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Home My WebLink About2016-03-17 Meeting PacketAgenda Transportation Com m ission City Of Edina, Minnesota Community Room Thursday, March 17, 2016 6:00 PM I.Call To Order II.Roll Call III.Approval Of Meeting Agenda IV.Approval Of Meeting Minutes A.Approval of Minutes - Regular Meeting of Februa ry 18, 2016 V.Community Comment During "Community Comment," t he Board/Commission will invite resi dent s to share r elevant i ssues or concerns. Individuals must l i mi t t heir comments to three mi nutes. The Chair may limit the number of speakers on the same i ssue in t he int erest of time and topic. Gener al ly speaking, i tems that ar e elsewhere on tonight's agenda may not be addressed dur i ng Communit y Comment. Indi vi dual s should not expect the Chai r or Boar d/Commission Member s to respond to t heir comment s tonight. Instead, the Board/Commi ssion might refer the mat ter to st a% for consi derat i on at a future meeting. VI.Reports/Recommendations A.Special Assessment Policy Rev isions B.2016 Work Plan Updates C.Valley View Road Bicycle Facility Concepts: Brookview Av e to W. 66th St D.Tra1c Safety Report of Ma rch 2, 2016 VII.Correspondence And Petitions A.Correspondence B.Communication Between City Council & Boa rds a nd Commissions VIII.Chair And Member Comments A.Liv ing Streets Citywide Integration IX.Sta 5 Comments A.Sta5 Comments for March 2016 X.Calendar Of Events A.Schedule of Meeting a nd E v ent Dates as of Ma rch 17, 2016 XI.Adjournment The City of Edina wants all res idents to be c om fortabl e bei ng part of the publi c proc ess . If you need as s is tanc e i n the way of heari ng am pli 9c ation, an interpreter, large-print doc um ents or s om ethi ng els e, pleas e c al l 952-927-8861 72 ho urs in advance of the m eeting. Date: Marc h 17, 2016 Agenda Item #: IV.A. To:Trans portation Co mmis s io n Item Type: Minutes From:Sharon Allis on - Engineering Spec ialis t Item Activity: Subject:Ap p ro val o f Minutes - Regular Meeting of February 18, 2016 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve the meeting minutes of the regular Edina Transportation Commission meeting of February 18, 2016. INTRODUCTION: ATTACHMENTS: Description Minutes ETC, Feb. 18, 2016 Draft Minutes☒ Approved Minutes☐ Approved Date: 1 Minutes City of Edina, Minnesota Transportation Commission Council Chambers February 18, 6:00 p.m. I. Call To Order Chair Bass called the meeting to order. II. Roll Call Answering roll call were members Bass, Boettge, Iyer, LaForce, Loeffelholz, Janovy, Nelson, and Olson. Absent at roll call were members Ding, Ruehl and Spanhake. III. Approval Of Meeting Agenda Motion was made by member Janovy and seconded by member Iyer approving the meeting agenda. All voted aye. Motion carried. IV. Approval Of Meeting Minutes Motion was made by member Nelson and seconded by member Boettge approving the edited Jan. 21, 2016 minutes. All voted aye. Motion carried. V. Special Recognitions And Presentations A. Grandview District Transportation Study Update Mr. Mike Fisher with LHB, Ms. Zabe Bent with Nelson/Nygaard, and Mr. Colin Harris with Alta Planning presented the study update. Mr. Fisher briefly mentioned the project history and then spoke about the role of the transportation study in terms of what transportation needs to do to make the framework work. He said they’ve received feedback over the course of several meetings from residents, business owners, City and agency staff and the ETC, and is ready to present their draft near term, mid-term and long term suggestions for review and feedback. He said their draft includes housing density up to 120 units per acre and they need to identify when the transportation system would stop accommodating this level of density. Ms. Bent presented existing transportation network conditions including streets, traffic signals and stop signs, traffic counts, parking, sidewalks, crosswalk and curb ramps, bicycle network, and bicycle level of traffic stress. She said some streets have more traffic than others and some road diets could be done to shift traffic. She said while they’ve heard many safety concerns, the incident levels are low but if few pedestrians or bikers are using the area streets this is to be expected. The presentation also covered land use including zoning, building footprints, potential for change, and land values, plus, transit network and transit ridership. She said there is a fair amount of existing transit routes but the schedule was not frequent or reliable as riders would Draft Minutes☒ Approved Minutes☐ Approved Date: 2 like. Regarding parking, she said there are over 2,000 parking spaces which take up as much space as developed land in the area. Another concern is that street frontage is dominated by parking. ETC feedback included the following: • Briefing book was very thorough; • Transit ridership higher than expected; • Sidewalk stress level graphic that shows the experience was interesting; • Why did they include land value? To understand the connection between land value and transportation because the study is trying to support redevelopment and the long term vision of the Grandview area. Mr. Fisher said land value isn’t helpful now but it will be in the future when they work on urban design. • Suggestion to modify page 5 to reflect that a fair percentage of the community feel like they were not worked with. • Suggestion to add a bullet item about conversation with the railroad; • Suggestion to post document to the website; Planner Nolan said there is a Grandview Study webpage and some documents are already posted; Continuing with the presentation, Ms. Bent she they looked at what could be done if the framework did not exist and they came up with three sets of scenarios that are closely tied to the original framework. Then they identified what could be done immediately without permit or construction. Some things that can be within five years include a new crosswalk across Vernon Avenue at Wells Fargo to Jerry’s (may require a traffic signal); closing some of the free rights so that vehicles come to a complete stop, especially coming off TH-100 ramps; and changing the character on Vernon Avenue. Mid-term (5-15 years) suggestions were re-establishing travel patterns on Vernon Avenue with a road diet from four to three lanes; create a new intersection to meter speed; open access to neighborhoods at certain intersection; close one of the northbound ramp to TH-100; and move the northbound TH-100 exit ramp to Willson Road. Ms. Bent said some of the mid-to long term plans may not happen anytime soon but planning for them gives the City the opportunity to react when redevelopment takes place. Long term, the plan will show all the changes and connections including a pedestrian bridge and a new road but some of these cannot be done until redevelopment is taking place. Mr. Harris presented design options to accommodate cars, pedestrians, bikes and winter plowing. Chair Bass said she would prefer protected bike lane on Vernon Avenue because of the number of children that rides from there to school. Member Janovy said she is concerned with the Willson Road ramp because the children ride from Vernon Avenue to Willson Road. Ms. Bent said they can look at options to create a safe ride. Member Iyer expressed concern over not getting approval for a crosswalk at 66th Street yet they are prepared to spend so much in this area. He said they should take into account the rest of the city. Draft Minutes☒ Approved Minutes☐ Approved Date: 3 The following three suggestions were not part of the original framework: Willson Road ramp; fronting buildings along Vernon Avenue (instead of parking); and continuing Eden Avenue past the library rather than ending it at the parking lot. In conclusion, Ms. Bent said they are taking feedback until the end of February and requested that commissioners send feedback to planner Nolan. VI. Community Comment – None New commissioners Andy Brown and Lou Miranda introduced themselves. They will begin serving on the ETC Mar. 1. VII. Reports/Recommendations A. 2016 Work Plan Updates Chair Bass thanked commissioners for responding to a survey identifying which project they’ll champion. Planner Nolan will distribute the completed survey. B. Traffic Safety Report of Feb. 3, 2016 D.2. When does queuing in the street become an issue for the Planning Commission for enforcement? Or, is this a police issue? Commissioners recall having a conversation with the police and they did not believe enforcement was necessary. Planner Nolan said staff talked with Starbucks management and they were not willing to look at making changes. Member Janovy suggested creating an avenue for referring issues like these to the Planning Commission. Motion was made by chair Bass and seconded by member LaForce to forward the Feb. 3, 2016, Traffic Safety Report to City Council. All voted aye. Motion carried. C. Affirm the 2016 Transportation Commission Meeting Schedule Motion was made by member LaForce and seconded by member Janovy affirming the 2016 Transportation Commission Meeting Schedule. All voted aye. Motion carried. D. Review Transportation Commission Bylaws The bylaws were reviewed and will remain as is. Chair Bass suggested that they also review the code annually. E. Annual Elections Member Janovy nominated member LaForce to be chair and the nomination was seconded by member Olson. There were no other nominations. All voted aye. Motion carried. Draft Minutes☒ Approved Minutes☐ Approved Date: 4 Member LaForce nominated member Loeffelholz to be vice-chair and the nomination was seconded by member Olson. There were no other nominations. All voted aye. Motion carried. The new positions take effect Mar. 1. VIII. Correspondence And Petitions – None. IX. Chair and Member Comments A. Traffic Safety Process Review Committee A motion was made by member Janovy to write an advisory communication to the City Council and that the ETC recommends forwarding the committee’s report to the City Council. The motion was seconded by member Laforce. All voted aye. Motion carried. A motion was made by member Janovy for the committee to continue its work and focus on items 1-5 and 7. The motion was seconded by member Iyer. All voted aye. Motion carried. Planner Nolan said next month, he’ll report on a new process for forwarding items to the City Council. He said if it is work plan related, the item will be presented as a report and recommendation on the City Council’s regular meeting agenda with a three minute presentation by a commissioner. Member Boettge said she was invited by the Mayor for a walk on Cornelia Drive with a resident who was not in favor of the sidewalk and by the end of the walk, the resident had changed her mind. She suggested using the survey to also rate how residents feel about trees or how much they value them. She said it seemed staff was bombarded with a lot of feedback from residents over the past few weeks and asked if there was a way that the ETC could assist with this in the future. Planner Nolan said that receiving such feedback is part of staff’s responsibilities, although there was a higher than average number of resident inquiries for this project. Member Iyer suggested that commissioners consider rating themselves on last year’s Work Plan to see if they are making a difference. Regarding the Cornelia Avenue sidewalk, member Olson said he was surprised at how many residents were against a Safe Routes to School sidewalk and that it was back on the Council’s for reaffirmation. Planner Nolan said putting on the Council’s agenda for reaffirmation was staff’s idea because of the amount of negative feedback that Council and staff had recently began receiving. Member Nelson said he was contacted by a resident who lives on Olinger Blvd because there were two motor vehicle accidents at the same location near her property. He said her suggestion is to reduce the speed limit. This was forwarded to safety coordinator Totten. He said he is still concerned about not having a sidewalk from Valley Lane to and over the TH-62 Bridge because he Draft Minutes☒ Approved Minutes☐ Approved Date: 5 continues to see pedestrians using the cow path. This being his last meeting, Member Nelson expressed his appreciation to the commissioners. Chair Bass and the commissioners thanked member Nelson for serving on the ETC. X. Staff Comments • Golf Terrace B Sidewalk – W. 56th Street residents were surveyed and based on feedback, the street will be 27-ft wide and parking on both sides; Woodland Road will be designed to accommodate a future sidewalk. • Oaklawn Avenue Sidewalk (2017) – an application was submitted for a Safe Routes to School grant; a public meeting was held on Jan. 28 but it was not well attended; the school district flyer announcing the meeting was not sent out; Three Rivers Park District is working directly with property owners next to the trail connection from this sidewalk to the Nine Mile Creek Trail on Parklawn Avenue. • Southdale France Avenue Area Transportation Study – A joint work session (special meeting tentative for Mar. 23) is scheduled for the ETC and the Planning Commission. A presentation will be made to the City Council and then to the public. • Pedestrian Bridge over TH-62 at Rosland Park – U of M students are studying this bridge for improvements; they are looking at the right-of-way, and a switch-back or spiral option; their report will be ready in May. • High school expansion – the school district was not supportive of aligning Chapel Lane with their western entrance; at last night’s City Council meeting, the recommendation was changed to include ‘unless another solution is agreed upon the school district and city will do a joint traffic study in 2018’ and the school district was favorable to the study. Next month, the TSC will begin evaluating the flasher at the Chapel Lane. XI. Calendar of Events A. Schedule of Meeting and Events as of Feb. 18, 2016 XII. Adjournment at 9:15 p.m. Draft Minutes☒ Approved Minutes☐ Approved Date: 6 J F M A M J J A S O N D SM WS # of Mtgs Attendance % Meetings/Work Sessions 1 1 2 NAME TERM (Date) (Date) Bass, Katherine 3/1/2017 1 1 2 100% Boettge, Emily 3/1/2017 1 1 50% Iyer, Surya 3/1/2018 1 1 2 100% LaForce, Tom 3/1/2018 1 1 2 100% Loeffelholz, Ralf 3/1/2018 1 1 2 100% Janovy, Jennifer 3/1/2017 1 1 2 100% Nelson, Paul 3/1/2016 1 1 2 100% Olson, Larry 3/1/2017 1 1 2 100% Spanhake, Dawn 3/1/2017 1 1 50% Ding, Emily (student) 9/1/2016 0 0% Ruehl, Lindsey (student) 9/1/2016 1 1 50% TRANSPORTATION COMMISSION ATTENDANCE Date: Marc h 17, 2016 Agenda Item #: VI.A. To:Trans portation Co mmis s io n Item Type: R ep o rt and Rec o mmendation From:Chad A. Millner, PE, Direc tor of Engineering Item Activity: Subject:Sp ec ial As s es s ment P o licy Revis io ns Dis cus s ion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action requested. INTRODUCTION: Attached is a staff report detailing potential revisions to our assessment policy staff would like to discuss with the Transportation Commission. A discussion regarding this topic was held with City Council at a March 2 work session, where they requested that the Transportation Commission provide input. Director of Engineering Chad Millner will be present to take comments and questions from the Commission. ATTACHMENTS: Description Staff Report Redlined As s es s ment Policy March 17, 2016 Transportation Commission Edina Transportation Commission Chad A. Millner, Director of Engineering Special Assessment Policy Revisions Executive Summary: Item No. Description / Problem Suggested Revision 1 Two Assessment Policies – Local & Municipal State Aid Create One Assessment Policy 2 Decorative Street Lights Not Included Insert Decorative Street Lights into Policy 3 Land Use Table referenced in background data Insert Land Use Table into Policy 4 Church REU Value Revise to 0.2 REU’s per 1000 SF 5 Corner Lot Partial REU Value Calculation Revise to 1 divided by # of adjacent streets 6 Phase in of Corner Lot Calculations Apply immediately except per policy only assess up to 1 REU. Information / Background: There are a few revisions to our assessment policies staff would like feedback on from council. These revisions would simplify and/or clarify a few things. Item No. 1 There is a local assessment policy and a municipal state aid assessment policy. This creates confusion from our residents on which one should be applied. The policies are identical except for a couple minor notes STAFF REPORT Page 2 associated with the percent assessed on a municipal state aid street. These minor differences can be incorporated into one policy to reduce the confusion dealing with two policies. Item No. 2 The Pedestrian and Cyclist Safety (PACS) Fund provides funding for the creation, maintenance and improvement of non-motorized transportation facilities for the primary benefit of pedestrians and cyclists in Edina. Non-motorized transportation facilities (NMTF) shall be defined as sidewalks, trails and other bicyclist-related facilities. It is noted that street lighting and traffic signals necessary to meet safety standards for new and existing NMTF is an eligible expense. Following the approval of the PACS fund policy, the assessment policy was revised and decorative street lighting was removed as an assessable item. There is not adequate funding to cover neighborhood wide improvements to street lighting. It was the intent of the PACS fund to cover specific lighting improvements related to a specific NMTF safety issue. An example is the installation of the light at an intersection or crosswalk to increase the visibility of pedestrians. Staff suggests inserting decorative street lighting back into the assessment policy. Item No. 3 Our current policy references a Land Use Class table to determine how to calculate assessments for various land uses. The intent of the table is to determine REU’s from various uses to estimate an assessment. Staff suggests inserting the Land Use Class table into the policy. Table 1. Current Land Use Class Scenario Current Land Use Class REU Factor Notes A Residential - Single Family Dwelling 1.0 1 B Residential - Two Family, Duplexes, Quads 0.8 1 C Residential – Apartments, Condominiums, Cooperatives, Nurseries, Convalescent Homes 0.5 1 D Industrial 0.5 2,3 E Office/Retail/Financial Institutions 1.5 2 F Public Buildings - City 0.9 2 G Public Buildings - Schools 0.2 2 H Churches 0.8 2 Notes: 1. Per Unit 2. Per Gross Floor Area 1000 SF from the assessing department 3. All uses allowed in Planned Industrial Development (PID) except offices and retail. STAFF REPORT Page 3 Item No. 4 There have been some differences in how the assessment policy has been applied to churches. The research included 7 churches, 2 have been assessed and 5 will be assessed within the next two years. The differences include using the 1/3 or 2/3 REU calculations, the numbers of driveways, and the amount of assessable square footage. The assessment amount estimated thus far