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Home My WebLink About2018-09-05 City Council Work Session PacketAgenda City Cou n cil Work Session City of Edina, Minnesota Edina City Hall Community Room Wednesday, September 5, 2018 5:30 PM I.Call To Order II.Roll Call III.Community Engagement Planning IV.Adjournment The City of Edina wants all res idents to be c om fortable being part of the public proc ess . If you need as sistance in the way of hearing ampli!c ation, an interpreter, large-print documents or s om ething els e, pleas e c all 952-927-8861 72 hours in advanc e of the m eeting. Date: S eptember 5, 2018 Agenda Item #: I I I. To:Mayor and C ity C ouncil Item Type: O ther F rom:Lis a S c haefer, Assistant C ity Manager Item Activity: Subject:C ommunity Engagement P lanning Disc ussion C ITY O F E D IN A 4801 West 50th Street Edina, MN 55424 www.edinamn.gov A C TI O N R EQ U ES TED: None. I N TR O D U C TI O N: T he 2018 - 2019 B udget Work P lan contains the goal to "Foster an inclusive and engaged community". O ne of the objectives is to "Develop a more strategic approach to Community Engagement". I n support of this goal, Assistant C ity M anager L isa Schaefer, P roject C oordinator M J Lamon, and Casey C asella, M anagement Fellow will discuss recommendations and next steps for the City's community engagement efforts. AT TAC HME N T S: Description Staff Pres entation Community Engagement Packet IAP2 Spectrum Handout Community Engagement Council Work Session September 5, 2018 2018 –2019 Budget Work Plan Goal: Foster an inclusive and engaged community. Objectives: •Develop a more strategic approach to Community Engagement •Advance racial equity within City Government •Increase the number of affordable housing units within the City Related Strategy: •Develop community engagement protocols based on IAP2 Spectrum Model of Inform, Consult, Involve, Collaborate, Empower or other by the end of 2018. Agenda: 1.March Work Session Refresher 2.Public Participation (P2) Strategy •Values, Proposal, Report, Pilot Project 3.Use of Specific Techniques: •Advisory Groups, Public Hearings, Public Meetings 4.City Communication Methods •Council feedback & Next steps -Community Engagement -Public Participation -Communication Definition Refresher Top 5 Lessons from IAP2 1)Focus on values, not interests 2)Define the specific decision to be made 3)Make a promise to the public –(and keep it) 4)Recognize “more” doesn’t mean “better” 5)Close the feedback-loop www.EdinaMN.gov 5 Simplified 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why www.EdinaMN.gov 6 Part 1: Public Participation (P2) Strategy Values, Proposal, Report, Pilot Project What we reviewed: City Inputs •IAP2 •Race & Equity Recommendation •Quality of Life Survey •Vision Edina Feature: Inclusive & Connected www.EdinaMN.gov 8 Other Sources •Nexus Community Partners •Community members •Research/Other Community Engagement Plans Benefits of a Plan •Unified city vision •Set of values and principles to guide engagement •Standard way to propose, plan, report and evaluate P2 •Common focus on making P2 easier, assessable and inclusive •Consistently ensuring participants are informed of the outcome www.EdinaMN.gov 9 Values & Principles www.EdinaMN.gov 10 •Transparency •Accountability & Trust •Inclusion •Equity •Relationships 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why Council discussion:Are these the right values? What are we missing? Workflow www.EdinaMN.gov 11 Public Participation Process P2 Proposal P2 Plan P2 Report Decision Close the Loop Evaluation Council Discussion: •P2 Proposal •P2 Staff Report •Pilot Project Part 2: Use of Specific Techniques Public Meetings, Public Hearings, & Advisory Commissions Our Definitions •Public Meeting: Meetings of City Councils and Commissions that are open for public observation. (IAP2 uses the term “Fishbowl Process”) •Public Hearing: A special type of public meeting for the purpose of the governing body to accept public comment and testimony. •Advisory Groups: Commissions, Boards, & Task Forces www.EdinaMN.gov 13 Technique Examples on the Spectrum Increasing Impact on the Decision Inform Consult Involve Collaborate Empower SHARE COLLECT BRING TOGETHER Board & Commissions Task Forces Website Open House Public Hearing Workshop Survey Focus Groups Public Meetings Publications City Extra Correspondence Stakeholder Interviews Fact Sheets Comment FormsFairs/Events Tours & Field Trips Public Meetings (Inform) Public Hearings (Inform/Consult) Advisory Groups (Involve/Collaborate/ Empower) Good for..