HomeMy WebLinkAbout2022-07-21 Meeting PacketAgenda
Transportation Commission
City Of Edina, Minnesota
City Hall - Community Room
Thursday, July 21, 2022
6:00 PM
I.Call To Order
II.Roll Call
III.Approval Of Meeting Agenda
IV.Approval Of Meeting Minutes
A.Approval of Minutes - Regular Meeting of June 16, 2022
V.Special Recognitions And Presentations
A.Local Option Sales Tax
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.Tra)c Safety Report of June 28, 2022
B.2022 Work Plan Updates
C.2023 Work Plan Development
VIII.Chair And Member Comments
IX.Sta4 Comments
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 ampli8cation, an
interpreter, large-print documents or something else, please call 952-927-8861
72 hours in advance of the meeting.
Date: July 21, 2022 Agenda Item #: IV.A.
To:Transportation Commission Item Type:
Minutes
From:Andrew Scipioni, Transportation Planner
Item Activity:
Subject:Approval of Minutes - Regular Meeting of June 16,
2022
Action
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Approve the minutes of the Transportation Commission regular meeting of June 16, 2022.
INTRODUCTION:
See attached draft minutes.
ATTACHMENTS:
Description
Draft Minutes: Jun 16, 2022
Draft Minutes☒
Approved Minutes☐
Approved Date:
Minutes
City Of Edina, Minnesota
Transportation Commission
Public Works Multi-Purpose Room
June 16, 2022
I. Call To Order
Chair Johnson called the meeting to order at 6:03 p.m.
II. Roll Call
Answering roll call: Commissioners Kitui, Lewis, Plumb-Smith, Richman, Kanti Mahanty, Johnson
Absent: Commissioners Ahler, Brown, McCarthy, Rubenstein, Clark
Staff present: Transportation Planner Andrew Scipioni, Community Engagement Manager MJ Lamon
III. Approval Of Meeting Agenda
Motion was made by Commissioner Richman and seconded by Commissioner Plumb-Smith to
approve the agenda. All voted aye. Motion carried.
IV. Approval Of Meeting Minutes
Motion was made by Commissioner Lewis and seconded by Commissioner Plumb-Smith to
approve the May 19, 2022 meeting minutes. All voted aye. Motion carried.
V. Special Recognitions and Presentations
A. 2023 Work Plan Development Review
Community Engagement Manager MJ Lamon reviewed the 2023 work plan development process.
VI. Community Comment
Jae Woo Kim, 5609 Chowen Ave, spoke about Item B3 on the Traffic Safety Report of May 31, 2022,
expressing concerns about traffic volume and speeds on Chowen Ave between W 56th and 57th Sts. Kim
suggested that other metrics be taken into consideration aside from the 85th-percentile speed, including
grade, limited visibility, the number of children in the neighborhood and obstruction of sight lines caused by
snowbanks.
VII. Reports/Recommendations
A. Traffic Safety Report of May 31, 2022
The Commission reviewed and commented on the Traffic Safety Report of May 31, 2022.
Item B3. Volume and speed concerns along Chowen Ave between W 56th and 57th Sts.
Motion was made by Commissioner Richman and seconded by Commissioner Lewis
to recommend that staff options to improve safety along Chowen Ave including but
not limited to a reduced speed limit or advisory signage. All voted aye. Motion
caried.
B. 2022 Work Plan Updates
#1 Tree Boulevard Policy – The Commission reviewed updated ordinance.
Draft Minutes☒
Approved Minutes☐
Approved Date:
Motion was made by Commissioner Kitui and seconded by Chair Johnson to
approve the draft boulevard tree ordinance as presented and submit it to the
Energy and Environment Commission for consideration. All voted aye. Motion
caried.
#2 Public Transit Checklist – Commission reviewed revised list of ideas/topics.
Subcommittee will reach out to Planning Commission members to review.
#3 PACS Fund Policy – No update.
#4 SRTS Demonstration Projects – No update.
#5 TIS Process Review – No update.
#6 Transit Connectivity – Subcommittee is considering including in the deliverable a
recommendation that City Council advocate to Metro Transit for improvements to the
Southdale Transit Center as part of the E Line project, as well as for general transit service
restoration.
C. 2023 Work Plan Development
The Commission discussed possible initiatives to include in the 2023 work plan proposal.
VIII. Chair and Member Comments – Received.
Commissioner Lewis left at 7:51 p.m.
IX. Staff Comments – Received.
X. Adjournment
Motion was made by Commissioner Richman and seconded by Commissioner Plumb-Smith to
adjourn the June 16, 2022 meeting at 7:54 p.m. Quorum was not reached. Motion failed.
Chair Johnson declared the meeting adjourned at 7:54 p.m.
Draft Minutes☒
Approved Minutes☐
Approved Date:
TRANSPORTATION COMMISSION ATTENDANCE
J F M A M J J A S O N D # of Mtgs Attendance %
Meetings 1 1 1 1 1 1 6
NAME
Ahler, Mindy 1 1 1 1 1 5 83%
Brown, Chris 1 1 1 1 4 67%
Johnson, Kirk 1 1 1 1 1 1 6 100%
Kitui, Janet 1 1 1 1 1 5 83%
Lewis, Andy 1 1 1 1 1 5 83%
McCarthy, Bruce 1 1 1 1 4 67%
Plumb-Smith, Jill 1 1 1 1 1 5 83%
Richman, Lori 1 1 1 1 1 5 83%
Rubenstein, Tricia 1 1 33%
Clark, Anna (s) 1 1 2 33%
Kanti Mahanty, Stephen (s) 1 1 1 1 4 67%
Kane, Bocar Resigned 0 N/A
Date: July 21, 2022 Agenda Item #: V.A.
To:Transportation Commission Item Type:
Other
From:Andrew Scipioni, Transportation Planner
Item Activity:
Subject:Local Option Sales Tax Information
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
City Manager Scott Neal will present on the local option sales tax proposal to fund improvements at Fred
Richards and Braemar Parks (https://edinaatplay.org).
Date: July 21, 2022 Agenda Item #: VII.A.
To:Transportation Commission Item Type:
Report and Recommendation
From:Nick Bauler, Traffic Safety Coordinator
Item Activity:
Subject:Traffic Safety Report of June 28, 2022 Discussion
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
Review and comment on the Traffic Safety Report of June 28, 2022.
INTRODUCTION:
See attached staff report.
Comments received by the Commission will be included in the staff report provided to City Council at their
August 3 regular meeting.
ATTACHMENTS:
Description
Traffic Safety Report of June 28, 2022
July 21, 2022
Transportation Commission
Nick Bauler, Traffic Safety Coordinator
Traffic Safety Report of June 28, 2022
Information / Background:
The Traffic Safety Committee (TSC) review of traffic safety matters occurred on June 28. The Traffic Safety
Coordinator, City Engineer, Streets Public Service Worker, Public Works Director, Police Sergeant and
Assistant City Planner were in attendance for this meeting. The Transportation Planner was not able to
attend but was informed of the decisions and had no objections to the recommendations.
On each of the items, persons involved have been contacted and the staff recommendation has been
discussed with them. They were informed that if they disagree with the recommendation or have additional
facts to present, they can submit correspondence to the Transportation Commission and/or to City Council
prior to the August 3 regular meeting.
Section A: Items on which the Traffic Safety Committee recommends action
A1. Request for crosswalk improvements at Valley View and Sally Ln
Resident concerned about crosswalk with
no signage.
Valley View was reconstructed in 2015.
Intersection has marked crosswalk with in-
street sign.
No pedestrian ramp on north end.
Valley View ADT is 2,560.
Valley View has bike lanes and a sidewalk on
south side.
Observed 93 pedestrian and 7 bike crosses
were observed in May 2022.
Staff recommends installing roadside signs to
align with the City crosswalk policy.
Valley View Rd at Sally Ln
STAFF REPORT Page 2
A2. Request for additional parking restriction sign on Wooddale Avenue south of Valley View Road
Resident concerned with drivers parking illegally on east side of Wooddale.
Three restriction signs north of Garrison Ln,
northern two are approx. 260’ apart.
Parking issues exacerbated during project at
4425 Valley View.
Staff recommends installing a sign to clarify current
restrictions.
A3. Request for street name sign for Arbour Ln at Jeff Pl
intersection
Arbour Ln is located between Tracy Ave,
Arbour Ave and Jeff.