for each church has been consistent and relative to the size of the building. In order to determine how much value our infrastructure improvement projects provide to these properties, we hired Nagell Appraisal & Consulting, Inc. to study all 7 churches and the value of public improvements. Nagell Consulting is known for providing cities guidance and general price range observations of benefit received by adjacent properties. The results show benefit up to approximately $130,000 for the 7 church properties studied. When applying our policy using a $10,000 per REU assessment, it results in an average assessment up to approximately $430,000 for the 7 church properties. This does not meet the benefit test as required by State Statue. It is nearly four times the amount of benefit provided. Our current policy references a Land Use Class Table to determine how to calculate assessments for various land uses. The intent of the table is to determine REU’s from various uses to estimate an assessment. A church is calculated at 0.8 REU’s per 1000 square feet of building space. If the value used to calculate assessments for a church is changed to 0.2 REU’s per 1000 SF and applied using a $10,000 per REU assessment, the results show an approximate assessment up to $110,000. This falls within the range provided by the study. The graph below shows the results of each scenario. Column 1 is the average of our current policy, column two is the average with a 0.2 REU value, and column 3 is the benefit range supplied in the study. STAFF REPORT Page 4 Staff suggests revising the church REU value to 0.2 REU’s per 1000 SF. No reference would be made to the number of driveways on the parcel or number of driveways accessing a specific street. Item No. 5 As staff continues to apply our current policy to multiple projects, the results for corner lots are not consistent. Currently the policy details how to calculate corner lot REU’s based on the timing of the project and the street address of the parcel. It results in REU values of 1/3, 2/3, or 1 for the first street reconstruction project. When the corresponding street is reconstructed, similar parcels are being assessed differently just because their street address is different from their neighbors. Examples The cyan color has an assessment of 1.0 REU, the purple of 0.66 REU’s, and the green 0 REU’s. This occurs because our policy states the address determines the value even though the parcels have the same characteristics. Staff suggests calculating corner lot REU’s based on 1 divided by the number of adjacent streets. Typically this would result in a 0.5 REU’s per project if the adjacent streets were reconstructed over two separate projects. Item No. 6 If Item No. 5 on corner lot REU calculation is approved, staff requests guidance on how to phase in the changes to the corner lot calculations. Street assessments have occurred based on REU’s since 2006. At that time assessments were paid over a 10-year timeframe. Since 2012, assessments have been paid over a 15- year timeframe. For corner lots with no previous assessments, this policy would be active immediately. For corner lots with previous assessments, the table below provides options about how to apply this change. All STAFF REPORT Page 5 options would be applied for new pending assessments. The first year would be for 2017 construction projects. Options Benefits Comments Option 1: Policy Active Immediately except per policy only assess up to 1 REU for 1st infrastructure replacement cycle Previous 1/3 REU’s assessed 2/3 REU’s (1/3 +2/3 = 1.0) Previous 2/3 REU’s assessed 1.0 REU’s (2/3 + 1/3 = 1) Staff has to research previous assessment calculations to determine previous 1/3 and 2/3 REU values. Option 1A: Policy Active Immediately except per policy only assess up to 1 REU. In 5-years, all go to 0.5 REU’s no matter what previous REU value was Previous 1/3 REU’s assessed 17% less REU’s (1/3 +1/2 = 5/6) Previous 2/3 REU’s assessed1total 17% greater REU’s (2/3 + 1/2 = 7/6) With the current policy, assessments vary widely and in many cases greater than 17% Option 2: Phase in Over 5-years Phase in timeframe spread over longer time. Varied Assessment Amounts per Option 1 still occur. Option 3: Phase in After Previous Assessment Duration (10 or 15-years) 1/3 REU’s and 2/3 REU’s still used until assessment period ended. Difficult for staff to track over time. Option 4: Apply only during 2nd round of infrastructure replacement 1/3 REU’s and 2/3 REU’s still used until 2nd round of infrastructure replacement. More difficult for staff to track over time. Timeframe could be up to 50-years or more. Staff recommends Option 1. CITY OF EDINA SPECIAL ASSESSMENT POLICY XXXXX, 2016 POLICY PURPOSE: Establish an assessment policy for typical assessments that include local roadways, alleys, sound walls, water utility lines, sanitary sewer utility lines, sump pump removal or redirection, garbage and debris removal, aquatic weeds, weed mowing, tree removals, and maintenance districts. POLICY: 1. Allocated Costs: The cost of curbs, gutters and other storm water management improvements for a Non-State Aid Residential Street Reconstruction Project will be paid from the City’s Storm Water Utility Fund. The cost of replacing and repairing the publicly-owned portions of underground water and sanitary sewer utility lines will be paid from the City’s Utility Fund. The cost of sidewalks, trails, lighting and pedestrian/cyclist related safety improvements and street markings will be paid from the City’s Pedestrian and Cyclist Safety Fund. • Cost of Municipal State Aid (MSA) Street Curb and Gutter will be financed by either MSA funds or by the Storm Water Utility Fund. 2. Assessable Costs: 100% of the costs incurred for the reconstruction of a Non-State Aid Residential Street, excluding allocated costs, shall be assessed to the directly benefitting properties of the project, pursuant to a formula based on a Residential Equivalent Unit (REU). Assessable costs include the following: mobilization, direct construction costs, construction finance costs, City and contracted engineering costs, scientific and technical consulting costs, printing and mailing, legal and other project related costs. Construction finance costs are the cost of funds used to finance the project construction until the adoption of the resolution imposing the special assessment. • Street Reconstruction Costs (excluding curb and gutter) on MSA streets shall be assessed at 20 percent of the cost. 1. Unit of Assessment: The assessable unit for non-state aid residential street projects will be the residential equivalent unit (REU). An REU shall be one residential lot, regardless of lot size or amount of street frontage. For publicly owned or undeveloped parcels with developable residential potential, the number of REU’s shall be computed based upon the maximum residential development potential of the parcel based upon the density allowed under the applicable zoning Code and Comprehensive Land Use Plan. REU’s for non-single family or other mixed-use developments is based on trip generation and shall be calculated per Table 1. 3. Corner Lots: If a corner lot is subject to multiple street reconstruction assessments, the total assessable cost should be the equivalent to 1 residential equivalent unit. A partial REU shall be determined by dividing 1 by the number of adjacent streets. In a typical corner lot, this will result in a 0.5 REU per street. 2. The address of the lot shall determine if the corner lot is assessed at 1, 1/3, 2/3, or 0 REU’s for that project: 3. If the address of the lot is on the roadway being reconstructed and no previous roadway assessments have been levied for that lot, the REU shall be 1 REU. 4. If the address of the lot is on the roadway being constructed and a roadway assessment has been levied previously for that lot, the REU shall be 2/3 REU. 5. If the address of the lot is not on the roadway being constructed, but the side or rear yard is and no previous roadway assessment has been levied for that lot, the REU shall be 1/3 REU. 6. If the address of the lot is not on the roadway being constructed, but the side or rear yard is and a roadway assessment has previously been levied for that lot of 1 REU, the REU shall be 0 REU. 7.4. Multiple Assessments: Lots subject to multiple assessments cannot be treated differently than lots subject to a single assessment. 8.5. Repayment Periods: Repayment period for special assessments levied by the City of Edina vary depending on the purpose for which the assessment was levied: Repayment periods and terms are as follows: a. Maximum Repayment Periods: i. Local roadway reconstruction - 15 years. ii. Sound walls – 15 years. iii. Garbage and debris removal, aquatic weeds, weed mowing, and maintenance districts – 1 year. iv. Tree removals - 1 year if under $500, 2 years if $500 to $1000, and 3 years if over $1000. v. Underground utility line replacements – 15 years. vi. Sump pump removal or redirection – 5 years vi.vii. Decorative street lighting – 5 years. b. Assessment Interest Rate – The interest rate for a special assessment shall be 1% higher than the estimated “net interest” rate of the bonds to be issued for the project. If a bond is not issued for a project then the interest rate shall be 1% higher than the net interest rate of the most recent bonds sold by the City prior to ordering the public improvement. The interest rates for 6.a.iii., 6.a.iv., 6.a.v., and 6.a.vi. shall be 6.5% c. The City will accept both partial pre-payments and full pre-payments on assessments before certifying the assessment to the County. For ease of administration, a minimum of 25% of the assessable cost must be applied for a partial payment. d. The City shall inform all property owners received a special assessment of the City’s Senior Deferral Program. e. Payments shall be amortized using a level annual payment schedule. 