HomeMy WebLinkAbout2018-12-04 City Council Work Session PacketAgenda
City Council Work Session
City of Edina, Minnesota
Edina City Hall Community Room
Tuesday, December 4, 2018
5:30 PM
I.Call To Order
II.Roll Call
III.Public Participation Pilot for 58th St. Reconstruction
IV.Joint Meeting: Arts & Culture Commission
V.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: December 4, 2018 Agenda Item #: III.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Lisa Schaefer, Assistant City Manager
Item Activity:
Subject:Public Participation Pilot for 58th St. Reconstruction Action
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Provide feedback regarding the Public Participation P roposal for 58th St. Reconstruction - Wooddale Ave to
Xerxes Ave.
INTRODUCTION:
At the September 5 City Council work session, staff proposed a process to develop public participation plans for
projects and requested to use the 58th St. reconstruction as a pilot project.
Today we are asking for Council to review and make changes, if any, to the public participation proposal. This
proposal will serve as the framework for staff and consultants to develop a communication plan, project timeline
with specific engagement techniques, and criteria for decision-making.
At the conclusion of the public participation process, staff will summarize and bring engagement results back to
Council prior to making a decision.
ATTACHMENTS:
Description
Pilot Proposal
Background Information
IAP2 Spectrum
City Council Public Participation Proposal
Project: 58th Street Reconstruction - Wooddale Ave to Xerxes Ave
Proposal date: December 4, 2018
Prepared by: Project Coordinator MJ Lamon & Engineering Director Chad Millner
Project decision: Staff makes a recommendation to City Council
Project timeline: December 2018 to June 2019
• Decision made by June 2019 for construction in 2020.
1. DECISION TO BE MADE: Plan Elements for 58th Street Reconstruction.
In-scope Elements:
During this process, the public can influence decisions related to street design
including:
• Bike Facilities (Lane Widths)
• Parking
• Sidewalks
• Shared Use Path
• Storm Sewer Opportunities (tree trenches, infiltration basins, rain
gardens, etc.)
Questions to be answered:
Community feedback needs to include:
• Should the bike facilities be on street or off street?
• Should on-street parking be provided, if so 1 or 2 sides?
• Should there be more than 1 off street pedestrian facility?
• Should we go above normal practice with storm sewer options?
II. PARTICIPATION LEVEL: Consult
Participation goal:
To obtain public feedback on analysis, alternatives and/or decisions.
Public promise:
We will keep you informed, listen to and acknowledge concerns and
aspirations, and provide feedback on how public input influenced the
decision. We will seek your feedback on drafts and proposals.
III. STAKEHOLDERS
Outreach will include the
following stakeholders:
• Adjacent Property Owners
• Pamela Park Neighborhood
Association
• Chowen Neighborhood
Association
• Parks and Recreation
Commission
• Running Community
• Cycling Community
• Hennepin County
• School District
• City of Minneapolis
• Transportation Commission
Page | 2
IV. ENGAGEMENT METHODS
Examples of methods for
“Consult” level
Staff will develop and implement a public participation plan and
timeline that includes methods needed to obtain feedback from
identified stakeholders. Examples of methods for “Consult” include
surveys, polls, field trips, and open houses.
Public hearing legally required:
☐Yes ☒No
Will there be a public Hearing?
☒No ☐ Yes, by Planning Commission ☐Yes, by City Council
V. DECISION CRITERIA
Legal or technical requirements:
The project must meet Municipal State Aid, Watershed District, City
of Edina and other regulatory minimum design standards.
Other considerations:
In addition to public input, the staff recommendation to Council will
also consider:
• Cost
• Sustainability goals
• Sidewalk plan
• Traffic impact
• Neighborhood needs
Out of scope elements:
• Sanitary sewer and watermain are outside the scope of this
process.
• Decisions already made:
o A bike facility will be included, although this could be
combined with a pedestrian facility.
o at least one sidewalk will be included and could be
combined with a bike facility.
December 4, 2018
Mayor & City Council
MJ Lamon, Community Engagement Coordinator
Lisa Schaefer, Assistant City Manager
Public Participation Pilot – Summary of previous concepts
Information / Background:
This project relates to the following initiatives in the 2018-2019 Budget Work Plan:
Budget goal #4: Foster an inclusive and engaged community.
Objective: Develop a more strategic approach to Community Engagement
Strategy: Develop community engagement protocols based on the International Association for Public
Participation (IAP2) Spectrum Model.
When engagement
works…
• Increases understanding of community needs
• Ensures all voices and perspectives are heard and considered
• Increases understanding and support for City goals/projects
• Contributes to sustainable decision-making
• Provides assessible opportunities for individuals to participate
When engagement
doesn’t work”
• Not all stakeholders can participate or know how to participate
• Some voices monopolize the dialogue – drowning out others
• Changing or unclear plans, timelines, parameters
• Reasons for decision are not communicated to participants
Characteristics of effective public participation:
• Focus on values, not interests
• Define the specific decision to be made
• Make a promise to the public (and keep it)
• Uses the right engagement techniques. (Recognize “more” doesn’t mean “better”.)
• Close the feedback loop
STAFF REPORT Page 2
Council and staff commit to:
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
DEFINITIONS:
Community Engagement is anyway in which
people are INVOLVED with the City. It is more than
a one-time activity.
Public Participation is involving the public in
DECISIONS that affect them. P2 is a series of
activities over the full lifespan of a project both to
inform the public and obtain input from them.
Examples: surveys, open houses, workshops, pop ups
Communication refers to the methods we use to
INFORM the public and keep them informed.
Communication focuses on what has happened, what
is going to happen, and how to get involved.
Examples: Social media, website, city extra, written
publications
Participation Spectrum is used to help clarify the role of community in planning and decision-making,
and how much influence the community has over planning or decision-making process. It consists of
Inform, Consult, Involve, Collaborate, or Empower.
IAP2 Spectrum
Date: December 4, 2018 Agenda Item #: IV.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Susan Tarnowski, General Manager Edina Art Center
Item Activity:
Subject:Joint Meeting: Arts & Culture Commission Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
No action requested.
INTRODUCTION:
Discuss the outcome of the 2018 Work Plan and future Commission initiatives.
ATTACHMENTS:
Description
2018 Annual Work Plan
Approved by City Council 2017.12.05 Arts and Culture Commission 2018 Annual Work Plan Proposal Initiative # 1 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☒☒☒☒ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility 12/31/2018 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: 20 hrs ☐ CTS (including Video) ☒ Other Staff: 20 hrs Make recommendations for and provide tactical support for design and fundraising for a new Art Center. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Recommendations and active support provided as part of the planning for the Grandview site. Further work on hold given the closure of discussions on the current proposal. Initiative # 2 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☒☒☒☒ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility 12/31/2018 ☒ Funds available Funds are available for this project. ☒ Staff Liaison: 20hrs ☒ CTS (including Video) ☒ Other Staff: Hrs_____________ Assist as requested with the City of Edina 2018 Comprehensive Guide Plan. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Completed. Developed the first Arts & Culture segment of the Comprehensive Plan by working closely with the Planning Commission member and the Comprehensive Plan consultant. Plan presented to Council.
Approved by City Council 2017.12.05 Initiative # 3 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☒☒☒☒ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☒ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility 12/31/2018 ☒ Funds available ($10,000) Funds are available for this project. ☒ Staff Liaison: 75 hrs ☒ CTS (including Video) 3 hrs ☒ Other Staff: 10 hrs Park Maint. Coordination of the public art program for 2018 and make recommendations to Council on future changes. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Significant progress: Student-centered competition held, select project were built by public artists and the students, and three pieces were installed on the Centennial Promenade. Public Art Working Group activities were folded into the work of the ACC. Convened a community event on public art in March. Began collaborations with other Commission to increase impact within the community. Initiative # 4 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☒☒☒☒ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☐ Continued Initiative ☒ Ongoing Responsibility 12/31/2018 and ongoing ☒ Funds available Funds are available for this project. ☒ Staff Liaison: 30 hrs ☒ CTS (including Video) 10 hrs ☐ Other Staff: Hrs_____________ Annual Juried Show • Create subcommittee to help with coordination ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Completed. The Annual Juried show was held with over 70 artists exhibiting. Over 100 members of the community attended the opening reception. Initiative # 5 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☒☒☒☒ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☐ Continued Initiative ☒ Ongoing Responsibility 02/10/2017 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: 10 hrs ☒ CTS (including Video) 3 hrs Valentine Concert ☒ Funds not available There are not funds available for this project (explain impact of Council
Approved by City Council 2017.12.05 approving initiative in liaison comments). $2,500 needed. ☐ Other Staff: Hrs_____________ Progress Report: Completed. Planning has begun for 2019. Initiative # 6 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☒☒☒☒ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☐ Continued Initiative ☒ Ongoing Responsibility 02/10/2017 ☒ Funds available Funds are available for this project. ☒ Staff Liaison: 10 hrs ☒ CTS (including Video) 3 hrs ☐ Other Staff: Hrs_____________ Author Studio • Create subcommittee to help with coordination • Locate authors ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). $2,500 needed. Progress Report: Completed. Seven authors presented and discussed their current books with participants that numbered between 25-45 people. Initiative # 7 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☒☒☒☒ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☐ Continued Initiative ☒ Ongoing Responsibility 02/10/2017 ☒ Funds available Funds are available for this project. ☒ Staff Liaison: 10 hrs ☒ CTS (including Video) 3 hrs ☐ Other Staff: Hrs_____________ Art Exhibits • Create subcommittee to help with coordination • Table Event • Volunteer as Greeters ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). $2,500 needed. Progress Report: A total of 14 gallery exhibitions plus a number of “pop-up” exhibitions were hosted at the Art Center this year. Initiative # 8 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☒☒☒☒ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☒ New Initiative ☐ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: 10 hrs ☒ CTS (including Video) 3 hrs Make recommendations to Parks and Recreation Commission to more clearly define formal relationship between the City and the John Philip Sousa Band. ☐ Funds not available There are not funds available for this project (explain impact of Council
Approved by City Council 2017.12.05 approving initiative in liaison comments). $2,500 needed. ☐ Other Staff: Hrs_____________ Progress Report: Completed. The ACC held a “Review & Comment”; forwarded comments to the Parks & Rec Commission. Initiative # 9 Council Charge (Proposed Charge Completed by CM) ☒☒☒☒ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☒ New Initiative ☐ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☐ Funds available Funds are available for this project. ☐ Staff Liaison: ☐ CTS (including Video): ☐ Other Staff: Hrs_____________ Study and report on the idea of the Art Center becoming a stand alone non-profit organization. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). $2,500 needed. Progress Report: Initiative not completed. Parking Lot: (These items have been considered by the BC, but not proposed as part of this year’s work plan. If the BC decides they would like to work on them in the current year, it would need to be approved by Council.) Proposed Month for Joint Work Session (one time per year, up to 60 minutes): ☐ Mar ☐ April ☐ May ☐ June ☐ July ☐ Aug ☐ Sept ☒ Oct ☐ Nov Council Comments: