Planning Commission

CITY OF WOODBURY PLANNING COMMISSION MINUTES March 18, 2024 Pursuant to due call and notice thereof, a regular meeting was held at Woodbury City Hall, 8301 Valley Creek Road on the Monday the 18 day of March, 2024. CALL TO ORDER Chair Shannon Olsen called the meeting to order at 7:00 p.m. ROLL CALL Upon roll call the following members were present: Shannon Olsen, John Jarrett, John Kollm, Stephanie Haacke, Dave Hoelzel, Stephanie Swanson, Zachary Barnaby, and Daniel Song. Absent member: Thomas Harrington Council Liaison Present: Steve Morris Staff Present: Eric Searles, City Planner; Gina McCormack, Associate Planner; and Dan Krumwiede, Planner I. DEVELOPMENT ITEMS ITEM 1: GERBER COLLISION AND GLASS, CONDITIONAL USE PERMIT AND SITE AND BUILDING PLAN PROJECT NO. 05-2023-00535 Associate Planner Gina McCormack said CVG Architects has submitted an application for a Conditional Use Permit for a repair garage to be called Gerber Collision and Glass. She said the repair garage is proposed within the existing 11,355 square foot building and the property is located at 7930 Hudson Road. She stated the property is zoned FC-1, Freeway Corridor District and is guided as Places to Shop on the Land Use Plan. She gave background on the project saying that at the May 10, 1995 meeting, City Council approved the construction of the building and office showroom use, then called Georgia Carpet Outlet. She said at that time the parking, site access, architecture, landscaping, and stormwater management was approved for the project. She talked about the use of the project and said Gerber Collision and Glass is a national brand that specializes in auto collision repair. Services they offer include windshield glass service, hail damage repair, paint less dent repair, auto paint repair, bumper/fender repair, frame straightening and more. She said a Conditional Use Permit is required for a repair garage located within the FC-1, Freeway Corridor District. City Code Section 24-43 outlines the guidelines for granting a Conditional Use Permit. Ms. McCormack said the Applicant is proposing to utilize the existing access point from Hudson Road into the site for vehicle access. She said pedestrian access, although minimal, to the site can be accomplished via the trail to the south of Hudson Road. March 18, 2024 PLANNING COMMISSION MINUTES Page 2 She discussed parking and said that for automotive repair uses, the Zoning Ordinance requires three (3) spaces for each enclosed bay and one space for each day-shift employee. She gave information on what the applicant is proposing for this project. Ms. McCormack also discussed that the Zoning Ordinance requires commercial buildings to be constructed with 65 percent Class I materials which includes brick, glass and stone. She gave information on the existing building and said it was constructed prior to the architectural ordinance and was constructed of primarily concrete block. She stated the Applicant is proposing to add 28.36 percent Class I materials, which includes 65.8 percent Class I, on the east (main entrance) elevation, in order to get the building closer to meeting the ordinance requirements which includes a new glass storefront, brick columns and additional windows. Ms. McCormack said as part of the business model, it is necessary for Gerber Collision and Glass to keep vehicles onsite for a period of time. She said in order to allow this to occur, the Zoning Ordinance requires the storage to be fully hidden from view. She gave information on what the Applicant is proposing to construct and said a masonry fence of concrete block to match the building was proposed. Also, she said prior to the issuance of a building permit, the Applicant shall revise the color of the fence to match the dark brick color of the new accents on the building. She also said the fence primarily faces Interstate 94 which has established vegetation that will assist in softening the visibility of the fence. Ms. McCormack discussed Stormwater Management for the site and advised that the location was designed to meet ordinance requirements with the original application. She said a hydrodynamic separator is proposed onsite to prevent chemical runoff into the parking lot rain gardens. She stated prior to the issuance of a building permit, staff shall approve the proposed specifications of the system in writing. Ms. McCormack discussed landscaping and said the existing site features minimal landscaping. She gave information on what the Applicant was proposing and said they are going to install 23 trees, 84 shrubs and numerous perennials and grasses to meet the ordinance requirement of 25 percent canopy coverage and parking lot landscaping. She said this includes reworking the main entrance to create more of a focal point, as demonstrated on the plans provided to the Commission in their Planning Commission packet. She ended her presentation of the project stating that staff recommends approval of the Conditional Use Permit and Site and Building Plan, Project No. 05-2023-00535, for Gerber Collision and Glass, subject to the following conditions outlined in the Staff Report. Chair Shannon Olsen asked if the Applicant would like to say anything additional in regards to the project, with nothing, she opened the conversation up to the Planning Commissioners. Starting the discussion was Commissioner John Kollm. He asked about the stormwater management plan and the hydrodynamic separator and how the Applicant has to put it in writing before the building permit can be issued. He