Nowthen Special City Council meeting, June 15, 2021

Special City Council

Tuesday, June 15, 2021 · 6:00 PM

This meeting on the city's website ↗

Agenda

Not on file

What was on the agenda.

Packet

Open PDF ↗

The supporting materials the board reviewed.

Minutes

Open PDF ↗

The official record of what happened.

One-line summary

At a special workshop, the Nowthen City Council approved a $13,280 Ebony and Garnet road-project change, directed research on planning fee structures and internal versus external planning services, and ordered improvements to zoning application checklists and communication.

What was on the agenda

7 items as recorded in the packet and minutes, each with a short summary of what was at issue.

1Call to Order
Call to Order, Roll Call, and Approve Agenda.
The amended agenda added discussion of splitting planner responsibilities from code enforcement responsibilities. Near the end of the meeting, council and staff also discussed improving two-way communication so staff, the planner, and council are not surprised by resident concerns, upcoming projects, or public reactions.
The agenda was amended to add discussion of splitting planner responsibilities from code enforcement responsibilities, then approved.
- meeting administration
- planning services and code enforcement roles
Approved
p. 1p. 1
2Engineering — Ebony & Garnet patch
Ebony & Garnet - Estimate for reclaiming & re-paving newer "patch".
Council approved adding the 600-foot newer patch on Ebony Street into the Ebony and Garnet reclaiming and repaving project. The approved additional City cost was $13,280, to be paid from existing Road Improvement Funds.
Council approved adding the 600-foot patch to the Ebony and Garnet road project, with the City paying $13,280 from existing Road Improvement Funds.
- Ebony and Garnet road project
Approved
p. 1p. 1
3Flat Fee vs. Pass-Through Fee Structure
Flat Fee vs. Pass-Through Fee Structure.
Council discussed whether planning costs should continue as pass-through hourly charges to applicants, move toward flat fees, or use a hybrid structure, and whether planning should remain contracted or become internal. Council directed staff to compare similar communities, report on planner responsibilities and billing methods, and break down Nowthen's planning cost data for a later meeting.
Council directed staff to gather comparison information and planning cost data for a later council discussion.
- planning fee structure
- planning services
Continued
p. 1p. 2p. 2
4Check Lists for Land Use & Zoning Requests
Check Lists for Land Use & Zoning Requests.
Residents and council members discussed confusion, cost surprises, and communication problems in land-use and zoning applications, including the Cote and Tevik lot-split experience. Council directed the planner to prepare a process map, intake meeting approach, checklist, and site-specific highlighting of applicant requirements, using the common 80/20 range of Nowthen zoning projects.
Council approved development of a process map, intake meeting, checklist, and site-specific highlighted items for applicants.
- land use checklist
- zoning application process
- Cote and Tevik lot split concerns
Approved
p. 1p. 6p. 7
5Internal Planning Services vs. External Planning Services
Internal Planning Services vs. External Planning Services.
Council discussed whether planning costs should continue as pass-through hourly charges to applicants, move toward flat fees, or use a hybrid structure, and whether planning should remain contracted or become internal. Council directed staff to compare similar communities, report on planner responsibilities and billing methods, and break down Nowthen's planning cost data for a later meeting.
The item was not fully decided; council planned to return to it after receiving staff research.
- planning services
- internal versus external planning
Continued
p. 1p. 7
6Communication
Communication.
The amended agenda added discussion of splitting planner responsibilities from code enforcement responsibilities. Near the end of the meeting, council and staff also discussed improving two-way communication so staff, the planner, and council are not surprised by resident concerns, upcoming projects, or public reactions.
Council, staff, and the planner discussed improving communication about resident concerns and upcoming projects; no separate motion was adopted on this agenda item.
- council-staff communication
- resident communication
Discussion only
p. 11p. 7
7Adjourn
Adjourn.
The meeting was adjourned at 9:26 PM.
- meeting administration
Approved
p. 1p. 7

Motions and votes

5 motions on the record.

