Plan Commission Meeting

Village of Twin Lakes 105 E Main Street • PO Box 1024 • Twin Lakes, WI 53181 • (262) 877-2858 Plan Commission Meeting September 23, 2026 @ 6:30PM, Village Hall – Board Room 1. Call to order 2. Pledge of Allegiance 3. Roll Call 4. Consideration of a motion to approve Plan Commission Minutes from May 27, 2026 5. Discussion and Possible Action Regarding a Plan Commission New Member Orientation Packet 6. Public Hearing regarding a Conditional Use Permit for Zohaib Khan, Parcel 85-4-119-211- 1100 7. Close of Public Hearing regarding a Conditional Use Permit for Zohaib Khan, Parcel 85-4- 119-211-1100 8. Review and Recommendation to the Village Board a Conditional Use Permit for Zohaib Khan parcel 85-4-119-211-1100 9. Discussion - Initial Meeting - Comprehensive Plan Update Planning Session with Community Planning & Consulting 10. Adjourn In accordance with the Wisconsin Public Records Law (Wis. Stat. § 19.31-19.39), documents presented during this meeting are available upon request. Please contact the Village of Twin Lakes Clerk's Office for access to these records. A majority of members of the Village Board, Lake Protection and Rehabilitation District Board of Commissioners, or other governmental bodies may be present at this meeting for the purpose of gathering information. No action will be taken by any governmental body other than the body specifically noticed on this agenda. Village of Twin Lakes Plan Commission Meeting Minutes Date: May 27, 2026 @ 6:30PM Location: Village Hall Board Room, 105 E Main St, Twin Lakes, WI Call to Order - 6:30 PM / Pledge of Allegiance / Roll Call: Howard Skinner, Aaron Karow (Absent), Bill Busse, Bran Richter, Ken Perl, Carl Smith(Absent) Also present: Village Administrator Laura Jager, Village Deputy Clerk - Colleen Hoyt. Consideration of a motion to approve Plan Commission Minutes from April 22, 2026. Motion by Skinner to approve Plan Commission minutes from April 22, 2026 meeting, seconded by Richter. Motion carried by voice vote, all in favor. Discussion and Possible Action Regarding Adoption of a New Plan Commission Application Form and Review Process Motion by Skinner, to approve a new Plan Commission Application Form and Review Process, seconded by Busse. Motion carried by voice vote, all in favor. Public Hearing regarding a Conditional Use Permit for Dion Romano, Parcel 85-4-119-211-1100 Motion by Skinner, open the public hearing for a Conditional Use Permit for Dion Romano, seconded by Busse. Motion carried by voice vote, all in favor. Close of Public Hearing regarding a Conditional Use Permit for Dion Romano, Parcel 85 -4-119- 211-1100 Motion by Skinner, close the public hearing for a Conditional Use Permit for Dion Romano, seconded by Richter. Motion carried by voice vote, all in favor. Review and Recommendation to the Village Board a Conditional Use Permit for Dion Romano, Parcel 85-4-119-211-1100 Motion by Skinner, to approve the Conditional Use Permit for the current occupant, Dion Romano, and in the event occupant changes, the permit is not transferrabl e, seconded by Busse. Motion carried by voice vote, all in favor. Adjournment Motion by Skinner, to adjourn at 6:38pm, seconded by Perl, Motion carried by voice vote, all in favor. MEMORANDUM To: Plan Commission From: Colleen Hoyt – Village Deputy Clerk Re: Plan Commission New Member Orientation Packet Date: September 16, 2026 The Village has not previously had a formal orientation packet for new Plan Commission members. Staff has prepared a proposed Plan Commission New Member Orientation Packet to provide members with a consistent introduction to the Commission and its responsibilities. The packet includes basic information on the Plan Commission’s role, meeting and application processes, member expectations, ethics and conflicts of interest, common planning and zoning terms, relevant ordinance references, current application and the annual meeting schedule. This packet is modeled from information in our ordinances, state statute and the University of Wisconsin – Madison Center for Land Use Training and Resources. The goal is to give new members a practical reference they can use when preparing for and participating in Plan Commission meetings, while also providing a consistent orientation as membership changes. Staff is requesting the Plan Commission review the proposed packet and provide any comments or direction before it is finalized for use. Page 1 Plan Commission New Member Orientation Packet • Draft • September 2026 PLAN COMMISSION New Member Orientation Packet Village of Twin Lakes, Wisconsin Purpose A practical guide to the Commission's role, meeting process, review responsibilities, ethics, and current Village procedures. DRAFT FOR PLAN COMMISSION REVIEW Prepared September 2026 