HomeMy WebLinkAbout2012-09-19 WORK SESSIONAGENDA
WORK SESSION
CITY COUNCIL
CITY OF EDINA, MINNESOTA
COMMUNITY ROOM
SEPTEMBER 19, 2012
5:30 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. 2013 BOARD AND COMMISSION WORK PLANS
IV. 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
Wed
Sept 19
Closed Session — Labor Negotiations
Wed
Sept 19
Work Session — Board & Commissions Work Plan Proposals
Wed
Sept 19
Regular Meeting
Tues
Oct 2
Work Session — CIP Workshop
Tues
Oct 2
Regular Meeting
Tues
Oct 16
Work Session — Art Center Study /Business Meeting
Tues
Oct 16
Regular Meeting
Mon
Nov 5
Work Session — Human Services Funding /Liquor Ordinance
Mon
Nov 5
Regular Meeting
Tues
Nov 6
ELECTION DAY — Polls Open 7:00 A.M. until 8:00 P.M.
Fri
Nov 9
Canvass of Election Returns
Mon
Nov 12
VETERANS DAY HOLIDAY OBSERVED —City Hall Closed
�s
Nov 20
Work Session — Finalize 2013 Work Plans
as
Nov 20
Regular Meeting
Tues
Dec 4
Work Session — Name Your Neighborhood
Tues
Dec 4
Regular Meeting
Tues
Dec 18
Work Session — Park Brd Work Group Donation /Naming Policy
Tues
Dec 18
Regular Meeting
5:00 P.M.
COMMUNITY ROOM
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:00 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:00 P.M.
COUNCIL CHAMBERS
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
5:30 P.M.
COMMUNITY ROOM
7:00 P.M.
COUNCIL CHAMBERS
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0
REPORURECOM MEN DATION
To:
MAYOR AND COUNCIL
Agenda Item
Work Session III.
From:
Karen Kurt
Assistant City Manager
❑ Action
® Discussion
Information
Date: September 19, 2012
Subject:
2013 BOARD AND COMMISSION WORK PLANS
ACTION REQUESTED:
None at this time.
INFORMATION /BACKGROUND:
As part of the new annual work planning process, each board and commission has
drafted a proposed work plan for 2013. This work session is for:
• Council members to familiarize themselves with the proposed plans and to ask
questions about the content or items not included.
• Board and commission chairs to familiarize themselves with the proposed
initiatives of other groups.
The Council will use the input from this work session when finalizing the 2013 City Work
Plan and budget later this fall. Boards and commissions should expect final approval of
their work plans by year end.
ATTACHMENTS:
• Board and Commission Annual Calendar
• City of Edina Annual Work Plan Calendar
• 2013 Board and Commission Work Plans
November: City Council
finalizes work plans
September: Work plan
review with City Council
January: New member
recruitment
Annual Work Plan Begins
April: Annual meeting
New officers elected
February: New member
interviews
March: New member
appointments and
orientation
November: Council
finalizes Council Work
Plan and BC Work Plans
for the upcoming year
October: Business:
Meeting for July
September and
Council Strategy Retreat
January: Business Meeting
for October - December
Annual Work Plan Begins
September: BCs share
work plan ideas with
Council
April: Business Meeting
for January -March
July: Business Meeting for
April -June
ART CENTER BOARD
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
Support 2013 New Initiative Target Completion Budget Staff
Date � Required Approval
AC Membership Record Conversion to Website 03/31/2013 f N/A AC & Communications
Progress Report:
Support 2013 New Initiative Target Completion Budget Staff Required
Date Required Approval
Parking Lot Improvements 12/31/2013 $40,000 Public Works
Progress Report: Re- design of Art Center Parking Lot to include two entry/exit routes. Plans previously completed. Included in 2013 CIP.
