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HomeMy WebLinkAbout2019-07-16 City Council Work Session Meeting PacketAgenda City Council Work Session City of Edina, Minnesota Tuesday, July 16, 2019 5:30 PM I.Call To Order II.Roll Call III.Community Engagement Strategy Update IV.Joint Meeting: Human Rights & Relations 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: July 16, 2019 Agenda Item #: III. To:Mayor and City Council Item Type: Reports / Recommendation From:MJ Lamon, Community Engagement Coordinator Item Activity: Subject:Community Engagement Strategy Update Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None; discussion only. INTRODUCTION: The West 58th Street Reconstruction project was used as a pilot project for the development and implementation of community engagement standards. Staff will debrief the Pilot Project and review the Community Engagement Strategy framework. Staff will also discuss next steps for the Council ethics and protocols policy discussion that began at the last council retreat. ATTACHMENTS: Description Participation Proposal: W 58th Street Draft Engagement Strategy Framework Staff Presentation: Draft Engagement Strategy Framework Current Ethics Policies Staff Presentation: City Council Ethics Policy 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. Engagement Strategy Framework WHY The City of Edina [City] recognizes that good public process and engagement make the community more effective and in tune with the needs of those served. In the past City departments have been charged with leading participation and engagement around specific projects. While we have had many successes, the City’s decision makers saw the opportunity to better meet the expectations and build trust with the community. In fall of 2017, City Council took a big step towards community engagement by developing budget goal number four which is to foster an engaged and inclusive community. This commitment launched city staff into learning more about internationally recognized best practices as developed by International Association for Public Participation (IAP2). Over the past two years, staff has worked towards completing budget goal four. Strategies, principles, protocols and processes were established as the framework. Benefits of a strategy: • A city-wide vision for community engagement • Set of principles and goals to guide engagement • Clear and transparent decision making process to create trust • Established protocol to provide clarity on expectations • Ensures the community is informed of the outcome and how their participation influenced the decision Section 1: WHY Section 2: WHAT Section 3: WHO Section 4: HOW Section 6: GOALS GUIDE CONTENTS Engagement is an active, expansive relationship between the city and the community that includes any level of public participation; this typically encourages two-way dialogue. Public Participation is a type of engagement that usually occurs in decision-making processes. It can define minimum standards, such as public meetings, community comment and open records. It also can indicate a range of public involvement approaches from informing to partnering. Communication refers to the methods used to inform the public. Communication articulates what has happened, what is going to happen, and how to get involved. Equity occurs when barriers have been removed for all to thrive. Diversity is recognizing individuality. It is about the unique dimensions, qualities and characteristics people possess. Inclusion is the intentional interaction with everyone in the community, representing all aspects of diversity, to make all feel invited and valued. Foster an engaged community built on trust by intentionally focusing on equity, diversity and inclusion. VISION WHAT 4 PRINCIPLES & VALUES Relationships Inclusion Equity Accountability Make relationships foundational Strengthen relationships and build new ones Develop a trust between the City and residents Strive to provide meaningful engagement opportunities Invite underrepresented groups to participate Make all feel welcomed and valued Engage with residents where they are Remove barriers for participation Provide multiple options for participation Make a plan Do what we say we are going to do Communicate how participation influences decisions T R U S T City Council • Endorse the engagement strategy framework • Embed the strategy in the culture • Review any information gathered prior to making decisions • Make sure City employee proposals, individual concerns and overall public benefit were considered Edina Employees • Actively implement the principles of the engagement strategy • Ensure the public engagement process is inclusive, all information is available and is clear, simple and informative • Make sure final reporting identifies resident feedback and explains how feedback will be considered in final recommendations and/or decisions • Guide consultants and facilitators undertaking public engagement activities on behalf of the City to comply with the public engagement framework Resident or Community Partners • Actively implement the principles of the engagement strategy • Initiate change by bringing forward ideas which may help the City and community find creative solutions to challenges • Participate and work collaboratively with fellow participants, facilitator, council and City employees • Identify concerns and issues early in the process and request alternative ways to participate WHO ROLES Everyone plays a role to ensure the city-wide vision for community engagement is reflected in the plan and process. 