Page 2 Plan Commission New Member Orientation Packet • Draft • September 2026 1 Your Role as a Plan Commissioner The Plan Commission is where land-use proposals are examined in detail. Members are expected to review the record, ask useful questions, apply the Village's plans and ordinances, and make a clear recommendation through the Village's current review process. What the role requires Prepare: Read the packet and know what is being requested. Stay within standards: Focus on code, plans, site impacts and the record. Ask before deciding: Use staff, plans, applicant testimony and public input to fill gaps. Be consistent: Treat similar applications under similar standards. Make the record clear: State the reason for the Commission action. Think Village-wide: Represent the whole community, not one interest. Not a popularity vote: Public support or opposition is information, not the legal standard. Not project design by committee: Do not redesign an application from scratch. Not the Board of Appeals: Variances and certain appeals belong there. Not staff review: Engineering, legal, building and zoning administration remain staff functions. Not a promise in advance: Do not commit to a vote before the meeting and full record. Authority and membership Village Code Chapter 2.36 establishes the Twin Lakes Plan Commission under Wis. Stats. §§ 61.35 and 62.23. The Commission consists of the Village President as presiding officer, the Village Trustee who chairs the Building and Zoning Committee, and five citizen members. A school district may also name an ex-officio liaison as allowed by Chapter 2.36. 2 How a Plan Commission Item Moves Through Twin Lakes Practical workflow 1 Pre-submission review Applicant works with Building/Zoning before filing. Staff identifies the review path and needed materials. 2 Complete application Applicant submits the application, fee and required supporting materials. 3 Notice / packet preparation Staff completes required notices/publication and prepares the packet for Commission review. 4 Plan Commission Commission reviews the facts, applicable standards and staff analysis; hears testimony when required; then takes action. 5 Village Board process The recommendation and record move forward through the Village Board process for final action. Application deadlines Plan Commission application deadlines are established annually and are listed on the current Plan Commission Meeting Schedule and Application Deadlines. Applications are first reviewed by the Building/Zoning Department to determine the requir ed review process, completeness requirements, and whether a public hearing is required. The current schedule is included in Appendix C. CURRENT PRACTICE Current Village procedure is for the Plan Commission to review the matter and forward its recommendation through the Village Board process for final action. Staff should identify the exact action requested on each agenda item. Page 3 Plan Commission New Member Orientation Packet • Draft • September 2026 3 Common Matters You Will Review The exact process depends on the zoning district, type of request and code section. Staff identifies the controlling section for each case. This table is a practical orientation guide. Matter What you are reviewing Key reference Conditional Use Permit (CUP) Review the requested use against the standards and facts; recommend approval, conditions or denial through the current Village process. Ch. 17 / district- specific Rezoning / map amendment Review the requested zoning change, surrounding uses, consistency and impacts; make a recommendation. Ch. 17.44 Planned Development (PD/PUD) Review the concept, site planning, public-service impacts, compatibility and conditions. Ch. 17.18 Design / site review Review building/site layout, access, parking, lighting, landscaping, screening and related design issues. Ch. 17.42 and district sections Land division / CSM / Plat Review proposed division, access, utilities, drainage and consistency with applicable subdivision requirements. Title 16 Ordinance change Review proposed zoning text/map changes and make a recommendation before Board action. Ch. 17.44 4 How to Review Your Meeting Packet Start with five questions 1. What is being requested? Identify the exact action: CUP, rezoning, CSM, design/site review, ordinance change, etc. 2. What code section applies? Read the district standards and any general provisions staff identifies. 3. What facts matter? Look at lot size, zoning, adjacent uses, access, traffic, parking, drainage, utilities, lighting, noise, building design and other relevant site conditions. 4. What is staff recommending? Understand the reason for the recommendation and what each proposed condition is intended to solve. 