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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 o Le 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: