HomeMy WebLinkAbout2021-02-17 City Council Work Session Meeting PacketAgenda
City Council Work Session
City of Edina, Minnesota
VIRTUAL MEETING
Call 800-374-0221, enter Conference ID 9865283 to listen to meeting
Wednesday, February 17, 2021
5:30 PM
I.Call To Order
II.Roll Call
III.City's Use of Task Forces
IV.City Council Retreat Topics
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 ampli$cation, an
interpreter, large-print documents or something else, please call 952-927-8861
72 hours in advance of the meeting.
Date: February 17, 2021 Agenda Item #: III.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:MJ Lamon, Community Engagement Coordinator
Item Activity:
Subject:City's Use of Task Forces Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None. Discussion only.
INTRODUCTION:
Staff update and council discussion regarding the City's use of Task Forces.
ATTACHMENTS:
Description
Advisory Groups Overview
City Manager Task Force Charge: Flood Risk Reduction Strategy
City Council Task Force Charge: Housing Strategy
Task Force Presentation
Established 2016; Updated 2020.04.24
Advisory Groups Advisory Groups Advisory Groups Advisory Groups OverviewOverviewOverviewOverview.... There are a variety of reasons why advisory groups are utilized:
• Local governments often use a variety of resident advisory groups to complete the mission of the City.
• The City of Edina has established the following definitions to detail how each group is established,
comprised, different and/or similar.
• The term “Public Meeting” refers to a meeting that is required to be open to the public by the state Open
Meeting Law. Only public meetings require meeting notice and a record of meeting minutes. Advisory
groups or the City Council may at times invite or allow members of the public to attend meetings even if
they are not a legal “public meeting.” For example, a Task Force could choose to hold an open house or
allow the public to observe.
City of Edina has four types of advisory groups
1. Boards and commissions
2. Committees (Sub-committees)
3. Working Groups
4. Task Forces
The following chart shows who establishes what type of resident advisory groups and who that group is directed by.
This section is to assist staff liaisons with the definitions and roles of each group.
Purpose. Purpose. Purpose. Purpose. Boards and commissions are established in Edina City Code. They are advisory and work at the discretion
of City Council. Boards and 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 or commission. The role of
a committee or working group is to study issues in greater depth, to report findings back to the Board or
Commission or to assist with community initiatives or events.
Task Forces are created when a topic arises requiring a separate team. They too are asked to study the issues in
greater depth and report back to the City Manager or Council.
City Council Boards &
Commissions
Committees Commission
Members Only
Working
Groups
Commission
Members
Public Members
City Council or
City Manager Task Forces
City of Edina Advisory Groups
Established 2016; Updated 2020.04.24
Membership & Guidelines.Membership & Guidelines.Membership & Guidelines.Membership & Guidelines.
BOARDS & COMMISSIONSBOARDS & COMMISSIONSBOARDS & COMMISSIONSBOARDS & COMMISSIONS
MembershipMembershipMembershipMembership
• Members are selected by City Council.
• Membership consists of regular and student
members.
• All appointments have term limits
• Subject to Open Meeting Law
• The City Manager appoints a staff liaison who
provides administrative support to the
board/commission as a body
GuidelinesGuidelinesGuidelinesGuidelines
• Boards and commissions are established to advise
the City Council
• Establishment and missions are outlined in City
code
• Boards and commissions are on-going
• Meetings of boards and commissions are public
meetings
• Commissions can establish committees and working
groups
COMMITTEESCOMMITTEESCOMMITTEESCOMMITTEES
MembershipMembershipMembershipMembership
• The commission selects at least two, but less than
a quorum of members
• All members must be members of the commission
• The commission selects a temporary Committee
Chair
• The committee elects their own chair and notifies
the Commission
• Not subject to Open Meeting Law
GuidelinesGuidelinesGuidelinesGuidelines
• 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 committees
• Meetings of Committees are not public meetings
WORKING GROUPSWORKING GROUPSWORKING GROUPSWORKING GROUPS
MembershipMembershipMembershipMembership
• A Working Group is comprised of one or more
members of the Board/Commission, but less than
a quorum of members and includes members of
the public
• Commission selects the Working Group Chair.
• The working group chair will recommend to the
commission other working group members who
are outside of the Board/Commission. The
board/commission appoints additional working
group members.
• The Chair may also nominate a co-chair who is not
a board/commission member.
• Not subject to Open Meeting Law
GuidelinesGuidelinesGuidelinesGuidelines
• Established with the approval of the commission
• Created when work requires more support
• Set timeline
• 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
• Commission has final recommendations on all
matters of the working group
• Staff liaison does not support working group
• Meetings of working groups are not legally required
to be public
Established 2016; Updated 2020.04.24
TASK FORCESTASK FORCESTASK FORCESTASK FORCES
MembershipMembershipMembershipMembership
• Members are selected by City Council or City
Manager
• Members may be residents and non-residents;
including City staff and board/commission
members but may not include City Council
members or other elected officials
• Every Task Force has a staff liaison(s) appointed
by the City Manager
• The Task Force chair and vice chair are appointed
by the City Council or City Manager. Officers can
be any Task Force member, including city staff or
staff liaison
GuidelinesGuidelinesGuidelinesGuidelines
• Must use “Task Force” as part of the group title
• Task Forces have a limited life span and scope.
They are formed to study a specific topic or
activity, and typically last one year or less
• The primary deliverable is a report to the City
Council or City Manager that includes findings and
recommendations. The City Manager will
determine who will write the report (e.g., staff,
consultant, or task force chair.)
• Meetings of Task Forces are not considered public
meetings unless designated as such by the City
Council
• Task Force membership size is typically 5-7
individuals
• Not subject to Open Meeting Law
EDINA ADVISORY TASK FORCE I FLOOD RISK REDUCTION STRATEGY I CITY OF EDINA Page 1
CITY MANAGER TASK FORCE
PROJECT: FLOOD RISK REDUCTION STRATEGY
PURPOSE
Support the City’s development of a strategy to address flood risk and resiliency.
OBJECTIVE
Provide recommendations to inform a Flood Risk Reduction Strategy to be considered for adoption by the City
Council and incorporation as a major amendment to the City’s Comprehensive Water Resources Management
Plan.
METHODOLOGY
- Learn about technical challenges and opportunities from the Expert Panel (EP)
- Review policies and practices of other communities
- Review past City studies/initiatives
- Promote conversations with stakeholders to evaluate community values
- Apply gained knowledge on technical feasibility and community values to weigh tradeoffs
- Participate in defining the flood risk service target for the stormwater utility
TIMELINE
June 2019 through December 2019
KEY DATES
June 2019 City Manager appoints Task Force members
September 4, 2019 Task Force presents recommendations to City Council (work session)
December 17, 2019 City Council considers adoption of the final Flood Risk Reduction Strategy
COMMITMENT
- Appointed members will be asked to fulfill their work until Council adopts the final Flood Risk Reduction
Strategy in December 2019
- Appointed members should expect to meet at least monthly with additional off-line work
- Appointed members should consider project timeline prior to appointments
MEETINGS
- The Task Force will establish their schedule including meeting times and dates as needed to complete the
work
- The Task Force will be invited to attend meetings with the Expert Panel
- Conclusion of work must fall into the indicated timeline
- Meetings are open to the public
LEVEL OF AUTHORITY
EDINA ADVISORY TASK FORCE I FLOOD RISK REDUCTION STRATEGY I CITY OF EDINA Page 2
CITY MANAGER
The City Manager has the authority to:
- Establish and appoint Task Force members
- Appoint/remove members as he sees fit
- Designate the Staff Liaison and any additional staff support needed
- Authorize financial resources
- Enter into a service contract with a subject matter expert/consultant
TASK FORCE
The Task Force has the authority to:
- Conduct public engagement and collect input using the City’s public engagement protocols
- Provide input on the strategy
- Make a recommendation on the final Flood Risk Reduction Strategy which will be presented to Council for
consideration
TASK FORCE LEADERSHIP
The City Manager will designate a member of the Task Force to serve as the Chair and another member as the Vice
Chair. The role of the Chair will be to:
- Prepare the meeting agenda
- Lead meetings and facilitate discussions
- Maintain meeting decorum
- Encourage participation of all members
The Vice Chair will support the Chair as needed and perform the Chair duties if the Chair is unavailable.
STAFF LIAISON
The City Manager will designate the staff liaison to the Task Force. The role of the Liaison will be to:
- Support the Task Force Chair in preparing agendas and meeting materials
- Provide technical expertise and access to City resources
- Relay information from City Manager to Task Force and vice versa
- Submit packet materials for City Council review
The Task Force does not direct the work of the liaison.
RESOURCES AVAILABLE
The Task Force will have access to City resources available for advisory groups i.e. marketing/communications,
meeting supplies, etc. Also, see City Manager’s level of authority.
OUTCOMES
A Flood Risk Reduction Strategy that:
- Incorporates local challenges, opportunities, knowledge, and community values
EDINA ADVISORY TASK FORCE I FLOOD RISK REDUCTION STRATEGY I CITY OF EDINA Page 3
- Incorporates voices from throughout the City of Edina. The Morningside neighborhood
has been identified in the Comprehensive Water Resources Management Plan as a
focal geography for case study; however, outcomes from the strategy development ought to be able to
scale city-wide.
- Identifies action steps for building community capacity to address flood risk and resiliency in Edina.
MEMBERSHIP
APPLICATION
The City of Edina’s Volunteer Edina program will manage the recruitment, application and onboarding process.
CONSIDERATIONS & COMPOSITION
The City Manager will appoint up to seven members with a variety of perspectives and experiences on flood risk
and resiliency from throughout the City.
EDINA ADVISORY TASK FORCE I HOUSING STRATEGY I CITY OF EDINA Page 1
CITY COUNCIL TASK FORCE CHARGE
PROJECT: EDINA HOUSING STRATEGY
PURPOSE
Support the City’s development of a comprehensive housing strategy.
OBJECTIVE
- Gather information, perspectives and provide analysis that assists in the development of a comprehensive
housing strategy for the community.
- To review the current state of housing options in Edina.
- To recommend an optimal composition of housing options to the City Council to ensure the long term
fiscal and social health and viability of the community.
- To propose a strategy to the City Council that seeks to achieve that optimal composition.
STRATEGIES
Stage 1:
- Obtain public input on experiences with housing in Edina
- Study other communities and best practices
- Review past City studies/initiatives, including the 2006 Housing Succession Plan
Stage 2:
- Develop a recommendation for City Council using information from stage 1
The Housing Strategy Task Force will advance its proposed deliverables to the Planning Commission for a
Review and Comments action prior to advancing the same deliverables to the City Council.
TIMELINE
- May 2019 through December 2019
KEY DATES
May 7, 2019 Council authorizes the establishment of City Council Task Force
June 4, 2019 City Council appoints Task Force members
STAGE 1: GATHER INFORMATION/EXPLORATORY
Aug. 7, 2019 Task Force presents initial findings report for Council to affirm (work session)
STAGE 2: HOUSING STRATEGIES/RECOMMENDATION
Dec. 3, 2019 Task Force presents final strategy to Council
Dec. 17, 2019 Council adopts final strategy
COMMITMENT
EDINA ADVISORY TASK FORCE I HOUSING STRATEGY I CITY OF EDINA Page 2
- Appointed members will be asked to fulfill their work until Council adopts the final
strategy in December 2019
- Appointed members should expect to meet at least monthly with additional off-line work
- Appointed members should consider project timeline prior to appointments
MEETINGS
- The Task Force will establish their schedule including meeting times and dates as needed to complete the
work
- Conclusion of work must fall into the indicated timeline
- Meetings are public
LEVEL OF AUTHORITY
CITY COUNCIL
The establishment and appointments of a City Council Task Force are conducted by the Council. The Council has
the authority to appoint/remove members.
CITY MANAGER
The City Manager has the authority to:
- Designate the Staff Liaison and any additional staff support needed
- Authorize financial resources
- Enter into a service contract with a subject matter expert/consultant
- Make recommendations to Council on adjustments to this Task Force charge
TASK FORCE
The Task Force has the authority to:
- Conduct public engagement and collect input using the City’s public engagement protocols
- Make adjustments/refinements to the strategy based on input and research
- Recommend the final strategy which will be presented to Council for consideration
TASK FORCE LEADERSHIP
City Council will designate a member of the Task Force to serve as the Chair and another member as the Vice Chair.
The role of the chair will include:
- Prepare agenda
- Lead meetings and facilitate discussions
- Maintain meeting decorum
- Encourage participation of all members
The Vice Chair will support the Chair as needed and perform the chair duties if the Chair is unavailable.
STAFF LIAISON
City Manager will designate the staff liaison to the Task Force. Liaison role includes:
- Support Task Force chair in preparing agendas and meeting materials
- Provide technical expertise and access to City resources
EDINA ADVISORY TASK FORCE I HOUSING STRATEGY I CITY OF EDINA Page 3
- Relay information from City Council to Task Force and vice versa
- Submit packet materials for City Council review
The Task Force does not direct the work of the liaison.
RESOURCES AVAILABLE
- The Task Force will have access to City resources available for advisory groups i.e.
marketing/communications, meeting supplies, etc
- Also, see City Manager’s level of authority
OUTCOMES
- Comprehensive housing strategy with the following priorities:
o Types of housing
o Sizes
o Affordability
o Location
MEMBERSHIP
APPLICATION
The City of Edina’s Volunteer Edina program will manage the recruitment, application and onboarding process.
CONSIDERATIONS & COMPOSITION
City Council will appoint up to seven members with a variety of perspectives and experiences on housing in the
community.
City Council Work Session
Task Forces
February17, 2021
Agenda
•Edina Advisory Groups Overview
•Engagement Techniques & Best Practices
•Current Use of Task Forces & Past Task Forces
•Considerations & Questions
EdinaMN.gov 2
Supporting Council
EdinaMN.gov 3
Council
StaffAdvisory
Groups
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
Edina Advisory Groups
EdinaMN.gov 4
City Council Boards &
Commissions
Committees
Working Groups
City Council OR
City Manager Task Force
EdinaMN.gov 5
•To solicit information from diverse perspectives
•To solicit input over time on complex topics
•To help an organization that is “stuck”
•To have a regular form of conduit for communication to the
community
•When you need an expertise in a specific area
Use of advisory groups
EdinaMN.gov 6
Advisory Groups Membership
EdinaMN.gov 7
Boards &
Commissions
(Residents)
Committees
(Commission
Members Only)
Working Groups
(Commission
Members + Public
Members)
Task Force
(as defined) Subcommittees?
Past Task Forces:
•Liquor Operations
•Flood Risk Reduction Strategy
•Braemar Master Plan
•Housing Strategy Task Force
•Streets Funding
•Complete Count Committee
•Partners in Energy
•Human Services
•Race & Equity*
Boards & Commissions:
•Planning
•Heritage Preservation
•Community Health
•Energy & Environment
•Human Rights & Relations
•Parks & Recreation
•Transportation
•Arts & Culture
•Board of Appeal & Equalization
•Construction Board of Appeal
Advisory Groups
EdinaMN.gov 8
Advisory Groups
EdinaMN.gov 9
Commission Committee Working
Group
Task
Force
Tenure Ongoing Temporary Temporary Temporary
Scope Work Plan Work Plan Item Work Plan Item Task Force
Charge
Members Residents Commission
members only
Commission +
public members
As defined
OML Required Not required Not required Not required
Staff Yes No Not typically Yes
Reports
To
Council Commission Commission Council or
Manager
Task Force Charge
•Template
•-Purpose (objective and strategies)
•-Timeline
•-Level of authority
•-Resources available
•-Outcomes
•-Membership
EdinaMN.gov 10
EdinaMN.gov 11
Task Force Roles
Council or
City Manager
•Approve charge
•Establish work scope
Chair •Lead meetings
•Develop agenda
Members •Fulfill charge
•Represent the group as a whole
Staff Liaison
•Technical expertise
•Connect to city resources
•Communicate between TF & City Council
•Hire & manage consultants as needed
Success
•Appoint an experienced chair
•Clearly defined scope & outcome
•Clearly defined roles staff, members, consultant
•Clearly defined out
•Education and Training of TF members
•Selection of TF members
EdinaMN.gov 12
•Scope too broad or not followed
•Time commitment and resources required from members
(limits diversity)
•Role confusion of chair, liaison, task force members,
consultants & council.
•Task Force role in developing additional engagement
•Time to onboard and education
•Management of budget and consultants (staff function)
Challenges
EdinaMN.gov 13
•Creating ownership
•Defining the problem
•Identifying community values
•Understanding different perspectives
•Analyzing alternatives
•Significant time and resources are available (members and City)
•When there is no other advisory group in place
Task Forces -useful when
EdinaMN.gov 14
•Unclear missions or direction
•Large scope issues
•Decisions that need to be made quickly
•Legal or politically charged topics
•Organizations with limited resources or staff time
Task Forces –Not as useful when
EdinaMN.gov 15
1. Could the work be done by Council, staff, or another existing advisory
group?
2. Will the Task Force reveal a different outcome?
-What perspectives or expertise are needed
3. Do we have the time and resources?
-How much education/onboarding will need to be provided
-Can this work be completed in a realistic timeline
Some Considerations
EdinaMN.gov 16
Task Forces
•In our use of Task Forces, where have we been
successful/less successful?
•How do we more effectively use of Boards, Commissions,
Committees, Working Groups, & Task Forces?
•How should we use Task Forces in the future?
Council Discussion
EdinaMN.gov 17
Date: February 17, 2021 Agenda Item #: IV.
To:Mayor and City Council Item Type:
Reports / Recommendation
From:Lisa A. Schaefer, Assistant City Manager
Item Activity:
Subject:City Council Retreat Topics Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None. Discussion only.
INTRODUCTION:
The council retreat is scheduled to be held on March 4, 5-9 p.m. and March 13, from 8:00 a.m. - 12:00 p.m.
One session of the retreat will be reserved to begin development of the 2022-2023 Budget Work Plan. Staff will
seek feedback and direction for additional retreat topics.