•Providing information to a large audience •Increase awareness of an issue or proposal •Hear a public speaker or presentation •Meeting legal requirements •Collecting feedback on positions •Creating ownership •Early warning signs •Defining the problem •Identifying values •Understanding different perspectives •Analyzing alternatives •Regular community communication Not as good for.. •Dealing with complex and controversial topics •Identifying values •Gathering feedback •Limited to a narrow portion of the community •Creating public ownership •Identifying values •Maximizing feedback •Analyzing alternatives •Early warning signs •Broad, inclusive participation •Organizations with limited resources –staff or time •Community members who have limited time or resources. What we reviewed: City Inputs •Race & Equity Task Force Report •Edina Public Meeting Data •Council Meetings •Public Hearings •Sketch Plan Reviews www.EdinaMN.gov 16 Other Sources •Legal Requirements •IAP2 Best Practices •Research •Anecdotal Feedback Barriers to Effective Participation 1.People don’t know when or how to participate 2.People are unable to participate 3.People don’t trust the process www.EdinaMN.gov 17 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why Barriers to Effective Participation 1.People don’t know when or how to participate •Communication methods for noticing are not effective •Process is too complicated •Decision to be made is unclear •Rules keep changing www.EdinaMN.gov 18 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why Barriers to Effective Participation 2.People are unable to participate •The time, location, and number of public meetings/hearings affect who can or will participate both as either a member of the public or as an elected official. •It is frustrating and difficult for many residents to attend multiple meetings or events on the same topic. •Lengthy and numerous meeting leads to scheduling difficulty and decision-making feedback. www.EdinaMN.gov 19 Go to where people already are. Use the right technique. More isn’t necessarily better. Barriers to Effective Participation 3.People don’t trust the process •Public hearings focus on positions and occur at the end of a process •Shifting goal posts throughout process •Late meetings look and feel less transparent •Reasons for decisions aren’t effectively communicated www.EdinaMN.gov 20 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why How could we: 1)Better utilize boards and commissions, 2)reduce barriers to public participation, and 3)improve meeting engagement/reduce decision-making fatigue. www.EdinaMN.gov 21 1.Make a plan 2.Do what we say we are going to do 3.Don’t change the rules 4.Make a decision 5.Tell people why Go to where people already are. Use the right technique. More isn’t necessarily better. Public Meetings (Inform) Public Hearings (Inform/Consult) Advisory Groups (Involve/Collaborate/ Empower) Good for..•Providing information to a large audience •Increase awareness of an issue or proposal •Hear a public speaker or presentation •Meeting legal requirements •Collecting feedback on positions •Creating ownership •Early warning signs •Defining the problem •Identifying values •Understanding different perspectives •Analyzing alternatives •Regular community communication Not as good for.. •Dealing with complex and controversial topics •Identifying values •Gathering feedback •Limited to a narrow portion of the community •Creating public ownership •Identifying values •Maximizing feedback •Analyzing alternatives •Early warning signs •Broad, inclusive participation •Organizations with limited resources –staff or time •Community members who have limited time or resources. Staff Support Hours/Year •Includes liaisons, admin support, communications & video •Planning Commission: 3,780 •Parks & Recreation: 708 •Energy and Environment: 276 Ten Boards & Commissions •Nine regular members •Two student members •Total of 99 volunteers Member Commitment •Meetings = 24 hours (48 for PC) •Other work = 72 hours What we found: Commissions www.EdinaMN.gov 23 Opportunities: Use of Commissions •Increase use of “Council Charge 4: Review & Decide” •Don’t repeat processes conducted by Commissions •Be cognizant of optimal group size and need for ground rules •Use Commissioners as substitute for Council Members when needed, in Board & Commission in interviews. www.Egov 24 Public Meetings (Inform) Public Hearings (Inform/Consult) Advisory Groups (Involve/Collaborate/ Empower) Good for..•Providing information to a large audience •Increase awareness of an issue or proposal •Hear a public speaker or presentation •Meeting legal requirements •Collecting feedback on positions •Creating ownership •Early warning signs •Defining the problem •Identifying values •Understanding different perspectives •Analyzing alternatives •Regular community communication Not as good for.. •Dealing with complex and controversial topics •Identifying values •Gathering feedback •Limited to a narrow portion of the community •Creating public ownership •Identifying values •Maximizing feedback •Analyzing alternatives •Early warning signs •Broad, inclusive participation •Organizations with limited resources –staff or time •Community members who have limited time or resources. Finding Commonality Positions Interests Values Low Commonality More Opportunity for Common Values Little Space for Agreement Positions: •What they say they want Interests: •Why they want it Values: •Deeply held beliefs Public Hearing Legal Requirements A public hearing by either Planning Commission or Council required for: •Rezoning •Comprehensive Plan Amendments •Conditional Use Permits Variances •Street Assessments •Right of Way Vacations •Public Improvements www.EdinaMN.gov 27 Discretionary Public Hearings •Duplicative hearings •Hearings not required by law Opportunities: Public Hearings •Delegate responsibility for public hearings to Planning Commission, as allowed by state law. Review testimony from Planning Commission as part of P2 report •Eliminate or reduce use of discretionary public hearings, and focus on more effective methods earlier in the process •Use public hearings as a final check of public participation process www.EdinaMN.gov 28 Public Meetings (Inform) Public Hearings (Inform/Consult) Advisory Groups (Involve/Collaborate/ Empower) Good for..•Providing information to a large audience •Increase awareness of an issue or proposal •Hear a public speaker or presentation •Meeting legal requirements •Collecting feedback on positions •Creating ownership •Early warning signs •Defining the problem •Identifying values •Understanding different perspectives •Analyzing alternatives •Regular community communication Not as good for.. •Dealing with complex and controversial topics •Identifying values •Gathering feedback •Limited to a narrow portion of the community •Creating public ownership •Identifying values •Maximizing feedback •Analyzing alternatives •Early warning signs •Broad, inclusive participation •Organizations with limited resources –staff or time •Community members who have limited time or resources. What we found: Council Meetings Scheduled Meetings •24 Work Sessions (36 hours) •24 Regular Meetings (86 hours)Used 2017 average meeting time (3.6 hours) •24 HRA Meetings (36 hours) •Board/Commission Interviews (30 hours) •Special Meetings/Joint Meetings/Town Halls/Annual Commission, etc. www.EdinaMN.gov 30 Primary drivers are public hearings, sketch plan reviews, and council member discussion/questions Opportunities Public Meetings: •Use meeting time primarily for discussion and questions needed to reach a decision •Avoid repeating information from packet or previous meetings •Consider time limits •Use more effective methods to communicate reasons for decisions www.EdinaMN.gov 31 Sketch Plan Review Process •Voluntary, informal review process •Not legally required •No official application •No public comment •Developer receives feedback from Planning Commission, City Council, and Staff •Any opinions or comments are advisory only www.EdinaMN.gov 32 2017 Planning Commission •Nine Sketch Plan Reviews •Average time: 1:25 •Total time: 9:51 What we found: Sketch Plan Reviews www.EdinaMN.gov 33 2017 City Council •Nine Sketch Plan Reviews •Average time: 1:07 •Total time: 8:14 1.Is the proposed land use appropriate? (Zoning, Comp. Plan) 2.Does the project fit the scale of neighborhood and area? (Height & Density) 3.Does the project connect to surrounding uses? (Parks, trails, public spaces and other uses etc.) 4.How would the City benefit from this project? 5.Big picture site plan issues (Access, circulation, location of buildings on the site. 6.“Give to Get” Sketch Plan Reviews: •Define & differentiate roles for Planning Commission versus Council •Agree on standard ground rules and scope for reviews Opportunities 34 • Part 3: City Communication Methods What we reviewed: •Quality of Life Survey •Racial Equity Implementation Report •Staff Feedback and CTS Metrics •Other Research •Council Feedback www.EdinaMN.gov 36 Council Feedback •Question 1: Top priorities for City communications •City communications should be resident-driven •Basic information and values are a priority to communicate •Communication is an ongoing, iterative process that builds trust and relationships •Communication methods and resources should be distributed strategically •Question 2: Areas City does good job communicating •Original print and video productions. www.EdinaMN.gov 37 Council Feedback •Question 3/4: Areas City could improve communications or use fewer resources •Newspaper and social media communication methods •Improve timeliness of information •Video talent could be utilized differently •Question 5: Definition of successful City communications •Linked with increased participation •Broad awareness and no surprises •Residents can find the information they seek •City is a trusted and utilized source of information www.EdinaMN.gov 38 Next Steps: 1.Replace “Speak Up, Edina!” platform & expand use of other online engagement tools. 