M1MOTION BY RAINVILLE TO APPROVE THE AMENDED AGENDA.
Exact transcript text
MOTION BY RAINVILLE TO APPROVE THE AMENDED AGENDA
moved by Rainville, seconded by Blake
Passed
- YPilon
- YAlders
- YGreenberg
- YBlake
- YRainville
p. 1p. 1
M2MOTION BY RAINVILLE TO APPROVE ADDITIONAL WORK FOR 600' PATCH TO THE EBONY AND GARNET ROAD PROJECT TO PROCEED, AND THAT THE CITY WILL PAY THE ADDITIONAL $13,280 WITH EXISTING ROAD IMPROVEMENT FUNDS.
Exact transcript text
MOTION BY RAINVILLE TO APPROVE ADDITIONAL WORK FOR 600' PATCH TO THE EBONY AND GARNET ROAD PROJECT TO PROCEED, AND THAT THE CITY WILL PAY THE ADDITIONAL $13,280 WITH EXISTING ROAD IMPROVEMENT FUNDS
moved by Rainville, seconded by Alders
Passed
- YPilon
- YAlders
- YGreenberg
- YBlake
- YRainville
p. 1p. 1
M3MOTION BY RAINVILLE TO DIRECT INTERNAL STAFF TO INVESTIGATE SURROUNDING CITIES, COMPARABLE SIZE-WISE AND DEVELOPMENT-WISE, REGARDING INTERNAL OR CONTRACTED PLANNER SERVICES, HOW THE FEES ARE BILLED, FLAT FEES VS. PASS-THRU FEES OR HYBRED AND FEE AMOUNTS, ADVANTAGES VS. DISADVANTAGES OF THE OPTION BEING USED; RAINVILLE AMENDED HER MOTION TO INCLUDE THAT THE REPORT WOULD BE INCLUDED IN THE JULY 8, 2021, COUNCIL MEETING, REPORT SHOULD INCLUDE SCOPE OF PLANNER RESPONSIBILIES, AND PLANNER DATA BE BROKEN DOWN AS REQUESTED.
Exact transcript text
MOTION BY RAINVILLE TO DIRECT INTERNAL STAFF TO INVESTIGATE SURROUNDING CITIES, COMPARABLE SIZE-WISE AND DEVELOPMENT-WISE, REGARDING INTERNAL OR CONTRACTED PLANNER SERVICES, HOW THE FEES ARE BILLED, FLAT FEES VS. PASS-THRU FEES OR HYBRED AND FEE AMOUNTS, ADVANTAGES VS. DISADVANTAGES OF THE OPTION BEING USED; RAINVILLE AMENDED HER MOTION TO INCLUDE THAT THE REPORT WOULD BE INCLUDED IN THE JULY 8, 2021, COUNCIL MEETING, REPORT SHOULD INCLUDE SCOPE OF PLANNER RESPONSIBILIES, AND PLANNER DATA BE BROKEN DOWN AS REQUESTED.
moved by Rainville, seconded by Pilon
Passed
- YPilon
- YAlders
- YGreenberg
- YBlake
- YRainville
p. 2p. 2p. 1
M4MOTION BY ALDERS TO REQUEST: 1) PROCESS MAP; 2) INTAKE MEETING; 3) CHECKLIST; and 4) HIGHLIGHTING SITE SPECIFIC ITEMS FOR APPLICANTS. He asked that Planner Stockman review 80/20 of the Zoning Projects in Nowthen and make sure the 1st Draft Checklist encompasses that 80/20 Rule regarding what will be on the checklist. He requested that Stockman develop a first pass at a Process Map to review applications with applicants at the Intake Meeting, including site visits, maps, etc., and that the Checklist includes what is needed to get everything done on the Proposed Project up front; and that Planner Stockman highlight in the Intake Meeting what is needed specific to the site.
Exact transcript text
MOTION BY ALDERS TO REQUEST: 1) PROCESS MAP; 2) INTAKE MEETING; 3) CHECKLIST; and 4) HIGHLIGHTING SITE SPECIFIC ITEMS FOR APPLICANTS. He asked that Planner Stockman review 80/20 of the Zoning Projects in Nowthen and make sure the 1st Draft Checklist encompasses that 80/20 Rule regarding what will be on the checklist. He requested that Stockman develop a first pass at a Process Map to review applications with applicants at the Intake Meeting, including site visits, maps, etc., and that the Checklist includes what is needed to get everything done on the Proposed Project up front; and that Planner Stockman highlight in the Intake Meeting what is needed specific to the site.
moved by Alders, seconded by Blake
Passed
- YPilon
- YAlders
- YGreenberg
- YBlake
- YRainville
p. 6p. 7p. 1
M5MOTION TO ADJOURN.
Exact transcript text
MOTION TO ADJOURN
moved by Alders, seconded by Blake
Passed
- YPilon
- YAlders
- YGreenberg
- YBlake
- YRainville
p. 7p. 1

