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HomeMy WebLinkAbout2013-04-02_WORK SESSIONAGENDA CITY COUNCIL WORK SESSION CITY OF EDINA, MINNESOTA COMMUNITY ROOM APRIL 2, 2013 5:00 P.M. I. CALL TO ORDER II. ROLL CALL III. NAME YOUR NEIGHBORHOOD A. Names and Boundaries B. Neighborhood Association Policy IV. BUSINESS MEETING A. Work Plan Update B. Budget Related Items 1. Budget Schedule 2. Ice Arena 3. Healthcare Reform And Other Pending Legislation 4. Benefit Program Competitiveness C. Boards And Commissions 1. Minutes 2. Budgets V. ADJOURNMENT The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing 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 Apr 2 Work Session — Business Meeting /Neighborhood Assn.Policy 5:00 P.M. Tues Apr 2 Regular Meeting 7:00 p.m. Tues Apr 16 Work Session — Grandview Next Steps 5:00 P.M. Pentagon Park Sketch Plan Tues Apr 16 Regular Meeting 7:00 p.m. Tues May 7 Work Session —Joint Mtng with HRRC 5:30 P.M. Tues May 7 Regular Meeting 7:00 p.m. Tues May 21 Work Session — Budget 5:30 P.M. Tues May 21 Regular Meeting 7:00 p.m. :)n May 27 MEMORIAL DAY HOLIDAY OBSERVED — City Hall Closed ues Jun 4 Work Session —Joint Mtng with East Edina Housing Fndtn. 5:30 P.M. Tues Jun 4 Regular Meeting 7:00 P.M. Tues Jun 18 Work Session —Jnt Mtng with EEC 5:30 P.M. Tues Jun 18 Regular Meeting 7:00 P.M. COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS COMMUNITY ROOM COUNCIL CHAMBERS t 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. ' Neighborhood Association (NA). A voluntary , neighborhood -based organization, recognized by the City,, and in compliance with this policy. _ Purpose The City encourages the voluntary formation of NAs 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 NAs on matters of neighborhood interest. NAs 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 mailing 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. Expectations The following expectations exist with respect to NAs: • NAs will be included in the public input p .1rocess 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 NA will not replace the City's traditional methods of direct outreach to residents. • NAs are strictly voluntary and no neighbor will be required to join. -Each NA will determine its own priorities and desired'level of activity. • NAs will not assume the role of an administrative or legislative body. NAs have no legal authority to enact or enforce property,design or maintenance requirements. • Only one NA may exist in each neighborhood. ; Bylaws In order to be recognized as a NA 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, 1 T • A minimum of one annual meeting each calendar year 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 recognized neighborhood association 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 neighborhood association and the proposed neighborhood association bylaws. • After an affirmative vote, the association formally applies for recognition and submits a completed recognition application and minutes 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 City Manager to the City Council. Removal of Recognition The City Manager has the authority to remove recognition from a NA if the association fails to comply with any requirement of this section. Prior to the removal of recognition, the neighborhood association will be given written notice of non - compliance and a period of 60 days to correct the issue. If the City Manager removes recognition, the neighborhood association and City Council will be informed of his or her decision in writing. To regain status, the neighborhood association must reapply for recognition. Funding Membership fees, when established by the bylaws of a NA, shall be voluntary and not preclude any neighbor from participating in the NA. Neighborhood associations may charge fees for events or activities that do not include voting on association 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. If funds are disbursed by the City for use by an association, the association may be 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 NAs, 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 NAs, • 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 NA, • Educate City staff on the role of NAs and how.to fully engage. NAs as a valued resource, • Refer issues brought forward by NAs to appropriate staff, and • Advise the City Council on issues related to neighborhoods or NAs and draft or revise related policies. It is not the role of the City staff liaison to organize a neighborhood on behalf of a proposed 'NA or to advocate.positions on behalf of NAs. Communication Support The City's Communications and Information Technology Services Department will provide basic communication support.to. NAs to ensure that residents are aware of their existence within the community. The City shall not serve as the primary communication vehicle for 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 communication support from the City 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 NA 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 recognized neighborhood association. 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 copying annuall y for each association in an amount equivalent to the neighborhood's estimated population (double- sided, on 8.5" by 11" paper). Associations'should anticipate a 2 -3 day turnaround for each copying project. Associationscan maximize the copy services provided by the City by using half sheet flyers. • Neighborhood listings: Active'neighborhoodassociations and their contact information will be highlighted annually in About Town. Communication with the NA 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. 