M. . October /Currently scheduled for review of Sutton Report October 16, 2012
Staff Comments:
Council Comments:
Community Health Committee
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
Develop Health Vision For Edina and Submit
Recommendation to the City Council
Progress Report:
End of 2013 1 None at this time I Estimate 20 hours
2013 New Initiative Target Completion Budget
Staff Support Required Council
Date Required
Approval
Generate Comprehensive Edina Health Report for October 2013 None at this time
Estimate 6 hours
Submission to City Council Based on Youth, Aging
and General Health Subcommittee Input with
Prioritized Recommendations
Progress Report:
Provide Recommendations to City Council Related On -going 2013 None at this time Estimate 6 hours
to Edina Health Concerns as Identified by CHC
and /or in Comprehensive_ Edina Health Report
Progress Report:
• Community Health Assessment Required By MDH
• Annual Review of Community Health Services
• Annual Review of Public Health Emergency Preparedness Services
• Annual Review of Edina Public Schools Health Services & Food Services
• Annual Review of Chemical Health Services
• Annual Review of Services Provided by Edina Resource Center
• Annual Presentation by Edina Medical Consultant
• Public Health & Public Health Emergency Preparedness Legislation —As Needed Basis
• Monitor & Support do.town Initiative and Statewide Health Improvement Program (SHI
Proposed Month for Joint Work Session:
Staff support for "Ongoing Responsibilities" absorbs major time commitment prior
to "New Initiatives" and needs to be included in the overall workplan.
1. Council Comments:
EDINA TRANSPORTATION COMMISSION
2013 Annual Work Plan
Way - finding Plan for pedestrians and bikeways
Progress Report:
Standard Signage for Roadways including bikeways
— this will also be folded into the next steps of the
Living Streets Polic
Progress Report:
December 2013 I PACS Funding I Yes — Transportation
Planner/ Engineer
NA
Yes — but I Yes — Engineering Staff
unknown
2013 New Initiative
Target Completion
Budget Staff Support Required Council
D.
-. Approval
Safe Routes to School Comprehensive Plan
May 2013
Nc —funded Yes — Engineering Staff
through SHIP
Progress Report:
Review projects in the proposed Capital I August 2013 1 No I Yes —Engineering Staff
Progress Report:
Ongoing Responsibilities
TLC Bike Boulevard Project
Traffic Safety Reviews and Policy Updates
France Avenue Intersections Improvement Project
Transportation Options
Bike Edina Task Force
Proposed Month for Joint Work Session:
Staff Comments:
Council Comments:
Energy and Environment Commission
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
2013 New Initiative
Target Completion
Budget
Staff Support Required
Council
I
Date
Required
Approval
Comprehensive City Building Energy Efficiency
December 2014.
Staff time in
Significant:
Project.
2013 and Capital
Building Services Manager,
Follow on success of 2011 -2012 energy efficiency
Improvement
Environmental Engineer.
retrofit project by exploring more in -depth building
Project in 2014
Moderate: Legal Review.
efficiency projects.
Apx. $1 -2M
• 2013: Investigate various contracting
Depending on
methods including State Guaranteed
selected
Energy Savings Program (GESP) contract,
contracting
select preferred contracting method,
method, this
commission investment grade audit, choose
project can be
scope of project, and set budget for 2014.
made cash flow
• 2014: Contract for Energy efficiency
positive using
retrofits on various city buildings.
financing paid by
energy savings.
Progress Report:
Progress Report:
Support 2013 New Initiative Target Completion Budget Staff
Date Required Approval
Promote Edina Emerald Energy Program December 2013 Staff time for and Moderate: Communications
Develop educational messages and strategy for creating content Staff, Environmental
engaging businesses on energy efficiency and and Engineer, Finance Director
Property Assessed Clean Energy (PACE) financing. disseminating (EEEP applications)
Outreach will involve partnership with Edina using city media
Chamber and local utilities. platforms and
staff time to
process
applications.
Progress Report:
Support 2013 New Initiative Target Completion Budget Staff
Date Required Approval
integrate Comprehensive Plan Chapter 10 Into City December 2013 Staff time to Moderate: Environmental
Operations facilitate Engineer
Review City codes, policies and operations relative
to sustainability goals outlined in Chapter 10 of the
comprehensive plan and identify extent of
implementation. EEC will identify inconsistencies in
code and recommend changes. Initial focus will be
to identify key decision points to implement goals
of Chapter 10.
Progress Report:
Support 2013 New Initiative Target Completion Budget Staff
Date Required Approval
Surface Water Quality Policy Exploration December 2013 Staff time and Minimal: Environmental
Participate and inform efforts to update Wellhead minor additional Engineer
Protection Plan and Storm Water Pollution cost in consulting
Prevention Plan in 2013. contracts.