6. The new policy will not be retroactive to projects that have already been assessed. Special assessment policy revisions approved on March 2, 2016 shall become effective for projects with final assessments hearings after October 2017. a. Phase in INPUT 9.7. Table 1. Current Land Use Class Scenario Current Land Use Class REU Factor Notes A Residential - Single Family Dwelling 1.0 1 B Residential - Two Family, Duplexes, Quads 0.8 1 C Residential – Apartments, Condominiums, Cooperatives, Nurseries, Convalescent Homes 0.5 1 D Industrial 0.5 2,3 E Office/Retail/Financial Institutions 1.5 2 F Public Buildings - City 0.9 2 G Public Buildings - Schools 0.2 2 H Churches 0.2 0.8 2 Notes: 1. Per Unit 2. Per Gross Floor Area 1000 SF from the assessing department 3. All uses allowed in Planned Industrial Development (PID) except offices and retail. Background: A. Special Assessment Policy dated August 6, 2012 B. Special Assessment Policy Background dated September 7, 2010 C. Special Assessment Policy Proposal dated August 16, 2005 D. Municipal State Aid Special Assessment Policy dated December 5, 2006 E. Municipal State Aid Special Assessment Policy dated December 21, 2010 G:\ENG\ADMIN\ASSESSMENTS\POLICY\2015 Review of Policy\20160302 Special Assessment Policy_Combined.docx Date: Marc h 17, 2016 Agenda Item #: VI.B. To:Trans portation Co mmis s io n Item Type: Other From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:2016 Wo rk Plan Up d ates Dis cus s ion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required. INTRODUCTION: Each month, members ("champions") will provide updates on 2016 work plan initiatives. Continuing the discussion from the Feb. 18 meeting, the Commission shall confirm which ET C member will serve as "champion" for each work plan initiative, and will discuss the roles of each. T he following are listed as "initiatives" on the ET C's 2016 work plan. 1. Study and report Community Circulator. 2. Organize and host a transportation-themed event with speaker(s). 3. P repare and comment on Comprehensive P edestrian and Bicycle P lan for inclusion in 2018 Comprehensive P lan. 4. Review Edina To Go app and provide recommendations to staff regarding organization/categories for reporting concerns related to streets/transportation. 5. Review data from City’s Quality of Life Survey (2011, 2013, 2015) and conduct 2 public meetings to identify gaps around the City’s transportation systems. 6. Make recommendations to staff for evaluation of the Living Streets and Streets Smarts outreach campaigns. 7. P rovide input to staff on the creation of a walking map of the City indicating routes and areas of interest. Date: Marc h 17, 2016 Agenda Item #: VI.C. To:Trans portation Co mmis s io n Item Type: R ep o rt and Rec o mmendation From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:Valley View Road Bicycle Fac ility Concepts : Brookview Ave to W. 66th St Dis cus s ion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required. INTRODUCTION: Valley View Road south of Wooddale Avenue and north of W. 69th Street is listed as a primary bike route in the City's comprehensive plan. In 2012 a combination of green advisory lanes and dedicated bike lanes were installed on Valley View Rd north of Highway 62; however, this route is currently unmarked south of the highway overpass and is widely considered unsafe for most bicyclists. Additionally, there are limited safe bicycle routes across Hwy 62 in this part of the city. To begin to address this issue, staff has reached out to consultants to develop options for a future bike route through this area. T his would include off-street trails on either side of the bridge piers under Hwy 62, which would require removing the sloping bridge abutments and making them vertical, resulting in space for both pedestrian and cyclist movements. A structural engineering consultant estimates that this would cost minimally $75,000 on each side. A safe estimate for this work on both sides of Valley View Rd would be $200,000. T he structural work to the bridge abutments described above would be required for both Options 1 and 2 (attached). Note that Option 1 has separate one-way bike facilities in both directions, while Option 2 has a two- way, multi-use trail on the west side of Valley View Rd. T he attached rough cost estimates indicate that Option 1 may cost approximately $600,000 more than option two. Staff is asking for ET C members to comment on these options (pros and cons of each, for example) and to indicate a preference if appropriate. ATTACHMENTS: Description Valley View Road Future Bike Facility Options Rough Cost Estimates for Options 1 and 2 Component Option 1 Option 2 Removals 52,000$ 33,000$ Construction 711,000$ 487,000$ Signals/Lighting/Signing/Pavement Markings 335,000$ 130,000$ Bridge (1) (1) Mobility/Traffic Control 132,000$ 78,000$ Contingency (20%)220,000$ 130,000$ Total 1,450,000$ 858,000$ (1) The pedestrian bridge and abutments over the creek and the TH 62 bridge abutment and associated slope paving work is not included and assumed to be provided by others. Date: Marc h 17, 2016 Agenda Item #: VI.D. To:Trans portation Co mmis s io n Item Type: R ep o rt and Rec o mmendation From:Jo s ep h Totten, Traffic Safety Coordinator Item Activity: Subject:Traffic Safety Report of March 2, 2016 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Review and recommend the Traffic Safety Report of Wednesday March 2, 2016 be forwarded to City Council for approval. INTRODUCTION: It is not anticipated that residents will be in attendance at the meeting. An overview of the comments from the Edina Transportation Commission (ET C) will be included in the staff report provided to Council for their April 19, 2016 meeting. ATTACHMENTS: Description Traffic Safety Report of March 2, 2016 March 17, 2016 Edina Transportation Commission Joe Totten, Traffic Safety Coordinator Traffic Safety Report of March 2, 2016 Information / Background: The Traffic Safety Committee (TSC) review of traffic safety matters occurred on February 3. The City Engineer, Assistant City Planner, Traffic Safety Coordinator, Sign Coordinator, Transportation Planner, Public Works Director, and Police Lieutenant were in attendance for this meeting. For these reviews, the recommendations below are provided. On each of the items, persons involved have been contacted and the staff recommendation has been discussed with them. They were informed that if they disagree with the recommendation or have additional facts to present, these comments can be included on the March 17 Edina Transportation Commission and the April 19 City Council meeting agendas. Section A : Items on which the Traffic Safety Committee recommends action A1. Request for parking restrictions on Thielen Avenue This request comes from a garbage hauling company which notes that with the current parking layout, Thielen Avenue becomes unserviceable when cars are parked across from one another. Thielen Avenue is a short cul-de-sac, with no turnaround and 19 houses. The street has a width of 24 feet, has a sidewalk on each side of the roadway. The Edina Living Streets Policy states that a local street with a width of 24’-27’ feet should have one sided parking or two sided parking if deemed necessary. The garbage hauling company specifically notes that this is a common problem; even in summer. In a survey sent to the 19 households on the road, 13 were returned. Five households would support parking restrictions at all times, and two would support part time restrictions during garbage pick-up times (Thursday mornings). Six Photo : Thielen Avenue from 44th Street Map : Thielen Avenue, as it intersects 44th Street Traffic Safety Report of Mar. 02, 2016 Page 2 Map : Valley Lane at Creek Drive households were opposed to the idea of any parking restrictions. The Minnesota State Fire Code would require a 26 foot wide road on a cul-de-sac. Providing two sided parking on Thielen Avenue would restrict the roadway too much, when it is already narrower than is safe. After review, staff recommends restricting parking on the street by allowing parking on only the odd side of the street. The decision to restrict parking was made considering resident input and the Living Streets Plan, but largely the guidance of the Minnesota State Fire Code. Parking is recommended to be prohibited on the even side of the street, this due to resident input from the surveys, residents specifically noted that the odd side of the street has fewer homes, and driveways, and therefore has more legal parking options. A2. Request for treatment(s) to increase compliance with all-way stop control at Valley Lane and Creek Drive for increased pedestrian and vehicle safety This request notes that vehicles on Valley Lane do not stop for the stop signs at Creek Drive often, and this creates a dangerous situation for pedestrians. The T-intersection is an all way stop, with Valley Lane being identified as a collector in the comprehensive plan, and is a State-Aid Roadway, and Creek Drive is identified as a local street. A video analysis, from 14:00-19:00 PM, identified 51 drivers ran the stop sign at what was clearly a very high and dangerous rate of speed; these numbers are out of 1556 drivers who passed the intersection in the timeframe studied. No reported crashes have occurred in the past ten years at this location. These numbers cannot be directly compared to previous studies, as differences in camera angles and intersection geometry make these studies difficult to compare. A review of intersection sight distances showed that without stop signs on Valley Lane, Creek Drive has adequate sight distance for right and left turns from stops. The roadway is 38 feet from face of curb to face of curb. The requestor has also expressed concerns on pedestrian safety. The video was also analyzed for a count of vehicle movements, and in 23.5 hours 104 vehicles entered the intersection on Creek Drive, while 2858 vehicles entered on Valley Lane’s two approaches combined. The curve of Valley Lane is an approximately 30 mph design speed, with a 22 mph design speed curve about 650 feet to the east and a 25 mph design speed curve 530 feet to the west, the hill at the railroad tracks does block sight distance from about 550 feet east of the intersection. The 85th-percentile speed of a nearby vehicle count in 2015 was 32.6 mph. There is a sidewalk on the south side of the roadway in this location, and Nine Mile Creek Regional Trail is being constructed on the south side of the intersection. The area is well wooded, and summer foliage would have to be monitored to ensure these sightlines are maintained. After review, staff recommends considering the removal of the all-way stop sign during the 2018 Street Reconstruction project (Normandale Park D). There is no clear reason for the intersection to be controlled as is; however, a change without the reconstruction may be politically unfeasible and may cause a less safe area in the short run, as residents adjust to a change at this intersection. In the short term, staff recommends increased police enforcement at this location. Photo : Valley Lane at its intersection with Creek Drive Traffic Safety Report of Mar. 02, 2016 Page 3 Section D: Other items handled by Traffic Safety D1. A resident wished to retime the light at 54th Street and France Avenue to give 54th Street more green time. This signal is controlled by the City of Minneapolis. The requestor was assisted in making a 311 request with the City of Minneapolis D2. A resident reported that drivers were swerving dangerously around left turning vehicles when traveling westbound at 50th and France. This approach to the intersection is within, and under the jurisdiction of the City of Minneapolis. The requestor had made a second request to them already when contacting the City of Edina, so no further action was taken. Date: Marc h 17, 2016 Agenda Item #: VII.A. To:Trans portation Co mmis s io n Item Type: Correspond enc e From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:Co rres p o ndence Info rmatio n CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required. INTRODUCTION: Attached is correspondence received since the last Transportation Commission meeting. ATTACHMENTS: Description Email Correspondence 1 Mark K. Nolan From:Jen Stack <jen@relishminds.com> Sent:Tuesday, February 23, 2016 2:52 PM To:Chad Millner; 'James Hovland' Cc:Mark K. Nolan; Scott H. Neal Subject:Re: Making Edina roads safer for pedestrians Hi James and Chad, Thank you so much for your responses. I look forward to hearing how we can help. Best, Jen Stack On 2/23/16 2:23 PM, Jen Stack> wrote: Jennifer, Thanks for the comments. This is the third request we have received in the last few weeks at this location. I am beginning the discussion with MnDOT this week. I will keep your contact information to reach out as discussions continue and if we need support from the neighborhood for this potential change. Thanks, Chad Chad Millner, Director of Engineering 952-826-0318 | Fax 952-826-0392 cmillner@EdinaMN.gov | www.EdinaMN.gov ...For Living, Learning, Raising Families & Doing Business From: James Hovland [mailto:jhovland@hovlandrasmus.com] Sent: Tuesday, February 23, 2016 2:04 PM To: jen@relishminds.com Cc: Chad Millner; Mark K. Nolan; Scott H. Neal Subject: FW: Making Edina roads safer for pedestrians Jennifer, thanks for the email. That is a tangled infrastructure web on both sides of Hwy. 100. Let me forward to the City Engineer and our transportation engineer for review and consideration. These are legitimate concerns that you raise for pedestrians. Someone will get back to you soon. James B. Hovland, Esquire HOVLAND & RASMUS, PLLC Southdale Office Centre 6800 France Avenue S., Suite 190 Edina, MN 55435 2 jhovland@hovlandrasmus.com Phone: (612) 874‐8550 Direct: (612) 874‐8551 Fax: (612) 874‐9362 Cell: (612) 961‐6192 From: Lynette Biunno [mailto:lbiunno@EdinaMN.gov] On Behalf Of Edina Mail Sent: Tuesday, February 23, 2016 1:55 PM Subject: FW: Making Edina roads safer for pedestrians Lynette Biunno, Receptionist 952-927-8861 | Fax 952-826-0389 lbiunno@EdinaMN.gov|www.EdinaMN.gov ...For Living, Learning, Raising Families & Doing Business From: Jen Stack [mailto:jen@relishminds.com] Sent: Tuesday, February 23, 2016 1:49 PM To: Edina Mail Subject: Making Edina roads safer for pedestrians Dear Mayor Hovland: I am writing today to seek your help in getting two dangerous intersections in my Edina neighborhood made safer. I've learned this has been an issue for many years and my neighbors have been unable to get changes made. We've been told that MNDOT has the right of way at these intersections, but the City of Edina has the power to persuade them to act. We want a traffic study done that will then help find solutions and inform changes to keep people (especially school children) safe. I hope you can help us. The two intersections involved are on Benton Ave, where the Hwy 100 Frontage Road/Normandale intersects and where Valley View Road intersects (in front of a school, Normandale Elementary School). These intersections are also on and off ramps for Hwy 100. In both intersections,cars often do not stop for pedestrians in the crosswalks, especially during the morning rush hours when they are racing to get to work. There are near missevents at least once a week for us (my neighbors could tell you more). I have had to yell at cars to stop and let us walk across. If I didn't actually walk into the crosswalk to confront a car, I would sometimes never get across the intersection. While drivers have stop signs, they are often too distracted or impatient to actually stop and often just slow down through the intersection and don't see us. They look for cars, but not people in these crosswalks. Most of them probably don't know it's the law to let pedestrians cross through the crosswalk first. Please let me know how my community can help get the study and changes made to make these intersections safer before a serious accident or injury occurs. Thank you in advance for your help. Sincerely, Jennifer Stack 5812 Eastview Dr. Edina, MN 55436 612.889.4983 Date: Marc h 17, 2016 Agenda Item #: VII.B. To:Trans portation Co mmis s io n Item Type: Other From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:Co mmunicatio n Between City Co unc il & Bo ard s and Co mmis s io ns Info rmatio n CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required. INTRODUCTION: City Council has approved the procedures/information contained in the attached document. Also attached is the New Member Handbook, which was given to new Board and Commission members at orientation last month, for your information. ATTACHMENTS: Description Communication with City Council New Member Handbook COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS Page | 1 Final 2016.02.02 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. • Member comments will be included in the Staff Report (optional, Board/Commission can include an Advisory Communication with the staff report). • 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 will be included in the Staff Report (optional, Board/Commission can include an Advisory Communication with the staff report). • 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. 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. COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS Page | 2 Final 2016.02.02 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. 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. • 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. COMMUNICATION BETWEEN CITY COUNCIL & BOARDS AND COMMISSIONS Page | 3 Final 2016.02.02 • 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. 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/Commission Chair or designee can to speak (not required) 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. Board/Commission New Member Handbook 1 | Page CONTENTS UPDATED 2016.02.24 Inside the City .................................................................................................................................................................... 3 Mission ............................................................................................................................................................. 3 Vision................................................................................................................................................................ 3 Local Government Structure ..................................................................................................................... 