questioned on how that works in relation to stormwater management and what we are looking for specifically. Ms. McCormack said on automotive uses that is required as the chemicals can be separated from the water coming off of the site. Mr. Kollm asked about the building storage and if the city ordinance has a time limit in it regarding the vehicle storage. Ms. McCormack said that it is expected as a short term storage. The Applicant, Armand Meachum with CVG Architects, said it is typically two weeks is the longest March 18, 2024 PLANNING COMMISSION MINUTES Page 3 period of time a vehicle is expected to be stored behind the fence, but most of the time it is a much shorter period of time. Mr. Kollm asked staff if they thought there should be a requirement stated in the conditions regarding this for the project. Assistant Community Development Director/City Planner, Eric Searles gave details from the condition number 16 and condition number four (4) in combination were included to ensure that appropriate operational measures are taken when vehicles are stored due to the enclosure where the vehicles are screened in and not in direct view being included in this application. Mr. Kollm asked about the building materials and the modifications that the plans show are bringing the main store front to the 65 percent level of materials, and asked if the overall building would still be under that level. Ms. McCormack advised that staff found that this would a good way to have the building closer to that level of materials. Mr. Searles included that was also required to help with the building and its future possible reinvestments. Mr. Kollm asked about condition number 14 and the operational maintenance plan and asked if there are recycling operational standards for the disposal of tires and the like. Ms. McCormack advised that those conditions are not currently requirements in the city code. Mr. Kollm asked about the interior design and asked for clarification on the design of the eight (8) marked bays and the purposes of the bays by the roll up doors included in the architecture plans provided to the Commission. Mr. Meachum responded that those areas are paint booths. Mr. Kollm commented on the condition of the site currently and how he thought the general upkeep is in need and how this improvement was necessary for the current site. Commissioner Stephanie Haacke commented on the vast improvement to the site with this project. Ms. Haacke advised the renderings provided is showing a different image and coloring of the rendering. Mr. Meachum advised that they had issues with the coloring and the reason for changing not showing on the plan as it appears darker. Ms. McCormack advised the Commission that the image provided in the plan was revised to have more neutral coloring and apologized for not including it in the packet they were provided. Ms. Haacke said she commended the vegetation as she knew they were good for birds and wondered if the area behind the fence included any vegetation. Ms. McCormack gave information on the plantings in the location. Ms. Haacke asked if venting was something required in the location. Mr. Meachum gave details on the venting and Ms. McCormack said that was something included in the Building Permit process. Ms. Haacke asked about the pick-up process was in regards to trash and parts pick up. Mr. Meachum gave information on the pick-up process and the frequency of them. Commissioner Dave Hoelzel thanked the Applicant for the Application. He asked about the signage and who it belonged to and asked if it was the neighbors. Ms. McCormack advised the sign pole belonged to the applicant and this location. Mr. Meachum confirmed that they would utilize the sign when applicable. Ms. McCormack advised that the sign pole for the monument sign is something that would be reviewed with a separate sign permit. Mr. Hoelzel asked if the loading dock near the back was going to remain the same or what it’s purpose was for. Mr. Meachum gave details on the plan to keeping the location at ground level. March 18, 2024 PLANNING COMMISSION MINUTES Page 4 Commissioner John Jarrett also commented on the improvement to the property with this project and thanked the Applicant. Mr. Jarrett also commented that he appreciated the area being designated for car repair. Mr. Jarrett asked about the snow removal and how it would be a good condition to add given the parking and the fence given heavy snow would limit storage for parking due to snow storage. Ms. McCormack advised that this condition would be something that could be added and would work on drafting up a condition for snow storage. Mr. Jarrett asked about the lighting and wanted clarification on pole lighting or plans for the lighting in the parking area. Ms. McCormack advised the intent of the Applicant is to not have pole lighting and to just utilize the building lighting. Mr. Jarrett asked if the existing lighting which he found obnoxious would be removed. Mr. Searles confirmed that it would. Mr. Jarrett asked if the air emissions is considered low or what they would be. Mr. Meachum acknowledged that he didn’t have knowledge of it but the EPA requirement does hold them in the compliance. The Applicant, Jason, gave details on the filtering and other things that contribute to meeting the requirement. Chair Olsen commented on air quality based on her extensive knowledge with working in air permitting. Commissioner Stephanie Swanson asked if the truck that hauls the materials would fit in the site or where would this be located