HomeMy WebLinkAbout2020-03-12 EEC Meeting PacketAgenda
Energy and Environment Commission
City Of Edina, Minnesota
Edina City Hall, Community Room
Thursday, March 12, 2020
7:00 PM
I.Call To Order
II.Roll Call
III.Approval Of Meeting Agenda
IV.Approval Of Meeting Minutes
A.Minutes: Energy and Environment Commission, Feb 13, 2020
V.Special Recognitions And Presentations
A.Organics Recycling Launch, Twila Singh
B.Welcome to New Commissioners
VI.Community Comment
During "Community Comment," the Board/Commission will invite residents to share relevant issues
or concerns. Individuals must limit their comments to three minutes. The Chair may limit the
number of speakers on the same issue in the interest of time and topic. Generally speaking, items
that are elsewhere on tonight's agenda may not be addressed during Community Comment.
Individuals should not expect the Chair or Board/Commission Members to respond to their
comments tonight. Instead, the Board/Commission might refer the matter to sta% for
consideration at a future meeting.
VII.Reports/Recommendations
A.Initiative 6: Earth Day Event with Edina Community Education
VIII.Chair And Member Comments
A.Flood Risk Strategy Taskforce Update
IX.Sta4 Comments
A.Ko4ee Klatch Update
B.Federal Action on Climate
C.Board and Commission Onboarding
D.Pollinator Update
X.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 ampli7cation, an
interpreter, large-print documents or something else, please call 952-927-8861
72 hours in advance of the meeting.
Date: March 12, 2020 Agenda Item #: IV.A.
To:Energy and Environment Commission Item Type:
Minutes
From:Casey Casella, City Management Fellow
Item Activity:
Subject:Minutes: Energy and Environment Commission, Feb
13, 2020
Action
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Motion to approve the Feb 13, 2020 Minutes for the Energy and Environment Commission.
INTRODUCTION:
Receive the Energy and Environment Commission Minutes of Feb 13, 2020.
ATTACHMENTS:
Description
Minutes: Feb 13, 2020
Draft Minutes☒
Approved Minutes☐
Approved Date:
Minutes
City Of Edina, Minnesota
Energy and Environment Commission
Edina City Hall Community Room
Thursday, February 13, 2020, 7:00 PM
I. Call To Order
Chair Jackson called the meeting to order at 7:00 p.m.
II. Roll Call
Answering Roll Call were Chair Jackson, Commissioners Horan, Hussian, Manser, Seeley, Satterlee,
Glahn, and Martinez
Absent: Lanzas, Maynor
Staff Present: Liaison Brown, Casey Casella
III. Approval Of Meeting Agenda
Motion by Commissioner Glahn to approve the February 13, 2020, meeting agenda. Motion seconded by
Commissioner Horan. Motion carried.
IV. Approval Of Meeting Minutes
Motion by Commissioner Glahn to approve the January 29, 2020 minutes. Motion seconded by Commissioner
Hussian. Motion carried.
V. Special Recognitions and Presentations
A. Salt Resistant Grass Test in Highlands, Dom Christensen
Graduate Student Dom Christensen presented on Minnesota regional roadside turfgrass mixture
optimization. Highlights of the presentation:
• 1% of the area in Minnesota is roadside right-of-way grass
• Environmental and social functions are factored into roadside vegetation
• Dom conducted a study about roadside turfgrass in 12 sites throughout the state, including a site
in Edina
• The objective for the study was to test turfgrass mixtures to determine optimal regional mixtures
• Implications of the study will be to recommend region-specific grass mixes and main drives in
species coverage.
• The study will be available via MnDOT next year
Liaison Brown shared a City update that the Engineering Department is using drip irrigation and specific
turf species for road reconstruction projects.
VI. Community Comment
None.
Draft Minutes☒
Approved Minutes☐
Approved Date:
VII. Reports/Recommendation
A. Appoint Chair and Vice Chair
Motion by Commissioner Seeley to appoint Commission Jackson to Chair and
Commissioner Satterlee to Vice Chair. Motion seconded by Horan. Motion carried.
VIII. Correspondence And Petitions
A. Working Group Minutes
• Minutes received from the BEWG Working Group.
IX. Chair And Member Comments
A. Chair Jackson thanked departing member Glahn for his 6 years of service.
B. Commissioner Glahn shared his vision of the EEC removing barriers for residents to improve the
environment. Top issues for Commissioner Glahn were city energy efficiency use (leading by
example) and water efforts (focusing on city).
C. Commissioner Manser shared an update about the Flood Risk Reduction Task Force. The group
will provide recommendations to City Council on flooding. The process was education,
prioritization then recommendation. Those will be presented to the Council on March 4 at a
Work Session.
D. Commissioner Martinez updated about the student groups. They are working on the Climate
Summit and compost stations.
X. Staff Comments
A. Boards and Commission interviews
a. New members are approved at the Feb. 19 Council meeting.
B. ENERGYSTAR Buildings
a. Two liquor stores qualified for Energy Star efficiency for 2020.
C. Climate Action Plan Update
a. Liaison Brown updated on the CAP timeline. Staff worked on community engagement
strategy that will go to City Council for approval.
D. Pollinator Update
a. The advisory communication was sent to Council for March 4.
E. Initiative #7
a. The Parks Commission received the questions from the EEC.
F. Initiative #6
a. Commissioner Seeley will lead contacting panelists for the food waste event.
G. Organics Coordinator
a. The City’s Organics Coordinator started with the City this month. Liaison Brown will
provide more connection with the position in the summer.
XII. Adjournment
Motion made by Commissioner Glahn to adjourn the February 13, 2020 meeting at 7:52 p.m. Motion seconded
by Commissioner Seeley. Motion carried.
Draft Minutes☒
Approved Minutes☐
Approved Date:
Respectfully submitted,
Casey Casella
City Management Fellow
Date: March 12, 2020 Agenda Item #: V.A.
To:Energy and Environment Commission Item Type:
From:
Item Activity:
Subject:Organics Recycling Launch, Twila Singh
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
INTRODUCTION:
Date: March 12, 2020 Agenda Item #: V.B.
To:Energy and Environment Commission Item Type:
From:
Item Activity:
Subject:Welcome to New Commissioners
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
INTRODUCTION:
Please welcome Ukasha Dakane and Hilda Martinezas as the new commissioners.
Date: March 12, 2020 Agenda Item #: VII.A.
To:Energy and Environment Commission Item Type:
From:Melissa Seeley, Commissioner
Item Activity:
Subject:Initiative 6: Earth Day Event with Edina Community
Education
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
INTRODUCTION:
Discuss April event.
Date: March 12, 2020 Agenda Item #: VIII.A.
To:Energy and Environment Commission Item Type:
From:Richard Manser, Commissioner
Item Activity:
Subject:Flood Risk Strategy Taskforce Update
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
INTRODUCTION:
Date: March 12, 2020 Agenda Item #: IX.B.
To:Energy and Environment Commission Item Type:
From:Casey Casella, City Management Fellow
Item Activity:
Subject:Federal Action on Climate
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
INTRODUCTION:
In August, 2019 the Commission wrote and approved a Climate Inheritance Resolution that was passed by
Council shortly after.