3 Neighborhood Name Changes The City has defined names for each neighborhood. NA'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 NA cannot be changed. To apply for a name change, the NA must submit a request to the City staff liaison to change the neighborhood name along with the minutes from the meeting at which the organization's members voted to change the name and a summary of how the association collected data regarding the name preference of their neighbors. 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. NAs 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 NA 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 request to the NA(s) of any adjoining impacted neighborhoods for review and comment. The City staff liaison will forward the request and any comments from the adjoining impacted NA(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 NA. To apply for a neighborhood boundary change, all of the impacted NAs 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 will develop and maintain a list of City staff that can be scheduled as guest speakers by NAs. 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 NAs for meetings or events free to the public 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 NA meetings, and NA meetings may be "bumped" from a City facility with a minimum notice of one month. 49,N� \r�L 0 a 2013 City of Edina Work Plan and Progress Report • R+IImIN V The City of Edina's mission is to provide effective and valued 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. Our vision is to be the preeminent place for living, learning, raising families and doing business distinguished by: • A livable environment • Effective and valued city services • A sound public infrastructure • A balance of land uses, and • Innovation The City of Edina is known for excellent city services and sound fiscal management. Our ongoing work will contribute this to tradition. In addition to our core services, the Council has identified six themes for the 2012 -13 biennial budget in support of our mission and vision. These themes will guide our organization as we identify projects and prioritize our work. 2012-13 Council Priorities Progress -.. 9. &o . (8:3 & &# • (BG3 J 2013 Targets: 2013 Targets: a) Create living streets policy Engineering: Assistant City Manager Karen Kurt and Director of Engineering Wayne Houle met with the ETC Living Streets Committee on March 20, to discuss progress to date and next steps for the project. The goal is to have a living streets policy draft ready for Council review this summer and a more detailed living streets implementation plan completed in early 2014. b) Complete construction of new pedestrian crossings on Engineering: The final documents are being submitted to MNDOT on France Ave. March 26, MNDOT will confirm that all documents have been completed by March 31 and staff will update progress report at that time. c) Coordinate the greater Southdale area transportation study Engineering: Staff anticipates that a scope for this work to be completed in June and.a request for proposal will go out to transportation consults for this work. Some areas that need further exploration are the Xerxes Avenue area by the Crosstown. Staff and the Mayor have a meeting tentatively scheduled in early April with the County to talk about the traffic issues and how the City could partner with the County and Minneapolis to study this area and utilize a study with the overall study. d) Develop prioritized plan for the use of pedestrian and Engineering: A Transportation Planner should be onboard by end of April cyclist safety funds to initiate this plan. e) Develop sidewalk inventory and multi -year plan for building Engineering: Staff has started to inventory the sidewalk system at a GIS the City's sidewalk system level. The Transportation Planner will continue this analysis once onboard. f) Develop standards for signage and pavement markings for Engineering: Completed. Standard bike signage and markings were bikeways and pedestrian paths submitted to the ETC on March 21 and the ETC recommended that staff adopt these standards. g) Develop safe routes to school comprehensive plan Engineering: Bloomington Health is leading this plan for both Edina and Richfield. The ETC is inviting Bloomington Health and the consultant to give an update at their April 18 ETC meeting, which will be in the City Council Chambers. Future Years: Establish France Avenue collaborative group & voe vo (GAk�GK3 voo oo CGQGA�'r 2013 Targets: 2013 Targets: a) 501h and France: Develop plan to add parking and Administration: In progress. Real estate purchase negotiated in February implement way finding /ramp usage signage. with closing scheduled for June. Consultants interviewed in February. Input being collected from business and property owners. Selection of design team anticipated in summer with work to follow. b) Grandview: Identify and implement near term Administration: In progress. Public works site to be cleared March /April. improvements to physical infrastructure; work to identify Consultants preparing TIF Study for summer implementation. Strategy economic development tools to induce development and -for developer selection and implementation scheduled for April. conduct developer forums c) Southdale area: Work to determine priority of Administration: In progress. Preliminary direction provided at January redevelopment of aging properties and appropriate work session. Staff continues to work with owners and developers in development tools pursuit of redevelopment. d) Identify priorities for the use of HRA funds Administration: Council work session was held on January 8 to discuss priorities with respect to the HRA. e) Develop small area plan template Community Development: In progress. Had discussion with Planning Commission Chair. Gather information from Minneapolis. Future Years: Work to determine priority of redevelopment of aging properties and appropriate development tools in southwest industrial district; evaluate potential development plans for Pentagon Park � C�O� Gib G- rp� GAO �h � €� Lev - - ' � G���G6E�O n, • 2012 Targets: 2012 