when hauling. Ms. McCormack gave details on the vehicles navigating the site based on the images included in the packet. Ms. Swanson asked if there was a specific trigger that would require the Applicant or any Applicant to get the entire building to the 65 percent requirement. Mr. Searles advised a full site and new building would need to meet the 65 percent requirement for the whole building. Ms. Swanson asked about the tree canopy meeting the 25 percent requirement and wondered if it met it or exceeded it. Ms. McCormack advised they have met it exactly at the requirement of 25 percent. She gave information on the stipulations that would occur with different instances. Mr. Barnaby asked if this was close to any residential areas and if there were any worries about noise. Ms. McCormack confirmed that it wasn’t close to residential and with the normal business hours that it shouldn’t be an issue. Mr. Barnaby asked if there is a specification on long term care and what the time period would be for the operation and maintenance of this site. Ms. McCormack gave details on the guidelines and time that goes into ensuring this is complete and what departments are involved and the time specifications for this being yearly. Mr. Song asked to clarify the masonry fence and if it covered the view completely or partially. Ms. McCormack said the masonry fence would completely screen the areas and gave specifics on the screening. Mr. Song asked if the trash cans are screened. Ms. McCormack advised the screening and similar materials needed for that screening of the trash enclosure. March 18, 2024 PLANNING COMMISSION MINUTES Page 5 Mr. Song asked about the landscaping and if they are a native and environmentally friendly vegetation for the area. Ms. McCormack advised on the approval for the plants and trees for the area and projects. Chair Olsen asked if there was parking on the street. Ms. McCormack said there is not parking on the street allowed. Chair Olsen asked if they are allowed to put for sale signs on vehicles at this facility. Ms. McCormack advised that they would not be allowed and details on why they wouldn’t as per code. Ms. Olsen asked if damaged vehicles are defined and what would be included. Ms. McCormack advised it would be any type of damage and the storage of damaged vehicles that would be more queued into. City staff does know that the vehicles would be damaged coming to the facility and need to be reviewed prior to exiting the parking lot. Chair Olsen asked about outside storage and if a condition was needed for no other storage being allowed. Mr. Searles said it is identified clearly in city code regarding exterior storage. Ms. McCormack advised the added condition that a snow storage and removal plan will be approved by staff. Mr. Hoelzel asked if the city arborist is involved with the trees for each project. Ms. McCormack gave details on the planting and said the arborist is involved and regularly updated. Mr. Song asked if the trees are being planted in similarity to other projects in the area and if it is part of code that the applicant has to maintain the trees. Ms. McCormack advised that they are similar and used throughout Woodbury and it is part of the code for the maintenance of the vegetation on the site for the Applicant to maintain, keep free from pests, etc. City Council member Morris gave knowledge on the involvement of the work for diversification plan to ensure there isn’t a canopy problem in the future. MOTION: John Kollm moved to approve Gerber Collision and Glass, Conditional Use Permit and Site and Building Plan Project No. 05-2023-00535 to conditions as outlined in the Staff Report and the additional condition regarding snow storage. SECOND: Stephanie Swanson VOTING: All in Favor: Shannon Olsen, John Jarrett, John Kollm, Stephanie Haacke, Dave Hoelzel, and Stephanie Swanson Against: None Absent: Thomas Harrington ITEM 2: KIDDIE ACADEMY, CONDITIONAL USE PERMIT, PRELIMINARY PLAT, AND SITE AND BUILDING PLAN, PROJECT NO. 05-2023-00539 Ms. McCormack said Launch Properties, LLC has submitted an application for Conditional Use Permit, Preliminary Plat and Site and Building Plan for a new, 11,000 square foot daycare facility to be called Kiddie Academy. She gave information on the property location saying it is located March 18, 2024 PLANNING COMMISSION MINUTES Page 6 west of Bielenberg Drive and south of Tamarack Road. She also discussed the zoning saying the property is zoned GW, Gateway District and is guided as Gateway on the Land Use Plan. Ms. McCormack gave background on the project stating that at the March 27, 2019 meeting, City Council approved the Launch Tamarack Planned Unit Development (PUD) which included the site and building plan approval for the existing dental office building (Salute) and the bank with a drive-through (Premier Bank). She stated the PUD also established parking requirements, stormwater management, pedestrian access, landscaping, wetland preservation, the extension of Stephens Way, architecture, and traffic. Ms. McCormack gave information on traffic and land use implications saying they were reviewed for the subject property with the Costco PUD in 2016. She stated the PUD authorized the transfer of permitted retail square footage from a number of sites adjacent to the Tamarack Interchange, including the subject property, to the Costco property. She said the remaining sites are required to provide only Places to Work land uses. Daycare facilities have historically been considered a Places to Work land use and are a