The City Council and staff attend a national conference in Washington, D.C. each year in March. T his year, the
priorities booklet included Climate as a top priority and including language from the Climate Inheritance
Resolution. Staff that prepared the document wanted to thank the Commission for their work on the federal ask
to address climate change.
ATTACHMENTS:
Description
2020 Federal Priorities Handout for Council
2020
LEGISLATIVE
PRIORITIES
Federal Legislative Priorities Overview
1. Investment in Local Transportation Priorities
2. Climate Change
3. Election Security
4. Affordable Housing
5. Local Management of Wireless Siting
6. Aviation Noise
7. Post Office Preservation
8. Cable Franchise Fees
9. Protection of Municipal Bonds
10. State and Local Tax (SALT) Deduction
Centennial Lakes Park
Federal Legislative Priorities Details
Investment in Local
Transportation Priorities
The City Council urges Congress to
support transportation programs
that recognize the central role of
transportation to metropolitan and
regional economies.
Specifically:
• Identify a user-fee based system
that keeps the Highway Trust
Fund fully funded beyond the
expiration of the Fixing America’s
Surface Transportation (FAST)
Act
• Increase federal funding for
programs like Better Utilizing
Investments to Leverage
Development (BUILD) Grants,
Transportation Alternatives, the
Surface Transportation Block
Grant Program, New Starts
and Fostering Advancement in
Shipping and Transportation
for the Long-term Achievement
of National Efficiencies
(FASTLANE) Grants
• Support the reconstruction of the
interchange at the intersection
of interstate highways 494 and
35W
• Support future federal
investment in transit projects
in the Twin Cities region like
the Southwest Light Rail Transit
(LRT)
Climate Change
The City of Edina promotes actions
that protect future generations
from the consequences of climate
change. We ask congress to promote
systematic changes to the U.S.
economy that address climate change,
including, but not limited to:
• Supporting and coordinating
the efforts of states to address
climate change
• Converting all electricity
generation to carbon-free or
renewable sources
• Decarbonizing the economy
• Supporting and promoting
energy efficiency
• Recognizing the impact of
economic changes on people and
communities, helping mitigate
the negative impact especially
on vulnerable individuals and
frontline communities, ensuring
an equitable distribution of the
benefits, and thus securing for all
people of the U.S. for generations
to come:
◦clean air and water
◦climate and community
resiliency
◦healthy food
◦access to nature
◦sustainable environment
• Aligning our land stewardship
policies, including urban and
rural land use, to maximize
carbon recapture and promote
soil health
• Creating a system for measuring
and reporting progress on these
goals
Election Security
The City of Edina urges Congress
to protect the integrity of the
entire election system, including
cybersecurity, physical security for
election materials and equipment,
emergency planning for possible
disruptions, trainings for election staff
and process risk.
Affordable Housing
Supplying affordable housing to
all Minnesotans is an important
investment we can make in
Minnesota’s future. Cities cannot
close the housing affordability gap
on their own. We urge Congress
to preserve Low-Income Housing
Tax Credit (LIHTC) and prioritize
affordable housing and work with local
partners to coordinate federal housing
resources.
The City Council asks Congress to
support the Community Development
Block Grant (CDBG) and Home
Investment Partnership (HOME)
program. These programs are the
principal source of federal revenue
for localities to use in developing
and implementing community
development solutions for creating
and sustaining healthy, functioning
communities.
Local Management of
Wireless Siting
Recent rulings by the Federal
Communications Commission (FCC)
have created caps on application
fees and rent charged for use of
these assets, failing to consider the
actual costs cities incur in processing
applications or the fair market value
of using municipal assets. As a result,
taxpayers will have to subsidize the
deployment of wireless services,
and cities will lose control of their
municipal assets. We urge
Congress to analyze the
FCC rulings and recognize
that the siting of wireless
facilities on city assets
must balance the needs
of the wireless companies
with the ability of cities to
make decisions that are
best for their communities.
Walnut Ridge Park
Enable Cities to Protect
Residents from Harmful
Levels of Aviation Noise
The City Council has identified
aviation noise as one of the key threats
to the quality of life in Edina. Council
Members request support from
Edina’s federally elected officials for
eliminating Categorical Exclusions
(CATEX) when implementing
Performance Based Navigation (PBN).
The process should ensure that ground
impacts and community concerns are
incorporated into PBN and traditional
track changes that will change noise
exposure.
The Edina City Council opposes the
privatization of Air Traffic Control.
We are concerned it may reduce the
accountability of the organization
to Congress, and that without a
mechanism for compelling the
private company to meet and discuss
community concerns, there will be
fewer opportunities for advocacy on
noise impacts.
The FAA has taken positive steps to
improve community engagement,
including adopting a Community
Involvement Manual and hiring a
Community Involvement Manager
for Airspace Projects. The Edina City
Council believes that this will result
in a more efficient and successful
implementation of NextGen and we
strongly support these efforts.
Post Office Preservation
The Edina Post Office in the 50th &
France District in Edina is housed in
a leased facility. The property owner
has announced that this lease will not
be renewed following its expiration
in 2021. The Edina Post Office is
important to the Edina, Minneapolis
and St. Louis Park residents it serves.
We ask your support in keeping a full-
service post office in the 50th & France
District.
50th & France
Cable Franchise Fees
The Edina City Council urges Congress
to recognize, support and maintain
the exercise of local franchising
authority to encourage increased
competition between incumbent cable
system operators and new wireline
competitive video service providers.
The City Council asks Congress to
refrain from adopting any FCC rule
changes that would restrict existing
local authority to charge for and
control access to public rights-of
way by all video and cable service
providers.
Protection of Municipal
Bonds
Edina’s Aaa and AAA credit ratings
from Standard + Poor’s and Moody’s
Investors Services represent the
financial strength of our city. These
ratings create opportunities for the
City to invest in our community’s
future and provide the best value in
public services back to our residents.
Any changes to the tax code should
recognize the vital role of tax except
municipal bonds. The Edina City
Council asks you to oppose any
attempt to make changes to the tax
exempt status that would increase
the cost of financing for cities as
doing so would be devastating for
our operations, our services and,
ultimately, our residents.
State and Local Tax (SALT)
Deduction
The 2017 Tax Cuts and Jobs Act
reduced the opportunity for taxpayers
to fully itemize deductions for their
state and local taxes (SALT) against
their federal income tax liability. This
fundamental change to the tax code
will have a detrimental impact on many
taxpayers in Edina. We ask for your
support in reversing this change to the
tax code and reinstating full federal
deductibility of state and local taxes.
Edina, Minnesota
About Edina
Edina is a part of the Twin Cities metro
which is home to more than 3.4 million
residents. It is a community of 16
square miles serving approximately
50,000 residents.
Edina is a business destination as well
as a residential destination. Every day,
44,000 people commute into Edina to
work and 18,500 people commute out of
Edina to work. In addition to this traffic,
the city’s retail centers attract visitors
from all over the metropolitan area.
Edina has a five-member City Council,
all of whom are elected at large from
our community on a non-partisan
basis. The City Council sets policy and
direction for the City which is then
executed by the City Manager. The
City provides a full range of services.
Local Economy
The City currently enjoys a strong
economic environment and local
indicators point to continued growth.
Major private employers in Edina
include:
• M Health Fairview Southdale
Hospital
• Southdale Center
• Galleria Edina shopping mall
• Spartan Nash
• FILMTEC (Dow Chemical Co.)
• Lunds & Byerlys
• Jerry’s Enterprises, Inc.
• Western National Insurance
Community Vision
City staff are guided by Vision Edina,
the City’s long-range strategic plan.
The City’s Comprehensive Plan guides
development and redevelopment and
addresses changes likely to occur due
to various social and market forces.
The City continues to focus on quality
of life improvements throughout
Edina. These efforts cover a broad
array of areas, including an emphasis
on sustainability both internally and
externally as well as intensive work to
identify and remedy racial inequities
within our city government to ensure
that all people are being served and
have an opportunity to serve within
our local government.
The City has four ongoing budget
goals:
Strong Foundation
Maintain physical assets and
infrastructure
Reliable Service
Maintain service levels that
best meet the needs of the
community
Livable City
Plan for connected and
sustainable development
Better Together
Foster inclusive and engaged
community
City of Edina
4801 W. 50th St.
Edina, MN 55424
952-927-8861 | EdinaMN.gov
James Hovland
Mayor
612-874-8550
jhovland@EdinaMN.gov
Mary Brindle
City Council Member
952-941-7746
mbrindle@EdinaMN.gov
Mike Fischer
City Council Member
952-833-9569
mfischer@EdinaMN.gov
Kevin Staunton
City Council Member
952-836-1020
kstaunton@EdinaMN.gov
Ron Anderson
City Council Member
612-386-3208
randerson@EdinaMN.gov
Scott H. Neal
City Manager
952-826-0401
sneal@EdinaMN.gov
Date: March 12, 2020 Agenda Item #: IX.C.
To:Energy and Environment Commission Item Type:
From:
Item Activity:
Subject:Board and Commission Onboarding
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Please review the presentation to see updated information and direction on charges.
INTRODUCTION:
New Commissioners were onboarded last week. Attached are the documents shared.
ATTACHMENTS:
Description
Board and Commission New Member Orientation
Member Handbook
Social Media Guidelines for Board Commission and Task Force Members
City of Edina
Board and Commission New
Member Orientation
Introduction to Local Government & Advisory Boards and Commissions
Updated 2020.03.05
Edina’s Mission
2
Our mission is to provide
effective and valued public
services, maintain a sound
public infrastructure, offer
premier public facilities and
guide the development and
redevelopment of lands, all in a
manner that sustains and
improves the health and
uncommonly high quality of life
enjoyed by our residents and
businesses.
General Statutory City Powers
•Create departments, advisory boards, and appoint employees to conduct City affairs
•Make annual tax level and exercise authority over finances
•Provide parks and recreation facilities
•Prosecute people who violate ordinances
•Plan for the future development of the City
•Levy special assessments for public improvements
•Carry out a program of housing redevelopment
•Control the subdivision of land
3
Operating Departments
Supporting Departments
AdministrationDepartment Functions
City Manager
Assistant City Manager
•Backup to City Manager•Boards & Commissions•Community Engagement
•Racial Equity•Economic Development•Neighborhood Associations
•Elections•Records•Licenses
•Liquor Store Operations•Sustainability
Police Fire Public Works
•Patrol•Investigations•911 Dispatch•Records•Community Health
•Fire Suppression & Prevention•Emergency Medical (ALS)
•Emergency Preparedness•Building Plan Review•Building Permits•Building Inspections•South Metro Training
Facility
•Street Maintenance•Utility Operations•Fleet Maintenance•Facilities Management
•Electrical•HVAC
Engineering Parks & Recreation Community Development
•Design of infrastructure•Project Management•Environmental Services
•Recreation Programs•Parks Maintenance•Braemar Golf
•Braemar Arena & Field•Edinborough Park•Centennial Lakes
•Aquatics Center
•Arts Center
•Planning•Zoning•Heritage Preservation•Sign Permits•Residential Redevelopment
•Residential Appraisal•Commercial Appraisal
Human Resources
•Recruitment & Selection•Compensation &Benefits•Employee & Labor Relations•Employment Policies•Performance Management
•Training & Development•Risk Management & Safety•Payroll
Finance
•Budget•Investments•Accounts Payable•Accounts Receivable
Communications & Technology
•Media & Publications
•Marketing•Print Media and Video
•Web Site & Social Media•Network Management•Telecommunications
•End-user Support & Training•Geographic Information Systems (GIS)
“Plan B” City
City Council
•Plan B: Council holds legislative authority.
•Council sets policy.
•Each council member has an
equal vote.
•Council hires, fires, and supervises one city employee: the City Manager.
•City Council holds City
Manager accountable
www.EdinaMN.gov 5
City Manager (CEO)
•City Manager holds
administrative and
management authority.
•City Manager is accountable
to the City Council.
•City Manager hires staff and
carries out city operations.
www.EdinaMN.gov 6
Mayor
James
Hovland
Member Mike
Fischer
Member
Mary
Brindle
Member
Kevin
Staunton
Member
Ron
Anderson
City Council
www.EdinaMN.gov 7
City Manager
Scott Neal
Assistant City
Manager
Lisa Schaefer
Your Staff Liaison
City Leadership
Staff Liaisons
8
Susan Tarnowski,
Arts & Culture Cary Teague,
Planning
Perry Vetter,
Parks Commission
Andrew Scipioni,
Transportation
Bob Wilson, Appeals &
Equalization
Emily Bodeker,
Heritage
Preservation
Dave Fisher,
Construction
Board
Tara Brown,
Energy &
Environment
Jeff Brown,
Community
Health
Heidi Lee,
Human Rights &
Relations
Council-Manager -Complicated
Council-Manager –Best Case
Council-Manager –
Complex, but Manageable
13
Legitimacy & Accountability
Boards, Commissions &
City Staff
Legitimacy from the
City Council
Accountable to the City
Council
Council
StaffCommissions
Decide Strategy
Advise Council
Community
Perspective
Manage operations,
Implement Policy,
Advise Council
Technical Analysis
Council
•Make policy-level decisions•Hire & supervise City Manager•Approve
-Budget and related work plan
-Ordinances and policy decisions
-Development proposals
-Variances and rezoning requests•Appoint advisory boards and commissions
Staff
•Provide best efforts and technical advice to
Council
•Manage operations and staff•Propose budget and policies•Carry out Council decisions
•Deliver services
•Equitable enforce codes and policies
Advisory Boards, Commission & Task Forces
•Provide community perspective on values and
needs•Propose work plan items
•Advise the council through work plan charges
•Hold hearings as directed by Council
•Assist as directed in work plan with engagement
efforts
Supporting Council
Roles
www.EdinaMN.gov 15
Commission Role
Investigate matters within the scope of the particular Commission or as specifically directed by the Council
Advise the Council by communicating the viewpoint or advice of the entire Commission
At the direction of Council, hold hearings, receive evidence, conduct investigations, make decisions and provide recommendations to Council.
Not Commission
Role
Commissions do not direct the work of City staff.
Do not take responsibility for financial performance of any City facility or program.
We will not always agree…
www.EdinaMN.gov 16
Ultimate Goal
Provide Council with the best information possible during the decision making process
Smart outcomes for the city
Member Composition
17
Two Types of Members
Regular
Voting Members
Student
Non-voting Members
18
Key Players
Chair
Prepare agenda, lead meetings, facilitate development of annual
work plan
Vice Chair
Performs chair duties if chair is unavailable
Liaison
Support chair, provide technical expertise, relay information to
Council, maintain records
*Greenprint for clear purpose,
outcome and timeline
Committees & Working Groups
19
Commission
Committee
Commission Members only
Working Group
Commission Members Public Members
www.EdinaMN.gov 20
Guiding Documents
City Code
Roles of Boards and Commissions generally and specifically
Bylaws
Rules established to regulate Boards and Commission, standardized
Member Handbook
The most important book you will own
Work Plan
Work approved and directed by Council
JANUARY
•Work Plan Begins
•Reappointments
FEBRUARY
•Appointments
•New Member Orientation
•Annual Elections
MARCH
•Terms Start & End 3/1
APRIL
•Annual Recognition Event
MAY
•All Chair Meeting
JUNE
•Work Plan Development Starts
JULY
•Work Plan Development
AUGUST
•Work Plan Development
SEPTEMBER
•Work Plans Due
OCTOBER
•Chair Present Work Plan to Council
NOVEMBER
•Staff Present Work Plan to Council
DECEMBER
•Work Plans Approved
Annual Calendar
22
Community Involvement
Community Initiatives
Public Art, Small Area Plans, Living Streets, Partners in Energy
Plan, Home Energy Squad, Business Recognition Program, Public
Art, Award Programs
Community Events
Days of Remembrance, Summer Music Series, Forums, Tours, Film
Festival
23
Meetings
24
Types of Meetings
Regular Meetings
Meeting scheduled monthly
Special Meetings
Meetings called in addition to the regular scheduled meeting
Joint Work Session
Annual meeting with City Council
25
Attendance
Attendance Policy
Outlined in City Code
Attendance Sheets
Liaisons use an attendance sheet to track
Counted vs Not Counted
Some meetings count towards attendance while others do not
Counted towards Attendance
Regular Meeting with Quorum
Regular Meeting without Quorum
Rescheduled Meeting Canceled Meeting
Not Counted towards Attendance
Special Meetings Joint Work Session
Committee or Working Group Meetings
www.EdinaMN.gov 26
Voting & Quorum
Quorum
A majority of seated voting members; Quorum is required to vote
on business items
Voting
Only regular members are voting members; Student members are
encouraged to participate in discussion but do not count towards
quorum
27
Meeting Packet
Agenda
Items to take action or discuss
Draft Minutes
The draft minutes are included from the previous meeting to be
approved
Reports
Relevant information for agenda topics
When
Meeting packets are available for review 3 business days prior to the
meeting
28
Meeting Agenda
Call to Order
Approval of Meeting Agenda
Approval of Meeting Minutes
Special Presentations
Public Hearings
Community Comment
Report & Recommendations
Chair & Member Comments
Staff Comments
Adjournment
DURING COMMUNITY
COMMENT RESIDENTS CAN
SHARE CONCERNS /
COMMENTS
www.EdinaMN.gov 29
The City has created
guidelines to improve
readability of minutes
by making their length
shorter and more
concise. Meeting
minutes record what was
done at the meeting, not
what was said.
Meeting Minutes
Included:
•Meeting name including
the date, place and time
•Members in attendance
•Approval of previous
meeting minutes and
corrections if any
•Motions made
•Summary of what
happened
Not Included:
•What was said
•Who said it
30
Roberts Rules of Order
What
Rules for parliamentary procedure
Why
Guide for conducting meetings and making decisions as a group
Procedural Conflict
Robert’s rules of order would prevail in the event of a conflict
31
Communication
32
Open Meeting Law
What
Requirements for public bodies
required by the state
Why
Prohibits action from being take at
a secret meeting
Ensures the public’s right to be
informed
Allows the public an opportunity
to present its views to the public
body
Requirements
Notice of meeting
Written agenda
Meeting minutes
Public meeting location
33
Potential Violation
Serial
Communication
34
Communication Channels with Council
Meeting Minutes
Approved meeting minutes are included in the City Council packet.
YES, they do read them
Staff Report
This is written by staff and will include a staff recommendation to
Council
Advisory Communication
This is written by the commission
Annual Work Plan
Work plan approved and directed by Council
Joint Work Session
Annually the commission will meet with Council
35
Charge 1:
Study &
Report
Study a specific issue or event and report its findings to the Council
No vote
No recommendation
Charge 2:
Review &
Comment
Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council
No vote
No recommendation
Charge 3:
Review &
Recommend
Review a specific policy issue and provide a recommendation on the issue to Council
Majority vote required
Recommendation
Charge 4:
Review &
Decide
Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council
Majority vote required
Decide
Public Data
37
What is public?
Per State Statute, your name, address and contact information
Public Contact Information
Once appointed, members are required to keep one form of contact
information on file
Where do people find my public information?
Website lists names. All other information has to be requested via the
liaison
38
Communication with the Public
Resident AND Board/Commission Member
Becoming a board or commission member does not mean you lose your right
as a resident
Individual Comments
Individual member comments to not represent the group as a whole
Use good judgement if you identify yourself as a commissioner
You are a team!
Remember, decisions of the board or commission are based on the
information shared and discussion of the group during the meetings
The Public Wants to Talk to You!
39
Phone / Email / Social Media
If requested, your public contact information will be provided
Records retention requires you to save correspondence for 3 yrs
All correspondence is discoverable
Don’t forget your individual comments are not
representative of the board or commission
Correspondence Form
This is the best way for people to correspond with the commission
Form on our website
Social Media Guidelines
Do’s
•Use good judgement and moral conduct if you identify yourself online as a Board Member or Commissioner
•Refer people to the City’s website or other sources of official information or a specific staff member
•Assume that your speech and activity on social media reflects upon your position as a Board Member or Commissioner
•Understand that when using social media, anything you say or post becomes a permanent part of the internet
•Expect that anything posted in a public online forum may be accessed by the City at any time without notice.
Don’t
•Act as a spokesperson unless assigned that role by the staff liaison
•Post or disseminate non-public information
•Engage in speech that is false, deceptive, libelous, slanderous, misleading, obscene, sexually explicit or expresses a bias
•Assume personal information posted on social media is protected
41
Ethical &
Respectful Conduct
42
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
What should you do
Disclose the conflict or interest to the group
Abstain from discussing or voting on the matter
43
Gifts
Definition
Any invite or item of value from an “interested party” in conjunction
with your board and commission work
What should you do
Abstain from accepting the gift
Contact your staff liaison
Inquire about the City’s donation policy, if interested
44
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
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 differences
www.EdinaMN.gov 45
•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.
•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.
•I understand that all Board 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.
Code of Ethics
Questions?
www.EdinaMN.gov 46
•URL: Edina.novusagenda.com/boardweb
•Username: First letter of first name and full last name
•Password reset email
•Review the packet from an computer or device
•City Hall does have wifi
Novus Agenda
www.EdinaMN.gov 47
Board/Commission Member Handbook 1 | Page
CONTENTS UPDATED 2020.03.05
Inside the City .................................................................................................................................................................... 3
Mission ............................................................................................................................................................. 3
Local Government Structure ..................................................................................................................... 3
City Council ................................................................................................................................................... 3
City Leadership .............................................................................................................................................. 3
Staff Liaisons ................................................................................................................................................... 4
City Departments ......................................................................................................................................... 4
Department Functions ................................................................................................................................. 5
Map of Public Facilities ................................................................................................................................. 6
About Boards and Commissions ................................................................................................................................... 7
Board and Commission Role...................................................................................................................... 7
Board and Commission Member Composition ..................................................................................... 8
Key Players ..................................................................................................................................................... 8
Committees and Working Groups ........................................................................................................... 9
City Code and Bylaws ................................................................................................................................ 10
Annual Calendar .......................................................................................................................................... 11
Board and Commission Meetings ................................................................................................................................ 11
Types of Meetings ....................................................................................................................................... 11
Attendance ................................................................................................................................................... 12
Quorum and Voting ................................................................................................................................... 13
Meeting Packet ............................................................................................................................................. 13
Agenda ........................................................................................................................................................... 13
Minutes .......................................................................................................................................................... 14
Robert’s Rules of Order............................................................................................................................ 14
Communication ................................................................................................................................................................ 15
Open Meeting Law...................................................................................................................................... 15
Communication with City Council ......................................................................................................... 16
Annual Work Plan....................................................................................................................................... 18
Council Charge ............................................................................................................................................ 18
Communication with the Public .............................................................................................................. 19
Ethical and Respectful Conduct .................................................................................................................................... 19
Conflict of Interest ..................................................................................................................................... 19
Board/Commission Member Handbook 2 | Page
Gifts ................................................................................................................................................................ 20
Respectful Behavior .................................................................................................................................... 20
Code of Ethics ............................................................................................................................................. 20
Novus Boardview ........................................................................................................................................ 21
Board/Commission Member Handbook 3 | Page
INSIDE THE CITY
Mission
Our mission is to provide effective and valued public services, maintain a sound public infrastructure,
offer premier public facilities and guide the development and redevelopment of lands, all in a manner
that sustains and improves the uncommonly high quality of life enjoyed by our residents and
businesses.
Local Government Structure
Edina is a statutory Plan B City.
• City Council consists of the Mayor and four Council members.
• The vote of the Mayor counts the same as a Council member vote.
• The City Council is responsible for policy and legislative decisions.
• City Council employs the City Manager, who oversees the day-to-day operations of the City.
City Council
Mayor James Hovland Mike Fischer Mary Brindle Kevin Staunton Ron Anderson
City Leadership
Scott Neal
City Manager
• Responsible for hiring and
managing City staff.
• City Manager carries out
policy direction of Council.
Lisa Schaefer
Assistant City
Manager
Board/Commission Member Handbook 4 | Page
Staff Liaisons
City Departments
Board/Commission Member Handbook 5 | Page
Department Functions
Human Resources
• Recruitment and selection
• Compensation and benefits
• Employee and labor relations
• Employment policies
• Performance management
• Training and development
• Safety and worker’s compensation
• General liability and risk management
• Payroll
Communications and Technology Services
• Media and publications
• Marketing
• Website and social media
• Network management
• Telecommunications
• End-user support and training
• GIS
Finance
• Budget
• Investments
• Accounts payable
• Accounts receivable
Police
• Patrol
• Investigations
• Dispatch
• Records
• Community Health
Fire
• Fire suppression and prevention
• Emergency medical
• Emergency preparedness
• Building plan review
• Building permits
• Building inspections
Public Works
• Street maintenance
• Utility Operations
• Fleet Maintenance
• Electrical
• HVAC
• Property management
• Parks maintenance
Engineering
• Design
• Project management
• Environmental services
• GIS
• Transportation
Parks and Recreation
• Recreation programs
• Manage enterprise facilities including Braemar
Golf Course, Centennial Lakes, Braemar Arena,
Edinborough Park, Braemar Dome
Community Development
• Planning
• Zoning
• Heritage preservation
• Sign permits
• Residential appraisal
• Commercial appraisal
Administration
• Council relations
• Boards and Commissions
• Strategic Planning
• Economic Development
• Neighborhood Associations
• Elections
• Records Management & Licenses
• Sustainability strategy & measurement
• Performance measurement
• Liquor store operations
Board/Commission Member Handbook 6 | Page
Map of Public Facilities
Board/Commission Member Handbook 7 | Page
ABOUT BOARDS AND COMMISSIONS
Board and Commission Role
Objectives of Boards and Commissions:
• City Council establishes Boards and Commissions to
engage residents into city work.
• City Staff supports Boards and Commissions to assist
with effective governance.
• Board and Commission members serve the community
and can participate in meaningful work.
Supporting City Council:
Edina’s Boards and Commissions are established by the City
Council and serve as advisors to the council. Boards and
Commissions and City Staff are accountable to City Council.
Council
• Make policy-level decisions
• Hire & supervise City Manager
• Approve
- Budget and related work plan
- Ordinances and policy decisions
- Development proposals
- Variances and rezoning requests
• Appoint advisory boards and commissions
Staff
• Provide best efforts and technical advice to Council
• Manage operations and staff
• Propose budget and policies
• Carry out Council decisions
• Deliver services
• Equitable enforce codes and policies
Advisory Boards, Commission & Task Forces
• Provide community perspective on values and needs
• Propose work plan items
• Advise the council through work plan charges
• Hold hearings as directed by Council
• Assist as directed in work plan with engagement efforts
Board/Commission Member Handbook 8 | Page
Boards and Commissions are expected to support City Council and serve at the discretion of City Council.
Read your Board or Commission’s bylaws. Relevant sections of the City Code can be found in the appendix
and are critical to understanding the mission of the Board or Commission.
Board and Commission Member Composition
There are two types of board and commission members:
Key Players
Chair
• Prepare agenda with Staff Liaison.
• Lead meeting and facilitate discussion.
• Ensure bylaws are followed.
• Maintain meeting decorum.
• Facilitate development of annual work plan.
• Consult with members regarding attendance issues.
• Encourage participation by all members and the public.
Vice Chair
• Supports the Chair as needed.
• Performs the Chair duties if the Chair is unavailable.
Staff Liaison
• Support Chair in preparing agendas and meeting materials.
Commission Role
•Investigate matters within the scope of the particular Commission or as specifically directed by the council
•Advise the Council by communicating the viewpoint or advice of the Commission
•At the direction of the Council, hold hearings, receive evidence, conduct investigations, and, on the basis of such hearings, evidence and investigations, make decisions and recommendations to the council.
Not Commission Role
•Do not direct the work of City Staff.
•Do not take responsibility for financial performance of any City facility or program.
Regular
Members
Must be 18 years of age or older.Must live in Edina.Voting member.Terms are typically 3 years in duration.
Student
Members
Must be enrolled full time in a secondary school.
Must live in Edina.Non voting member.Serve a one year term.
Board/Commission Member Handbook 9 | Page
• Work with Chair to ensure bylaws are followed.
• Record and prepare meeting minutes.
• Provide technical expertise and access to City resources.
• Provide official notice of meetings.
• Relay information from City Council.
• Maintain records.
Committees and Working Groups
Local governments often use a variety of Citizen Advisory groups, including Boards and Commissions, to
complete the mission of the City. Commissions may create Committees and Working Groups to assist
them with their work plan, however, committees and working groups work at the direction of
the whole board and commission.
Role of these groups:
• Study issues in greater depth and report findings.
• Assist with community initiatives or events.
COMMITTEES
Membership Guidelines
• The Commission appoints at least two,
but less than a quorum of members.
• All members must be members of the
Commission.
• The Commission appoints a temporary
Committee Chair.
• The committee elects their own chair
and notifies the Commission
• Committees are established with the approval of
the Commission to assist with a work plan
initiative.
• The Commission has final recommendations on
all matters which the committee has been given
guidance.
• Staff does not provide support to Commission
committees.
• Meetings of committees are not public meetings.
Board/Commission
Committee Commission Members only
Working Group
Commission Members
Public Members
Board/Commission Member Handbook 10 | Page
WORKING GROUPS
Membership Guidelines
• A Working Group is comprised of
one or more members of the
Commission, but less than a
quorum of members and includes
members of the public.
• The Commission appoints the
Working Group Chair.
• The working group chair will
recommend to the Commission
other working group members
who are outside of the
Commission. The Commission
appoints additional working group
members.
• The Chair may also nominate a
co-chair who is not a Commission
member.
• Working groups are established with the approval of the
Commission to work on a work plan initiative.
• Working Groups should be considered when the
Commission needs more support, the work requires a
specific expertise or time, or the work needs more
community engagement to identify issues and concerns.
• Working groups have a set time for completing their
work.
• Notice is given to the public of the formation of the
working group providing a minimum of 14 days for the
public to express interest before members are selected.
• The Commission has final recommendations on all
matters which the committee has been given guidance.
• Staff does not provide support to Commission
committees.
• Meetings of working groups are not public meetings.
Key Components of Working Group:
• Size: Working groups should not exceed seven members.
• Time: Working groups are established for a set time in order to complete a particular task set
forth by the commission.
• Disbanding: The Commission can disband a working group at any regular meeting by a
majority vote or in the case that no member of the Commission is available to serve or
volunteer membership cannot be established the working group will be automatically disbanded.
• Work: Working groups do not provide direction to the Commission. The Commission has final
approval on all matters.
City Code and Bylaws
City Code:
To locate City Codes citing Boards and Commissions visit the Edina website under GOVERNMENT.
Bylaws:
Rules established to regulate the Boards and Commissions, as allowed by the City Council. The City Council
establishes and approves bylaws. Each Board and Commission’s bylaws can be located on their individual
webpage.
Board/Commission Member Handbook 11 | Page
Annual Calendar
Work Plan:
Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities.
Yellow = Work Plan
BOARD AND COMMISSION MEETINGS
Types of Meetings
Regular Meetings:
Annual Calendar
January
•Reappointments
•New member Recruitment
•Annual work plan begins
February
•New member interviews & appointments
•Annual elections
Feb/March
•New member orientation
March
•Terms end
•New member terms start
June-August
•Work plan proposals created
Sept/Oct
•Draft work plans submitted
•Presented to City Council at work session
Nov/Dec
•City Council finalizes & approves work plans
December
•Membership assessment conducted
Board/Commission Member Handbook 12 | Page
• All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of each
month.”
• Regular meetings can be rescheduled if members and the public are given notice at a prior
meeting.
• If notice at a prior meeting cannot be given for a schedule change, the regular meeting is
considered to have been cancelled and a special meeting called.
• At the regular February meeting, each commission holds annual elections for Chair and Vice
Chair.
Special Meetings:
• A meeting held in addition to the regular meeting schedule.
• A meeting scheduled without notice at a prior meeting.
Joint Work Session:
• Work sessions are held jointly with City Council.
• Every Commission has at least one a year.
• Goal is to review work plan and get direction if needed.
All meetings are audio recorded and some are televised. Currently, all the Planning Commission
meetings are televised.
Attendance
Attendance Sheets:
Attendance sheets are maintained by the Staff Liaison. They are included with every meeting packet for
individual monitoring.
Attendance Policy:
Any member of a Board or Commission established by the Council who fails to attend three consecutive
regular meetings (or in the case of members of the planning commission, four consecutive regular meetings) or
who fails to attend at least 75 percent of the scheduled meetings in any calendar year, whether regular or joint
work sessions with the Council, shall be deemed to have resigned as a member of the Board or Commission.
Counted vs Not Counted
*A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If
shorter notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with
special meeting.
Counted towards Attendance
Regular Meeting with Quorum Regular Meeting without Quorum Rescheduled Meeting*Canceled Meeting
Not Counted towards Attendance
Special Meetings Joint Work Session
Committee or Working Group Meetings
Board/Commission Member Handbook 13 | Page
Quorum and Voting
Quorum = A majority of seated voting members.
• Quorum is required to vote on business items.
• Meetings can be held without a quorum, however, members cannot “conduct business” by taking votes
on motions.
Voting:
• Adult members can participate in voting.
• Student members are expected to participate in the discussion but do not vote and do not count
towards quorum.
Meeting Packet
Each meeting packet contains:
• Agenda
• Draft Minutes
• Reports and Recommendations
• Correspondence
• Relevant background information for the meeting
The packet posted in Novus Agenda Board web at least three days prior to your scheduled meeting. It is
important that you review the packet in advance to be prepared.
Agenda
Static Items (will always show up on the
agenda):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Community Comment
V. Reports and Recommendations
VI. Chair and Member Comments
VII. Staff Comments
VIII. Adjournment
Additional Categories (in green):
I. Roll Call
II. Approval of Meeting Agenda
III. Approval of Meeting Minutes
IV. Special Presentations and Recognitions
V. Public Hearings
VI. Community Comment
VII. Reports and Recommendations
VIII. Chair and Member Comments
IX. Staff Comments
X. Adjournment
Community Comment:
• Residents can speak during community comment on any topic that is NOT already on the current
agenda.
• Members should not engage in direct debate or dialogue with the resident outside of thanking them for
the comment or noting when the item might be discussed by the BC in the future.
• Commissions should not take action from the content of the community commenter.
• Commenters must provide their name and address before speaking.
• Commenters have 3 minutes to speak.
Board/Commission Member Handbook 14 | Page
Minutes
Minutes are recorded at each Board or Commission meeting. Many Commissions will have an additional City
staff person in attendance that supports the liaison with this particular task.
Minutes Always Include:
• Meeting name including date, place and time
• Members in attendance
• Approval or previous meeting minutes and corrections, if any
• Motions made (exact wording of the motion, who made the motion and the result of the vote)
Meeting minutes’ document actions taken at a meeting, not discussion.
Each meeting packet will contain a draft of the minutes from the previous meeting. After the minutes are
approved, your City Staff Liaison will submit the approved minutes for publication on the City’s website and to
City Council for receipt. This is an important channel of communication to City Council from the Commissions.
Robert’s Rules of Order
Edina Boards and Commissions use Robert’s Rules of Order to transact business through motions.
Robert’s Rules of Order will prevail in the event of a procedural conflict.
General Principles:
• Only one subject (main motion) is before the group at one time.
• Negative motions are generally not permitted; phrase the motion as a positive action. If the BC
does not want to take action, the motion should be voted down.
• Only one member speaks at a time. Each speaker should first be recognized by the Chair. The
maker of a motion is usually allowed to speak first and last.
• Each item is presented for full debate. Each member speaks once until all members have had an
opportunity to speak.
• All members have equal rights. The rights of the minority are protected and heard, but the will
of the majority prevails.
Steps to a motion:
• Member addresses the Chair and the Chair recognizes the member.
• Member states motion “I move to adopt the policy.”
• Another member seconds the motion “I second.”
• Chair repeats the motion to the BC.
• Motion is discussed by the group.
• Members can make subsidiary motions that assist the group in disposing of the main motion, “I
move to table this discussion to the next meeting.”
• Members vote on the subsidiary motion.
• If applicable, members vote on the main motion.
• Chair announces the results.
Subsidiary Motions (Action on the first motion):
To Accomplish This . . . Use This Motion. . .
Board/Commission Member Handbook 15 | Page
Avoid taking a direct vote on a motion. Postpone Indefinitely
Change the wording of the motion. Amend
Have a Committee discuss a motion in detail and come back
with a recommendation.
Refer to a Committee
Discuss a motion later in the meeting, or maybe put it off until
your next meeting.
Postpone to a Definite Time
Provide for a certain amount of time for discussion of the
motion, either for the subject matter or for each speaker.
Limit or Extend Limits of Debate
End debate on the motion and vote now. Close Debate
Stop dealing with the motion temporarily until a majority
decides to resume it.
Table
COMMUNICATION
Open Meeting Law
Why it exists:
• Prohibits actions from being taken at a secret meeting, where it is impossible for the interested
public to become fully informed concerning decisions of public bodies or to detect improper
influences.
• Ensures the public’s right to be informed.
• Afford the public an opportunity to present its views to the public body.
To Comply:
Provide public notice of the meeting a minimum of three days in advance.
Hold meetings in public places.
Violation of Open Meeting Law:
There is a violation of open meeting law if there is discussion of business between quorums of members
outside of a publicly noticed meeting. Serial communication defined below is an open meeting law
violation.
Serial Communication:
Serial communication is communication between Board and Commission members that lead to a
concurrence among the majority of the members. Serial communication may involve a series of
Board/Commission Member Handbook 16 | Page
communications (example: email, face-to-face, text) with each communication involving less than a
quorum of the Board or Commission, but when taken as a whole, involve a majority of the Board or
Commission.
Ensure Compliance:
• Email communication intended for the group to your Staff Liaison for distribution.
• Members should not “reply all” to group messages.
• Members should not blind copy other members.
Committees and Working Groups:
While Committees and Working Groups are not covered under the Open Meeting Law, some
Committee or Working Group meetings may be designated as public meetings by the City Council or
the Commission based on potential public interest in the topic.
If Committee or Working Group meetings are designated public, the following items are required:
• Notice of the meeting
• Written agenda
• Meeting minutes
• Public meeting location
Communication with City Council
When presenting recommendations to City Council it is essential that Board and Commission members
keep the following in mind:
• Recommendations should be in written form.
• Ideas should be expressed in clear and concise language.
• Proposed solutions should be viable and cost-effective.
• Recommendations should identify reasons for the changes suggested.
• Advice should reflect the views of a consensus or a majority of Board and Commission
members.
Role of Staff Liaison. One of the primary roles of the Staff Liaison is to assist in delivering information from
the City Council to, and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of
their Board and Commission completely and impartially.
Communication Tools. Boards and Commissions have five primary tools for communication with the City
Council. Since Council time is limited and it is important that all members of the Council receive the
information, it is imperative that communication is done through these formal channels. The table below
outlines each tool and its intended purpose:
Board/Commission Member Handbook 17 | Page
Meeting Minutes
•Meeting minutes are intended to give members a record of Board and Commission proceedings. After the minutes are approved, they are included as part of the upcoming Council packet. Council members are very diligent about reading Board and Commission minutes.
Joint Work Session
•Joint work sessions are held at least once a year. This is an opportunity to update the Council on the Commission’s work plan and to get Council feedback on the progress to date.
Annual Work Plan
•The annual work plan process enables Commissions to share their goals for the upcoming year. The Council reviews those goals and other ideas before giving final direction on Commission priorities.
•Council will assign each work plan item a Council Charge (See Below).
Staff Reports
•Staff reports are prepared by staff to forward a regulatory item or other goal from the Commission’s approved work plan to a Council meeting for approval or direction. It is staff's responsibility to outline the Commission's recommendation, as well as staff recommendations, and to highlight any important differences between the two.
Advisory Communication
•Advisory communication is prepared by the Commission members under the direction of the Commission. This template should be used when the Commission wants to give input on an issue but due to timing or the nature of the issue, meeting minutes are deemed insufficient. Advisory communications should be used if the Commission wishes to advise the Council on a topic not included on their approved work plan.
Board/Commission Member Handbook 18 | Page
Annual Work Plan
Council Charge
• The Council Charge is a guide for Council to provide clear and specific direction to Boards and
Commissions on.
• Council Charge is given in instances when Council tasks a board or commission with an
initiative.
• City staff ensures Council identifies the charge level of the task.
• The Council Charge concept is implemented in Board and Commission work plans.
Work
Plan
Item ReportStaff reports are submitted for work plan items.
Advisory Coummincations can be submitted in conjunction with a staff repot.Agenda LocationWork plan items are placed under "Reports and Recommendations" on the City Council agenda.Speaking OpportunityCommission Chair or designee can speak for 3 minutes on their advisory communication at the City Council meeting.
Non
Work
Plan
Item ReportAdvisory Communications are submitted when the Commission wants to give input on a non work plan item.Agenda LocationA non work plan Advisory Communication will be included under correspondence on the City Council agenda.Speaking OpportunityCommission members are not given a speaking opportunity, unless requested by Council.
Board/Commission Member Handbook 19 | Page
Communication with the Public
We want members to promote their Board and Commission’s work with the public.
Members are asked to take care when conveying:
• Any decisions of the Board or Commission based on the information shared and resulting
discussion of the group during open meetings.
ETHICAL AND RESPECTFUL CONDUCT
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.
Charge 1: Study & Report
Study a specific issue or event and report its findings to the Council
No vote
No recommendation
Charge 2: Review & Comment
Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council
No vote
No recommendation
Charge 3: Review & Recommend
Review a specific policy issue and provide a recommendation on the issue to Council
Majority vote required
Recommendation
Charge 4: Review & Decide
Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council
Majority vote required
Decide
Board/Commission Member Handbook 20 | Page
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.
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.
Board/Commission Member Handbook 21 | Page
Novus Boardview
Packets are created electronically by each Board and Commission’s staff liaison. Liaisons complete
packets three business days prior to the regular scheduled meeting. Members are asked to review
meeting packets in advance using the Novus Boardview Portal.
URL: Edina.novusagenda.com/boardweb
Username: first letter of first name and full last name
Password: New Members should receive a password reset email.
Contact MJ Lamon, if you have questions or forgot your password.
952-826-0360
mlamon@edinamn.gov
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Communications & Technology Services Department
Phone 952-826-0359 • Fax 952-826-0389 • EdinaMN.gov
Date: Aug. 20, 2019
To: MJ Lamon, Community Engagement Coordinator
cc: Staff Liaisons
From: Jennifer Bennerotte, Communications & Technology Services Department
Subject: Social Media Guidelines for Members of Boards, Commissions and Task Forces
Social media is an important part of modern-day communications and is valued by the City of Edina.
Transparency is increased by social media and the City’s brand is strengthened by positive interactions on
social media. As an organization, the City of Edina maintains several social media accounts, but residents
increasingly reach out to individuals through personal social media accounts.
Boards, commissions and task forces are advisory to the City Council. As part of someone’s appointment
to a City of Edina board, commission or task force, it is important for that person to consider that he or
she will be viewed by many residents as a representative of the City of Edina. Residents may reach out to
members of boards, commissions and task forces (Commissioners) and other volunteers. In order to help
them think about how this applies to their use of social media, we offer the following guidelines.
Engaging in social media and social networking activities is a form of speech. Nothing in these guidelines is
intended to restrict someone’s right to discuss matters of public concern as a private resident. However,
members have an affirmative obligation to avoid being perceived as a spokesperson for the board,
commission or task force (Commission) on which they serve unless assigned that role by the staff liaison.
Purpose
The purpose of these guidelines is to clarify the boundaries between appropriate and inappropriate use of
social media by Commissioners. Social media changes constantly and rapidly, both in terms of the
technology and the norms of acceptable conduct. Because of the speed of change, this document addresses
social media in general terms as technology will outpace our ability to discover emerging technology and
create guidelines governing its use. The inappropriate use of social media may lead to actual harm and
disruption to work of the Commission. These guidelines are intended to help Commissioners avoid the
inappropriate use of social media.
Background
Facebook, Twitter, Instagram, Nextdoor and other social media platforms and systems are available and
used by many people and organizations, including Commissioners and the City itself. Social media provides
a valuable means of assisting the City in meeting community education, community information and other
related organizational and community objectives. It is a means to communicate with people about your
work on the Commission on which you serve.
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City of Edina • 4801 W. 50th St. • Edina, MN 55424
The personal use of social media can affect Commissioners in their official capacity
as members. This document provides guidance of a precautionary nature as well as
restrictions and prohibitions on the use of social media by Commissioners.
Personal Use, Precautions & Prohibitions
Commissioners are free to express themselves as private residents on social media sites to the degree that
their speech does not impair or impede the performance of their duties or negatively affect the work of the
Commission. No member, while speaking as a private resident on a matter of public concern, should speak
in such a way as to cause actual harm or disruption to the brand, mission and functions of the Commission
or the City.
1. Commissioners are encouraged to answer City-related inquiries on social media by referring people to
the City’s website or other sources of official information or a specific staff member. If they are unsure
of the best response, they should contact their staff liaison.
2. Commissioners may speak on a matter of public concern as a spokesperson for the Commission only
when assigned that role by the staff liaison.
3. Commissioners should assume that their speech and related activity on social media sites will reflect
upon their position on the Commission.
4. Commissioners should not post, transmit or otherwise disseminate any non-public information.
5. Commissioners should use good judgment and moral conduct if they elect to do the following on
personal social media pages or outlets:
a. Identify themselves as a member of the Commission and/or display the work of the
Commission.
b. Post personal photographs or provide similar means of personal recognition that may cause
them to be identified as a Commissioner.
6. Commissioners should understand that when using social media, anything they say or post becomes a
permanent part of the internet.
7. Commissioners should not engage in speech that is false; deceptive; libelous; slanderous; misleading;
obscene; sexually explicit; expresses bias against any race, religion or any protected class of individuals;
or causes harm to others, including speech that constitutes hate speech or harassment, nor shall
members discuss private or confidential data of the City or its Commission.
8. Commissioners should not divulge information gained by reason of their position or authority; make
any statements, speeches, appearances and endorsements; or publish materials that could reasonably be
considered to represent the views or positions of the commission without express permission from
the commission.
9. Commissioners should be aware that they may be subject to civil litigation for publishing or posting
false information that harms the reputation of another person, group or organization otherwise known
as defamation to include:
a. publishing or posting private facts and personal information about someone without
their permission that has not been revealed previously to the public, is not of legitimate
public concern, and would be offensive to a reasonable person;
b. using someone else’s name, likeness or other personal attributes without that person’s
permission for an exploitative purpose; or
c. publishing the creative work of another, trademarks or certain confidential business
information without the permission of the owner.
10. Commissioners should understand that privacy settings and social media sites are constantly changing
and should never assume that personal information posted on such sites is protected. Furthermore,
even posts sent to a seemingly private site can be easily transmitted by any member of that private site.
There is no explicit right or expectation of privacy on social media.
11. Commissioners should expect that any information created, transmitted, downloaded, exchanged or
discussed in a public online forum may be accessed by the City at any time without prior notice.
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City of Edina • 4801 W. 50th St. • Edina, MN 55424
Violations
Any Commissioner aware of, or having knowledge of, a posting or of any website,
webpage or social media post, in violation of this guidance should notify the chair
or staff liaison of the Commission immediately for follow-up action. This follow-up
action will include review by appropriate City staff liaisons and the City’s Administration and
Communications & Technology Services departments.
Definitions
• Blog: website where a blog author posts information about a specific topic, usually targeted to a
specific audience. A blog, if commenting is enabled, allows registered members of the public (called
“blog commentators”) to post comments about posts by the blog author.
• Harassment: verbal or physical conduct that is threatening or hostile toward an individual because
of a person’s color, creed, religion, sex, national origin, sex, marital status, sexual orientation
(including, by definition, gender identity), status with regard to public assistance, disability, age or
membership in a local human rights organization.
• Hate speech: speech that attacks a person or group on the basis of attributes including race, ethnic
origin, national origin, skin color, gender (including status as pregnant or nursing), religion,
disability, age or sexual orientation, indicating a level of intolerance or hostility that is incompatible
with a commitment to serve all members of the community.
• Post: content an individual shares on a social media site or the act of publishing content on a site.
• Profile: information that a user provides about himself or herself on a social networking site.
• Social Media: focuses on creating and fostering online social communities for a specific purpose and
connect users from varying locations and interest areas. Social media websites can offer many
different ways for users to interface such as instant-messaging, blogging and commenting, online
forums, status updates (micro-blogging), link sharing, video conferencing and photo- and video-
sharing.
• Social Networking: websites that offer a way for registered users to communicate with each other
on the internet. They usually offer many ways to connect other registered users such as status
updates (micro-blogging), instant messaging, blogs, polls and photo- and video-sharing. Twitter,
YouTube and Facebook examples of social media websites. NextDoor is a private social
networking site for neighborhoods.
• Speech: expression or communication of thoughts or opinions in spoken words, in writing, by
expressive conduct, symbolism, photographs, videotape or any related forms of communication.
• Spokesperson for the commission: a commissioner or employee of the City of Edina who makes a
statement: on behalf of the commission in such a way that it may reasonably be attributed to the
commission as opposed to making the statement as a private resident.