5. What information is missing? If a fact is necessary to make a responsible recommendation, ask for it rather than guessing. Materials staff may require ✓ Site plan / elevations / floor plans ✓ Landscaping / lighting / signage ✓ Grading / drainage / stormwater / erosion control ✓ Survey / CSM / legal description / easements ✓ Parking / traffic / driveway-access information ✓ Operational plan / hours / staffing / customer activity ✓ Utility / floodplain / wetland / environmental information 5 Public Hearings & Meeting Conduct Staff will identify whether a public hearing is required and will handle the required notice. When a public hearing is part of the Plan Commission meeting, it should appear as a separate agenda item so the hearing record is clear. Page 4 Plan Commission New Member Orientation Packet • Draft • September 2026 Suggested Public Hearing sequence 1. Presiding officer opens the hearing and identifies the matter. 2. Staff summarizes the request and applicable review process. 3. Applicant or representative presents the request. 4. Commission members ask clarifying questions. 5. Public testimony is received. 6. Applicant may respond to factual issues or questions. 7. Presiding officer closes the hearing. 8. Commission deliberates and acts on the related agenda item. During deliberation • Direct questions through the presiding officer when practical. • Keep discussion on the application and applicable standards. • Do not debate individual members of the audience. • Distinguish evidence and facts from assumptions or personal preference. • If the record is incomplete, consider whether tabling is more appropriate than guessing. Open meetings Commission business should be conducted at properly noticed meetings. Members should avoid discussing Commission business in a way that could create a walking quorum or otherwise move deliberation outside the public meeting process. 6 Ethics, Conflicts & Outside Communications Village Code Chapter 2.37 applies to elected and appointed officials, employees, and members of Village boards, committees and commissions. Plan Commission members are covered by the code. Core expectations • Do not accept something of value that could impair independent judgment. • Do not participate in a matter where a financial or private interest is incompatible with your official duty. • Do not use confidential Village information for private benefit. • Do not misuse Village authority or attempt to exercise authority assigned to someone else. Outside communications / ex parte contact Do not privately work a pending case with an applicant, neighbor or interested party. If someone contacts you about a pending matter, keep the conversation brief, direct them to staff or the public process, and disclose relevant communication at the meeting when appropriate. Motions, Conditions & Recommendations Make the motion match the action requested Staff should identify whether the Commission is being asked to recommend approval, recommend approval with conditions, recommend denial, table, or provide direction. The motion should be specific enough for the Village Board or administrative record to understand exactly what the Commission recommended. Useful motion formats Action Example language Recommend approval “I move to recommend approval of [request], as presented.” Recommend with conditions “I move to recommend approval of [request], subject to the following conditions: …” Recommend denial “I move to recommend denial of [request] based on [applicable standard/finding].” Table “I move to table [request] until [specific information / revised plan] is provided.” Discuss only No motion is required unless the agenda authorizes direction or action. GOOD PRACTICE When in doubt, disclose and ask before deliberation begins. Contact the Village Administrator, Zoning Administrator or Clerk for guidance rather than trying to resolve a conflict at the dais. Page 5 Plan Commission New Member Orientation Packet • Draft • September 2026 Good conditions are... • Specific - a future reader can tell exactly what is required. • Related - tied to an ordinance standard or identified project impact. • Measurable - avoids vague language when a clear requirement can be stated. • Enforceable - does not create a condition the Village cannot realistically administer. • Consistent - treats similar circumstances similarly unless the record supports a difference. 8 Plan Commission Member Responsibilities As a member of the Village of Twin Lakes Plan Commission, I will: 1. Conduct myself in a professional manner and respect the rights and opinions of the public, applicants, staff and fellow members. 2. Read and follow the laws, ordinances, policies and procedures that govern Plan Commission business. 3. Become familiar with the Village zoning ordinance, planning documents and other materials relevant to Commission responsibilities. 4. Continue to build my understanding of planning and land-use issues through appropriate training and self-study. 5. Attend meetings regularly and provide reasonable notice when I cannot attend. 6. Review meeting materials before the meeting and come prepared to participate. 7. Listen to the complete record and avoid making a final judgment before adequate information has been presented. 8. Consider the effect of a proposal on the Village as a whole and apply the same standards fairly and consistently. 9. Treat disagreement professionally. Personal attacks, insulting language and disruptive conduct are not appropriate. 10. Disclose potential conflicts and avoid situations that could compromise, or reasonably appear to compromise, independent judgment. 11. Avoid private deliberation regarding pending applications and direct applicants or interested persons to the public process and Village staff. 12. Comply with the Village of Twin Lakes Code of Ethical Standards, including required disclosure of interests, and with applicable Wisconsin law. Reference: Village of Twin Lakes Municipal Code Chapter 2.37; Wis. Stat. § 19.59. 9 Plan Commission Terms & Quick Reference Plain-language definitions HOW TO USE THIS SECTION Use this as a quick reference while reviewing packets and during meetings. These are plain-language explanations, not substitutes for the controlling ordinance. Staff will identify the applicable code section and review path for each matter. Term What it means in practice Board of Appeals The separate Village body that handles variances and certain zoning appeals. Certified Survey Map (CSM) A survey document commonly used for a land division, lot-line adjustment or other parcel configuration that requires review under applicable land-division rules. Condition of Approval A specific requirement attached to an approval or recommendation to address an applicable standard, project impact or required follow-up item. Conditional Use / CUP A use that may be allowed only after the required review and approval process. Conditions may be used to address ordinance standards or identified impacts. Conflict of Interest / Recusal A situation in which a member’s private or financial interest may conflict with official duties. A member who is recused does not participate in the matter. Design / Site Review Review of the proposed building and site layout, which may include access, parking, lighting, landscaping, screening and other design features required by the applicable code section. Motion A formal proposal made by a Commission member for the Commission to take action on an agenda item. Nonconforming Use / Structure A lawful use or structure that existed before current zoning requirements but does not fully conform to those current requirements. Outside / Ex Parte Communication Communication about a pending application that occurs outside the public meeting process. Members should avoid substantive private discussion of pending matters and disclose relevant contacts when appropriate. Permitted Use A use allowed in a zoning district when the applicable ordinance requirements are met. Page 6 Plan Commission New Member Orientation Packet • Draft • September 2026 Term What it means in practice Plan Commission The Village body that reviews planning, zoning, development and land-use matters assigned to it by Village ordinance and Wisconsin law. Planned Development (PD/PUD) A development review process that allows coordinated review of a project as a whole, including site design, uses, infrastructure and proposed conditions. Public Hearing A formally noticed opportunity for the public to provide testimony or comments on a matter when a hearing is required. Quorum The minimum number of voting members who must be present for the Commission to conduct business. Rezoning / Zoning Map Amendment A request to change the zoning classification of a property. The Plan Commission reviews the request and makes a recommendation through the Village Board process. Setback The minimum required distance between a structure and a property line, street, shore yard or other feature identified by the applicable ordinance. Staff Recommendation Staff’s recommendation based on the application, applicable code, plans and supporting materials. The Commission considers that recommendation together with the full record. Staff Review The administrative and technical review completed before or alongside Commission consideration. Staff identifies applicable code sections, missing information and the review path. Village Board Process The next step after Plan Commission review under current Village practice. The Commission’s recommendation and record move forward for final Village Board action. Zoning District The zoning classification applied to a property. The district determines which uses and development standards apply. A Appendix A - Village Code Chapter 2.36: Plan Commission The following is reproduced from the Village of Twin Lakes Municipal Code for convenient reference. 2.36.010 Establishment. There is established a Village Plan Commission under the provisions of Sections 61.35 and 62.23 of the Statutes of Wisconsin. 2.36.020 Membership. The Village Plan Commission shall consist of the Village President, who shall be its presiding Officer, a member of the Village Board of Trustees, who serves as the Chairman of the Building and Zoning Committee, and five (5) citizens. Citizen members shall be persons of recognized experience and qualifications. The selection of the citizen members and the Village Board member shall be as provided by Section 62.23(1), Wisconsin Statutes. In addition, an official liaison, which shall serve in an ex-officio capacity on the Plan Commission, may be named by the Board of each school district serving the Village of Twin Lakes. The individual School Boards may name any member of their Board to serve in this capacity and may limit the term of the appointment as necessary. 2.36.030 Powers and Duties. The Village Plan Commission shall have the functions, powers and authorities as provided in Section 62.23 of the Statutes of Wisconsin as applicable to a Village Plan Commission. QR Quick Reference: Key Ordinance Chapters Reference Why it matters Chapter 2.36 Creates the Plan Commission; establishes membership and general authority. Chapter 2.37 Village Code of Ethical Standards; conflicts, disclosure and ethics requirements. Title 16 Subdivision / land division requirements. Title 17 Village zoning ordinance; district requirements and Plan Commission review responsibilities. Chapter 17.18 Planned Development District procedure and review. Chapter 17.20.020 (res) 17.32.015 (comm) Conditional-use review. Chapter 17.42 Design Review Process. Chapter 17.44 Changes and amendments to zoning ordinance/map. Wis. Stats. §§ 61.35 & 62.23 State authority for local planning and Plan Commission powers. Packet sources: Village of Twin Lakes Title 2; Title 17 - Zoning; 2026 Plan Commission Meeting Schedule and Application Deadlines; model Plan Commission Code of Conduct and Rules of Procedure. Page 7 Plan Commission New Member Orientation Packet • Draft • September 2026 C Appendix C - 2026 Meeting Schedule & Application Deadlines Regular meetings are held on the fourth Wednesday of each month at 6:30 p.m. in the Village Hall Community Room unless otherwise noted. Dates are adjusted for holiday conflicts. Schedule is voted on and approved yearly. Meeting Date Application Deadline Application Deadline Public Hearing Required No Public Hearing Required January 28, 2026 December 19, 2025 January 14, 2026 February 25, 2026 January 21, 2026 February 11, 2026 March 25, 2026 February 18, 2026 March 11, 2026 April 22, 2026 March 18, 2026 April 8, 2026 May 27, 2026 April 22, 2026 May 13, 2026 June 24, 2026 May 20, 2026 June 10, 2026 July 22, 2026 June 17, 2026 July 8, 2026 August 26, 2026 July 22, 2026 August 12, 2026 September 23, 2026 August 19, 2026 September 9, 2026 October 28, 2026 September 23, 2026 October 14, 2026 November 18, 2026 October 14, 2026 November 4, 2026 December 16, 2026 November 11, 2026 December 2, 2026 (this was turned in, applicant added info to the first page of the application) MEMORANDUM To: Plan Commission From: Administration Re: Initial Meeting - Comprehensive Plan Update Planning Session Date: September 16, 2026 The Village has contracted with Community Planning & Consulting to assist with an update to the Village Comprehensive Plan. The update will be prepared as an addendum to the existing 2005 Comprehensive Plan, rather than a complete rewrite. The purpose of the initial planning session is to begin the update process with the Plan Commission and consultant. Discussion is expected to include the project scope and timeline, strengths and weaknesses of the current plan, preliminary land-use needs and priorities, and the anticipated schedule for public engagement and future meetings. Questions to Consider • What parts of the current Comprehensive Plan still reflect the Village’s direction? • What issues or conditions have changed since the current plan was adopted? • Where should future residential, commercial, or other development be encouraged? • What areas or community characteristics should be preserved? • What infrastructure, transportation, housing, or economic-development issues should be addressed? • What should the Village’s top priorities be over the next 5–10 years? This agenda item is for discussion and initial direction only.