Agenda - Council Work Session - 05/10/2011

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SECTION 7: TIMING Standard Review Process MFRA has assisted many communities with updating their internal procedures to ensure the community can always adhere to Minnesota Statute 15.99. The following pages depict a process checklist we've used in other communities. Lake Elmo City Process Handbook Last Updated 11.1.07 Chapter 1: Processing New Land Use Applications (in general) Each month, the city may receive new land use applications which require review by the Planning Commission and City Council. The date applications are submitted will dictate the resulting review timeline as staff must ensure the City Council is provided with adequate time to make a decision. Regardless of the type of application, the following procedure should be followed to ensure the application is complete and is sent to the appropriate commenting agencies. ❑ STEP 1: Administrative staff will take in and date stamp all new land use applications and associated materials when submitted by an applicant. Of greatest importance at this time is to ensure the required fee was paid and the application is signed. Each application must be placed in a file, and then be provided directly to the Plattner for processing. The transfer of the file to the Planner should occur on the same business day the application was submitted (and no later than the next business day if circumstances dictate such). ❑ STEP 2: The Planner will assign the file(s) a unique land use number to indicate the year and order in which the application was received (i.e. 2007-11 would indicate the eleventh application received in the year 2007). All applications shall be given such a unique number (using subdivision as an example; the phases of concept plan, preliminary plat, and final plat would each have their own separate file even though all focus on the same issue). The Planner shall log each new application into a tracking spreadsheet stored in the folder {S:/Land Use} on the City's server. It is critical that all information is entered at this time (application date, review expiration date, etc.) ❑ STEP 3: The Planner shall review the provided information, and make a determination on whether the application is complete according to the City's submittal requirements outlined in code. Note that state statue currently gives the City 15 business days to complete this application review to determine whether it is complete. • If an application is incomplete, the Planner shall send a letter to the applicant explaining what information was missing, and provide instructions on how to "complete" the application so that it may be reviewed (Appendix A). The Senior Planner shall be copied on all such letters. Sending of an "incomplete" letter will end all review on the submitted application, and will close the applicable file. One copy of all submitted materials along with the City's "incomplete" letter should remain in the file. All other paperwork can be set aside for pick up by the applicant by a specified time. If the paperwork is not picked up, it should be recycled. Note that any future resubmission will require a new land use application, and will receive a new unique file number.t <END REVIEW> Closing out incomplete files and requiring anew application with resubmittals will ensure the City adequately documents the beginning and end dates of all applications, thereby ensuring adherence to MN State Statute 15.99. Reviewing Land Use Applications Ch1 —pg 1 City of Ramsey I Proposal for Routine Professional Planning Services 16