6 Identifying opportunities to include more voices in city processes and developing approaches that make all feel invited and welcome to participate Promoting innovation in the design or selection of engagement opportunities and tools; ensuring the community receives feedback on how their input was used Creating measurements for success in the short and long term in addition evaluation and adjusting processes as needed Coaching and being a resource for department project teams as they create and implement effective engagement plans Identifying potential projects; assisting project teams to identify an appropriate level of engagement and related techniques Creating and updating staff resources around effective engagement including tools and templates Community Engagement Coordinator The city has created a dedicated position with the responsibility of creating, improving and strengthening engagement opportunities which are inclusive. The success will require a balance of leadership, coordination, prioritization, learning spaces and collaboration with fellow city employees and the community. The coordinator cannot design, conduct and evaluate every engagement effort of the City. In collaboration with others, the coordinator will support effective engagement by: The IAP2 spectrum illustrates that the are different levels of participation, depending on the public participation goals, commitments made to the public, time frames and resources. Public Engagement Expectations The community can expect: • Identifying timelines for the whole project • Making all background information available as early as possible in the process • Identifying how input will be received and used to make a recommendation and/or decision What not to expect Public engagement does not mean that everyone will always agree on decisions that are made within the City. Edina is made up a of a diverse population with very different interests and approaches. The City will listen to all the different opinions and, where possible, incorporate them in the decision-making process in a strategic and balanced way. HOW ENGAGE Edina has made a commitment to the continuum of participation as designed by the International Association for Public Participation (IAP2) 8 GOALS Provide clear and meaningful engagement Provide a variety of ways to participate Build authentic and on-going relationships Support staff & build community engagement • Public knows what to expect • Participants believe there is value in participating • Participants are satisfied with the process (not the outcome) • Participants know how /when they could participate • Participants feel confident input was valued and considered regardless of the intake method • Visits and participation on Better Together • Participants trust the process • Participants feel included in the process • City develops new partnerships with stakeholders and groups • Staff feel comfortable developing a process to meet the objectives of the project • Staff follows the plan— did what we said we were going to do • Staff utilizes tools available to them • Start engagement with a plan • Determine the decision to be made • Implement consistent processes to support the creation and use of effective and appropriately-scaled engagement plans. • Communicate clearly about opportunities for timely and meaningful public input. • Follow set meeting schedules as much as possible • Define roles • Use the right tools and techniques • Mirror in person opportunities with on- line or other • Assess current and existing engagement tools and techniques and choose those that most effectively allow us to reach desired audiences • Recognize the value of using multiple channels, printed materials, digital and in -person methods. • Maintain centralized engagement website • Develop a process that is fair, inclusive, and accessible • Enhance existing relationships with those affected by city decisions through positive and constructive dialogue • Pilot new approaches to invite and encourage all impacted individuals and groups to participate in ways that are inviting and comfortable to them. • Work in partnership with community organizations and groups • Develop and sustain internal infrastructure/ resources to support and coordinate public engagement • Strengthen / formalize procedures • Develop tools and templates to guide engagement. • Support city staff in the development and coordination of public engagement. • Conduct evaluation of processes to demonstrate commitment to engagement and the ability to evolve. OBJECTIVES STRATEGIES Engagement Strategy Framework—DRAFT July 16, 2019 WHY The City of Edina [City] recognizes that good public process and engagement make the community more effective and in tune with the needs of those served. In the past City departments have been charged with leading participation and engagement around specific projects. While we have had many successes, the City’s decision makers saw the opportunity to better meet the expectations and build trust with the community. In fall of 2017, City Council took a big step towards community engagement by developing budget goal number four which is to foster an engaged and inclusive community. This commitment launched city staff into learning more about internationally recognized best practices as developed by International Association for Public Participation (IAP2). Over the past two years, staff has worked towards completing budget goal four. Strategies, principles, protocols and processes were established as the framework. Benefits of a strategy: • A city-wide vision for community engagement • Set of principles and goals to guide engagement • Clear and transparent decision making process to create trust • Established protocol to provide clarity on expectations • Ensures the community is informed of the outcome and how their participation influenced the decision Section 1: WHY Section 2: WHAT Section 3: WHO Section 4: HOW Section 6: GOALS GUIDE CONTENTS Engagement is an active, expansive relationship between the city and the community that includes any level of public participation; this typically encourages two-way dialogue. Public Participation is a type of engagement that usually occurs in decision-making processes. It can define minimum standards, such as public meetings, community comment and open records. It also can indicate a range of public involvement approaches from informing to partnering. Communication refers to the methods used to inform the public. Communication articulates what has happened, what is going to happen, and how to get involved. Equity occurs when barriers have been removed for all to thrive. Diversity is recognizing individuality. It is about the unique dimensions, qualities and characteristics people possess. Inclusion is the intentional interaction with everyone in the community, representing all aspects of diversity, to make all feel invited and valued. Foster an engaged community built on trust by intentionally focusing on equity, diversity and inclusion. VISION WHAT 4 PRINCIPLES & VALUES Relationships Inclusion Equity Accountability Make relationships foundational Strengthen relationships and build new ones Develop a trust between the City and residents Strive to provide meaningful engagement opportunities Invite underrepresented groups to participate Make all feel welcomed and valued Engage with residents where they are Remove barriers for participation Provide multiple options for participation Make a plan Do what we say we are going to do Communicate how participation influences decisions T R U S T City Council • Endorse the engagement strategy framework • Embed the strategy in the culture • Review any information gathered prior to making decisions • Make sure City employee proposals, individual concerns and overall public benefit were considered Edina Employees • Actively implement the principles of the engagement strategy • Ensure the public engagement process is inclusive, all information is available and is clear, simple and informative • Make sure final reporting identifies resident feedback and explains how feedback will be considered in final recommendations and/or decisions • Guide consultants and facilitators undertaking public engagement activities on behalf of the City to comply with the public engagement framework Resident or Community Partners • Actively implement the principles of the engagement strategy • Initiate change by bringing forward ideas which may help the City and community find creative solutions to challenges • Participate and work collaboratively with fellow participants, facilitator, council and City employees • Identify concerns and issues early in the process and request alternative ways to participate WHO ROLES Everyone plays a role to ensure the city-wide vision for community engagement is reflected in the plan and process. 6 Identifying opportunities to include more voices in city processes and developing approaches that make all feel invited and welcome to participate Promoting innovation in the design or selection of engagement opportunities and tools; ensuring the community receives feedback on how their input was used Creating measurements for success in the short and long term in addition evaluation and adjusting processes as needed Coaching and being a resource for department project teams as they create and implement effective engagement plans Identifying potential projects; assisting project teams to identify an appropriate level of engagement and related techniques Creating and updating staff resources around effective engagement including tools and templates Community Engagement Coordinator The city has created a dedicated position with the responsibility of creating, improving and strengthening engagement opportunities which are inclusive. The success will require a balance of leadership, coordination, prioritization, learning spaces and collaboration with fellow city employees and the community. The coordinator cannot design, conduct and evaluate every engagement effort of the City. In collaboration with others, the coordinator will support effective engagement by: The IAP2 spectrum illustrates that the are different levels of participation, depending on the public participation goals, commitments made to the public, time frames and resources. Public Engagement Expectations The community can expect: • Identifying timelines for the whole project • Making all background information available as early as possible in the process • Identifying how input will be received and used to make a recommendation and/or decision What not to expect Public engagement does not mean that everyone will always agree on decisions that are made within the City. Edina is made up a of a diverse population with very different interests and approaches. The City will listen to all the different opinions and, where possible, incorporate them in the decision-making process in a strategic and balanced way. HOW ENGAGE Edina has made a commitment to the continuum of participation as designed by the International Association for Public Participation (IAP2) 8 GOALS Provide clear and meaningful engagement practices Provide a variety of ways to participate Build authentic and on-going relationships Support staff & build community engagement capacity • Public knows what to expect • Participants believe there is value in participating • Participants are satisfied with the process (not the outcome) • Participants know how /when they could participate • Participants feel confident input was valued and considered regardless of the intake method • Visits and participation on Better Together Edina • Participants trust the process • Participants feel included in the process • City develops new partnerships with stakeholders and groups • Staff feel comfortable developing a process to meet the objectives of the project • Staff follows the plan— did what we said we were going to do • Staff utilizes tools available to them • Start engagement with a plan • Determine the decision to be made • Implement consistent processes to support the creation and use of effective and appropriately-scaled engagement plans. • Communicate clearly about opportunities for timely and meaningful public input. • Follow set meeting schedules as much as possible • Define roles • Use the right tools and techniques • Mirror in person opportunities with on- line or other • Assess current and existing engagement tools and techniques and choose those that most effectively allow us to reach desired audiences • Recognize the value of using multiple channels, printed materials, digital and in -person methods. • Maintain centralized engagement website • Develop a process that is fair, inclusive, and accessible • Enhance existing relationships with those affected by city decisions through positive and constructive dialogue • Pilot new approaches to invite and encourage all impacted individuals and groups to participate in ways that are inviting and comfortable to them. • Work in partnership with community organizations and groups • Develop and sustain internal infrastructure/ resources to support and coordinate public engagement • Strengthen / formalize procedures • Develop tools and templates to guide engagement. • Support city staff in the development and coordination of public engagement. • Conduct evaluation of processes to demonstrate commitment to engagement and the ability to evolve. OBJECTIVES STRATEGIES CITY COUNCIL GUIDING PRINCIPALS Guiding Principles were developed at a two-day retreat of the Edina City Council, the City Manager and the Assistant City Manager in May 2009. Working Together Effectively We are all part of a team committed to the residents of Edina both today and in the future. To be effective we must come to meetings with an open mind, think strategically about City issues and delegate details of implementations to staff. We will strive to maintain a culture of trust, respect and candor as a Council and when working with staff. Addressing Concerns of Residents City staff is the first call for help for residents. We will refer residents who have concerns to appropriate City staff. If a resident has contacted City staff but is still not satisfied, we will refer the resident to the City Manager and inform the City Manager of the concern. Meetings Called by Residents If we are invited to a resident meeting about an issue the Council has decided upon, we will explain how the Council arrived at the decision. If we are invited to a resident meeting about an issue that will be before the Council in the future, we will keep an open mind and explain that we are interested in their point of view, as well as others. We will make ourselves available to all parties on an equal basis, and we will not advocate for a particular point of view. We will be circumspect about how we participate in the meeting, and we will not prejudge the issue before the Council has had a change to deliberate. Working with Boards and Commissions We view our Boards and Commissions