Resident is having issues with people finding
their home, particularly coming from Jeff.
Where Arbour Ave & Ln intersect with Jeff Pl,
no sign shows Arbour Ln.
Staff recommends updating the street name signage
to include Arbour Ln with directional arrows.
A4. Review guardrail specifications at W 78th St eastbound guardrail west of West Bush Lake Rd
Eastbound direction includes guardrail along curve.
One crash west of W Bush Lake Rd.
Vehicle traveling west on 78th was struck by
a SB vehicle exiting 7700 78th
2013 AADT was 7,900.
Guardrail is damaged regularly from
snowplow operations.
Narrow spacers would prevent continuous
damage from plows.
MnDOT structural engineers advised that
the size and width of the spacers could be
reduced based on historical crash frequency
and severity without impacting safety of the traveling public.
Staff recommends installing smaller spacers on the guardrail to reduce the likelihood of
repetitive snowplow damage.
Wooddale Ave and Valley View Rd
Arbour Ln
W 78th St Guardrail
STAFF REPORT Page 3
A5. Request for parking restrictions adjacent to 5313 W 56th St
Many residents have safety concerns when
vehicles parked on the south side of W 56th
St east of Dale Ave.
Melody Lake neighborhood was
reconstructed in 2021.
5313 W 56th is a group home with frequent
workers and visitors needing on-street
parking.
W 56th between Hansen Rd and Dale is 21’
wide, tapers to 24’ east of Dale.
Living Streets design guidelines recommend
no on-street parking on streets less than 24’
wide.
W 56th is measured 24’ wide approximately 19’ west of the driveway at 5313 W 56th.
Parking is restricted on the north side of W 56th.
Staff recommends installing a parking restriction sign with a placard stating “From Corner
To Here” approximately 19’ west of the driveway of 5313 W 56th.
Section B: Items on which the Traffic Safety Committee recommends no action
B1. Review traffic study along northbound Normandale Rd between
W 70th and W 66th St
Previous complaints of high speeds.
New lane layout includes travel lane, buffer, bike lane and
parking bay (left to right).
Current complaints during winter months of vehicles driving
in two lanes when road is snow-covered.
Resident had a mailbox hit and wrecked.
Traffic study in August 2019.
i. ADT 2,138
ii. 85% Speed 35.6
Traffic study conducted in May 2022.
i. ADT 1,733
ii. 85% speed 37.1
Resident is requesting bump-outs at Payton Ct and W 69th
to further distinguish the parking lane.
Staff recommends no changes. Future work along Normandale
can offer options for added traffic calming treatments.
Normandale Rd between W 66th
and W 70th St
W 56th St
STAFF REPORT Page 4
B2. Request for parking restriction adjacent to bus
stop on W 74th St, east of Bush Lake Rd
Bus driver reported difficulties for users
accessing bus when vehicles are parked on W
74th.
Parking restriction adjacent to 7401 Bush Lake
Rd was removed in 2020.
2011 W 74th ADT 3420
Parking demand increased in past 3 years –
Wooden Hill Brewery, other businesses.
Sidewalk installed in 2020.
Staff recommends not adding parking restrictions
with increasing demand for on-street parking in the
area. A discussion with Metro Transit will take
place regarding options for improvement.
Section D: Other traffic safety items handled
D1. Many requests made for speed enforcement along Valley View Rd, W 66th St, Cahill Rd, W 70th St,
Dewey Hill Rd, Schaefer Rd. These requests were submitted to EPD for enforcement.
D2. A resident was concerned for a sidewalk blocked with signs on Vernon Ave west of Tracy Ave. The
sidewalk was closed due to a utility project with a detour onto the eastbound shoulder on Vernon. The
resident was informed to follow the detour.
D3. A resident was concerned for the safety of neighborhood children playing in the street near the
intersection of Zenith Ave and W 59th St. The resident was recommended to speak to their neighbors
recommending refraining from playing in the street and to use caution if doing so.
D4. A resident was concerned about a missing parking restriction sign on Alden Dr. The sign was replaced
by the Public Works Department.
D5. A commuter had concerns of using round-abouts on W 70th as a bicyclist. The user was informed
bicyclists have the right-of-way like any other vehicle when entering round-abouts.
D6. A resident was requesting temporary parking restrictions for pickup and drop off traffic on Richmond
Dr for Our Lady of Grace students. No signage is warranted as Richmond can accommodate vehicles
parking on both sides of the street with vehicles able to pass thru.
D7. A resident requested speed limit signs on W 40th St citing fast traffic. A traffic study found the 85%
speed was 27 mph. No action is recommended.
D8. A resident requested to relocate a stop sign on Indian Hills Rd at Indian Hills Pass citing eastbound
vehicles fail to stop as it’s in a poor location. Due to the intersection layout, the sign should remain in place
with no evidence of vehicles failing to follow it at the current location.
D9. A request was made for added stop signs or speed humps along the driveway of 3250 W 66th St
connecting between York Ave citing vehicles travel at high speeds or even cut thru onto York. The
requester was informed to contact the property management as the driveway is private property and
outside of City jurisdiction.
February 2022
November 2019
STAFF REPORT Page 5
D10. A request was made to improve damaged curb on John St from City plows. Request was sent to Public
Works.
D11. A resident was concerned with the visibility of a stop sign for eastbound traffic on Tower St at St.
Johns. The City Forester inspected the sign and provided the resident a notice to trim vegetation covering
the sign.
D12. A resident requested a duck crossing sign on W 64th St between York Ave and Xerxes Ave. Edina
does not utilize such signs as they provide no change in driver behavior.
D13. A resident requested updating the pedestrian signal when crossing France Ave at Gallagher Dr. This
was sent to Hennepin County staff as the County owns and operates this signal.
Date: July 21, 2022 Agenda Item #: VII.B.
To:Transportation Commission Item Type:
Other
From:Andrew Scipioni, Transportation Planner
Item Activity:
Subject:2022 Work Plan Updates Information
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
Commissioners will provide updates on the status of 2022 Work P lan initiatives (unless an item is elsewhere on
the current agenda). See attached work plan.
ATTACHMENTS:
Description
2022 Work Plan Progress Report
Approved by City Council December 7, 2021
Commission: Transportation Commission
2022 Annual Work Plan
Initiative # 1 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☐ 1 (Study & Report) ☐ 2 (Review & Comment) ☒ 3 (Review & Recommend) ☐ 4 (Review & Decide)
Boulevard Tree Policy
Research, develop and recommend a citywide boulevard tree policy
that addresses planting, protection, maintenance, removal and funding.
Deliverable
Policy for consideration by City Council
Lead
Lori Richman
Target
Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-2 hours per month from Staff Liaison, periodic support from City Forester and/or Community Development Director.
Jan: Looking for committee members to assist in developing the policy, reviewing other agencies’ policies.
Feb: Met with City Forester, planning to talk to other Commissions about their thoughts.
Mar: Met with representatives from Planning, Energy & Environment, and Park and Recreation Commissions, will meet with Manager Neal Apr 6 to discuss how
to move forward.
Apr: EEC has work plan initiative to propose revisions to tree ordinances that will support Climate Action Plan. Once ETC approves draft boulevard tree language,
it will be submitted to EEC to be included in their ordinance recommendations.
May: Commission reviewed draft ordinance.
Jun: Commission reviewed and approved an updated ordinance for submission to the EEC.
Approved by City Council December 7, 2021
Initiative # 2 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☒ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide)
Public Transit Checklist
Develop a transit checklist to review on the proposed development
projects. Planning Commission will review and comment
Deliverables
Report to City Council
Lead
Andy Lewis
Target
Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-3 hours per month from Staff Liaison; periodic support from Community Development Director.
Jan: Reached out to members of the Planning Commission and Met Council for updates on transit operations in the city in 2022.
Feb: Met with Metro Transit staff; service levels are expected to decrease due to driver shortage and ridership decline. Next step is to take information and start
formalizing checklist.
Mar: Reviewed example frameworks, putting together a draft.
Apr: Working with document currently used by Planning Commission, making revisions based on ETC discussions.
May: Commission discussed ideas/topics to include in checklist.
Jun: Commission reviewed revised list of ideas/topics. Subcommittee will reach out to Planning Commission members to review.
Approved by City Council December 7, 2021
Initiative # 3 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☐ 1 (Study & Report) ☐ 2 (Review & Comment) ☒ 3 (Review & Recommend) ☐ 4 (Review & Decide)
PACS Fund Policy
Review and recommend changes to the Pedestrian and Cyclist Safety
Fund policy.
Deliverable
Report to City Council
Lead
Chris Brown
Target
Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-3 hours per month by Staff Liaison; periodic support from Finance and/or Administration
Jan: Would like to meet with staff to understand expenditures and buying power of the fund. Admin and Engineering are preparing a report on fund to bring to
Commission for review and comment.
Feb: Scheduling meeting with staff to discuss next steps.
Mar: Met with staff to learn about PACS Fund, staff work and current challenges.
Apr: Reviewing data provided by staff, trying to determine what the objective is and how this initiative can be helpful to staff.
May: Organized data provided by staff, working on how best to structure deliverable.
Jun: No update.
Approved by City Council December 7, 2021
Initiative # 4 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☒ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide)
SRTS Demonstration Projects
Study Pedestrian and Bicycle Master Plan and report on potential Safe
Routes to School demonstration projects.
Deliverable
Report to staff
Lead
TBD
Target
Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-2 hours per month from Staff Liaison.
Jan: No update.
Feb: No update.
Mar: No update, change lead to TBD.
Apr: On hold until new Commissioner is appointed.
May: No update.
Jun: No update.
Approved by City Council December 7, 2021
Initiative # 5 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☒ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide)
TIS Process Review
Study and report on other agencies' process for completed traffic
impact studies related to development/redevelopment projects.
Deliverable
Report to City Council
Lead
TBD
Target
Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-2 hours per month by Staff Liaison; periodic support from Director of Engineering and Community Development Director.
Jan: No update.
Feb: No update.
Mar: No update, change lead to TBD.
Apr: On hold until new Commissioner is appointed.
May: No update.
Jun: No update.
Approved by City Council December 7, 2021
Initiative #6 Initiative Type ☒ Project ☐ Ongoing / Annual ☐ Event
Council Charge ☐ 1 (Study & Report) ☐ 2 (Review & Comment) ☒ 3 (Review & Recommend) ☐ 4 (Review & Decide)
Transit Connectivity
Review the Pedestrian and Bicycle Master Plan and
recommend changes to proposed facilities to improve
connectivity to public transit.
Deliverables
Report to City Council
Lead
Andy Lewis
Target Completion Date
Q4
Budget Required: No funds available.
Staff Support Required: 1-2 hours per month from Staff Liaison.
Jan: Committee will meet to discuss first steps.
Feb: This initiative will follow the lead of Initiative #2.
Mar: Discussed limited transit opportunities in Edina, considering reviewing the Southdale Transit Station and surrounding area, which is a key connector.
Apr: Driver shortage continues to be a problem for Metro Transit. Subcommittee recommends focusing efforts on E Line and Southdale Transit Center, ignoring
services that are currently suspended, and will incorporate last year’s work into this initiative.
May: Subcommittee is considering refocusing initiative to advocate for improvements at Southdale Transit Center or for transit service reinstatements.
Jun: Subcommittee is considering including in the deliverable a recommendation that City Council advocate to Metro Transit for improvements to the Southdale
Transit Center as part of the E Line project, as well as for general transit service restoration.
Parking Lot: (These items have been considered by the BC, but not proposed as part of this year’s work plan. If the BC decides they would like to
work on them in the current year, it would need to be approved by Council.)
Organized trash collection
Date: July 21, 2022 Agenda Item #: VII.C.
To:Transportation Commission Item Type:
Other
From:Andrew Scipioni, Transportation Planner
Item Activity:
Subject:2023 Work Plan Development Discussion, Information
CITY OF EDINA
4801 West 50th Street
Edina, MN 55424
www.edinamn.gov
ACTION REQUESTED:
None.
INTRODUCTION:
The Commission will discuss possible initiatives to include in the 2023 work plan proposal. 2023 work plans
proposals must be approved by the Commissioners by September 23, 2022.
