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ARDEN HILLS CITY COUNCIL WORK SESSION — DECEMBER 20, 2021 5 Mayor Grant felt it was knowledge being passed to the Commissioners on how staff reviews cases and the materials they will get. He'd like direction for Commissioners to know what discretion they have as a Planning Commissioner to say, for example, there are too many variances. He didn't want Commissioners to feel that they had to approve variances. Councilmember Holden said they should never accept a plan use application without all the documents, so she didn't know why they would need a checklist. Councilmember Holmes once a case is accepted as complete then staff can't stop it because of 60-day time limitations. City Administrator Perrault added that if a developer submits all of the documents, the Planner only has 15 days to make sure everything is complete, which isn't enough time to check for quality and code compliance of the documents, but the Planner will issue an acceptance letter because the required documents are there. However, if something changes or additional questions are raised, the clock is already ticking and the Planner is bound to bring the case forward. City Planner Jagoe said in the initial review they look to the ordinance of what makes a complete application to be sure the documents are in order, but they don't do the drill -down code requirements or look at the intricacies of the application. Staff can't suspend the review if changes are submitted but the City Council can table or deny approval. Councilmember Holmes said she wants the Commission to understand that they need to make conditions, not just make comments for the Council. Mayor Grant noted that even if the Commission adds a condition the Council could take it back out, so they shouldn't be shy about adding them. Councilmember Holmes felt the onboarding document was important as an educational piece, but that it had been hard to come up with a checklist for the Planning Commission. Mayor Grant mentioned that if there is a PUD, the Commission is less boxed in. City Planner Jagoe said she would be having a new Commissioner orientation in January and will incorporate some of the Council's comments. She will also send information regarding League of MN Cities training, and check on training from third parties. E. Commissions and Committees Discussion City Administrator Perrault requested Council provide direction on requested changes to future Committees and Commissions. The Financial Planning and Analysis Committee (FPAC) should have up to six members, and meet as needed. Following the term limit enforcement, there is only one member left on the committee, and Council may want to consider making a change in the ordinance regarding that committee. The Communications Committee is still structured in the ordinance as it used to be when there were community volunteers but that committee now consists of staff and a Council liaison. Also, the Economic Development Committee (EDC) has not had a major project to work on since 2015.