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Home My WebLink About2018-09-20 City Council Work Session PacketAgenda City Council Work Session City of Edina, Minnesota Edina City Hall Community Room Thursday, September 20, 2018 5:30 PM I.Call To Order II.Roll Call III.Continue Community Engagement Discussion IV.Adjournment The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing ampli!cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: September 20, 2018 Agenda Item #: III. To:Mayor and City Council Item Type: Other From:Lisa Schaefer, Assistant City Manager Item Activity: Subject:Continue Community Engagement Discussion Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: The 2018 - 2019 Budget Work Plan contains the goal to "Foster an inclusive and engaged community". One of the objectives is to "Develop a more strategic approach to Community Engagement". Staff presented Community Engagement Planning at the Sept 5, 2018 work session. The Sept 20, 2018 work session will be a continuation of the Sept 5, work session. ATTACHMENTS: Description Community Engagement Packet CTS and Quality of Life Data IAP2 Sprectrum Handout Staff Presentation 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 ParƟcipaƟon (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 prioriƟes for City communicaƟons? 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) acƟviƟes and events. InformaƟon on public engagement Keeping up with technological innovaƟon Leveraging our resources to enable more communicaƟons without expanding staff or ballooning costs. Providing informaƟon 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 communicaƟng? Providing mulƟple methods of communicaƟons About Town and EdiƟon Edina Producing and distribuƟng council and commission meeƟngs Performing the “nuts and bolts” of informaƟon distribuƟon (i.e., press releases, etc.) Video producƟons 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 communicaƟons? Work more proacƟvely with Sun Current and Star Tribune Ways to communicate using social media, correcƟng false informaƟon there Improving the Ɵmeliness of informaƟon in EdiƟon: Edina Quick access to informaƟon on the City website, including dashboards, one‐click access and content in mulƟple languages. 4. In which areas should the City use fewer resources? Edina TV curaƟon and promoƟon Video methods, deploy the talent in a different way Facebook and TwiƩer: lowest of all the resources used by residents to get informaƟon. But probably needed. 5. I know the City has communicated successfully when… People feel like they have been able to parƟcipate in a process that they are interested in. No one claims to be “surprised” that something important to them is under consideraƟon at the City level or they were unaware of a major City iniƟaƟve or proposed development project. Residents can parƟcipate in the conversaƟon at a relevant level because they have a sense of where we are headed in in a big picture sense. Residents say they can ﬁnd the informaƟon they are looking for and it is Ɵmely and accurate informaƟon. 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 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0390 Distribution, Cost & staff time estimates for various methods. # Issues Outside Costs Approx Staff Hours Distribution PRINT Year Year Issue Year Issue Issue Year About Town 4 $100,000 $25,000 500 125 25,500 102,000 Activities Directory 2 $48,000 $24,000 200 100 27,650 55,300 Edition: Edina 12 $14,340 $1,195 135 11.25 6,500 78,000 Public Works Pipeline 2 $16,543 $1,378 65 32.5 25,000 51,000 The Times (senior center newsletter) 10 $12,964 $1,080 125 12.5 1,500 15,000 *About Town costs currently offset by $80k in annual ad sales Outside Costs Approx Staff Hours Online Views ORIGINAL VIDEO Episodes Annual 1 Episode Annual 1 Episode Total 2017 Ave per episode “Agenda: Edina” 22 $5000 $230 330 15 113,774 5,171 “Beyond the Badge”* 12 NA NA 360 30 77,500 6,458 “On the Job” 12 NA NA 112 11.2 831,274 69,274 *Beyond the Badge is funded by the Edina Crime Prevention Fund. WEB/SOCIAL MEDIA Annual Outside Costs Approx Staff Hours Annual Views EdinaMN.gov $75,000 Extensive 496,341 SpeakUpEdina.org (new monthly topic) $6,000 50 6,890 City Manager’s Friday Report None 50 200 per email *Updated 9/19/18 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0390 Related data from Quality of Life Survey • Figure 37 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0390 • Figure 38 www.EdinaMN.gov • 952-927-8861 • Fax 952-826-0390 • Figure 39 • Figure 40 