Dollar amounts in motions

Amounts named in or tied to a motion that passed, each shown with the motion. A motion can approve an amount, cap it, or remove it from a list, so read the motion text. These links are AI-extracted, and the minutes control.

Engineer estimate for reclaiming and repaving the newer 600-foot patch section on Ebony Street.
$13,280
Motion MOTION BY RAINVILLE TO APPROVE ADDITIONAL WORK FOR 600' PATCH TO THE EBONY AND GARNET ROAD PROJECT TO PROCEED, AND THAT THE CITY WILL PAY THE ADDITIONAL $13,280 WITH EXISTING ROAD IMPROVEMENT FUNDS Passed(ALL IN FAVOR. MOTION CARRIED.)
p. 2
Council approved the City paying the additional Ebony and Garnet work cost with existing Road Improvement Funds.
$13,280
Motion MOTION BY RAINVILLE TO APPROVE ADDITIONAL WORK FOR 600' PATCH TO THE EBONY AND GARNET ROAD PROJECT TO PROCEED, AND THAT THE CITY WILL PAY THE ADDITIONAL $13,280 WITH EXISTING ROAD IMPROVEMENT FUNDS Passed(ALL IN FAVOR. MOTION CARRIED.)
p. 1

Prior history on this business

When someone referred back to earlier business, we found the matching prior discussion and tied it in here.