Targets: a) Braemar Golf Course: implement path improvements and Parks and Recreation: A consultant for design of the driving range and develop plans to redesign the driving range and adjacent executive course will be selected by May 1. Design will be completed in executive golf course. July. Ongoing path maintenance will be completed during the golf season and significant improvements will be completed by the end of October. b) Evaluate and implement recommendations from the Art Parks and Recreation: City Staff is currently working on the Center study professionalization of Art Center Staff. Staffing changes will be implemented by June, 2013. An Art Center Board sub - committee is working on the Mission and Vision Statements. Art Center Board approval of mission and vision is expected on March 28. Expansion of programming is the goal for the second quarter of 2013. c) Evaluate and resolve future of the proposed Sports Dome Parks and Recreation: Staff is currently evaluating the field needs assessment survey and is working with consultants on,evaluating the Braemar athletic field site. City Council will receive field and dome recommendations by July 2013. d) Complete Hornet's Nest addition to Braemar arena Parks and Recreation: Completed March 2013 e) Evaluate and resolve the reconstruction of the Golf Dome Parks and Recreation: Golf Dome reconstruction project was approved by City Council on March 19. We will seek City Council approval of final project bids in May. Begin construction in April and open dome in November. f) Provide direction to staff on cost recovery expectations of Parks and Recreation: The Park Board plans to form a working group to current facilities begin this project. Anticipated completion is June, 2014. g) Develop a parks and recreation strategic plan Parks and Recreation: March — Review mission, Edina 20/20, discuss internal and external environment, stakeholder analysis and RFP; April — Review and approve RFP and discuss needs assessment; May — Select consultant; July /August — Review needs assessment results; July— Board retreat to identify Edina Parks and Recreation strategic issues. Project to be completed by December 2013. Future Years: Conduct senior center study 2013 Targets: 2013 Targets: a) Finalize neighborhood names and boundaries and City Administration: A public hearing on the project was held on January 22. policy on recognized neighborhood associations The Council discussed the matter further at the February.5 meeting before referring it to a work session scheduled for April 2. b) Begin administration of neighborhood association program, Community Development: Pending completion of the previous item. develop resources and conduct public information sessions Future Years: o e 996`o o e e oe@ 9 a o D o o o • e �O 2013 Targets: 2013 Targets: a) Adopt policy on naming of public facilities Parks and Recreation: A work session was held in January with members of the naming and donations committees and City Council. Staff will present a recommendation for new naming and donations policies by December 2013. b) . Adopt policy on donations Parks and Recreation: A work session was held in January with members of the naming and donations committees and City Council. Staff will present a recommendation for new naming and donations policies by December 2013. c) Complete recodification of City Code Administration: The first review by staff was completed in January. The next step in a legal conference review scheduled for April 22 and 23. d) Conduct 2013 Quality of Life survey Communication & Technology Services: Staff have begun working with Decision Resources to draft the 2013 Quality of Life survey, which will be administered in late spring. e) Develop a strategic plan for economic growth Administration: In progress. Staff researching effective plans for sustainable long -term growth. One current tool is the Emerald Export Initiative and March 26 business forum. f) Evaluate and potentially adopt rental housing registration Fire: Researching Eagan's program. program g) Evaluate and potentially adopt code changes to address Community Development: Changes being considered by the Planning citizen concerns about redevelopment on 50ft lots. Commission following public outreach. Anticipate bringing recommendations to the City Council in June. h) Adopt construction management policy and a plan for Community Development: Began using a construction management plan enforcement for tear down and rebuilds. Established a construction complaint hotline. i) Revamp the City's operating budget process and document Administration: Staff are preparing new budget content /narrative and to improve public input and understanding requests for the 2014 -2015 operating budget. The goal is to have a council retreat on the strategic priorities for 2014 -15 this spring. The Council is scheduled to receive their first budget overview at the May 21 work session. Staff is currently working with the Citizens League to design a citizen engagement process for the month of June. Future Years: Identification sections of City Code for "best practices" review; review policy manual 2013 Targets: 2013 Targets: a) Promote Edina Emerald Energy Program and evaluate the Engineering: This item is scheduled for consideration at the May 9 EEC addition of a residential program meeting. b) Facilitate Do Town initiatives and evaluate the future of the Police: Addressed during March 19 work session. Community Health program when BCBS support ends Committee and Staff began work to develop a plan to present to the Council and have added additional Committee meetings to the schedule to facilitate progress. c) Continue progress on Green Step cities certification Engineering: The City of Edina is currently the maximum "Step 3" city and continues to report new and modified actions on the green steps website. MPCA has asked the EEC to give comment on future step 4 -6. d) Broaden the mission of the Community Health Committee Police: Council provided direction to Community Health Committee and Staff during March 191h work session. Committee and Staff reviewed the current mission statement and will meet in April and May to draft and finalize the mission. e) Develop a "Health Vision for Edina" as an enhancement to Police: Community Health Committee and Staff met March 19 to the Vision 20/20 strategic plan introduce new members and organize efforts to develop this plan. Work groups were formed and initial assignments prepared. Next meeting is scheduled for April 16. Future Years: Organized hauling study In addition to proving core services, City leadership has also identified themes for the biennial budget related to internal city operations. These themes support Edina's mission, vision and Council priorities. City Leadership Priorities Progress Report Improve 1. . 2013 Targets: 2013 Targets: a) Utilize annual department work plans as a prioritization and Administration: Currently in process. accountability tool Improve 2. .. Technology 2013 Targets: 2013 Targets: a) Implement computer -aided mass appraisal for computer Community Development: In progress. testing b) Conduct needs assessment and bid contract for electronic Administration: Developing Work Plan with IT Manager. Committee will records management be formed in April to begin needs assessment, anticipate contact let before end of 2013. c) Design and implement second phase of City WiFi network Communication & Technology Services: Staff have begun developing plans and obtaining estimates to extend WiFi to Fire Stations 1 and 2, Countryside Park and Braemar Golf Dome. d) Develop mobile device strategy and related policies Communication & Technology Services: The Communications & Technology Services Department has entered into an agreement with The Foundation for Airwatch's mobile device and application management. The Airwatch solutions provide cross - platform support for employee, corporate, or shared mobile devices. The department has moved beyond piloting iPads in local government and is actively procuring them for any department with a defined business need. The City now has more than 25 iPads in its inventory. e) Complete new "Edina store" on city website Communication & Technology Services: In progress. f) Introduce field use of ipad for fire and building inspections Fire: ]Pads have been purchased, should be implemented by IT soon. g) Purchase and implement CltyWorks code enforcement Police: Not yet started. Scheduled for second half of 2013. software in health department h) Implement on -line facility registration Parks and Recreation: We anticipate full website implementation in May. i) Implement new fleet management software Public Works: Working with Technology Services, waiting on server update. j) Implement new software and hardware to improve the Communication & Technology Services: The Communications & distribution of Council packets Technology Services Department is trying the Granicus application iLegislate to deliver Council packets to iPad users. Additionally, iPads have been ordered.for three Council Members. Q. Goro mg nmufflTfn Cw • . � u %Oman @ Gb@ emC]•' LWbRMEng CW • awl aa ' • • 2013 Targets: 2013 Targets: a) IT Manager Human Resources: The new IT Manager began February 26. b) Building Services Manager Human Resources: The position has been titled "City Facilities Manager". We have conducted final interviews and anticipate an April start date. c) Transportation Planner Human Resources: Second round interviews were conducted March 22. We anticipate an April start date. �, • • • @JAB • � • • (.� • • Q• � �i- sBCW � • 2013 Targets: 2013 Targets: a) Implement branding committee recommendations Communications & Technology Services: A new logo for the government access channel, Edina 16, was introduced earlier this year. Work has begun on a logo for the Edina Senior Center. b) Complete implement of new employee onboarding Human Resources: In progress. HR is working to develop and implement software the new software. c) Develop intranet for internal communication 'Communication and IT Services: In progress. d) Establish employee benefit committee to assist with the Human Resources: The Employee Advisory Committee (EAC) has been selection and communication of employee benefit plans established and has met three times. The primary 2014 goal is to recommend changes that will make most effective us of dollars available, improve the city's ability to recruit and retain high - performing employees, and maintain compliance with healthcare reform and other legal requirements. e) Establish labor management committees for police and fire Human Resources: This has not been started yet. bargaining units f) Purchase and implement police to citizen internet -based Police: Not yet started. Scheduled for second half of 2013. application �o � ' - • @� �° �'�°�7ti °- ° - - • W � �o ��- rte.' �` •- �CG�3 • ' o :. • Gt1 0 _. 2013 Targets: 2013 Targets: a) Identify and define key expectations of individual staff Administration: Internal project team has been formed and has drafted members an information gathering survey for employees that will distributed later this month. b) Integrate key expectations into hiring process Human Resources: HR will begin work after expectations are defined. i 2013 Targets: 2013 Targets: a) Revise and implement computer use policy Communications & Technology Services: Staff have begun drafting new Information Technology Policy. b) Develop city staff handbook Human Resources: HR anticipates review by the Executive Leadership Team in by May. C) - Complete board and commission procedure manual Administration: Not started. d) Develop and implement plans to comply with the Patient Human Resources: HR is working with Finance and the City's health Protection and Affordable Care Act. Ansurance broker to determine required changes and budget accordingly.