IAP2 Spectrum Community Engagement, Continued Council Work Session September 20, 2018 Agenda: Sept. 5th Work Session 1.Public Participation Strategy (Part 1) 2.Public Participation Techniques (Part 2) Today 1.Council Feedback Review 2.Communications Methods (Part 3) 3.Review of Public Participation Techniques Part 3: City Communication Methods Council Feedback (8/21) www.EdinaMN.gov 4 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 www.EdinaMN.gov 5 Council Feedback •Question 2: Areas City does good job communicating •Original print and video productions. www.EdinaMN.gov 6 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 www.EdinaMN.gov 7 Council Feedback •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 8 City Communications City Council Work Session September 20, 2018 We’ve Heard You! •More Social Media •Ensure Strategic Video Production •Timelier Information EdinaMN.gov 10 Social Media Continues to Evolve EdinaMN.gov 11 Trends in Social Media “Humanizing” government no longer goes far enough. Today, government communication must be “personalized.” EdinaMN.gov 12 Facebook Trends •Facebook Town Hall •Facebook Local Alerts •Facebook Live for City Meetings EdinaMN.gov 13 Nextdoor Rules Nextdoor is designed to facilitate private conversations between neighbors. City staff can post messages to Nextdoor neighborhoods, view responses to those posts and receive private messages, but cannot view content posted by members on Nextdoor neighborhood sites. Users can “mute” public agencies such as the City of Edina. EdinaMN.gov 14 Nextdoor Rules Among its users, Nextdoor prohibits: •Ranting •Over-posting •Dominating or hijacking conversations •Controversial issues •Politics and campaigning Nextdoor encourages users and agencies to report abusers. EdinaMN.gov 15 Nextdoor •The more personalized, the better! •Neighborhood Engagement Officers •Engineering Technicians •Elected Officials EdinaMN.gov 16 Video •Facebook and YouTube dominate social media use of any frequency •By 2020, video will account for over 75 percent of mobile usage •You Tube is the preferred social media platform for: •Men over women •People of color over white people •Young people over adults EdinaMN.gov 17 Edina’s Video Evolution •Cable broadcast only to broadcast and webstream •Program-length original videos to 3-to 7-minute videos •“Agenda: Edina” and “Beyond the Badge” episodes broken into segments for posting on social media •Full event broadcast to highlight video •4th of July parade EdinaMN.gov 18 City of Edina’s Video Reach EdinaMN.gov 19 City of Edina’s Video Reach EdinaMN.gov 20 City of Edina’s Video Reach EdinaMN.gov 21 City of Edina’s Video Reach EdinaMN.gov 22 City of Edina’s Video Reach EdinaMN.gov 23 Gap Between Use and Interest for Government Information EdinaMN.gov 24 On the Horizon •Reimagine “Beyond the Badge” •Form Feedback Group •Present recommendation regarding print publications •Evaluate effectiveness of e-newsletters •Friday Report •Parks & Recreation •Water Resources •Continue use of PIT Crew •Continue to improve inter-departmental coordination EdinaMN.gov 25 Part 2 Review: Use of Specific Techniques Public Meetings, Public Hearings, & Advisory Commissions Technique Examples on the Spectrum Increasing Impact on the Decision Inform Consult Involve Collaborate Empower SHARE COLLECT BRING TOGETHER Board & CommissionsTask Forces Website Open House Public Hearing Workshop Survey Focus Groups Public Meetings Publicatio nsCity Extra Correspon dence Stakeholder InterviewsFact Sheets Comment FormsFairs/Eve nts 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. 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 29 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 30 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 31 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 32 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 33 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. 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 34 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 35 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 37 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 38 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 39 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 40 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 41 2017 Planning Commission •Nine Sketch Plan Reviews •Average time: 1:25 •Total time: 9:51 What we found: Sketch Plan Reviews www.EdinaMN.gov 42 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 43 •