy Clerk's office and reception/public area will be located on the lower level, as will a conference room and work area. The majority of the staff will be located on the upper level. He noted no modifications would be made to the building. Phone and electricity will be brought from City Hall to the building. The network server will be temporarily relocated to the building. Nielsen explained signs would be posted in key locations, advising City Hall traffic where to go. The very northern driveway will continue to provide access to the Southshore Center, Badger Field and to employee parking. The second driveway to the south will be used primarily for construction activity and construction traffic. The public will be directed to the corner of Country Club Road and Echo Road, east on Echo to the driveway to the home. The looped driveway will be posted for delivery vehicles only. Nielsen stated Staff recommends the conditional use permit be granted. Staff has attempted to minimize the affect the temporary occupation of the building will have on the neighborhood. Staff does think the inconvenience is offset by isolating construction activities to the City Hall property and, hopefully, in expediting the construction project. Chair Schmitt opened the Public Testimony portion of the Public Hearing at 7:10 P.M. Kathy Royce, 5825 Country Club Road, stated she lived across the street from the City-owned house. She asked if she could be assured that the use would truly be temporary. She expressed concern about the additional traffic on Echo Road; families with young children live on that road and the children play on the road. Ms. Royce commented the tuck-under garage on the subject property has water issues. Council Liaison Turgeon stated she was speaking for the City Council; the use will be temporary. Director Nielsen stated the use will be temporary. He explained the long-term future of the City-owned property and house has not been decided. The City purchased the property as a contingency should the City decide to build a new City Hall. A decision was made to renovate its existing facility instead. He stated the stuff that will be stored in tuck-under garage will be placed on pallets. He then stated there would be some additional traffic on Echo Road as a result of this use. One of the ways the volume of additional traffic would be minimized is by having staff park in the parking lot to the north of the existing tennis courts and walk to the 5795 Country Club Road property. Chair Schmitt closed the Public Testimony portion of the Public Hearing at 7:15 P.M. CITY ®F SI-I®REW®®D PLANl\TI1®TG C®1Vd1VIISSION 1VIEETING 12 August 2008 Page 3 of 4 Commissioner Gagne suggested a no-left-turn sign be posted at the entrance onto Echo Road from the 5795 Country Club Road property to help minimize unnecessary traffic on Echo Road. He stated he had an experience of working in an office environment which was under construction, and he did not recommend that situation to anyone. In response to a question from Commissioner Gniffke, Director Nielsen stated the cost to rent one construction trailer for asix-month period was $5,000 and a minimum of two trailers would have to have been rented. He noted that the City does receive rental income of $1,500 per month for the City-owned house when it is rented. He stated the savings from using the City-owned house could possibly come from an expedited construction schedule. Commissioner Hutchins questioned if Echo Road could be designated no-parking on the north side. Commissioner Gagne stated that could result in people parking on the other side of that road in front of residents' homes. Director Nielsen stated staff will discuss the pros and cons of that suggestion. Council Liaison Turgeon questioned where the drop-off box will be for utility bills. Director Nielsen stated it will likely be in the area of the short-term parking. Director Nielsen stated short-term parking area will be posted for directional traffic flow. He explained the proposed time to move City Hall operations into the temporary office building is the first two weeks of September. Employees currently officed at City Hall and Public Works staff will do the move. Staff has been told they should only take what they need to do their jobs. Staff will be able to access items stored in the City Hall basement during construction through a separate entry into the lower level of City Hall. Minimal work will be done down there. He noted all property files can be accessed electronically on the laser-fiche system. Villet moved, Gagne seconded, recommending approval of a conditional use permit for the City of Shorewood for the temporary use of the City-owned house located at 5795 Country Club Road for City Hall operations. Motion passed 7/0. In response to a question from Commissioner Ruoff, Director Nielsen stated staff discussed if there was a way to provide a pathway for staff to get from the parking lot to the north of the existing tennis courts to the temporary office building without going on Country Club Road. Chair Schmitt closed the Public Hearing at 7:23 P.M. STUDY SESSION 2. COMPREHENSIVE PLAN Community Facilities Director Nielsen stated this item is postponed to the September 16, 2008, Planning Commission meeting. 3. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. CITY ®F SII®REWO®D PLANNING C®MMTSSI®N MEE'T'ING 12 August 2008 Page 4 of 4 4. DRAFT NEXT MEETING AGENDA Director Nielsen stated there is a conditional use permit for the Minnetonka School District's Minnewashta Elementary School parking lot and a continued discussion of the driveway setback variance for Robert Thompson slated for the 16 September 2008 Planning Commission meeting. The study session portion of the meeting will be devoted to a discussion on the Community Facilities Chapter of the Comprehensive Plan. 5. REPORTS Commissioner Hutchins reported on matters considered and actions taken at the August 11, 2008, City Council regular meeting (as detailed in the minutes of that meeting). • SLUG No report was given. • Other None. 6. ADJOURNMENT Gagne moved, Gniffke seconded, Adjourning the Planning Commission Meeting of 12 August 2008 at 7:28 P.M. Motion passed 7/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder