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HomeMy WebLinkAbout2020-02-19 City Council Work Session Meeting PacketAgenda City Council Work Session City of Edina, Minnesota Commuity Room, City Hall Wednesday, February 19, 2020 5:30 PM I.Call To Order II.Roll Call III.MOTION TO CLOSE SESSION: As permitted by MS 13D.05, Subd. 3(d) for Security Report IV.City Hall Security Report V.Motion to move back into Open Session VI.Planning: City Hall Safety, Security, and Service VII.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 ampli1cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: February 19, 2020 Agenda Item #: III. To:Mayor and City Council Item Type: Other From:Sharon Allison, City Clerk Item Activity: Subject:MOTION TO CLOSE SESSION: As permitted by MS 13D.05, Subd. 3(d) for Security Report Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Motion to close meeting as permitted by MS 13D.05, Subd. 3(d) for staff to provide a report on physical security and employee procedures for City Hall. INTRODUCTION: This motion must be adopted to legally close the meeting. Date: February 19, 2020 Agenda Item #: IV. To:Mayor and City Council Item Type: From:Lisa A. Schaefer, Assistant City Manager Item Activity: Subject:City Hall Security Report Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: Lt. Brian Tholen will provide a report of City Hall physical security and staff procedures in closed session. ATTACHMENTS: Description Meeting Handout Strong Foundation / e • • —111 Better Together Livable \\ City City Hall Master Plan: Related Budget Objectives/Strategies City Council Work Session Feb. 19, 2020 Ongoing objectives • Incorporate lifecycle, maintenance costs and climate adaptation design practices into decisions. • Avoids deferred maintenance, prevent emergency repair and replace assets at the most cost-effective time. • Increases energy efficiency of City facilities, reduce the City's carbon footprint and GHG emissions and meet sustainability goals. 20-21 objectives • As debt levies expire, increase the CIP Levy to establish reliable funding for ongoing building maintenance, replacement and capital improvements. • Reduce the City operations' total electricity GHG emissions by 5% • Improve security and safety in City facilities for public and staff. 20-21 strategies • Develop a master plan for addressing City Hall deferred maintenance, energy efficiency, security and service needs in a cost-effective manner. Ongoing objectives • Comply with legal and safety standards. • Provide high-quality services in an efficient manner that demonstrates respect for the public. • Promote an engaging and respectful work culture that values employee quality of life and work/life balance. 20-21 objectives • Maintain adequate work-life balance for employees with an increased focus on employee quality of life, stress management, physical and mental well-being. 20-21 strategies • Develop a master plan for addressing City Hall deferred maintenance, energy efficiency, security and service needs in a cost-effective manner. • Develop long-term plan for elections absentee voting and storage. Ongoing objectives • Demonstrate resiliency to changing climate and future community needs. 20-21 Objectives • Reduce barriers to public participation. Date: February 19, 2020 Agenda Item #: V. To:Mayor and City Council Item Type: Other From:Sharon Allison, City Clerk Item Activity: Subject:Motion to move back into Open Session Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Adopt motion as stated. INTRODUCTION: This motion is necessary to exit the closed session. Date: February 19, 2020 Agenda Item #: VI. To:Mayor and City Council Item Type: Other From:Lisa A. Schaefer, Assistant City Manager Item Activity: Subject:Planning: City Hall Safety, Security, and Service Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: Discuss strategy for City Hall safety, security, and service. ATTACHMENTS: Description Staff Presentation The CITY of EDINA Move to Open Session: Planning for City Hall Safety, Security & Service www.EdinaMN.gov 1 The CITY of EDINAGoals for City Hall •Provide safe & secure facility for the public and staff •Improve energy efficiency and sustainability •Complete planned or deferred maintenance •Increase pedestrian safety & ensure equitable access from parking lot •Ensure compliance: ADA, Legal, Equity, & Safety •Positive public experience & service •Healthy work environment and access to needed resources •Effective use of real estate www.EdinaMN.gov 2 The CITY of EDINACompleted or in-process •Planning for deferred maintenance •Planning for energy efficiency •City-wide ADA Audit & planning •City Hall Space Study •City-wide Security Team •First Amendment Team 3 The CITY of EDINAEnergy Opportunities •Energy Bottom 5% of Peers Major opportunities available Operating cost savings Commitment to GHG Goals www.EdinaMN.gov 4 The CITY of EDINACity Hall Maintenance •$4,000,000 in maintenance due in next five years •Carpet, air ducts, security systems, furniture, etc •Impacts future replacements and upgrades •Energy efficiency updates, •Lighting updates •Electric vehicle (EV) charging installations •Customer, Safety, Security, & Service needs have changed in 15 years EdinaMN.gov 5 The CITY of EDINA vertical photo Key findings ◦Meeting space shortage ◦Community Room location ◦Unclear customer wayfinding ◦Office flexibility impeded by hard-wall construction ◦Thermal comfort & energy inefficiencies ◦Compromised work flow Reception/points of service Police/patrol ◦Customer experience City Hall Space Needs Study The CITY of EDINA •City Hall has over $120,000 129 Total Items 50% Level 4 Construction Related City-wide ADA Audit www.EdinaMN.gov 7 The CITY of EDINAParking Lot •Pedestrian Safety •Traffic Short-cut –Eden Ave to 50th Street •Sight-lines •Equity & Accessibility •ADA Audit -Slopes & Routes •Commitment to GHG Emission Reduction EV Chargers –visitors, staff & fleet www.EdinaMN.gov 8 The CITY of EDINAPedestrian Safety, Equity & EV ADA Parking Spots Relocation Shorter ADA Route Raised Crosswalk Sight Lines Improvements EV Chargers www.EdinaMN.gov 9 The CITY of EDINAPositive Public Experience www.EdinaMN.gov 10 •Security •Access to services •Absentee/early Voting •Wayfinding •Additional public meeting space •Access to public meetings (Council, Commissions) The CITY of EDINA Access to resources •Private space •Meeting & collaboration space •Work flow Mental Health & Wellness •Mothers’ and quiet rooms •Access to natural lighting •Access to showers/fitness •Restrooms •Breakrooms Healthy Work Environment www.EdinaMN.gov 11 HIGHLOWBEFORE AFTERDURING PERSONA: PATROL OFFICER NAME:Steve AGE:25 OCCUPATION:Day shift Patrol ABOUT ME:-Engaged -No kids -45 minute commute -2 dogs/hunting -Works out on duty -3 years veteran -Softball league JOURNEY PROPOSED SOLUTIONS KEY MOMENTS THATMATTER JOURNEY MAPPING ACTIVITY -05/30/19 Dogcare -Feeding -Walking-Kenneling 45-minute commute Uniform/ Equipment Squadchecks/ Setup Commute home Roll call Checking in/ Administrative email and mailbox Calls forservice -arrest? Booking Reports Break-Lunch? -Workout Restroom breaks -Largerlocker room -More space -Coffeebar-EnhancedAV-Aromatherapy -Betterlighting-More space-Moreparking in backlot -Main floor restroom (private) at PD -More centralized -Task-oriented workspace -Security -Enhancefacility -Squadparking closer topatrol office-2ndinterview room -Evidence processing enhancements The CITY of EDINA more room for text)Security and Service Diagrams The CITY of EDINA more room for text)Security and Service Diagrams The CITY of EDINANext Step Safety, Security, & Service •Master Plan ($100 –150K) •Essential Needs •Security •ADA/Legal •Energy Efficiency •Deferred Maintenance © 2018 HGA 15