3 City Council ................................................................................................................................................... 3 City Leadership .............................................................................................................................................. 3 Staff Liaisons ................................................................................................................................................... 3 City Departments ......................................................................................................................................... 4 Department Functions ................................................................................................................................. 4 Map of Public Facilities ................................................................................................................................. 5 About Boards and Commissions ................................................................................................................................... 6 Board and Commission Role...................................................................................................................... 6 Board and Commission Composition ...................................................................................................... 7 Key Players ..................................................................................................................................................... 8 Committees and Working Groups ........................................................................................................... 9 City Code and Bylaws .................................................................................................................................. 9 Annual Calendar ............................................................................................................................................ 9 Board and Commission Meetings ................................................................................................................................ 11 Types of Meetings ....................................................................................................................................... 11 Attendance ................................................................................................................................................... 11 Quorum and Voting ................................................................................................................................... 12 Meeting Packet ............................................................................................................................................. 12 Agenda ........................................................................................................................................................... 12 Minutes .......................................................................................................................................................... 13 Robert’s Rules of Order............................................................................................................................ 13 Communication ................................................................................................................................................................ 14 Open Meeting Law...................................................................................................................................... 14 Communication with City Council ......................................................................................................... 15 Annual Work Plan .................................................................................................................... 15 Joint Work Session .................................................................................................................. 17 Meeting Minutes ....................................................................................................................... 15 Staff Report ................................................................................................................................ 15 Board/Commission New Member Handbook 2 | Page Advisory Communication ....................................................................................................... 15 Direction from City Council .................................................................................................................... 17 Council Charge ......................................................................................................................... 17 Communication with the Public .............................................................................................................. 18 Media Policy and Communication Guidelines ...................................................................................... 18 Ethical and Respectful Conduct .................................................................................................................................... 18 Conflict of Interest ..................................................................................................................................... 18 Gifts ................................................................................................................................................................ 18 Respectful Behavior .................................................................................................................................... 18 Code of Ethics ............................................................................................................................................. 19 Board/Commission New Member Handbook 3 | Page INSIDE THE CITY Mission Our mission is to provide effective and valued public services, maintain a sound public infrastructure, offer premier public facilities and guide the development and redevelopment of lands, all in a manner that sustains and improves the uncommonly high quality of life enjoyed by our residents and businesses. Vision Edina holds a well-earned reputation as a city of choice. It is the model of a successful, mature, and progressive urban community, that strives to lead in a modern and evolving world. We maintain our heritage and attractiveness, and afford our residents the highest quality of life, while actively embracing the future. Local Government Structure Edina is a statutory Plan B City. • City Council Consists of the Mayor and four Council members. • The vote of the Mayor counts the same as a Council member vote. • The City Council is responsible for policy and legislative decisions. • City Council employs the City Manager, who oversees the day-to-day operations of the City. City Council Mayor James Hovland Ann Swenson Mary Brindle Kevin Staunton Bob Stewart City Leadership Staff Liaisons Scott Neal City Manager • Responsible for hiring and managing City staff. • City Manager carries out policy direction of Council. Lisa Schaefer Assistant City Manager Board/Commission New Member Handbook 4 | Page City Departments Department Functions Board/Commission New Member Handbook 5 | Page Human Resources • Recruitment and selection • Compensation and benefits • Employee and labor relations • Employment policies • Performance management • Training and development • Safety and worker’s compensation • General liability and risk management • Payroll Communications and Technology Services • Media and publications • Marketing • Website and social media • Network management • Telecommunications • End-user support and training Finance • Budget • Investments • Accounts payable • Accounts receivable Police • Patrol • Investigations • Dispatch • Records • Community Health Fire • Fire suppression and prevention • Emergency medical • Emergency preparedness • Building plan review • Building permits • Building inspections Public Works • Street maintenance • Utility Operations • Fleet Maintenance • Electrical • HVAC • Property management • Parks maintenance Engineering • Design • Project management • Environmental services • GIS • Transportation Parks and Recreation • Recreation programs • Manage enterprise facilities including Braemar Golf Course, Centennial Lakes, Braemar Areana, Edinbourough Park, Braemar Dome Community Development • Planning • Zoning • Heritage preservation • Sign permits • Residential appraisal • Commercial appraisal Administration • Council relations • Boards and Commissions • Strategic Planning • Economic Development • Neighborhood Associations • Elections • Records/Licenses • Performance measurement • Liquor store operations Map of Public Facilities Board/Commission New Member Handbook 6 | Page ABOUT BOARDS AND COMMISSIONS Board and Commission Role Board/Commission New Member Handbook 7 | Page Edina’s Boards and Commissions are established by the City Council and are advisory. The duties of Board and Commission members are to: • Investigate matters within scope of the particular board or commission or as directed by Council. • Advise the Council by communicating the viewpoint or advice of the Board or Commission. • Recommend direction to the Council based off of evidence, research and reports. Boards and Commissions do not: • Direct the work of City staff. • Take responsibility for financial performance of any City