Stockman explained her billing invoicing and rates that have not changed since the 2011 Contract Agreement:
— Stockman
What this is about
Prior 2011 Planning Company contract rates and how the City set contracted planning charges.
p. 2
Related history
The records searched do not include the 2011 Planning Company contract agreement or a rate schedule showing the prior contracted planning rates, so they do not verify from these results that the rates had remained unchanged since 2011. There is a partial match on how the City set planning-related charges. In the March 10, 2026 packet, the City described a policy for land use matters stating that development-related planning costs should be “self-sustaining” and not paid by taxpayers, while allowing one initial virtual or phone consultation with the City’s planning consultant at no charge. The excerpts provided do not show a formal vote outcome on that policy.
- Apr 28, 2026CASWELL ENGINEERING CO. ENGINEERS & LAND SURVEYORS ## BIRCHWOOD ANOKA COUNTY, MINNESOTA KNOW ALL MEN BY THESE PRESENTS:
- Apr 14, 2026Bertram Asphalt Company P.O. Box 162 Paynesville, MN 56362 Cell: 320-292-1311 Email: bertramasphalt@gmail.com Proposal <
- Mar 10, 20261\. The City regularly receives inquiries from property owners, real estate professionals, developers and proposed purch
- Mar 10, 2026Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Jason Jones</td> </tr> <tr> <td>Sent:</td> <td>Thursday, Fe
- Mar 10, 2026Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Gerald Bonine</td> </tr> <tr> <td>Sent:</td> <td>Sunday, Fe
Blake asked if this was discussed in 2011 when TPC contract agreement was made.
— Blake
What this is about
Whether flat-fee or pass-through planning fees had been discussed when the 2011 Planning Company arrangement was chosen.
p. 2
Related history
The records searched do not include a 2011 TPC/The Planning Company contract discussion or decision, so they do not show whether flat-fee versus pass-through planning fees were discussed when that arrangement was chosen. The closest matches are recent 2026 materials about recovering planning and land-use costs. In the March 10, 2026 packet, a draft land-use fee policy states the City’s intent that costs for development and parcel-specific land-use matters be “self-sustaining” rather than borne by taxpayers, while allowing one initial planning consultation at no charge. The March 10 and April 14, 2026 packets also include development-agreement language requiring developers to pay reasonable City professional fees, including planner, engineer, and attorney fees. Those are related to the current fee-recovery issue, but they do not document what was discussed in 2011.
- Apr 28, 2026CASWELL ENGINEERING CO. ENGINEERS & LAND SURVEYORS ## BIRCHWOOD ANOKA COUNTY, MINNESOTA KNOW ALL MEN BY THESE PRESENTS:
- Apr 14, 2026Bertram Asphalt Company P.O. Box 162 Paynesville, MN 56362 Cell: 320-292-1311 Email: bertramasphalt@gmail.com Proposal <
- Mar 10, 20261\. The City regularly receives inquiries from property owners, real estate professionals, developers and proposed purch
- Mar 10, 2026Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Jason Jones</td> </tr> <tr> <td>Sent:</td> <td>Thursday, Fe
- Mar 10, 2026Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Gerald Bonine</td> </tr> <tr> <td>Sent:</td> <td>Sunday, Fe
Pilon said at that time the City had an in-house Building Official with multiple hats, including zoning, to keep him busy fulltime and justify paying the salary and benefits package.
— Pilon
What this is about
Earlier City staffing model with an in-house building official who also handled zoning and planning-related duties.
p. 2
Related history
The records searched do not contain a prior decision matching the specific recollection of an earlier in-house Building Official position that also handled zoning and planning-related duties to justify a full-time salary and benefits package. There is a partial related record: an April 14, 2026 packet included a public notice stating that at the October 12, 2021 meeting, the Council adopted Ordinance 2021-05, which amended City Code to allow plumbing plan review, inspections, testing, and permits by licensed individuals other than state inspectors, “which may include the city’s contracted building official.” Later 2026 packet materials also refer to the City’s Building Official in connection with permit review, septic review, inspections, and building safety, but they do not document the earlier in-house staffing model described in the recollection.
- May 12, 2026<figure> BUILDING SAFETY MONTH </figure> ## Proclamation ### Building Safety Month - May 2026 Whereas the City of Nowthe
- Mar 10, 2026Council to determine that each lot has two available septic sites for the review and approval of the City's Building Off
- Feb 24, 2026Council to determine that each lot has two available septic sites for the review and approval of the City's Building Off
- May 12, 2026### RE: 2026 Building Safety Month Proclamation Request Dear Natalie & Lexi, As we begin the month of May, we invite the
- Mar 10, 2026<table> <tr> <th>Description</th> <th>Cost (FMT = Fee Multiplier Table)</th> </tr> <tr> <td>Inspection, no fee specifica
Pilon stated that the Council has asked for that information for years.
— Pilon
What this is about
Prior council requests for more Planning Company private technical assistance data.
p. 2
Related history
The records searched show a partial match. At the March 10, 2026 meeting packet, the Council had materials about how the City handles private land-use inquiries and planning-consultant time. That packet said the City regularly receives requests from property owners, developers, and real estate professionals, that those requests can take significant staff and consultant time, and that the City wanted costs for parcel-specific land-use matters to be self-sustaining rather than borne by taxpayers. The packet also described allowing one free initial phone or virtual consultation with the City’s planning consultant. However, the records provided here do not show prior Council requests “for years” for more Planning Company/private technical-assistance data, and they do not include a formal vote or decision specifically directing staff or the planning consultant to provide that data. The other search results are not relevant to that recollection.
- Mar 10, 20261\. The City regularly receives inquiries from property owners, real estate professionals, developers and proposed purch
- Apr 28, 2026CASWELL ENGINEERING CO. ENGINEERS & LAND SURVEYORS ## BIRCHWOOD ANOKA COUNTY, MINNESOTA KNOW ALL MEN BY THESE PRESENTS:
- Apr 28, 2026emphasizing the need to understand each situation thoroughly. Martell affirmed his belief in preserving wetlands and woo
- May 12, 20267\. LICENSE AND PROTECTION OF PROPRIETARY RIGHTS. During the term of this Subscriber Amendment, subject to the terms and
- Apr 14, 2026Bertram Asphalt Company P.O. Box 162 Paynesville, MN 56362 Cell: 320-292-1311 Email: bertramasphalt@gmail.com Proposal <
