11-10-2009 Council Work Session Packet

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� MEMORANDUM 11-70-09 Work Session To: Mayor and City Council � �. From: Mike Gaffron, Asst. City Administrator ; � � �'4 Date: November 4, 2009 Subject: Planning Commission Membership & Size Attachments: A - PC Current Tenures Table B - Draft Staff Memo 10-20-09 C - PC Application Received from Linda Fuess At the September 29 Work Session, Council indicated an interest in having staff explore the process and ramifications of reducing the Planning Commission from seven members to five members. Melanie has drafted a memo and ordinance that would revise the code to do that, and which would also remove the requirements that two members be from the Rural area, two from the Urban area, and that one reside on Lake Minnetonka Lakeshore. Before placing that in front of the Council far action, we wanted to have some discussion about the impacts of these possible changes. Consider the following: ► We have not always strictly followed the Urban/Rural/Lakeshore mix. For instance, the most recent 7-member PC has included 5 Rural (Tess, Jaye-Ann, Kim, Jon, Denise) and 2 Urban (Ralph & Loren) with Loren being the only Lakeshore owner. Council may wish to consider whether keeping this requirement in place has value. ► Currently we have 6 regular PC members, one of which (Jaye-Ann) is on a leave of absence until next May. Of these 6, only one has a term expiring soon, up far renewal in 2010 (Tess, term expires 3/31/10). Without asking the question, we assume Tess would like to be reappointed. So if we change to 5 members, would you intend to keep a 6-member commission when Jaye-Ann returns, until it reduces itself to 5 by attrition sometime in the near or far future? We assume you do not want to give anyone the boot... ► We do not suggest changing the code to designate a six-member PC, since that results in the potential for tie votes, as well as still requiring a 4-member quorum, the same as for a 7- member PC... ► In terms of functionality, a 5-member PC may ultimately be more efficient in discussions and at reaching conclusions than a 7-member PC... ► We currently have 4 designated PC alternates (Michelle Winer, Dave Rahn, Jan Berg, Sandy Smith) all of whom are former regular members. This serves us well when we need an alternate, but we don't have any future commissioners getting up-to-speed before they become regular members. We have one applicant who responded to our most recent advertisement for candidates to fill one regular position that expires 3/31/10 (Ralph's seat) and for one temporary position to fill in for Jaye-Ann until May. When would Council like to interview this candidate? � lii