supportive service to Places to Work. She said the proposed Kiddie Academy will employ 25 full time staff members. Ms. McCormack discussed the planning considerations including the Conditional Use Permit requirements for a daycare located in this zoning district, parking requirements being one stall per 200 square feet of the building area and the Site Plan and access saying the Applicant is proposing to utilize the existing private driveway to access the site. She also said the Applicant is also proposing to create a new private driveway access point onto Stephens Way. She gave information on the proposed site advising that it will be served by two (2) access points from these private driveways, as shown in the graphic and table below. She gave information on Pedestrian access to the site saying it is provided via private sidewalk network, shown in black, from the existing sites to the north. Ms. McCormack said upon ultimate development, a sidewalk connection will be made to the east to the trail along Bielenberg Drive Ms. McCormack also discussed architecture advising that the existing Zoning Ordinance requires commercial buildings to be constructed with 65 percent Class I materials which includes brick, glass and stone. She said the Launch Tamarack PUD additionally identified that all buildings within the PUD shall be constructed of complementary materials and shall include one common masonry building material on a minimum of 15 percent of each building. She said the Applicant is proposing to construct the building of 65.1 percent Class I materials and well as other architectural design such as the utilization of 40.3 percent of the same dark brick found on both Salute Dental and Premier Bank with additional black metal to tie into these buildings. She said the Applicant is proposing a standing seam metal roof in a complementary grey metal color as found on the canopy accents of Premier Bank. Ms. McCormack said the zoning ordinance establishes landscaping requirements for commercial properties, the proposed site is required to provide 25 percent tree canopy coverage using a variety of different trees to meet this requirement. She said the Applicant is proposing to plant 41 trees, 110 shrubs and numerous perennials to complement the existing sites. Ms. McCormack also discussed the Stormwater management for the site saying it was designed with the original PUD. She said the site utilizes a reuse system to meet the water quality, quantity and rate control requirements. She stated that prior to the issuance of the building permit, the Applicant shall provide final documentation of the irrigatable area onsite. March 18, 2024 PLANNING COMMISSION MINUTES Page 7 Ending the presentation regarding Kiddie Academy, Ms. McCormack advised that staff recommends approval of the Conditional Use Permit, Preliminary Plat, and Site and Building Plan, Project No. 05-2023-00539, for Kiddie Academy, subject to the following conditions which are outlined in the staff report. She advised that staff and the Applicant are available for any questions. Chair Shannon Olsen asked if the Applicant would like to say anything additional in regards to the project. Dan Regan with Launch Properties thanked the Commission and advised himself, Jenna Albers with Kiddie Academy, their civil engineer, and architect were all available for questions the Commission may have. Chair Shannon Olsen then opened the conversation up to the Planning Commissioners. Mr. Kollm asked about how the business would envision the navigation in and out of the site at peak times. The Applicant with Kiddie Academy, Jenna Albers spoke about the requirements from parents regarding parking and escorting children into the building. She gave details on the peak times. She explained they haven’t had issues at other locations with rotating staff schedules and multiple children in a household. Mr. Searles gave feedback on this changing since people more individuals have altered schedules and some are working from home more often. He said that because of this, the daycare peak demand of drop off and pick up has changed. Mr. Kollm asked if the curbing designed by the play area was done so to maximize the safety of the children visiting the facility. Ms. Albers advised the safety and security used to design the location. Mr. Brian Wurdeman the civil engineer for the project, advised the commission on additional grade changes being conducted for safety in the area. Ms. McCormack also gave details on additional protective bollards placed where it is not grade separated. Mr. Kollm asked if the landscaping plan matches with the other two buildings for cohesiveness. Ms. McCormack advised that the design is intended to compliment the other surrounding locations. Mr. Kollm asked if the snow storage areas were marked on the actual landscaping itself. Ms. McCormack advised that the landscaping plan has them marked to assist in identifying if there are conflicts for storing snow. She mentioned the environmental group stated that snow storage is not allowed where there are trees located. Ms. Haacke asked about the rendering staff packet and commissioner packet showing the brick coloring showing different. Ms. McCormack confirmed that page three (3) in the architectural rendering provided in the packet showing the accurate coloring. Ms. Haacke said she has concerns about the traffic coming into the site. Ms. McCormack advised that staff hasn’t received complaints and the access point locations being designed for stacking, and other design items used to help with the backup of traffic. Mr. Searles advised staff found it necessary to have multiple in and out access points for the uses for the anticipated trips. Ms. Haacke asked about parking and what a portion meant in regards to anticipate cross parking and access easements with the adjacent properties. Ms. McCormack advised that if there was an event that the parking in other locations could use the other parking for overflow uses. Ms. Haacke asked about the fencing heights differing around the play area. Ms. Albers advised the outside of the play area and inside the play area is the reason for the different heights for the fence. March 18, 2024 PLANNING COMMISSION MINUTES Page 8 Ms. Haacke asked how many children can be at this location for max capacity. Ms. Albers stated that 161 is the max capacity. Mr. Hoelzel asked about the parking when the businesses aren’t there and if there is parking allowed on Stevens Way. Ms. McCormack advised that there isn’t parking allowed on the street. Mr. Hoelzel asked about the ghost plat and the number and size of buildings. Ms. McCormack advised that it is just a concept on how the access points can be activated. Mr. Searles gave information on the designs regarding access management and the original approval as to this with multiple buildings. Mr. Hoelzel asked if the play area would be turf or grass. Ms. Albers advised that it would be turf. Ms. McCormack advised that the environmental has been notified that this will be impervious surface for their review. Commissioner Jarrett thanked the Applicant for the Application. He asked if the run off on the structure due to the non-natural grass areas was considered with the storm water management of the site. Ms. McCormack gave details on the previous design being a larger footprint and having impervious areas so this is within the requirements with the updated irrigatable area exhibit. Mr. Jarrett asked if the access point B would be constructed with the rest of the parking and when the sidewalk would be constructed. Ms. McCormack gave information on the sidewalk connection and the construction of access point D having an additional pad site developing this year and it being constructed then. Ms. Swanson asked about the key code entry that the parent would have to enter and wanted more details on it. Ms. Albers advised each parent would enter the building with a key code and then would be buzzed into the facility once in the lobby. Ms. Swanson asked if there would be any shuttles schools to the facility. Ms. Albers advised that each site is independently owned and operated so it would depend on how the owner would like to run the site. She gave information on areas that do utilize this option. Mr. Barnaby asked how many staff members are administrative, teachers, etc. Ms. Albers gave details for the requirements on state guidelines based on the age groups. Mr. Barnaby asked what the max amount of students per teacher. Ms. Albers said that would depend on the age group. Mr. Barnaby asked if it would be offering services in the summer and if it would reduce parking and staff. Ms. Albers said it is a year round business and no differences are expected. Mr. Song asked if there is a nurse or medical center within the business. Ms. Albers said there isn’t a nurse on site but teachers are required to be certified in CPR and First Aid. Mr. Song asked about the accessible parking locations in regards to code requirements. Ms. McCormack advised that it is determined by the building code when submitted for the building permit. March 18, 2024 PLANNING COMMISSION MINUTES Page 9 Mr. Song asked about the turns in the parking area and how that is impacted with the vegetation and sharp turns. Ms. McCormack advised that site line review has been conducted and low lying plants are used to help with site lines. Chair Olsen asked if there is anything intended to be constructed on the southern parcel. Ms. McCormack advised that there isn’t construction allowed there as it is a wetland. Chair Olsen commented on the quiet environment at the location per her personal visits to the area. Mr. Kollm asked to clarify the renderings and the correct design being on page three (3). Ms. McCormack advised the printing and design corrections. Ms. Albers advised on the two point access and alarms from the premises and the fence being built around the building. Mr. Kollm asked about emergency exists and how he would exit if necessary. Ms. Albers discussed the details on the emergency plan once approved. MOTION: Stephanie Swanson moved to approve Kiddie Academy, Conditional Use Permit, Preliminary Plat, and Site and Building Plan, Project No. 05-2023-00539 subject to conditions as outlined in the Staff Report. SECOND: John Jarrett VOTING: All in Favor: Shannon Olsen, John Jarrett, John Kollm, Stephanie Haacke, Dave Hoelzel, and Stephanie Swanson Against: None Absent: Thomas Harrington COUNCIL REPORT Councilmember Steve Morris provided an update of Council activities and Workshop meeting which was held on March 13th. For further information about the Council meeting, refer to the minutes. APPROVAL OF MINUTES MOTION: Stephanie Swanson moved to approve the minutes of the Planning Commission held on February 5, 2024 meeting as submitted with a change to one typo on the name of the Commissioner title on page 10. SECOND: Dave Hoelzel VOTING: All in Favor: Shannon Olsen, John Jarrett, John Kollm, Stephanie Haacke, Dave Hoelzel, and Stephanie Swanson Against: None Absent: Thomas Harrington ADJOURNMENT The meeting adjourned at 8:38 p.m.