McCallum started working with Burns Township years ago when the Met Council was involved.
— Marie McCallum
What this is about
Historic Burns Township/Met Council development context raised as a comparison point for Nowthen's current planning environment.
p. 2
Related history
The records show a partial match to the Burns Township history, but not a clear prior decision involving both Burns Township and the Met Council. In the April 28, 2026 packet for the Bar None property, staff noted that Anoka County Board of Adjustment records from October 3, 1984 granted an amendment to a conditional use permit for a proposed dormitory, conditioned on evidence that the development was acceptable to Burns Township. The same packet states that the property had reportedly operated as a residential treatment facility for more than 70 years, but that no original CUP or other land-use approval had been found in City or Anoka County records. The Met Council reference appears in the more recent Viking Estates materials rather than in the older Burns Township record. At the February 24, 2026 Planning and Zoning Commission meeting, Planner Cindy Nash said Met Council had waived adjacent community review for a small comprehensive plan amendment, though Met Council approval would still be needed after City Council action. The records searched do not show a prior historic Burns Township development decision specifically involving the Met Council or Marie McCallum’s work with Burns Township.
- Apr 28, 2026PLANNING AND ZONING COMMISSION MEETING: April 28, 2026 FINDINGS: Based upon review of the Application and evidence recei
- Feb 10, 2026CITY OF NOWTHEN By: SHANE D. HYBBEN Its Mayor ATTEST By: NATALIE JOHNSON Its City Clerk <figure> CITY OF NOWTHEN </figur
- Apr 28, 2026Bar None April 23, 2026 The Applicant states in their Application that they have operated a state licensed residential t
- Feb 24, 2026MOTION BY VICE CHAIRWOMAN PEARO, SECOND BY CHAIRMAN HAAPALA, TO APPROVE THE PRELIMINARY PLAT WITH THE ADDITIONAL CONDITI
- May 12, 2026This page was left intentionally blank. <figure> CITY OF NOWTHEN </figure> #### REQUEST FOR COUNCIL ACTION <table> <tr>
At the initial meeting, Planner Stockman was pleasant and said that this would be simple lot split that would require a flag lot because of the 33-foot access instead of the 66 feet (changed in 2017).
— Kristin Cote
What this is about
Prior change to access width requirements affecting the Cote/Tevik lot split.
p. 3
Related history
The records found are a partial match. They show the Cote/Tevik minor subdivision was before the City in early 2026: at the March 10, 2026 meeting, the packet included a decision approving the Minor Subdivision, subject to conditions on buildability/fill, wetland buffers, and septic/drainfield verification. The excerpt does not show the vote outcome. The records searched also include subdivision ordinance language in the February 24, 2026 and March 10, 2026 packets requiring resulting parcels to have frontage and access on an existing improved public street and describing City Planner review for lot line adjustments/minor subdivisions. However, these search results do not contain the prior 2017 ordinance change or any specific record changing an access-width requirement from 66 feet to 33 feet, so I cannot confirm that part of the recollection from the materials provided.
- Feb 24, 2026consent from all owners and interested parties of the property subject to the application. 2\. Filing. A lot line adjust
- Mar 10, 2026D. The lot line adjustment shall result in lots that meet the minimum dimensional requirements for the zoning district i
- Feb 24, 2026D. The lot line adjustment shall result in lots that meet the minimum dimensional requirements for the zoning district i
- Mar 10, 2026consent from all owners and interested parties of the property subject to the application. 2\. Filing. A lot line adjust
- Mar 10, 20267\. The memo from the City Planner dated February 18, 2026 is incorporated herein by reference. The staff report from th
She responded that they would need a Variance, and they did not like that. They contacted Council Member Scheffler, and Planner Stockman attended a meeting with Scheffler at A & B Welding to discuss it.
— Stockman
What this is about
Earlier A & B Welding/Ulwelling discussion with Council Member Scheffler about needing a variance.
p. 5
Related history
The records I searched do not contain a prior A & B Welding/Ulwelling discussion matching this recollection, nor a recorded meeting involving Council Member Scheffler and Planner Stockman about needing a variance. The search results returned unrelated 2026 council materials, including items such as the Minnesota State flag discussion and Planning and Zoning Commission appointments, but nothing about A & B Welding, Ulwelling, Scheffler, Stockman, or a variance request.
- Feb 10, 2026<figure> CITY OF NOWTHEN </figure> ## REQUEST FOR COUNCIL ACTION <table> <tr> <th>Agenda Item:</th> <th>Department:</th>
- Feb 10, 2026Council Member Mary Rainville informed the Council that due to a medical situation, she might need to excuse herself fro
- May 12, 2026MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY COUNCIL MEMBER SWENSON, TO APPOINT MICHAEL HOIUM TO THE PLANNING AND ZON
- Apr 14, 2026MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY COUNCIL MEMBER SWENSON, TO APPOINT MICHAEL HOIUM TO THE PLANNING AND ZON
- Apr 14, 2026Roll call by City Clerk Johnson. Present: Mayor Hybben, Council Member Breyen, Council Member Glaser, Council Member Swe
When he split off his acreage from his parents' acreage he ran into many unplanned issues, and at that time there was a checklist of 22 steps.
— Greenberg
What this is about
Greenberg's prior personal lot-split experience and a past 22-step checklist.
p. 7
Related history
The records I searched do not contain a prior decision or discussion matching Council Member Greenberg’s recollection of splitting acreage from his parents’ property or a 22-step lot-split checklist. The search results do include unrelated 2022 references to Council Member Greenberg, mainly about park signs and disc golf signage at the October 11, 2022 and November 10, 2022 meetings, but those records do not address lot splits, acreage divisions, or a checklist process.
- Oct 11, 2022### 8i) PARK UPDATE Council Member Greenberg advised the council of signs at the parks need replacement, much discussion
- Sep 13, 2022### 8i) PARK UPDATE Council Member Greenberg advised the council of signs at the parks need replacement, much discussion
- Nov 10, 2022MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY GREENBERG TO APPROVE RESOLUTION 2022- XX TO PURCHASE A DEFENDER 380 PVC
- Nov 10, 2022MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY BLAKE TO APPROVE APPOINTING BERGAN KDV AS THE CITY OF NOWTHEN AUDITOR FO
- Nov 10, 2022MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY GREENBERG TO APPROVE PROCEED WITH THE 33 SIGNS AS PRESENTED AND MOVE FOR

