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HomeMy WebLinkAbout2012-12-04 WORK SESSION/ I AGENDA CITY COUNCIL WORK SESSION CITY OF EDINA, MINNESOTA EDINA CITY HALL OCTOBER 16, 2012 5:00 P.M. I. CALL TO ORDER II. ROLL CALL Ill. NAME YOUR NEIGHBORHOOD REPORT & DISCUSSION (Neighborhood Identification Steering Committee) —60 minutes IV. CIVIC NEIGHBORHOOD ASSOCIATION POLICY (Staff) — 30 minutes V. NEXT STEPS (Staff) —15 minutes VI. 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 amplification, an interpreter, large -print documents or something else, please call 952- 927- 886172 hours in advance of the meeting. SCHEDULE OF UPCOMING MEETINGS /DATES /EVENTS Tues Dec 4 Work Session — Name Your Neighborhood 5:00 P.M. Tues Dec 4 Regular Meeting 7:00 P.M. Tues Dec 11 Special Meeting — Public Improvement Hearings 6:00 P.M. Tues Dec 18 Work Session — Finalize 2013 Work Plans /Advisory Bike Lanes 5:30 P.M. Tues Dec 18 Regular Meeting 7:00 P.M. Mon Dec 24 CHRISTMAS EVE HOLIDAY —City Hall Closed Tues Dec 25 CHRISTMAS DAY HOLIDAY —City Hall Closed Tues Jan 1 NEW YEAR'S DAY HOLIDAY OBSERVED — City Hall Closed Tues Jan 8 Work Session - HRA Planning 5:30 P.M. Tues Jan 8 Regular Meeting 7:00 P.M. Tues Jan 15 Work Session - Naming & Donation Policy Review 5:30 P.M. Tues Jan 15 Regular Meeting 7:00 P.M. 'on Jan 21 DOCTOR MARTIN LUTHER KING JR. HOLIDAY OBSERVED — City Hall Closed es Feb 5 Work Session - Legislative Update 5:30 P.M. rues Feb 5 Regular Meeting 7:00 P.M. Mon Feb 18 PRESIDENTS DAY HOLIDAY OBSERVED — City Hall Closed Tues Feb19 Work Session —Jnt Meeting Art Center Board & Wk Groups 5:30 P.M. Tues Feb 19 Regular Meeting 7:00 P.M. COMMUNITY ROOM COUNCIL CHAMBERS COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS r� Civic Neighborhood Association Policy Definitions Neighborhood. A geographic area defined by the City that exists as a sub -area within the City as a whole. Each property within the City resides within a single neighborhood. Neighbors. A group of residents or legal entities who own or occupy property within a neighborhood. Civic Neighborhood Association (CNA). A voluntary neighborhood -based organization, recognized by the City, and in compliance with this policy. Purpose The City encourages the voluntary formation of CNAs for the purpose of facilitating communication between residents, City staff and officials, fostering interaction between individuals on issues of common geographic concern and building a better community through cooperative action. In keeping with this philosophy, the City will seek to notify and consult with CNAs on matters of neighborhood interest. CNAs will be notified when: • Significant neighborhood projects are being discussed or proposed such as street reconstruction, park development or redevelopment or land use planning. • A maiing.goes out to residents in the neighborhood related to a City matter or public hearing. • A developer requests a neighborhood meeting for the purpose of sketch plan review. • The City is seeking to organize a neighborhood group for resident input. Limitations The following limitations exist with respect to CNAs: • CNAs will.be included in the public input process but will not be assumed by City officials to speak on behalf of all neighbors and will not limit the ability of any person or entity, including non- recognized neighborhood groups, in participating on their own behalf. Communication with the CNA will-not replace the City's traditional methods of direct outreach to residents. • CNAs are strictly voluntary and no neighbor will be required to.join. Each CNA will determine its own priorities and desired level of activity. • CNAs will not assume the role of an administrative or legislative body. CNAs have no legal ,authority to enactor enforce property design or maintenance requirements. • Only one CNA, may exist in each neighborhood. Bylaws In order to be recognized as a, CNA by the City, neighborhood associations are required to adopt bylaws that include the following elements: • An outline of the neighborhood boundaries as defined by the City, Membership criteria allowing any neighbor over the age of 18 the right to belong and to vote. A statement that the association will not discriminate based on race, color, creed, religion, age, sex, sexual orientation, marital status, disability, status with regard to public assistance, familial status or national origin in connection with employment, housing and real property, public accommodations, public services, credit and education, • A minimum of one annual meeting each calendar year for the purpose of reviewing and approving the association's bylaws and a.requirement that the time, place and purpose of the annual meeting be well publicized, including notifying the City 21 days in advance of the meeting, • Procedures for the election and removal of officers, • Number of members required for quorum and how votes are taken and recorded, • A defined method for maintaining contact with association members and the City, and • . A statement of compliance with this policy. Changes or amendments to the bylaws should be forwarded to the City staff liaison. Recognition A group of neighbors intending to form a CNA must notify the City staff liaison. The recognition steps are as follows: • An. educational meeting may be conducted, upon request, by the City staff liaison. • The City notifies, in writing, all neighbors of the opportunity to vote on becoming a recognized CNA and the proposed CNA bylaws. • After an affirmative vote, the association formally applies for recognition and submits a completed recognition application, minutes and sign-in ,list .from the meeting during which the neighbors voted to seek recognition and a copy of the current or proposed . association bylaws. • The City staff liaison will forward the application materials to the City Manager for review and approval. The City Manager will notify the association and City Council of his or her decision with regard to recognition in writing. Associations can appeal the decision of the I City Manager to the City Council. Neighbors from adjoining neighborhoods can form a joint CNA following the same process. Removal of Recognition The City Manager has the authority to remove recognition from a CNA if the association fails to comply with any requirement of this section and continues to do so after.written notice of non - compliance. The association and City Council will be, informed of the decision in writing. To regain status, the association must reapply for recognition. Funding Membership fees" , when, established by.the bylaws of a CNA, shall be voluntary and not preclude any neighbor from participating in the CNA. Civic neighborhood associations may charge fees for events or activities that do not include voting on as, sociation, business. The City shall not serve as the fiduciary agent for a neighborhood association. Any association which raises money outside of a city- sponsored grant or program is responsible for complying with applicable state and federal laws. When spending funds dispersed by the City, associations may b&required.to provide documentation of appropriate use. Failure to do so will result in removal of recognition. City Staff Liaison The City will provide a staff liaison to recognized neighborhood associations. The'role of the staff liaison will be to: • Provide information about the role and organization of CNAs, both generally and in direct consultation with residents, • Receive and process applications for recognition, • Ensure that the recognition requirements are met and notify the associations and City Manager of any shortcomings, • Maintain records related to CNAs, • Work with the Communications and Information Technology Services Department to facilitate the communication activities outlined in this policy, • Develop and maintain a City speaker list and contact speakers upon request from a CAN, • Educate City staff on the role of CNAs and how to fully engage CNAs as a valued resource, • Refer issues brought forward by CNAs to appropriate staff, and • Develop and revise policies related to neighborhoods or CNAs It is not the role of the City staff liaison to organize a neighborhood on behalf of a proposed CNA or to advocate positions on behalf of CNAs. Communication Support The City's Communications and Information Technology Services Department will provide basic communication support to Civic Neighborhood Associations to ensure that residents are aware of their existence within the community. However, the City does not have the capacity to serve as the primary communication vehicle for civic neighborhood associations. The City encourages the use of social media as a relatively inexpensive and easy way for associations to promote communication between neighbors. Basic City support includes: • Landing page on the City's website: The landing page will include the neighborhood boundaries and notable features, bylaws, regular meeting place and time and neighborhood contact information. The page can also link users to a CNA website or other online resource. Due to the volume of potential requests, City staff will not be able to customize the landing page to include updates about upcoming events or to post other documents. • Neighborhood -wide postcard mailings: The city will facilitate a neighborhood -wide postcard mailing notifying residents of a meeting to vote on the potential formation of a civic neighborhood association. Similar mailings will also be done for annual meetings. Content must be delivered to the Communications and Information Technology Services Department at least 21 days in advance of the meeting date to ensure timely delivery. Postcard mailings will be addressed to "Resident • Copying Services: The City will provide up to 500 pages of copying annually for each association (equivalent.to 500 copies, double- sided, on 8.5" by 11" paper). Associations should anticipate a 2 -3 day turnaround for each copying project. • Neighborhood listings: Active neighborhood associations and their contact information will be highlighted annually in About Town. Communication with the CNA will not replace the City's traditional methods of direct outreach to residents. Any communication facilitated by the City is subject to the City's communication policies. As a result, the City will not facilitate any communication that is inconsistent with its policies or general operating principles. Examples of communication that would be inconsistent with city policies include items that are discriminatory or politically partisan in nature. ,a Neighborhood Name Changes The City has defined names for each neighborhood. CNA's may apply to change the name of the neighborhood within one year of recognition. After one year, the name of the neighborhood and corresponding CNA cannot be changed. To apply for a name change, the CNA must submit a request to the City staff liaison to change the neighborhood name along with the minutes and attendance list from the meeting at which the organization's members voted to change the name. The City staff liaison will forward the request to the City Council for review. The City Council has the authority to approve or deny the change. Neighborhood Boundary Changes The City has defined boundaries for each neighborhood. CNAs may propose both technical corrections and neighborhood boundary changes. Technical Corrections. Technical corrections are minor changes regarding the placement of the boundary line on the map. For example, a technical correction could entail shifting a boundary line to include the properties on both sides of a street. Technical corrections impact a small number of properties. To apply for a technical correction to a neighborhood's boundary, the CNA must submit the request.to the City staff liaison along.with the minutes and sign -in list4rom the meeting at which the. organization's members voted to make the change. The City staff-liaison will forwa4rd the request to the CNA(s) of any adjoining impacted neighborhoods for review and comment. The City staff liaisomwill forward the request and any comments from the adjoining impacted CNA(s) to the City Council for review. The City Council has the authority to approve or deny the change. Boundary Changes. Boundary changes represent a larger change with respect to the geographic definition of the neighborhood. Boundary changes have the potential to impact a. large number of properties. For example, a boundary change could entail moving the boundary from one street to another street located a few blocks. away. In light of the significant public input process conducted by the City to arrive at the current neighborhood boundary map, the City will not consider boundary changes for a period of three years following the,approval of this,policy. For a change to be considered after that period, all of the neighborhoods impacted .by the proposed change must have an active CNA. To apply for a neighborhood boundary change, all of the impacted CNAs must submit the request to the City staff liaison along with the minutes and sign -in list from the meeting at which the organization's members voted to make the change. The City staff liaison will forward the requests to the City Council for review. The City Council has the authority to approve or deny the change. Guest Speakers'. The City wilfcle'velop and maintain a list of City staff that can be scheduled as guest speakers by CNAs. City staff may be available to speak on special topics by request. The guest speaker program is designed for education and information sharing purposes. Meeting Space Meeting space owned by the City and available for public use will be.made available to CNAs for meetings or events at no charge. If City staff are required to open or monitor the building, a recovery fee may be charged. City- sponsored meetings and programming will take precedent over CNA meetings, and CNA meetings may be "bumped" from a City facility with a minimum notice of one month.