273465 'M/H176' - CIT� CLERK CDUnCll ����
PINK J - FfNANCE G I TY O F SA I NT PA U L �
CANARV - DEPARTMENT �
BLU6� - MAVOR . . FIlE �O.
n 'l Resolution
Presented By
Referred To Committee: Date
Out of Committee By Date
RESOLVED, That the Council of the City of Saint Paul does
hereby approve and adopt the "Early Notification Policy" , a copy
of which is attached hereto and incorporated herein by reference.
� ,
COUNCILMEN
Yeas Nays Requested by Department of:
, ...8u,tler �
Hozza [n Favor
Hunt
—be�i�xa. � __ Against BY —
Maddox
Showa t1
T sco � � � A
���j 1 `t '�J`�� Form Approve �by C t�r Attorne
Adopt by Council• Date �';
♦ ,' �;
rtified Pa_- by Coun .' , cre BY
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��� � g 19T9 Approve yo or Sub i ion to Council
Approve y M or ate
By BY
� �.�SHEO AU G 2 51979
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PURPOSE OF EARLY NOTIFICATION SYSTEM
The purpose of the Early Notification System (ENS) is to provide timel
information to community organizations regarding the City's various activities
that are being considered, proposed, planned or implemented. Further, the
system facilitates feedback to the City regarding the neighborhoods' response
and position. As a matter of practical application regarding use of the ENS,
persons using this communications system should note that District Councils
generally meet within the first two weeks of each month. Therefore, notifications
should be received by the districts prior to these regular meetinq dates.
The ENS list does not preclude notices that are required by law.
In order for the ENS to operate effectively, the following policies and
procedures will be used.
POLICY
1 . The ENS list is comprised of two sections. One section is by district.
The second section is an All list comprised of City departments, divisions,
city-wide agencies and organizations. For procedures on how to use these
sections, refer to "Procedures" item 1 .
2. Each communication will designate a contact person by name and phone
number. The district(s) affected shall also be indicated in correspondence.
3. A log recording date sent and date action to be taken, topic, sender,
and recipient will be kept by each division or department using the ENS. See
"procedures" item 2 for additional information on the ENS log (example attached).
4. Send a copy of the ENS log to the Citizen Participation Coordinator on
a quarterly basis (March 31 , June 30, September 30, December 31 ) . This log will
be used for monitoring nurposes.
e' . ' `���F��
, � . ,
Page 2
5. The ENS li'st will be revised bi-monthly. Each department and division
will receive changes in the ENS list from the Citizen Participation Coordinator.
6. All requests for such changes on the ENS list (additions, deletions, or
address changes) shall be referred to the Citizen Participation Coordinator for
final approval . See Procedures, item 3, for information regarding who is included
in the ENS list.
7. All City departments and divisions , Planning Commission, Housing and
Redevelopment Authority Board, Port Authority, City Council , and CIB Committee
shall send meeting notices and agendas to the ENS list. This requirement may be
modified to include only the District Council if the affected organizations within
the District, the Agency, and the Citizen Participation Coordinator agree to such
a modification. This does not preclude notices being posted in public places
when required by law.
8. All other Committees, Commissions, Boards and Task Forces not mentioned
above shall send meeting notices and other appropriate communications affecting
neighborhoods at the request of organizations or the Citizen Participation
Coordinator. Any new Committees, Commissions, Boards or Task Forces shall notify
the ENS list of their formation and functions.
9. Meetings scheduled by City Committees, Commissions and City Council
Committees that are not regularly scheduled must send a notice of the meeting and
the agenda to the ENS list to be received at least three days in advance. A
Community Organizer or person designated by the district organization may attend
a meeting and request that an issue be held over for discussion at the next
scheduled committee meeting if it is determined a specific issue may be a
controversial matter in the neighborhood. This requirement may be modified to
include only •the District Council if the affected organization within the District,
the Agency, and the Citizen Participation Coordinator agree to such a modification.
10. The Department of Finance and Mangement Services and the Division of
�
" ����
License and Permit Administration shall continue to notify the affected district
in writing 45 days in advance of public hearings on tavern license applications
and transfers and liquor license applications and transfers. They shall add to
this 45-day notification, sauna and game. room applications and transfers, pool
hall applications and transfers, junk dealer license applications, renewals, and
transfers, and second-hand motor vehicle parts dealer license applications,
renewals, and transfers. Affected districts shall also be notified of license
revocation hearings pertaining to the above-listed licenses.