Where this came up before

Sources

Documents and recordings archived for this meeting, when available.

Show a sample of the transcript (980 segments, 2:26:40 total)

0:22 all right so this is a actually a special meeting a work session
0:31 turn on our microphones please uh this is tuesday june 15th
0:39 2021 at 7 00 pm a work session here tonight we do have agendas in the back we'll have a short discussion on the
0:50 engineering project and then we're going to be discussing our planning services and planning process for the evening
0:58 i will allow conversations because i think it's important for people to be heard i will say that if you want to speak please come to the
1:08 podium state your name and your address clearly so that we have a record this is all being recorded so anybody that would like to go back and see what we discussed
1:17 anybody who's not here wants to see we discuss it's clearly identified i also ask all the council members even though this work session please
1:26 acknowledge the sighting officer and wait until i recognize you so that your name is also on the recording so people know
1:36 who's speaking sometimes the camera isn't as clear as the as we'd like it to be i will say that we want this to be a productive night
1:46 and so i'm going to give people an opportunity to talk and voice concerns voice opinions but i will ask everybody
1:54 to be respectful um i'm also going to ask the planner since she's been doing this for a long time
2:01 to be able to respond if somebody brings something up that you feel isn't clear or isn't properly identified but again i'm
Showing first 12 segments. Open the YouTube video for the full transcript.

The summary on this page is AI-extracted and may need correction. The PDFs and the meeting recording are the official record. What do the trust labels mean?

What was on the agenda

Motions and votes

Dollar amounts in motions

Prior history on this business

Related history

Related history

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Related history

Related history

Related history

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Related history

Where this came up before

Sources