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Long Range Planning Advisory Commission LiaisonPlanning Services Department City Hall 50 West 13th Street Dubuque, IA 52001 -4864 (563) 589 -4210 phone (563) 589 -4221 fax (563) 690 -6678 TDD p lannin g @cityof dubuque.org The Honorable Mayor and City Council Members City of Dubuque City Hall — 50 W. 13 Street Dubuque IA 52001 RE: City Council Liaison to the Long Range Planning Advisory Commission Dear Mayor and City Council Members: On February 24, 2011, the Long Range Planning Advisory Commission asked that the City Council give consideration to appointing a liaison to the Commission to replace the late Dirk Voetberg. The City Council responded by appointing City Council Member Karla Braig to this position on March 7, 2011. The City Council Liaison to the Long Range Planning Advisory Commission is an important resource for the Commission. We appreciate the City Council's prompt response to our request. At our March 16, 2011, meeting, the Commission discussed the role and purpose of the City Council Liaison. This issue was raised by the new Liaison, City Council Member Karla Braig. Minutes of the March 16, 2011 Commission meeting and Title 15, Chapter 2 of the City Code which sets forth the composition and duties of the Long Range Planning Commission are enclosed. The Commission appreciates the representation of the City Council at their meetings, but we also acknowledged City Council Member Braig's perspective that she feels she must simultaneously wear two hats: she serves as an advisor to the City Council as a Commission member, and is also on the elected body to whom the advice is given. While the Commission noted the input of the City Council Liaison is valuable and welcomed the participation of the Liaison, Commissioners also discussed that there is some benefit to having the Commission be entirely appointed citizens. City Council Member Braig explained she felt the Commission is too important not to have free participation by both the public and commissioners. Mrs. Braig felt providing a citizen an opportunity to serve on this Commission would be preferred, but she would continue to serve if the Commission and City Council feel that a Council Liaison serves an important role. Service People Integrity Responsibility Masterpiece on the Mississippi Innovation Teamwork Dubuque 1 11 1' 2007 March 25, 2011 The Honorable Mayor and City Council Members Page 2 The Commission discussed that creating the City Council Liaison position as well as a Planning Commission separate from the Zoning Commission were unique in the State of Iowa when proposed in 1989. This time was also the beginning of a Comprehensive Plan update that hadn't been done for many years. The Commission also discussed that City staff's role as support to the Commission and reporting to the City Manager is clear with City boards and commissions that are comprised only of appointed citizens, but this role occasionally is confusing with a City Council Member on the Commission. By a vote of 6 to 1, the Long Range Planning Advisory Commission has referred the matter back to the City Council, and requests that the City Council re- evaluate appointing a City Council Liaison to serve on the Long Range Planning Advisory Commission. Respectfully submitted, James Prochaska, Chairperson Long Range Planning Advisory Commission Enclosures cc: Michael Van Milligen, City Manager Laura Carstens, Planning Services Manager F: \USERS \Djohnson \Council Items \LRPAC City Council Liaison Letter #2.doc Service People Integrity Responsibility Innovation Teamwork Dubuque billab 11 Masterpiece on the Mississippi 2007 TEN MINUTES CITY OF DUBUQUE LONG RANGE PLANNING ADVISORY COMMISSION REGULAR SESSION 5:30 p.m. Wednesday, March 16, 2011 City Council Chamber, Historic Federal Building Commissioners Present: Chairperson Jim Prochaska; Commissioners Alan Vincent, Richard Van Iten, John Pregler, Karla Braig, Chad Darter and Charles Winterwood. Commissioners Excused: None. Staff Members Present: Laura Carstens and David Johnson. CERTIFICATION OF COMPLIANCE: Staff presented an Affidavit of Compliance verifying that the meeting was being held in compliance with the Iowa Open Meetings Law. CALL TO ORDER: The meeting was called to order by Chairperson Prochaska at 5:30 p.m. MINUTES: Motion by Van Iten, seconded by Pregler, to approve the minutes of February 16, 2011 as submitted. Motion carried by the following vote: Aye — Vincent, Prochaska, Van Iten, Pregler, and Winterwood; Nay — None; Abstain — Braig. The Commission welcomed new Commissioner and City Council Liaison Karla Braig, and thanked her for volunteering to serve. Commissioner Darter arrived at 5:34 p.m. ACTION ITEMS Smart Planning Consortium: Staff Member Carstens reviewed updates and noted the Long Range Planning Advisory Commission will discuss a topic or topics at every Commission meeting. She reviewed the public participation plan and process. She requested the Commission provide feedback regarding the draft public participation plan workshops and process. Commissioner Van Iten discussed whether the consortium would be impacted by the buy - local movement. Staff Member Carstens noted that this is something that would be considered during the general public input and consortium meetings. Staff Member Carstens reviewed a number of agencies that would be interested in the buy -local concept. Commissioner Van Iten noted Chamber of Commerce participation would benefit the Smart Planning Consortium and regionalism. The Commission discussed different Chambers in Minutes — Long Range Planning Advisory Commission March 16, 2011 Page 2 Dubuque County. The Commission noted the Dubuque Chamber has a government liaison. The Commission questioned, the contract with the East Central Intergovernmental Association. Staff Member Carstens explained Dubuque County is the lead agency on the Smart Planning Consortium