11 . The Fire Prevention Division of the Saint Paul Fire Department will
notify affected districts of licenses denied a business on the basis of violation
of the Fire Code. Affected districts will also be notified of any significant
variances granted by the Fire Department pertaining to the Fire Code.
12. The Division of Planning shall send notification on zoning as required
in the Procedures, item 6.
13. The City shall also utilize the neighborhood newspapers and the Saint
Paul Public Libraries as a source of communication with the neighborhoods. Refer
to the Procedures section, item 10, for further information.
14. Notification of projects that pertain to only 1 or 2 districts should
be sent to those affected districts only.
15. Carefully limit technical terms used in notifications.
16. All development ads, street vacations, special assessments, and any
public policies affecting neighborhoods must have a 45-day notification.
Notification is the responsibility of the appropriate City department or division.
17. Districts shall be notified on a systematic basis (at least quarterly) of
all public lands available for redevelopment and shall also be notified of the
current status of such land. Notification is a responsibility of the Renewal
Division.
18. Notification regarding the Unified Capital Improvement Program and
Budgeting Process shall be implemented as prescribed by the Citizen' s Guide.
. Page 4
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19. Public policy directly affecting neighborhoods must be communicated
through the ENS at least 45 days prior to its implementation.
20. The Planning Division shall transmit at least Plan Briefs of all City
plans of a City-wide nature to the ENS.
21 . The Policies and Procedures require notification to affected districts
only in cases of the Zoning Division, License Division, and Housing and Building
Code Division. Any City-wide organizations on the "Al1 " list may request that
District Councils notify their organizations of these neighborhoods' specific
issues. A list of City-wide organizations and agencies is included on the ENS
list. A copy of the ENS list is available on request from the Citizen Participation
Coordinator.
PROCEDURES
1 . Send a copy of every notice which uses any part of the ENS list to
the Citizen Participation Coordinator. List "carbon copy" (cc) on all communications
sent. For example, if a communication is sent to only selected districts, then
list the districts, or if a notification is sent to the ENS, "cc ENS." Notice
that some labels say "see another district for mailing label . " In some cases,
a name (usually an elected official ) may apply to several districts. The label
will refer to the appropriate district for an address. When referring to an
activity or project in a specific district, identify the district by number. Each
City department, division, committee and commission is responsible for their
respective mailings.
2. Each department or division using the ENS is also responsible for
maintaining files on information recorded i'n the ENS log. An example of the log
format is attached.
3. Representation on the ENS list shall be limited to community organizers
by district, 2 persons from each district council , 2 persons from each community
� ' • Page 5
organization within a district, neighborhood newspapers, district planners , and
State elected officials representing the district. Persons representing
district councils or organizations on the ENS list are selected by the respective
organization.
4. Cooperation by City departments, divisions, and agencies for publication
of public information is required.
5. The appropriate chairperson or department head should be familiar with
communications sent through the ENS, including content and persons responsible
for the specific content.
6. (a). Rezoning - Within 2 days of a rezoning request application, the
district council president, community organizer and district .planner shall be
notified. Affected property owners within 350' , as per state law shall be
notified at least 10 days in advance of a public hearing. The total number of
days notification to district councils must be at least 30 days.
(b). Determination of Similar Use (DSU) - Explanation of a DSU - This
occurs when a requested use of a site is a similar use to one already permitted
in a zoning district. For example, it is requested that a cabinet maker's shop
is determined to be a similar use to an interior decorator's shop. Within 2 days
of a DSU request application, the district council president, community organizer,
and district planner shall be notified. Affected property owners within 350'
must also be notified at least 10 days in advance of a public hearing. In addition
to the notice, a summary of the procedures used for DSU's will be sent out. The
results of the DSU will be mailed to the community organizer, district council
president, and the district planner. The total number of days notification to
district councils must be at least 30 days.
(c). Special Condition Use, Variances and Appeals and Change in
Nonconforming Use - District council presidents, district planners, and cor�nunity
• . . , .
. Page 6
organizers shall be notified within 2 days of an applicant's request. Affected
property owners within 350' shall be notified at least 10 days before a public
hearing. The total number of days notification to district councils must be
at least 30 days.
(d) . 40-Acre Study - At least 30 days before a public hearing is held
notification will be sent to the affected district(s).