Plans will include
budget significant
recommendations
for future
operations.
Progress Report:
Support 2013 New Initiative Target Completion Budget Staff
Date Required Approval
Update Recycling Licensing Ordinance December 2013 Staff time. Significant: Community
Provide detailed review and recommendations to Health staff
City Council to promote year round organics
recycling, earlier yard waste pickup and identify any
inconsistencies in how customers are being charged
for services, fees and surcharges, the notice for
billing rate changes and fees for discontinuing
service.
Progress Report:
Other .- Considered for Current
Green Contracts
Year or Future-Years
Grants Workgroup
Measure Results of EEC Activities
Greenhouse Gas Reduction Plan
Annual Community Meeting
City RFP Process
Recycling RFP Environmental Metric
Air Quality Focus
Require Commercial Sector Recycling
Advocacy
Proposed Month for Joint Work Session:
Staff Comments:
Heritage Preservation Board
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
2013 Initiative Target
Completion Date
Budget Required
Staff Support Council Approval
Required
Complete updating Historic Context
August 2013
Yes
Yes
Study to include the Mid - Century
CLG & Legacy Grants
20 hours
period of 1945 -1974
$5,000/$5,000
Progress Report:
2013 Initiative Target
Completion Date
Budget Required
Staff Support Council Approval
Required
Promote voluntary landmark
December 2013
No
Yes
designation of Edina Heritage
30 hours
Resources to include: At least 3
Morningside bungalow homes, and 1
property on the designated eligible
list
Progress Report:
2013 Initiative Target
Completion Date
Budget Required
Staff Support Council Approval
Required
Work with Southdale Center on
December 2013
No
Yes
recognizing the significance of the
15 hours
nation's first enclosed shopping mall.
Progress Report:
Develop guidelines for sustainability
December 2013
No
Yes
in connection with renovating historic
10.hours
properties
Progress Report:
2013 New Initiatives
Target Completion Date
Budget Required
Staff Support
Council Approval
Required
Develop video on Edina Heritage
2013-2014
Yes
Yes
Landmarks and historic preservation
Potential CLG Grant
20 hours
in cooperation with City's
$5,000
Communications Department
Progress Report:
2013 New Initiative
Target Completion Date
Budget Required
Staff Support Council Approval
Required
Update accessibility to Cahill School &
2013-2014
Yes
Yes
Grange Hall in Tupa Park
Potential CLG Grant with
20 hours
matching funds $5,000
Progress Report:
2013 New Initiative
Target Completion Date
Budget Required
Staff Support Council Approval
Required
Develop a heritage resources disaster
2014
No
Yes
management plan for all heritage
10 hours
resource properties
Progress Report:
2013 New Initiative
Target Completion Date
Budget Required
Staff Support Council Approval
Required
Update information in the Heritage
2014
7
Yes
Yes
Resources Inventory and convert it to
Potential CLG Grant
20 hours
electronic format (adaptable for GIS
$5,000
users) so that it can be manipulated,
and available to the public.
Progress Report:
2013 New Initiatives Target Completion Budget Staff Support Required Council
Date Required Approval
Establish annual meeting schedule with State of Ongoing No Yes
Minnesota Historic Preservation Office to enhance 10 hours
education and communication. Investigate enhanced
use of state resources in education and education
Progress Report:
Support 2013 New Initiatives Target Budget Staff
Approval
Increase number of Board members' attendance at Ongoing Yes Yes
state and national preservation Conferences Scholarships 8 — 24 hours
often available
Ongoing Responsibilities
Research: Evaluate potential heritage resources to add to the determined eligible for landmark designation list
Preservation: Review Certificates of Appropriateness (COA) Applications for heritage landmark designated properties
Communication & Education: Educate public on the importance of heritage preservation to the vitality of the community
Proposed Month for Joint Work Session:
Staff Comments:
COA application fees: $600 or $1,200 for a new home: 2011= $4,800; 2012 thus far = $4,800.
Human Rights and Relations Commission
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
Developing cross organizational partnerships to $1,500
gain an understanding of community needs related
to census demographic changes.