and process. She explained all communities are contributing to a local match and also helping provide support. She explained the contract will fund ECIA's technical and professional services. She explained ECIA is a council of governments. She noted it is a public body that receives a per capita contribution from communities it provides services for. Staff Member Carstens explained the first step in the process is to develop a public participation plan. Commissioner Van Iten expressed support of the draft public participation plan workshops and Smart Planning process. Staff Member Carstens noted all cities participating have a comprehensive plan but some of those plans are old. She explained smaller cities not participating in the consortium do not have plans currently in place. She noted a lack of regional plans in Iowa and that the Smart Planning Consortium effort is breaking new ground. She explained it will be used as a model in Iowa. Staff Member Carstens reviewed the public participation training dates and encouraged Commissioners to attend. Commissioner Van Iten questioned if non - participating communities can attend the training meetings. Staff Member Carstens stated she will look into it. Staff Member Carstens reviewed the process for involving the Commission, City Manager and City Council. She noted the process will be similar to the process used in the updates to the City of Dubuque Comprehensive Plan. Staff Member Carstens explained watershed planning will be discussed at the April 6th Consortium meeting as well as the April 21 Long Range Planning Advisory Commission meeting. By consensus, the Long Range Planning Advisory Commission expressed support for the draft public participation plan, workshops and recommended Smart Planning Process. Complete Streets Policy: Staff Member Carstens reviewed the proposed revisions to the draft Complete Streets Policy. She noted the revisions are based on input provided by the Long Range Planning Advisory Commission as well as other stakeholders. She noted the revised policy has been amended as recommended by the Commission at their February meeting to include overlay projects for complete street component consideration. She explained language has been added to reflect the relationship of the Complete Street Policy to the City's Comprehensive Plan, the Sustainable Dubuque Plan, and the Tri -State Trail Plan. She noted the revised policy also includes new language regarding the review of street projects for consistency with the Tri -State Trail Plan. She noted the policy Minutes — Long Range Planning Advisory Commission March 16, 2011 Page 3 requires annual street projects for public input be posted. She explained road improvement projects will be evaluated and specific projects that cannot meet any complete street components due to site limitations will be identified and exempted. The Commission suggested that the Policy also reference the Dubuque Region Smart Planning Project's support of Complete Streets, which references the HMD Complete Streets model project. Commissioner Braig questioned the difference between street maintenance and street overlay projects. Staff Member Carstens explained the difference between street reconstruction, overlay and maintenance projects. Motion by Winterwood, seconded by Vincent, to recommend adopting the draft Complete Streets Policy, as amended and to reference the Dubuque Region Smart Planning Project's support of Complete Streets, as it is consistent with the City of Dubuque Comprehensive Plan. Motion carried by the following vote: Aye — Vincent, Prochaska, Van Iten, Pregler, Braig and Winterwood; Nay — None. LIAISON /SUBCOMMITTEE REPORTS Enterprise Zone Commission: Commissioner Van Iten noted two projects will be discussed at an Enterprise Zone Commission meeting scheduled for March 17, 2011. He noted the projects include adaptive reuse of the former Franklin School and Holy Ghost School for housing units. The Commission discussed housing demands. ITEMS FROM PUBLIC: None. ITEMS FROM COMMISSION: City Council Liaison: Commissioner Braig questioned whether it is appropriate to have a City Council member serve on a citizen advisory board or commission. She explained she feels someone who is not a Council member is in a better position to serve. The Commission recognized that the liaison is an unusual position to be in, in that the Commission is advisory to the City Council. Commissioner Pregler noted the liaison is the advisor as well as the advised. Commissioner Winterwood noted he's been on the Commission for 7 years, and has not seen a conflict arise. He explained the input of the liaison is valuable. Commissioner Darter welcomed the participation from the liaison, but recognized the potential conflict and agreed with Commissioner Pregler. Chairperson Prochaska explained he felt the liaison provided direction which is important to the activities of the Commission. Commissioner Braig explained she is not comfortable not will she speak or advise on behalf of the City Council. Commissioner Winterwood noted the Council liaison has important access to information. Commissioner Braig explained staff has equal access, if not more information on some activities of the City. Commissioner Braig questioned whether any other Boards and Commission have a Council representative, and how the liaison position was set -up. Staff Member Carstens explained no other Board or Minutes — Long Range Planning Advisory Commission March 16, 2011 Page 4 Commission has a Council liaison and the position was established in 1989 by City Code. She explained at that time, it was unique that a Planning Commission was separate from the Zoning Commission in the State of Iowa. She noted the timing was also unique in that it was the beginning of a Long Range Comprehensive Plan update that hadn't been done for many years. She explained previous Council liaisons were involved in establishing that position, but through the years, has sensed a conflict with a City Council members serving on a City commission. Commissioner Braig explained she is absolutely adamant about public participation and fears a Council member's participation on the Commission would stifle public engagement and participation. She explained her comfort level would limit her role to mostly observing a process more so than participating. She again reiterated she is uncomfortable with an elected official having a vote or advising the City Council on matters yet to be discussed as a council. Commissioner Braig explained she would not want to misrepresent the City Council. She explained she felt the Long Range Planning Advisory Commission is too important not to have free participation by both the public and commissioners. Commissioner Braig explained providing a citizen of Dubuque an opportunity to serve on this Commission would be preferred; however, if the Commission and Council feel that a Council liaison serves an important role, she would continue to serve on the Commission. She noted she volunteered for the position. Motion by Van Iten, seconded by Vincent, to refer the matter back to the City Council, and to request that the City Council re- evaluate appointing a City Council Liaison to serve on the Long Range Planning Advisory Commission. Motion carried by the following vote: Aye — Vincent, Prochaska, Van Iten, Braig, Pregler, and Darter; Nay — Winterwood; Abstain — None. ITEMS FROM STAFF: Staff Member Carstens explained at the previous Commission meeting, several Commissioners had budget questions that were addressed in the City Manager's Budget Message. She explained that the budget message was inadvertently omitted from the CIP materials presented to the Commission, and this item has been distributed to address those questions raised by the Commission. ADJOURNMENT: The meeting was adjourned at 6:35 p.m. Respectfully submitted, Laura Carstens, Planning Services Manager Adopted f:\ users \kmunson \wp\ boards - commissions \Irpac \minutes \Irpac minutes 2011 \mar 24 2011.doc Title 15: PLANNING AND ZONING Chapter 2: LONG RANGE PLANNING ADVISORY COMMISSION 15 -2 -1: COMMISSION CREATED; COMPOSITION: There is hereby created a city long range planning advisory commission, which shall consist of seven (7) members including a member of the city council designated by the council and six (6) residents of the city appointed by the city council who shall be qualified by their knowledge, experience and ability to contribute to the city's long range planning and development efforts. 15 -2 -2: TERM OF OFFICE: The term of office for a member, other than the member designated by the city council, shall be three (3) years or until a successor is duly appointed. 15 -2 -3: POWERS: The commission shall have the following powers, duties and responsibilities: A. To provide a leadership role in the planning, coordinating and sponsoring of a periodic community planning process; B. To coordinate and supervise the preparation and maintenance of the comprehensive plan; C. To provide input to the city manager in the preparation of the city manager's recommended multiyear capital improvement program (CIP); D. To make comprehensive studies of the present condition and the future growth of the city to provide input into the community planning process and to guide and accomplish a coordinated, consistent and harmonious development of the city in accordance with the present and future needs thereof to the end that the health, safety, morals, order, convenience, prosperity and general welfare may be promoted; E. To make or cause to be made such surveys, studies, maps, plans, or charts of the city with due regard to its relation to neighboring territory as may be determined as necessary to carry out the purposes of the commission; F. To recommend amendments to all or a part of the comprehensive plan in response to the community planning process, upon its own initiative or upon recommendation presented by the zoning advisory commission, but only after a public hearing; G. To review proposed urban renewal plans and urban renewal plan amendments and urban revitalization plans and urban revitalization plan amendments for consistency with the comprehensive plan for the city; H. To undertake public information efforts to enhance public understanding of the community planning process generally and the comprehensive plan specifically; and I. To undertake from time to time other specific long range planning projects which may be referred to it by the city council. 15 -2-4: ORGANIZATION; MEETINGS: A. Officers; Rules and Regulations: The commission shall choose annually, at its first regular meeting of the fiscal year, one of its members to act as chairperson, and another of its members to act as vice chairperson, to perform all of the duties of the chairperson during the chairperson's absence or disability. The commission shall adopt such rules and regulations governing its organization and procedures as it may be deemed necessary. B. Meetings: The commission shall meet as necessary to fulfill the purposes for which the commission was created. C. Attendance: Attendance of all members shall be entered on the minutes. If any member fails to attend at least two- thirds ( of all regularly scheduled meetings within any twelve (12) month period, such failure shall constitute grounds for the commission to recommend to the city council that said member be replaced. D. Minutes Filed With City Clerk: The commission shall file with the city clerk a copy of the minutes of each regular and special meeting of the commission within ten (10) working days after each such meeting. 15 -2 -5: PROCEDURES FOR OPERATIONS: All administrative, personnel, accounting, budgetary and procurement policies of the city shall govern the commission in all its operations. F: \USERS \Djohnson \Council Items \Title 15 Planning LRPAC.doc