7. The Division of Housing and Building Code Enforcement shall notify 30
days in advance the district affected of any public hearing concerning condemnations
or demolitions. The process shall be:
(a) When application for condemnation or demolition is made, the Housing
and Building Code Division will notify the affected district of that division' s
intent to request a public hearing from the City Council . The requested public
hearing will not be held until at least four weeks from the date the request is
made. Organizations and interested persons may contact the City Clerk's Office
for the exact date of hearing established by the City Council . The letter of
intent to the affected district will also provide the stated district affected,
a contact person and phone number and also a brief explanation of why the request
was made.
(b) In the case of permit holders for commercial construction and
rehabilitation, the Housing and Building Code Division will provide a district
map and contact list. The permit holder will be requested to contact the affected
district.
(c) Affected districts shall be notified of permits for demolition
when such permits are issued to the private sector. These permits do not require
a public hearing.
(d) Board of Appeals - Affected districts and property owners within
350' of property owner(s) requesting a code variance shall be notified 45 days
in advance of a public hearing requesting a code variance.
� • , ������ Page 7
8. The Department of Finance and Management Services shall notify districts
when tax forfeited and surplus properties become available for reuse.
9. Legal notices requiring notification to property owners must, by state
law and city ordinance, be addressed to the owner of record. If a district
council chooses to notify tenants of proposed Zoning Division, Housing and Building
Code Division, and Licensing Division issues, such notification is the
responsibility of the district council .
10. City departments will be given a list of neighborhood nev�ispapers and
their printing deadlines. For documents that do not need to be sent to the entire
ENS list, place the document on file with the Central Library and provide 11
copies for circulation to branch libraries. Notify the ENS list that the
complete document is filed with the central and branch libraries.
11 . Do not make any assumptions regarding a district' s prior knowledge of
a project. Neither should the written ENS be regarded as the only source of
communication with a neighborhood. Develop a verbal communication system with
at least the community organizer.
12. If a City department wishes to go to a neighborhood on any issue,
contact the community organizer to set a date, time and place. A list of
community organizers may be obtained from the Citizen Participation Coordinator.
13. Emphasize the positive aspects of what City government is proposing.
In every case possible, do more than simply notify: explain reasons behind a
project, activity or change. Neighborhoods' advice should be sought. A
neighborhood's input is a resource available to City government.
14. There is often a lengthy time lapse between the time notices are dated
and the time they are received. Both inter-office and the U.S. Post Office
timing must be considered in sending advance notification.
' t . .
' �• ` , _ Page 8
15. Persons making an ENS mailing should notify the Citizen Participation
Coorinator so that mailings can be consolidated whenever possible.
16. The Citizen Participation Coordinator is responsible for training
City staff on how to use the ENS system.
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'�- -_ - . �� July 31, 1979
��/...f�.; Date .
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CO �� (�df°�' � � � � � �' C� � 1 �
�' o : Sain� Paut cit�t Cv�ncil ,
�� Q � = C 0�'I�3 i7)1'�7 f�.'� O[1 LEGiSLATION .
Ron Maddox ; chai�man, maStes the foi to�r�ing
report on C. F. ❑ Ordinance
[� Resalution
. . �] Other
. � 1� �� : Early Notification System �
Please be advised that t.he Legis�.ation Comm3.ttee,
__ _____ on this date, approved the Early Notification -
System Policy and Procedures as submitted by the
Office of Community Development. By motion the _
policy was approved as submitted to be forwarded
by resolution to the City Counci�. for action.
Please remove it from the list of co�ittee action
to be taken by the Legislation Coffinittee.
C7TY N�1LL SEVE:tiT�-1 FLOOR S:1I\T P�UL, 1�fIl.�FSOTti _45102
. -.�� �':7 .
. . ,. •
PURPOSE OF EARLY NOTIFICATION SYSTEM
The purpose of the Early Notification System (ENS) is to provide timel
information to community organizations regarding the City's various activities
that are being considered, proposed, planned or implemented. Further, the
system facilitates feedback to the City regarding the neighborhood's response
and position.
The ENS list does not preclude notices that are required by law.
In order for the ENS to operate effectively, the following policies and
procedures will be used.
POLICY
1 . The ENS list is comprised of two sections. One section is by District.
The second section is an All list comprised of City depar trnents, divisions, city-
wide agencies and organizations. For procedures on how to use these sections,
refer to "procedures" item 1 .
2. Each communication will designate a contact person by name and phone
number.
3. A log recording date sent and date action to be taken, topic, sender
and recipient will be kept by each division or department using the ENS. See
� "procedures" item 2 for additional information on the ENS log. (Example attached)
4. Send a copy of the ENS log to the Citizen Participation Coordinator on
a quarterly basis (March 31 , June 30, September 30, December 31 ). This log will
be used for monitoring purposes.
5. The ENS list will be revised monthly. Each department and division
will receive changes in the ENS list from the Citizen Participation Coordinator.
6. All requests for such changes on the ENS list (additions, deletions, or
address changes) shall be referred to the Citizen Participation Coordinator.
,, ,
� ' -2-
See procedures, item 3 for information regarding who is included in the ENS
list. �
7. The Board of Zoning Appeals, Planning Cor�nission, Housing Authority
Board and Port Authority shall send meeting notices to the ENS list. This
does not preclude notices being posted in public places when required by law.
8. All other Committees, Commissions, Boards and Task Forces not
mentioned above shall send meeting notices and other appropriate communications
affecting neighborhoods at the request of organizations or the Citizen
Participation Coordinator.
9. Meetings scheduled by City Committees, Commissions, Departments and
City Council Committees that are not regularly scheduled must send a notice
of the meeting and the agenda to be received at least three days in advance.
A Community Organizer or person designated by �he district organization may
attend a meeting and request that an issue be held over for discussion at the
next scheduled committee meeting if it is determined that this may be a
controversial matter in the neighborhood.
10. The Department of Finance and Management Services and the Division of
License and Permit Administration shall continue to notify in writing, 30 days
in advance, the affected district and the All list of public hearings on tavern
applications and transfers and liquor transfers of location. They shall add to
this 30-day notification, sauna and game room applications and transfers, and
liquor applications from person to person. Pool hall applications and transfers
shall be notified at least 10 days in advance.
11 . The Division of Planning shall send out notification on zoning as
required in the Procedures, item 6.
12. The City shall utilize the neighborhood newspapers and the St. Paul
Public Libraries as a source of communication with the neighborhoods. Refer to
� -3-
the Procedures section, item 7, for further information.
13. Notification of projects that pertain to only 1 or 2 districts should
be sent to those affected districts only.
14. Carefully limit technical terms used in notifications. Refer to
Procedures, item 8.
PROCEDURES
; r
1 . Send a copy of every notice using any part of the ENS list to the
Citizen Participation Coordinator. List "carbon copy" (cc) on all communications
you send. For example, if you sent to only selected districts, then list the
districts, or if you sent to the,. ENS, "cc ENS." If you also sent a communication
to some parts of the All list, list who these were on the "cc." Notice that
some labels say "see another distric� for mailing label ." In some cases, a name
(usually an elected official ) may apply to several districts. The label will
refer you to the appropriate district for an address. When referring to an activity
or project in a specific district, identify the district by number.
2. Each department or division using the ENS is also responsible for
maintaining files on information recorded in the ENS log. An example of the log
format is attached.
3. Representation on the ENS list shall be limited to corr�nunity organizers
by district, 2 persons from each district council , 2 persons from each community
organization within a district, neighborhood newspapers and State elected
officials representing the district. Persons representing district councils or
organizations on the ENS list are selected by the respective organization.
4. Cooperation by City departments, divisions and agencies for publication
of public information is required.
5. The appropriate Chairperson or Department Head should be familiar with
communications sent through the ENS, including content and persons responsible
for the specific content.
6. Rezoning - At the time the matter is referred to the Planning Commission,
a notice shall be sent out to inform the neighborhoods of what is being considered.
It takes approximately 3 weeks from the time the first notice is sent until the
� -2-
public hearing is scheduled. At least 10 days before the public hearing is
scheduled, formal notification shall be sent to the affected district and the
Al1 list. Therefore, total notification time will be approximately 30 days.
Determination of Similar Use (DSU) - Explanation of a DSU - This occurs
when a requested use of a site is a similar use already permitted in a zoning
district. For example, it has been determined that a cabinet maker shop is a
similar use as an interior decorator's shop. At least 10 days before the public
hearing, the entire ENS list shall be notified. In addition to the notice will
. be a sur�nary of the procedure used for DSU's. The results of the DSU will be
mailed to the C.O. 's, district council presidents, and the district planner.
Variances and Appeals - District Council presidents, . district planners and
C.O. 's shall be notified at the time a request is made. The district affected
and the All list shall be notified at least 10 days before a public hearing is
held. The notification process from the time the district council presidents,
district planners and C.O. 's are notified until the time of the Public Hearings
is approximately 30 days.
40 Acre Studies - At least 21 days before a public hearing is held,
notification will be sent to the affected district, the All list and the City
.
newspapers.
7. The Division of Housing and Building Code Enforcement shall notify
30 days in advance the district affected of any public hearing concerning
condemnations or demolitions. The process shall be:
(a) When application for condemnation or demolition is made, the
Housing and Building Code Division will notify the affected district of that
division's intent to request a public hearing from the City Council . The
requested public hearing will not be held until at least four weeks from the
� -3-
date the reqaest is made. Organizations and interested persons may contact
the City Clerk's Office for the exact date of hearing established by the City
Council . The letter of intent to the affected district will also provide the
stated district affected a contact person and phone number and also a brief
explanation of why the request was made.
(b) In the case of permit holders for Commercial Construction and
Rehabilitation, the Housing and Building Code Division will provide a district
map and contact list. The permit holder will be requested to contact the affected
district.
8. City departments will be given a list of neighborhood newspapers and
their printing deadlines. For documents that do not need to be sent to the
entire ENS list, place the document on file with the Central library and provide
11 copies for circulation to branch libraries. Notify the ENS list that the
complete document is filed with the Central and branch libraries.
9. Do not make any assumptions regarding a district's prior knowledge of
a project. Neither should the written ENS be regarded as the only source of
communication with a neighborhood. Develop and encourage a verbal cori�nunication
system with at least the community organizer.
, 10. If a City department wishes to go to a neighborhood on any issue,
contact the C.O. to set a date, time and place. A list of C.O. ' s may be
obtained from the Citizen Participation Coordinator.
11 . Emphasize the positive aspects of what City government is proposing.
In every case possible, do more than simply notify: explain reasons behind a
project, activity or change. Neighborhoods' advice should be sought. A
neighborhood's input is a resource available to City government.
12. There is often a lengthy time lapse between the time notices are
dated and the time they are received. Both inter-office and the U. S. Post
Office timing must be considered in sending advance notification.
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����� �,�, CITY OF ►�'AIN'1.' P.:�I.J L
�* �(; �S"�,� OFFICE OF THE CITY COUi\TC;IL
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DAVtD H. HOZZA June 26, 1978
Councilman
T0: Councilwoman Rosalie Butler
Councilwoman Ruby Hunt
Councilman Leo��rc Z:evine
Councilman Ron �Lc�dox
Councilwoman Joanne Showalter
Councilman Victor Tedesco
FROM: David Hozza, Council Presiden
T':�� ___aLhed resolution and policy sta '�ment relating to
the Early Notification System have been plac on the agenda
for Tuesday, June 27. I plan to request that this matter be
referred to the Legislation Committee for a public hearing
prior to its consideration by the fu1Z City CounciL
There will, of course, be a great deal of interest in
the ENS policy at the neighborhood level and a pubZic hearing
after the policy has been�ma.iled to the district councils should
provide us with useful feedback.
DHH:ls
Attachments
cc: �City Clerk
Press
CITY HALL SEVENTH FLOOR SAINT PAUL, MINNESOTA SS102 612/298-464b
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WHITE - CITV CL
PINK - FINANC G I Y OF SA I NT PAU L COIIIICII �-��. .
CANARV - DEPA MENT �
BLUE - MAVO File NO. �
:' u cil Resolution
Presented By � ' `
Referred '�� Committee: Date
Out of Committee By � Date
WHEREAS, the Sairt,t Paul City Council established a
process for citizen participation, Council File No. 266179,
adopted October 9, 1975;, and
WHEREAS, the Saint Paul City Council established an
Early Notification System, Council File No. 265779, adopted
July 23, 1975; and
� WHEREAS, all city departit�ents and agencies are now
using the Early Notification S�stem; now, therefore, be it
RESOLVED, that upnn the rec�mmendation of the Mayor,
the City Council does hereby adopt the attached guidelines
which shall govern the use of the Farly Notification System.
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COUNCILMEN Requested by Department of:
Yeas Nays .
In Favor
__ Against BY —
Form Ap ov d by Ci Attorney
Adopted by Council: Date —
, �
Certified Yassed by Council Secretary BY
sy,
Approved by ;Vlavor: Date _ Approved by Mayor for Submission to Council
BY - – — BY