Potential Partners- Edina Resource Center, Edina
Police, Somali and Asian Community leaders.
Progress Report:
Plan an activity for Days of Remembrance- Janet April / May 2013 to $3,000 Video, publicity and
Horvath to perform her piece related to the coincide with the communications.
Holocaust and Bullying. Potential tie into anti- national celebration
bullvins with the High School. of Yom Hashoah
Progress Report:
Proposed Month for Joint Work Session: I LTA FM M I-
Staff Comments:
Council Comments:
Park Board
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
Strategic planning with a comprehensive needs Ongoing $100,000 Director, Assistant Director,
assessment Enterprise Managers,
Recreation Supervisors,
Administrative Support Staff
Park Board Duties: Serve on work groups and committees with consultant, staff and residents to assess needs and appropriately
align policies, facilities, programming and financial and personnel resources with our mission and vision. This study could also
encompass the City Council's actions on the Grandview Area Plan.
Progress Report:
Cost Recovery Goals for Enterprise Facilities June 2014 0 Enterprise Managers,
Director and Assistant
Director. Approximately 80
staff hours.
Park Board Duties: Review enterprise facility budgets, participation statistics, and Business Plans and make recommendations to City Council
about cost recovery goals and criteria for classification as an enterprise.
Progress Report:
Renovate Garden Park Baseball Field October 2013 $300,000 Director and Assistant
Director, Superintendent of
Park Maintenance
Park Board Duties: October 2012 public hearing, review and comment on proposed changes to Garden Park. Staff will be completing a grant
application for approximately $225,000.
Progress Report:
Barrier Free Replacement Playground Equipment— August 2013 $300,000 Director and Assistant
Wooddale Park Director, Superintendent of
Park Maintenance
Park Board Duties: Members of the Park Board will be asked to serve on a working group to design a barrier free playground. Neighbors are
hoping to raise the funds needed for this replacement. Park Board will be asked to review and comment on design and conduct standard public
Progress Report:
• Capital Improvement Plan
• Fees and Charges
• 2014 -2015 Operating Budget
• Update Bylaws
• Election of Officers
• 2014 Park Board Work Plan
• Donations Policy
• Naming of Parks and Facilities Policy
• User Fee Policy
• Edina Veterans Memorial
• Sports Dome
Planning Commission
2013 Annual Work Plan
Complete each section with a white background. Add or delete tables as needed. Return to the Assistant City Manager by September 7.
Zoning Ordinance Amendments (See
On -going
No additional
Yes, staff support is
Council approval is required
attached Zoning Ordinance Work Plan
budget requested
required
for each Zoning Ordinance
Tracker.)The Planning Commission would
at this time
amendment
like to complete the following from the list
in 2013:
1. Sign Plan Sign Ordinance
2013
40 Hours
2.- Parking regulations /Proof -of- parking
2013
40 Hours
3. Landscaping Requirements
2013
20 hours
4. Max. /min.size for Apts. & Senior Housing
2013
40 hours
5. Lighting /Noise Regulations
2013
20 hours
Progress Report:
The Planning Commission is responsible to review all Land Use applications submitted to the City of Edina. Land Use applications include:
Variances; Site Plan Review; Sketch Plan Review; Conditional Use Permits; Subdivision; Lot Line Adjustments; Rezoning; and Comprehensive Plan
Amendments.
To accomplish this responsibility the Planning Commission meets twice per month, on the second and fourth Wednesday of the month. The
Planning Commission typically reviews 3 -4 of the above requests each agenda.
7ther Work Plan Ideas Considered for Current Year c
Consideration of Ordinance Amendment regarding the Grandview
District (PUD vs. Form Based Code ?)
Small Area Plans — Areas from the Comprehensive Plan that suggest
are "Potential Areas of Change"
Other Items mentioned in the Comprehensive Plan
Impervious surface ordinance; design standards; building and garage
placement consideration (limit the size of a front - loaded garage);
integration of multi -unit housing in transitional areas; provisions for
urban forest protection; mixed use development standards; and
subdivision ordinance.
Proposed Month for Joint Work Session:
Staff Comments: We anticipate 2013 as a busy year for development. We will try to accomplish as
much as we can outside of our usual "ongoing responsibilities."
Council Comments: