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HomeMy WebLinkAbout2016-02-02 City Council Work SessionAgenda City Council Work Session City of Edina, Minnesota Edina City Hall Community Room Tuesday, February 2, 2016 5:30 PM I.Call To Order II.Roll Call III.Meeting With Edina Legislative Delegation IV.Proposed Neighborhood Connections City Grant Program V.Protocols for Boards, Commissions, & Task Forces VI.Adjournment The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing ampli-cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: February 2, 2016 Agenda Item #: III. To:Mayor and City Council Item Type: From:Scott H. Neal, City Manager Item Activity: Subject:Meeting With Edina Legislative Delegation Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None requested. INTRODUCTION: Senator Franzen, Representative Erhardt, and Representative Rosenthal are scheduled to attend the work session to discuss the 2016 legislative session. We will focus the discussion on the legislative agenda of the Municipal Legislative Agenda, but other items of mutual concern can also be discussed as well. Date: February 2, 2016 Agenda Item #: IV. To:Mayor and City Council Item Type: Reports / Recommendation From:Lisa Schaefer, Assistant City Manager Item Activity: Subject:Proposed Neighborhood Connections City Grant Program Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Provide direction to City Staff regarding the proposed Neighborhood Association grant program. INTRODUCTION: In April of 2013, the City Council approved a formal Recognized Neighborhood Association Policy. Since that time, nine neighborhoods have achieved recognition status: Arden Park, Chowen Park, Creek Knoll, Concord, Countryside, Morningside, Normandale Park, Pamela Park, and Strachauer Park. Last year, the City branded the neighborhoods program as Edina Neighborhood Connections to promote the connection of neighbors and the voluntary formation of Neighborhood Associations. The 2016 City budget includes $3000 for Neighborhood Association Grants. A draft Neighborhood Grant program is attached. Staff would like to discuss whether or not the City Council is still interested in offering this program. ATTACHMENTS: Description Neighborhood Grant Program Information and Application Edina’s Neighborhood Connections Grant Program - Cover Page - Purpose: Edina will start its neighborhood grant program in 2016. The grant program is established to support neighborhoods and enhance community connections by neighborhood initiatives and opportunities for neighbors to get engaged. Financial support is provided for planning events, special projects, implementing ideas, or creating meaningful opportunities for the neighborhood. Each neighborhood is unique and has its own goals. These neighborhood initiatives can support the high quality of life for Edina residents. The grant purpose reinforces Edina’s Vision to be a preeminent place for living, learning, raising families and doing business. Funds Available: Each recognized neighborhood association can request up to $500 to go towards neighborhood initiatives which physically improve the neighborhood, enhance the sense of community and support resident engagement. Neighborhoods can also consider using grant money towards liability insurance for the neighborhood association or for association events. Eligible Organizations: All Edina Neighborhood Associations that are in good standing as a recognized neighborhood association are eligible to apply. If the neighborhood is not currently recognized, they will have to first achieve recognition status and submit the Neighborhood Association Recognition Form or if they were established in the previous year as a recognized neighborhood association the organization will have to renew their recognition status and submit the Neighborhood Association Recognition Renewal Form. To learn more about Edina’s recognition requirements visit www.edinamn.gov/neighborhoods. Eligible Activities: Examples of eligible uses for grant money: • Newsletters/Postage • Picnics • Youth Programs • Welcome Wagon • Plantings • Meetings • Nite to Unite • Ice Cream Socials • Park Improvements • Neighborhood Security • Liability Insurance • Parties • Children’s parades • Neighborhood Signs • Community Gardens Neighborhoods are not limited to these examples. Residents are encouraged to be creative in assessing their needs and determining initiatives important to the neighborhood. Neighborhoods who apply will are asked to seek out resident input for proposed initiatives. Neighborhoods will be required to include a description in the application on how they received neighborhood resident’s input. Ineligible Activities: Examples of ineligible uses for grant money: • Services Duplicated Neighborhood activity cannot duplicate a service already in place. • Private Property Neighborhood grants cannot be used to improve private property. • Public Land or Parks Physical improvements to any public property or park must be coordinated with City staff. The proposed project cannot conflict with a strategic plan. A letter of feasibility must be included with a grant application to request funding for park improvements. The letter should provide confirmation that the appropriate City department has reviewed the proposal, verified it is feasible and the requested budget is a reasonable estimate. The neighborhood should also list contacts for capital improvements – a person in public works and one in parks and recreation. Funding Priorities: With several neighborhood associations achieving recognition status, the grant process will be competitive. Be advised to request funds for your most important needs. During the grant review process, greater consideration will be given to proposals that enhance community connections and better Edina. Funding Considerations: The following items will be taken into consideration for recommending approval of funding: Fund Disbursement: Funds will not be awarded in a lump sum. Neighborhoods will have to submit a check request and submit all receipts for reimbursement. Insurance Funding: Neighborhood Associations are independent, volunteer organizations, not covered by the City’s insurance. Neighborhoods can request funding for the purchase of umbrella organization insurance. Neighborhoods might also want to consider having additional insurance when planning neighborhood events. Past Grants: Left over funds from the previous year will not carry over. All neighborhoods will have to close out their previous grant before new grant funds are awarded. All receipts for expenses incurred in the previous year should be turned in by XXXX. Award Limits: Award limits are designated to ensure funding meet the purpose of the grant: • $500 per neighborhood for neighborhood initiatives Initiative Summaries: Please submit one Neighborhood Initiative Summary page for each neighborhood initiative/project. A neighborhood can have as many initiative pages as they • Improvement – does the initiative improve the neighborhood appearance including health and safety • Collaboration – does the initiative enhance partnerships with community organizations and/or the City • Sustainability – can the initiative be sustained by the neighborhood association • Support – is the initiative supported by neighborhood residents and/or City staff, if applicable • Attendees – does the initiative encourage neighborhood participation • Leadership – does the initiative develop leadership within the neighborhood would like. We just ask the neighborhood includes a priority number on each page. This Initiative Summary page is designed to assist neighborhoods in being thoughtful with the request and usage of the funds. Be as detailed as you can. Application Checklist: Before submitting your application, review the checklist to make sure you have completed all components: o Grant Application o Neighborhood Initiative Summary Page(s) o Letters of feasibility, if applicable Grant Process: The following steps outline the timeline and process: • Apply Applications must be received by the Neighborhoods Liaison by XXXX. They may be mailed, hand delivered, or submitted electronically. Applications received after the deadline will not be considered. • Review A committee of City Staff, including but not limited to the Neighborhoods Liaison & Assistant City Manager, will review the grant proposals and make a recommendation for approval to the City Council. • Final Approval Final authorization of the grant will be approved by the City Council at the second City Council meeting scheduled in April. • Signed Agreements Each neighborhoods selected to receive a grant will be provided a grant agreement from the City. The agreement must be signed and returned to the Neighborhoods Liaison prior to any funds being disbursed. Edina’s Neighborhood Connections Grant - Grant Application – Organization Information Neighborhood Association Name o Recognition status achieved o Renewal of recognition status achieved Funding Amount Requested (Grant Limit: $500 per neighborhood) Total Amount Requested: $_______________ Neighborhood President/Chair Email_____________________________ Phone____________________________ Treasurer or Co-Chair Email_____________________________ Phone____________________________ Neighborhood Primary Contact Email_____________________________ Phone____________________________ How did the neighborhood association engage and incorporate neighborhood residents’ input for the proposed grant initiatives? Comments or anything else you would like to share? Neighborhood Initiative Summary Neighborhood Initiative Name: __________________________________________________________ Initiative Lead or Committee: ___________________________________________________________ Priority #: _______ Estimated number of attendees: ________ Event month: _____________________ Event Location: _____________________________________ Projected Budget: Itemized Expenses: Amount: Total (requested amount) = Date: February 2, 2016 Agenda Item #: V. To:Mayor and City Council Item Type: Reports / Recommendation From:Lisa Schaefer, Assistant City Manager Item Activity: Subject:Protocols for Boards, Commissions, & Task Forces Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Discussion of various protocols related to Boards, Commissions, and Task Forces. INTRODUCTION: This document entitled Communications Between City Council and Board & Commissions was developed by staff to provide clarification on a number of protocols related to boards and commissions. The "Citizen Advisory Groups" document is intended to outline and provide clear descriptions of the differences between various groups that are advisory to the council. ATTACHMENTS: Description Communication with City Council City Advisory Group Descriptions COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS – DRAFT Page | 1 Updated 2016.01.15 Council Charge • The Council Charge is a guide for Council to provide clear and specific direction to Boards and Commissions. • Council Charge is given in instances when Council tasks a board or commission with an initiative. • City staff ensures Council identifies the charge level of the task to be communicated back to the board or commission. • The Council Charge concept is also implemented in Board and Commission work plans. Charge 1 Study and Report • Board/Commission is asked to study a specific issue or event and report its findings to City Council. Charge 2 Review and Comment • Board/Commission is asked to review a specific policy issue and to seek comments from each individual member of the group to pass on to City Council for further consideration. • All member comments are included in the record. • No vote is taken by the Board or Commission. • No official Board/Commission recommendation is provided to City Council. Charge 3 Review and Recommend • Board/Commission is asked to review a specific policy issue and to issue a recommendation on the issue to the City Council. • Member comments are included in the record. • A majority vote is necessary for a recommendation to be formally submitted to City Council. Charge 4 Review and Decide • Board/Commission is asked to study, review, and decide on an issue. • The group’s decision will be the City’s official position on the matter unless the issue is formally considered and reversed by a majority vote of City Council. COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS – DRAFT Page | 2 Updated 2016.01.15 Annual Work Plan Calendar January: Annual Work Plan Begins June-August: Proposed work plan created by BC. Sept/Oct: Work Plan proposals presented by BC chair to City Council at Work Session. Nov/Dec: Council review and approve Board & Commission Work Plans for upcoming year. Annual Work Plan • The annual work plan process enables boards and commissions to propose their goals and initiatives for the upcoming year. • The Council reviews those goals and initiatives before giving final direction on board and commission priorities. • The Council provides specific work plan direction to the Boards and Commissions by using a Council Charge System incorporated into the work plans. Joint Work Session • City Council generally has a work session prior to every City Council meeting. • Council work sessions are designed to be less formal than a City Council meeting and to solicit open discussion. • A joint work session is a City Council work session with another group like Boards and Commission. COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS – DRAFT Page | 3 Updated 2016.01.15 • Every Board and Commission has one joint work session a year (no more than 60 minutes in duration). • The joint work session is an opportunity to update the Council on the Board and Commission’s current work plan and to get Council feedback on the progress to date. Meeting Minutes • Board and Commission meeting minutes are intended to record what was done at the meeting to provide the Council and members an overview of board and commission proceedings. • The City has guidelines for meeting minutes to improve the readability by making their length shorter and more concise. • Approved minutes are always submitted to City Council as part of their packet and uploaded to each Board and Commission’s public webpage. • Council members are very diligent about reading board and commission minutes. Staff Report • Staff reports are prepared by the staff liaison to forward a regulatory item or other goal from the board and commission’s approved work plan to a Council meeting for approval or direction. • It is the responsibility of staff to outline the position of the board and commission, as well as staff recommendations, and to highlight any important differences between the two. • Staff reports will be included under "Reports & Recommendations" on the City Council agenda. Advisory Communication • Advisory communications are prepared by the Board and Commission members under the direction of the Board and Commission. • Advisory communications can be used for items on the Board or Commission's work plan and for items not on the work plan. COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS – DRAFT Page | 4 Updated 2016.01.15 Item Type Report Agenda Location Speaking Opportunity Work Plan Items: Staff Reports are submitted for work plan items. Advisory Communications can be submitted in conjunction with a Staff Report. Work plan items are placed under “Reports & Recommendations” on the City Council agenda. Board or Commission Chair or designee can (not required) to speak for 3 minutes on their Advisory Communication at the City Council meeting. Non Work Plan Items: Advisory Communications are submitted when the Board or Commission wants to give input on a non work plan item. A non work plan Advisory Communication will be included under correspondence on the City Council agenda. Board and Commission members are not given a speaking opportunity, unless requested by council. CITIZEN ADVISORY GROUPS - DRAFT TASK FORCES Membership Guidelines  Members are appointed by City Council or City Manager.  Members may be residents and non-residents; including City staff and Board/Commission members, but may not include City Council members or other elected officials.  Every Task Force has a Staff Liaison appointed by the City Manager.  The Task Force chair and vice chair are appointed by the City Council or City Manager. Officers can be any Task Force member, including city staff or Staff Liaison.  Must use “Task Force” as part of the group title.  Task Forces have a limited life span and scope. They are formed to study a specific topic or activity, and typically last one year or less.  The primary deliverable is a report to the City Council or City Manager that includes findings and recommendations. The City Manager will determine who will write the report (e.g., staff, consultant, or task force chair.)  Meetings of Task Forces are not considered public meetings unless designated as such by the City Council. City Council Boards & Commissions Committees Working Groups City Council or City Manager Task Forces  Local governments often use a variety of Citizen Advisory Groups to help complete the mission of the City.  Citizen Advisory Groups are valuable to the City and the community.  The City of Edina has established the following definitions to detail how each group is established, comprised, different and/or similar.  The term “Public Meeting” refers to a meeting that is required to be open to the public by the state Open Meeting Law. Only public meetings require meeting notice and a record of meeting minutes. Citizen Advisory Groups or the City Council may at times invite or allow members of the public to attend meetings even if they are not “public meeting.” For example, a Task Force could choose to solicit feedback or hold an open house. BOARDS AND COMMISSIONS Membership Guidelines  Members are appointed by City Council.  Membership consists of adult and student members.  All appointments have term limits.  The City Manager appoints a Staff Liaison who provides administrative support to the Board/Commission as a body.  Boards and Commissions are established to advise the City Council with respect to municipal functions and activities and to investigate subjects of interest to the city.  All boards and commissions established by City Council shall be advisory to the Council and shall have the responsibility to 1)Investigate matters within the scope of the particular Board/Commission or as specifically directed by the council, 2) Advise the council by communicating the viewpoint or advice of the Board/Commission, 3) At the direction of the Council, hold hearings, receive evidence, conduct investigations, and, on the basis of such hearings, evidence and investigations, make decisions and recommendations to the council.  Meetings of boards and commissions are public meetings. BOARDS AND COMMISSIONS COMMITTEES Membership Guidelines  The Board/Commission appoints at least two, but less than a quorum of members.  All members must be members of the Board/Commission.  The Board/Commission appoints a Committee Chair.  Committees must not contain a quorum of Board/Commission members.  The Board/Commission appoints the Committee Chair.  Committees are established with the approval of the Board/Commission to work on a work plan initiative.  The Board/Commission has final recommendations on all matters which the committee has been given guidance.  Staff does not typically provide support to Board/Commission committees.  Meetings of Committees are not public meetings. BOARDS AND COMMISSIONS WORKING GROUPS Membership Guidelines  A Working Group is comprised of one or more members of the Board/Commission, but less than a quorum of members and includes members of the public.  The Board/Commission appoints the Working Group Chair.  The working group chair will recommend to the Board/Commission other working group members who are outside of the Board/Commission. The Board/Commission appoints additional working group members.  The Chair may also nominate a co-chair who is not a Board/Commission member.  Working groups are established with the approval of the Board/Commission to work on a work plan initiative.  Working Groups should be considered when the Board/Commission needs more support, the work requires a specific expertise or time, or the work needs more community engagement to identify issues and concerns.  Notice is given to the public of the formation of the working group providing a minimum of 14 days for the public to express interest before members are selected.  The Board/Commission has final recommendations on all matters which the committee has been given guidance.  Staff does not typically provide support to Board & Commission committees.  Meetings of Working Groups are not public meetings.