2.Begin work on Racial Equity Implementation Report 3.Explore fewer high cost/time methods & more quick/targeted communications 4.Bring recommendations to a future work session www.EdinaMN.gov 39 Community Engagement City Council Work Session September 5, 2018 2 Overview Budget Goal #4: Foster an inclusive and engaged community. ObjecƟves: Develop a more strategic approach to Community Engagement Advance racial equity within City Government Increase the number of affordable housing units within the City Strategy/AcƟon: Develop community engagement protocols based on IAP2 Spectrum Model or other by the end of 2018 Community engagement is anyway in which people are INVOLVED with the City. It is more than an on‐Ɵme acƟvity. Community Engagement is founded on authenƟc relaƟonships. Examples: Volunteer Edina, Boards & Commissions, Neighborhood ConnecƟons, Public ParƟcipaƟon Public ParƟcipaƟon (P2) is involving the public in DECISIONS that affect them. P2 is a series of acƟviƟes over the full lifespan of a project both inform the public and obtain input from the. Examples: Surveys, Open Houses, Workshops, Pop Ups CommunicaƟon refers to the methods we use to INFORM the public and keep them informed. CommunicaƟon focuses on what has happened, what is going to happen, how to get involved. Examples: Social Media, Website, City Extra, WriƩen PublicaƟons Public MeeƟngs are meeƟngs of City Councils, Boards and Commissions in which business is conducted by a public body. These meeƟngs are open for public observaƟon and do not include parƟcipaƟon by the public. (IAP2 uses the term “Fishbowl Process”) Public Hearings are a special type of public meeƟng for the purpose of the governing body to accept public comment and tesƟmony. Deﬁnitions PART I Public Par ƟcipaƟon (P2) Strategy Council Feedback: 1. Values & Principles 2. P2 Proposal Outline 3. P2 Report Outline 4. Pilot—58th Street ReconstrucƟon 4 What were the strategy INPUTS we looked at? Race & Equity Task Force Budget Work Plan Foster an Inclusive and Engaged Community Develop a more strategic approach to community development. Develop community engagement protocols based on IAP2 spectrum Model of Inform, Consult, Involve, Collaborate, Empower or other by the end of 2018. Race & Equity RecommendaƟons Community Engagement Plan and Staffing Develop a policy and procedures staƟng the philosophy and value of the city’s efforts in community engagement. Create an intenƟonal community engagement plan outlining the city’s community engagement approach. Task a city employee with the oversight of Community Engagement. InternaƟonal AssociaƟon for Public ParƟcipaƟon (IAP2) Five Lessons from IAP2 1. Make a plan 2. Do what we say we are going to do 3. Don’t change the rules 4. Make a decision 5. Tell people why Quality of Life Survey Figure 32: Opportunity for Residents to be Involved in How Edina Is Run Compared by Year Figure 33: Reasons for Having No Say in How Edina is Run Figure 34: Aspects of Public Trust Compared by Year Vision Edina Inclusive and Connected Our community embraces diversity and cherishes the contribuƟons of all residents and stakeholders. 5 Community Engagement VALUES & PRINCIPLES to create meaningful engagement. Transparency Accou abilit Inclusion Transparency Communicate clearly and honestly about decisions that need to be made and what parƟcipants should expect from the engagement process. This includes goals, level of engagement, anƟcipated outcomes, roles and responsibiliƟes, and key decision‐makers. Report the outcomes and results of decisions and/or community parƟcipaƟon acƟviƟes promptly and on a regular basis. Accountability & Trust Start engagement early and seek to understand communiƟes desire to parƟcipate in decision‐making process and parƟcipaƟon acƟviƟes. Communicate how parƟcipaƟon involvement affects the outcome of the decision Do what we say we are going to do. Inclusion Remove barriers to parƟcipaƟon in planning and decision‐making for all un‐engaged and underrepresented groups. Design parƟcipaƟon processes that are more inclusive through the selecƟon of meeƟng venues, meeƟng Ɵmes, available equipment and faciliƟes, producƟon of materials, etc. Equity  Make a concerted effort that parƟcipaƟon reﬂects the racial, ethnic, cultural, linguisƟc, and socio‐economic experiences. RelaƟonships Make relaƟonships foundaƟonal and conƟnue to build them between community members and the City. Reﬂect diversity within the community. RelaƟonships are not just built with current leaders, but also with people who have an interest and/or potenƟal to be a leader. Provide opportuniƟes for genuine engagement beyond the regulatory minimum. Values Principles 6 Public ParƟcipaƟon process WORKFLOW Staff: Create P2 Proposal Submit to Council Council: Approve P2 Proposal P2 Proposal Staff (Consultant): Develop and implement P2 Plan P2 Plan Staff (Consultant): Develop P2 Report Submit to Council Council: Review P2 Report and other relevant info P2 Report Council: Make a Decision Decision Staff/Council: Communicate decision to the public Acknowledge all issues (feedback that was integrated