as vitally important resources to support out decision-making. We will communicate effectively with Boards and Commissions and ensure they have the tools to do their work. We will give clear direction and take adequate time to review the result of their deliberations. If we attend meetings of Boards and Commissions, we will do so only as an observer. If we attend a meeting, we will strive for good communication among Council members and between Council members and staff. Effective Meetings and Decision Making • We will be consistent in policy and process. • To be effective, we may need to slow down the process at times, look at the big picture and consider the strategic implications of the decisions we make. We will encourage staff to focus on the big picture in their reports. • We will respect our staff as valued resources and members of our team. • We will honor our rules regarding public testimony and clearly communicate the rules to members of the public in attendance. Principles & Values for Community Engagement The principles & values were presented to City Council on September 5, 2018. The Council signified trust should be the foundation with the remaining four principles. The principles and values will foster an engaged community built on trust by intentionally focusing on equity, diversity and inclusion. Relationships - Make relationships foundational - Strengthen relationships and build new ones - Develop a trust between the City and residents Inclusion - Strive to provide meaningful engagement opportunities - Invite underrepresented groups to participate - Make all feel welcomed and valued Equity - Engage with residents where they are - Remove barriers for participation - Provide multiple options for participation Accountability - Make a plan - Do what we say we are going to do - Communicate how participation influences decisions Edina Board & Commission Members 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/Commission. • I understand that all Board/Commission 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 Other related guidelines in Edina Boards & Commissions Handbook 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 and respect differences. 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 will not be tolerated. The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of violence. The CITY of EDINACity Council Ethics Policy 1.Current practices to reaffirm or revise •Community Engagement Values •City Council Guiding Principles •Council Meeting Protocols 2.Topics to consider adding 1.Legal Requirements 2.Council/Staff/Commission Roles 3.Code of Ethics Statement 3.Determine Next Steps www.EdinaMN.gov 1 The CITY of EDINACurrent Practices 1.Community Engagement Values 2.City Council Guiding Principles 3.Council Meeting Protocols www.EdinaMN.gov 2 The CITY of EDINACouncil Guiding Principles 1.Working Together Effectively 2.Addressing Concerns of Residents 3.Meetings Called by Residents 4.Working with Boards and Commissions (& Task Forces) 5.Effective Meetings and Decision Making Consider adding: •Meetings with developers, vendors, or business interests? www.EdinaMN.gov 3 The CITY of EDINACouncil Meeting Typical Protocols www.EdinaMN.gov 4 •Fri.: Packets posted online, prior to Tuesday meeting. •By Tues. morning: Council Members email any questions and/or plans to pull an item from consent. •1:00 Tues. City Staff meeting to discuss questions and ensure appropriate staff are available to respond. •Questions and responses will be shared with all Council Members. •Any revisions made after packet is posted are highlighted in electronic packet. The CITY of EDINATopics to Consider Adding: 1.Legal Requirements 2.Council/Staff/Commission Roles 3.Code of Ethics Statement www.EdinaMN.gov 5 The CITY of EDINALegal Requirements •Individual vs. Council authority •Conflict of interest •Gift law •Open meeting law •Fiduciary responsibility/confidentiality www.EdinaMN.gov 6 The CITY of EDINACity Roles City Council CommissionsStaff www.EdinaMN.gov 7 Decide Strategy Advise Council (Technical analysis & evaluation)& Implement policy Advise Council (Community needs & values) City Council City Manager & Staff Advisory Commissions ➢Hire & supervise City Manager ➢Approve budget and related work plan ➢Approve ordinances and policy decisions ➢Approve development proposals ➢Approve variances and rezoning requests ➢Appoint representatives to advisory boards and commissions •Manage operations and staff •Propose budget and policies •Provide best efforts and technical advice to Council •Carry out the will and decisions of Council •Deliver services •Equitably enforce codes & policies “All are equal before the law” •Proposes work plan items •Advises the Council through Work Plan “Charges” •Holds hearings as directed by Council •Assists Council with engagement efforts www.EdinaMN.gov 8 City Roles The CITY of EDINACode of Ethics Statement •Similar to Board & Commissions www.EdinaMN.gov 9 The CITY of EDINADetermine Next Step A.Staff compile a first draft and distribute to Council for feedback B.Council subcommittee C.Facilitated work session D.Other? www.EdinaMN.gov 10 Date: July 16, 2019 Agenda Item #: IV. To:Mayor and City Council Item Type: Reports / Recommendation From:Heidi Lee, Race & Equity Coordinator Item Activity: Subject:Joint Meeting: Human Rights & Relations Commission Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None; discussion only. INTRODUCTION: The HRRC will briefly review the Commission's progress on their 2019 work plan (attached). ATTACHMENTS: Description 2019 HRRC Work Plan with status updates Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION Commission: Human Rights and Relations Commission 2019 Annual Work Plan 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 Q2 2019 ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_1__ ☒ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 8.D. Review and comment on staff (Communications Dept) developed protocol and procedures for applying a race and equity lens to communication content. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Nelson/Arseneault/Jones Progress Report: 3.26.2019: Heidi follow up with Jenn B. (CTS) 4.12.19: Emailed CTS to get status and CTS is looking for GARE communications information to get introductory guidance. 5.8.19: CTS will be creating a draft of protocol and procedures for applying race and equity lens to communication content then will send HRRC to review and comment on draft. 7.2.19: Protocol and procedures draft sent to HRRC for review. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 December ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_1__ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 2.A. Serve on cross-commission committee to review the naming a public facility in the Grandview area after the BC and Ellen Yancey. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Stringer Moore/Epstein/Nelson Partners: Human Rights & Relations Commission and Parks & Recreation Commission [LEAD] Progress Report: 3/26/2019: MJ sent email to SFaus on 3.26.2019 4.12.19: Emailed SFaus and PARC sent an email on 4.9 to coordinate cross-commission meeting times. 4.23.19: HRRC met with PARC and had conversations about the scope and direction of the initiative. 5.21.19: Emailed HRRC Lead Commissioners for status update. 5.28.19: Chair will up with PARC and have discussions about initiative at joint Council Meeting 6.18.19: Cross-commissions met and HRRC members will research Yancey homestead and plans to proceed in this initiative. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 December ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_3__ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 18.E. Chair/co-chair a cross-commission committee (see partners) to ensure City facility artwork and décor reflects diversity of race and culture. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Meek/Stringer Moore/Kennedy/Moss-Keys/Jones Partners: Arts & Culture Commission, Human Rights & Relations Commission [LEAD], and Heritage Preservation Commission Progress Report: 3.26.2019 All cross commission members sent to Michelle. Gabe Aderhold (HPC), Annie Schilling (HPC) and Simon Venell (HPC). Russ Rubin (A&C), Michelle Morgan-Nelson (A&C), Hannah Klein (A&C). 4.23.19: Visioning meeting with cross commissions on 4.25.19 to discuss scope and vision. Staff liaison responded to HRRC Commissioner with guiding questions about public art. 6.24.19: Cross-commission committees going to schedule meeting at City Hall to conduct artwork/décor study in Mayor’s Conference Room & City Hall entryway. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 December ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs_3__ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 20.B. Chair/co-chair a cross-commission committee (see partners) in partnership with communities of color to identify barriers for participation in programming. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Edwards/Waldron/Stringer Moore/Moss-Keys Partners: Human Rights & Relations Commission [LEAD] and Parks & Recreation Commission Progress Report: 3.26.2019: All cross commission members email sent to Cindy Edwards. Julie Strother (PARC), Bryne Osborne (PARC), Brenda McCormick (PARC) on 3.26.2019 by MJL 6.13.19: HRRC and PARC in communication to schedule cross-commission meeting. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 Q2 2019 ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_1__ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 21.C. Review and comment on the Race and Equity policy statement developed by City staff (Parks and Recreation Dept). ☒ Funds not available Lead Commissioners: Epstein/Edwards/Arseneault/Jones Progress Report: 3.26.2019: Heidi will follow up with P&R staff: R&E #34 4.16.19: Emailed SFaus to get update on policy statement to review and comment. 5.21.19: Drafts of Race and Equity policy are being researched and created by Parks & Recreation. 5.28.19: Hold until meeting with new P&R Director on 6.18.19. 7.10.19: P&R researching/creating race and equity policy that encompasses values/purpose of policy. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 August ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_8__ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ Bias Offense Response Plan review to determine if the plan should be broadened to include offenses outside of the state statute’s definition of bias offense. (Review Racial Equity Recommendation 3. A.) ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Kennedy/Nelson/Epstein/Meek Progress Report: 3.26.2019: Discussed using the last sample incident as an example using the current plan. 5.28.19: Chair Nelson will follow-up with a contact person in Eugene, OR about their Bias Offense Work. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 April ☒ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_12_ ☒ CTS (including Video) ☐ Other Staff: Hrs_____ Days of Remembrance Event ☐ Funds not available Lead Commissioners: Arseneault/Edwards/Moss-Keys/Epstein/Beringer/Waldron Progress Report: 3.26.2019: In process. Discussed pricing for Star Tribune ($650 for 5x8 ad) and Sun Current ($350 for Edina + $300 for SLP + $300 Richfield). Student Members discussed putting DOR event in Schoology. Eventbrite discussed as another promotion. 4.16.19: Press release waiting on approval and distribution on 4.18.19. DOR posters available for distribution on 4.15.19. Will meet at on 4.23.19 to look at art work and materials for DOR event. 4.28.19: Days of Remembrance Event took place, approximately 250 people attended event. Artwork from Normandale Elementary displayed at event, then two weeks in City Hall, and then will be hosted at Edina Library in June. CTS provided audio and video support for event. 5.28.19: Debrief report will be provided within the next meetings and possible considerations for larger venue for next year’s event. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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 October ☒ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_12_ ☒ CTS (including Video) ☐ Other Staff: Hrs_____ Serve on a cross-commission committee (see partners) to complete requirements for Edina to receive the AARP City Designation. -Complete Walk Audit Tool Kit provided by AARP -October Senior Expo & Designation ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Beringer/Edwards/Nelson Partners: Community Health Commission [LEAD], Human Rights & Relations Commission, Parks & Recreation Commission, Transportation Commission Progress Report: 3.26.2019: Heidi follow up with JBrown 4.15.19: JBrown sent an email to cross-commission members to coordinate meeting time. 5.10.19: CHC Chair will contact AARP to get guidance on city designation process. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS 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 December ☒ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs_8_ ☒ CTS (including Video) ☐ Other Staff: Hrs_____ 2019 Tom Oye Award ☐ Funds not available Lead Commissioners: Arseneault/Kennedy/Stringer Moore Progress Report: 3.26.2019: No updates yet. Committee meeting on June 2019 5.18.19: HRRC Commissioners will meet on 6.3.19 to discuss the award criteria, eligibility, and other award details 6.18.19: Press release of application and award information on August 27. December 3, the Tom Oye recipient attend December 3 City Council Meeting. Two categories: non-student and K-12 and above student awards. Potential award presenters, awards, and promoting the award and event are being discussed. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION Initiative # 10 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 October ☒ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs_12_ ☒ CTS (including Video) ☐ Other Staff: Hrs_____ Sharing Values, Sharing Communities (One Event) ☐ Funds not available Lead Commissioners: Meek/Stringer Moore/Beringer/Kennedy Progress Report: 3.26.2019: Event date on October 6 approved. Promote event on Edition Edina in September edition – email Krystal. 5.28.19: A list of topics for event has been compiled. 6.18.19: A meeting will be set up by a HRRC member plan this event. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION Initiative # 11 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 May 2019 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 20 ☐ CTS (including Video) ☐ Other Staff: Serve on a cross-commission committee (see partners) to review the Public Art Program and recommend a 3-year plan for the program. ☒ Funds not available Lead Commissioners: Kennedy/Stringer Moore/Meek Partners: Arts & Culture Commission [LEAD] and Human Rights and Relations Commission Progress Report: 3.26.2019: On 4.25 an Arts & Culture Commission visioning session with HRRC members will take place. 5.21.19: Cross-commission committee is creating strategic document that includes three-year public initiative that includes cross-commission committee mission, roles, and activities. 5.28.19: HRRC waiting for notes from Art Visioning meeting. Chair will send an email to ACC Chair to follow-up. 6.18.19: ACC Members will be attending July 16 HRRC meeting to discuss the current progress of this initiative. Approved by Council 12/4/18 HUMAN RIGHTS AND RELATIONS COMMISSION 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.) School District Partnership (Stringer Moore/Meek)