facility or program. Boards, Commissions, Council and Staff will not always agree: • Disagreement is acceptable and surfaces important perspectives and considerations. • The ultimate goal is to provide the Council with the best information possible during the decision making process. City Council Primary Objective = Resident Engagement • Delegate certain regulatory functions • Requests detailed study and recommendations for specific topics. • Grants authority to pursue specific priorities through volunteer efforts. Boards and Commissions Primary Objective = Meaningful Participation • Perform delegated regulatory functions. • Studies topics and makes recommendation for Council consideration. • Coordinates education campaigns and other community events through volunteer efforts. City Staff Primary Objective = Effective Governance Liaisons: • Partner with Chair to ensure effective meetings. • Coordinates meeting logistics including agendas and minutes. • Partners with Chair to ensure bylaws are followed and annual work plan is submitted. • Forwards items for group consideration. • Provides technical expertise. • Provides access to other City resources as appropriate. Administration/Communications: • Facilitates Boards and Commissions annual on-boarding which includes application and orientation. • Coordinates joint Council/Commission work sessions. • Coordinates public access to Commission information. Board and Commission Composition There are two types of board and commission members: Board/Commission New Member Handbook 8 | Page Key Players Board or Commission Chair • Prepare agenda with Staff Liaison. • Lead meeting and facilitate discussion. • Ensure bylaws are followed. • Maintain meeting decorum. • Facilitate development of annual work plan. • Consult with members regarding attendance issues. • Encourage participation by BC members and the public. Board or Commission Vice Chair • Supports the Chair as needed. • Performs the Chair duties if the Chair is unavailable. Staff Liaison • Support Chair in preparing agendas and meeting materials. • Work with Chair to ensure bylaws are followed. • Record and prepare meeting minutes. • Provide technical expertise and access to City resources. • Work with City Clerk to provide official notice of meetings. • Relay information from City Council. • Maintain BC records. Regular Members Must be 18 years of age or older. Must live in Edina. Voting member. Terms are typically 3 years in duration. Student Members Must be enrolled full time in a secondary school. Must live in Edina. Non voting member. Serve a one year term. Board/Commission New Member Handbook 9 | Page Committees and Working Groups Boards and Commissions may create Committees and Working Groups to assist them with their work plan. Role of these groups: • Study issues in greater depth and report findings. • Assist with community initiatives or events. City Code and Bylaws City Code: To locate City Codes citing Boards and Commissions visit the Edina website under FOR RESIDENTS: CITY CODE Bylaws: Rules established to regulate the Boards and Commissions, as allowed by the City Council. The City Council establishes and approves bylaws. Each Board and Commission’s bylaws can be located on their individual webpage. Annual Calendar Work Plan: Annual work plans ensure that the priorities of the City Council and Boards and Commissions (BC) are aligned. • January: Annual work plan begins. • June-August: Proposed work plan created by BC. • Sept-October: Work plan proposals presented to BC Chair to City Council at Work Session. • Nov-Dec: Council review and approve Board and Commission work plans for upcoming year. •Board or commission members only. •Must have a chair. •Must not have a quorum of board or commission members. Committees •Board or commission membres AND public members. •The chair or co-chair must be a member of the sponsoring board or commission. •Must not have a quorum of members. Working Groups Board/Commission New Member Handbook 10 | Page Yellow items are related to the work plan. •Outline any new initiatives the Board or Commission would like to pursue during the upcoming year. 1. New initiatives •Document the Board or Commission’s ongoing responsibilities. Ongoing responsibilities include items that are repeated on a regular or annual basis, or regulatory functions that are delegated to the Board or Commission. 2. Ongoing Responsibilities •“Parking lot” for ideas that were considered during the work planning process. Ideas that the Board and Commission wants to hold for consideration for future years should also be included in this section. Items in this section are not considered approved intiatives by City Council. 3. Other Work Plan Ideas Considered for Current Year or Future Years JANUARY: Reappointments and new member recruitment Annual Work Plan begins FEBRUARY: New member interviews , new member appointments, Board and Commission annual elections FEB/MARCH: New member orientation MARCH: Terms end & new member terms start JUNE-AUG: Work plan proposals created by BC. SEPT/OCT: Draft work plans submitted to Assistant City Manger & presented to City Council at a work session NOV/DEC: City Council finalizes work plans DECEMBER: Membership assessment conducted Board/Commission New Member Handbook 11 | Page BOARD AND COMMISSION MEETINGS Types of Meetings Regular Meetings: • All BCs have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of each month.” • Regular meetings can be rescheduled if members are given notice at a prior meeting. • If notice at a prior meeting cannot be given for a schedule change, the regular meeting is considered to have been cancelled and a special meeting called. • At the regular February meeting, each board or commission holds officer elections. Special Meetings: • A meeting held in addition to the regular meeting schedule. • A meeting scheduled without notice at a prior meeting. Joint Work Session(s): • Work sessions are held jointly with City Council. • Every Board and Commission has at least one a year. • Goal is to review work plan and get direction if needed. All meetings are audio recorded and some are televised. Current televised schedule: Arts & Culture = once annually Board of Appeals & Equalization = none Community Health Commission = once annually Construction Board of Appeals = none Energy and Environment Commission = once annually Heritage Preservation Board = once annually Human Rights and Relations Commission = once annually Park Board = 4 times per year Planning Commission = all meetings Transportation Commission = 4 times per year Attendance Attendance Sheets: Attendance sheets are maintained by the Staff Liaison. They are included with every meeting packet for individual monitoring. Attendance Policy: Any member of a Board or Commission established by the Council who fails to attend three consecutive regular meetings (or in the case of members of the planning commission, four consecutive regular meetings) or who fails to attend at least 75 percent of the scheduled meetings in any calendar year, whether regular or joint work sessions with the Council, shall be deemed to have resigned as a member of the Board or Commission. Board/Commission New Member Handbook 12 | Page Counted vs Not Counted *A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with special meeting. Quorum and Voting Quorum = A majority of seated voting members. • Quorum is required to vote on business items. • Meetings can be held without a quorum, however, members cannot “conduct business” by taking votes on motions. Voting: • Adult members can participate in voting. • Student members are expected to participate in the discussion but do not vote and do not count towards quorum. Meeting Packet Each meeting packet contains: • Agenda • Reports and Recommendations • Correspondence • Relevant background information for the meeting The packet is emailed, mailed or delivered at least three days prior to your scheduled meeting. It is important that you review the packet in advance to be prepared. Agenda A typical agenda includes: • Call to order • Approval of agenda • Approval of meeting minutes • Public hearings • Community Comments •Regular Meeting with Quorum •Regular Meeting without Quorum •Joint Work Sessions •Rescheduled Meeting* •Canceled Meeting Counted towards Attendance Special Meetings* Not Counted towards Attendance Board/Commission New Member Handbook 13 | Page • Residents are encouraged to share their thoughts on topics related to the BC. • Members should not engage in direct debate or dialogue with the resident outside of thanking them for the comment or noting when the item might be discussed by the BC in the future. • Reports and Recommendations • Correspondence • Commissions and Staff comments • Adjournment Minutes Minutes are recorded at each Board or Commission meeting. Many Boards and Commissions will have an additional City staff person in attendance that supports the liaison with this particular task. Minutes Always Include: • Meeting name including date, place and time • Members in attendance • Approval or previous meeting minutes and corrections, if any • Motions made (exact wording of the motion, who made the motion and the result of the vote) • Reports • Other actions Each meeting packet will contain a draft of the minutes from the previous meeting. After the minutes are approved, your City Staff Liaison will submit the approved minutes for publication on the City’s website and to City Council for review. This is an important channel of communication to City Council from the Boards and Commissions. Robert’s Rules of Order Edina Boards and Commissions use Robert’s Rules of Order to transact business through motions. Robert’s Rules of Order will prevail in the event of a procedural conflict. General Principles: • Only one subject (main motion) is before the group at one time. • Negative motions are generally not permitted; phrase the motion as a positive action. If BC does not want to take action, they should vote down the action. • Only one person speaker at a time. Each speaker should first be recognized by the Chair. The mover of the motion is usually allowed to speak first and last. • Each item is presented for full debate. Each person speaks once until everyone has had an opportunity to speak. • All members have equal rights. The rights of the minority are protected and heard, but the will of the majority prevails. Steps to a motion: • Member addresses the Chair and the Chair recognizes the member. • Member states motion “I move to adopt the policy.” • Another member seconds the motion “I second.” • Chair repeats the motion to the BC. • Motion is discussed by the group. • Members can make subsidiary motions that assist the group in disposing of the main motion, “I move to table this discussion to the next meeting.” Board/Commission New Member Handbook 14 | Page • Members vote on the subsidiary motion. • If applicable, members vote on the main motion. • Chair announces the results. Subsidiary Motions (Action on the first motion): To Accomplish This . . . Use This Motion. . . Avoid taking a direct vote on a motion. Postpone Indefinitely Change the wording of the motion. Amend Have a Committee discuss a motion in detail and come back with a recommendation. Refer to a Committee Discuss a motion later in the meeting, or maybe put it off until your next meeting. Postpone to a Definite Time Provide for a certain amount of time for discussion of the motion, either for the subject matter or for each speaker. Limit or Extend Limits of Debate End debate on the motion and vote now. Close Debate Stop dealing with the motion temporarily until a majority decides to resume it. Table COMMUNICATION Open Meeting Law Why it exists: Prohibits actions from being taken at a secret meeting, where it is impossible for the interested public to become fully informed concerning decisions of public bodies or to detect improper influences. Ensures the public’s right to be informed. Afford the public an opportunity to present its views to the public body. To Comply: Provide public notice of the meeting a minimum of three days in advance. Hold meetings in public places. Board/Commission New Member Handbook 15 | Page Violation of Open Meeting Law: There is a violation of open meeting law if there is discussion of business between quorums of members outside of a publically noticed meeting. Serial communication, defined below. Serial Communication: Serial communication is communication between Board and Commission members that lead to a concurrence among the majority of the members. Serial communication may involve a series of communications (example: email, face-to-face, text) with each communication involving less than a quorum of the Board or Commission, but when taken as a whole, involve a majority of the Board or Commission. Ensure Compliance: • Email communication intended for the group to your Staff Liaison for distribution. • Members should not “reply all” to group messages. • Members should not blind copy other members. Committees and Working Groups: While Committees and Working Groups are not covered under the Open Meeting Law, some Committee or Working Group meetings may be designated as public meetings by the City Council or the BC based on potential public interest in the topic. If Committee or Working Group meetings are designated public, the following is required: • Notice of the meeting • Written agenda • Meeting minutes • Public meeting location Communication with City Council 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. Board/Commission New Member Handbook 16 | Page 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. 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/Commission Chair or designee can to speak (not required) 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. 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. Board/Commission New Member Handbook 17 | Page 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. • 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. Direction from City Council 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. • Member comments will be included in the Staff Report (optional, Board/Commission can include an Advisory Communication with the staff report). • 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 will be included in the Staff Report (optional, Board/Commission can include an Advisory Communication with the staff report). • 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. Board/Commission New Member Handbook 18 | Page Communication with the Public We want members to promote their Board and Commission work with the public. Members are asked to take care when conveying: • Any decisions of the BC based on the information shared and resulting discussion of the group during open meetings. Media Policy and Communication Guidelines Your Staff Liaison will work with the City’s Communication & Technology Services Department to coordinate and approve any: • Public announcements • Press releases • Media inquiries • Articles for City publications • Social media posts • Website posts and updates (The Advisor) • Marketing and graphic design requests ETHICAL AND RESPECTFUL CONDUCT Conflict of Interest Definition: any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action or if there is potential for the appearance of conflict of interest. Members who have a conflict of interest must: • Disclose the conflict of interest to the group, and • Abstain from discussing or voting on the matter. Gifts • Members may not receive gifts from any “interested person” in conjunction with their BC duties. • BC can recommend acceptance of general gifts through the City’s donation policy. Respectful Behavior Members should strive to: • Treat people with courtesy, politeness and kindness. • Encourage others to express their opinions and ideas. • Listen to what others have to say. • Use the ideas of others to improve decisions and outcomes. • Recognize cultural differences. Board/Commission New Member Handbook 19 | Page Members should avoid: • Speaking over or cutting off another individual’s comments. • Insulting, disparaging or putting down people or their ideas. • Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments. Violence or the threat of violence is not tolerated. The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of violence. Code of Ethics • I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member in manner that is always in the best interests of the community of Edina. • While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure residents the services they require. • I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Board or Commission. • I must devote the time, study and thought necessary to carry out my duties. • I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is responsible for administering the policies of the City Council. • I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board. • I understand that all Board meetings shall be open to the public, except as provided by law. • I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission members in a respectful and professional manner at all times. • I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. Date: Marc h 17, 2016 Agenda Item #: IX.A. To:Trans portation Co mmis s io n Item Type: Other From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:Staff Comments fo r Marc h 2016 Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: In addition to other items of interest to the ET C, staff will update the Commission on the following topics: Bidding/Award of 2016 Roadway Reconstruction P rojects Southdale France Avenue Area P lanning P rocess 2016 MnDOT Construction P rojects on Highways 100 and 169 Date: Marc h 17, 2016 Agenda Item #: X.A. To:Trans portation Co mmis s io n Item Type: Other From:Mark K. Nolan, AICP, Trans p o rtation P lanner Item Activity: Subject:Sc hed ule o f Meeting and Event Dates as of March 17, 2016 Info rmatio n CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description Schedule of Upcoming Meetings /Dates /Events TRANSPORTATION COMMISSION SCHEDULE OF MEETING AND EVENT DATES AS OF MARCH 17, 2016 SCHEDULE OF UPCOMING MEETINGS/DATES/EVENTS Thursday Mar 17 Regular ETC Meeting 6:00 PM COMMUNITY ROOM Tuesday Mar 23 ETC Joint Work Session with 5:30 PM COMMUNITY ROOM Planning Commission Wednesday Apr 20 Annual Volunteer Awards Reception 5:30 PM BRAEMAR GOLF COURSE CLUBHOUSE Thursday Apr 21 Regular ETC Meeting 6:00 PM COUNCIL CHAMBERS Thursday May 19 Regular ETC Meeting 6:00 PM COMMUNITY ROOM Thursday Jun 16 Regular ETC Meeting 6:00 PM COMMUNITY ROOM Tuesday Jun 21 ETC Joint Work Session with City Council 6:15 PM COMMUNITY ROOM Thursday Jul 21 Regular ETC Meeting 6:00 PM COUNCIL CHAMBERS Thursday Aug 18 Regular ETC Meeting 6:00 PM COMMUNITY ROOM Thursday Sep 15 Regular ETC Meeting 6:00 PM COMMUNITY ROOM Thursday Oct 27 Regular ETC Meeting 6:00 PM COUNCIL CHAMBERS Thursday Nov 17 Regular ETC Meeting 6:00 PM COMMUNITY ROOM