and feedback that was not and why) Close the Loop Staff: Complete P2 EvaluaƟon Tool EvaluaƟon start end PART II Public MeeƟngs 8 Public MeeƟngs level of IMPACT on the IAP2 spectrum. PART III CommunicaƟon Methods 10 What were the INPUTS we looked at? Race & Equity Task Force Quality of Life Survey Other Research Quality of Life Survey Figure 37: InformaƟon Sources Compared by Year Figure 38: EffecƟveness of About Town Compared by Year Figure 39: Accessed City Website Compared by Year Figure 40: Quality of City Website Compared by Year Race & Equity RecommendaƟons RecommendaƟon #8: Inclusive CTS Community engagement is linked to communicaƟons as a way to build relaƟonships and engage with residents. RecommendaƟon #18: Welcoming and Inclusive City FaciliƟes Resident interacƟons and communicaƟons can help foster an inclusive environment. Staff Feedback & Data Provide and promote more online engagement tools, staff recommendaƟon to Replace SpeakUp, Edina! Plaƞorm Breakdown of staff hours and cost of each communicaƟons method. Other Research IAP2 Resident‐centric communicaƟons Short, simplisƟc methods of communicaƟon are most effecƟve. City of Edina 11 Themes from COUNCIL SURVEY Summary of Responses 1. What are your top three prioriƟ es for City communicaƟ ons? Communicate overall plan Enabling people to know what is going on as soon as possible Find a way to capture the contact info for the people reaching out to us on issues to keep them in the loop on related (or even unrelated) acƟ viƟ es and events. InformaƟ on on public engagement Keeping up with technological innovaƟ on Leveraging our resources to enable more communicaƟ ons without expanding staff or ballooning costs. Providing informaƟ on about city basic services and business Providing means for users of Edina’s services to contact the City with comments and concerns and the appropriate staff people respond 2. In which areas does the City do a good job communicaƟ ng? Providing mulƟ ple methods of communicaƟ ons About Town and EdiƟ on Edina Producing and distribuƟ ng council and commission meeƟ ngs Performing the “nuts and bolts” of informaƟ on distribuƟ on (i.e., press releases, etc.) Video producƟ ons such as Agenda: Edina, Beyond the Badge and On the Job viewership Themes City communicaƟons should be resident‐driven Basic informaƟon and values are a priority to communicate CommunicaƟon is an ongoing, iteraƟve process that builds trust and relaƟonships CommunicaƟon methods and resources should be distributed strategically Edina does a good job with original print and video producƟons. Council Members were asked for high‐level feedback on the City’s communicaƟon methods and goals. Staff summarized the feedback below and provided key themes. The feedback was used, along with other inputs, to develop community engagement discussions and potenƟal opportuniƟes. City of Edina 12 Themes from COUNCIL SURVEY As an input Summary of Responses 3. In which areas does the City need to improve communicaƟ ons? Work more proacƟ vely with Sun Current and Star Tribune Ways to communicate using social media, correcƟ ng false informaƟ on there Improving the Ɵmeliness of informaƟ on in EdiƟ on: Edina Quick access to informaƟ on on the City website, including dashboards, one‐click access and content in mulƟ ple languages. 4. In which areas should the City use fewer resources? Edina TV curaƟ on and promoƟ on Video methods, deploy the talent in a diff erent way Facebook and TwiƩ er: lowest of all the resources used by residents to get informaƟ on. But probably needed. 5. I know the City has communicated successfully when… People feel like they have been able to parƟ cipate in a process that they are interested in. No one claims to be “surprised” that something important to them is under consideraƟ on at the City level or they were unaware of a major City iniƟ a Ɵ ve or proposed development project. Residents can parƟ cipate in the conversaƟ on at a relevant level because they have a sense of where we are headed in in a big picture sense. Residents say they can ﬁ nd the informaƟ on they are looking for and it is Ɵmely and accurate informaƟ on. Themes Edina could improve on newspaper and social media communicaƟon methods. Improve Ɵmeliness of informaƟon Video talent could be uƟlized differently Successful communicaƟon is linked with increased parƟcipaƟon Successful communicaƟon means broad awareness and no surprises Successful communicaƟon means residents can ﬁnd the informaƟon they seek Successful communicaƟon means the City is a trusted and uƟlized source of informaƟon City of Edina 13 What are possible NEXT STEPS for city communicaƟon methods? I. Replace “Speak Up, Edina!” plaƞorm and expand use of other online engagement tools II. Begin work on Racial Equity ImplementaƟon Report III. Explore fewer high cost/Ɵme methods and more quick/targeted communicaƟons IV. Bring recommendaƟons to a future work session IAP2 Spectrum