ATTACHMENTS:
Description
2023 Work Plan Brainstorming
Commission Work Plan Guide
2023 CAP Menu Memo
Work Plan 2023 Development (6/16 Brainstorming)
1. Comprehensive Plan
2. Capital Improvement Plan
Category Title
Active Routes to Schools Reducing parking by schools
Bicycling Routes Revisit bicycling infrastructure
Climate Action Plan Active boulevard tree planting
Climate Action Plan Increase Capacity for Electric Vehicle Charging
Climate Action Plan Organized Trash Collection
Category Title
Climate Action Plan School bus ridership
Education Education and engage public for Organized Trash Collection
Education Safety for pedestrian crossings
Safety Speed limit adherence
Safety Walking & Biking to/from Parks
TIS Process Review
Category Title
Transportation France Avenue: active planning with Hennepin County
Capital Improvement Plan (CIP) Reconstruction for streets – consider all aspects
July Meeting – refine brainstorm review from June (above) using table below.
Lead R
a
n
k
Topic Title Description
(Brief content, why important, deliverable)
Initiative Type
(Project, Ongoing,
Annual, Event)
Council charge
1. Study/Report
2. Review/Comm
ent
3. Review/Recom
mend
4. Review/Decide
Safety Speed limit
adherence
Education & enforcement to improve vehicle speed
compliance resulting in safer conditions.
Deliverable: study and report with recommendation
Project →
Ongoing
3
Safety Walking to/from
Parks
Safer walking conditions connecting neighborhood parks
Background: According to the Quality of Life survey 88% of
respondents said they used neighborhood parks (p31).
Improving the safety of the connections to these parks might
be a good item to consider in the coming year.
Deliverable: study and report with recommendation
3
Lead R
a
n
k
Topic Title Description
(Brief content, why important, deliverable)
Initiative Type
(Project, Ongoing,
Annual, Event)
Council charge
1. Study/Report
2. Review/Comm
ent
3. Review/Recom
mend
4. Review/Decide
TIS Process
Review
Study and report on other agencies' process for completed
traffic impact studies related to development/redevelopment
projects.
Background: was approved for 2021 but leader resigned.
City Council expressed interested this in 2021.
Project 1
Climate
Action Plan
Trees? See memo from Grace for Climate Action Plan
Education
Safe
Routes to
Schools
Lead R
a
n
k
Topic Title Description
(Brief content, why important, deliverable)
Initiative Type
(Project, Ongoing,
Annual, Event)
Council charge
1. Study/Report
2. Review/Comm
ent
3. Review/Recom
mend
4. Review/Decide
Climate
Action Plan
Standards for
Electronic
Vehicle
Charging
Parking Lot
1. Organized trash collection?
Process Summary
1. June – brainstorm; also see if we have volunteers to “watch” other commissions’ progress
2. July – review brainstorm, reduce list if needed, think about capacity
3. August – August (priorities and leading)
4. September – approve work plan; are all fields completed?
Commission Work Plan Guide 1 | Page
CONTENTS UPDATED 2022.06.03
City-wide Work Plan Process ..................................................................................................................................................2
Before You Start ........................................................................................................................................... 2
Annual Calendar ............................................................................................................................................ 3
Roles................................................................................................................................................................. 4
Work Plan Development ...........................................................................................................................................................4
Steps to Work Plan Development ............................................................................................................ 4
Council Charges ............................................................................................................................................ 5
Work Plan Template .................................................................................................................................... 5
Work Plan Template Field Descriptions ................................................................................................. 6
Completing Work Plan Items ...................................................................................................................................................7
Sub-committees and Working Groups .................................................................................................... 7
Communicating to Council ......................................................................................................................... 9
Commission Work Plan Guide 2 | Page
CITY-WIDE WORK PLAN PROCESS
At the same time Commissions are developing their work plans, the city is developing the Budget work plan
and department work plans. Commission work plans are one piece of the larger puzzle.
Before You Start
Commission work plans are advisory up. Council does not dictate
every work plan items. They are interested in hearing what the
Commission members feel is important to dedicate time to and
they approve the final plan. There may be overarching strategic
plans or implementation plans informing commission work plan
initiatives. It is the responsibility of staff to ensure work plan items
are not in direct conflict with department work plans, budget
work plan or strategic policies. At times, Council may direct staff
to amend a work plan whether it is adding a new item, deleting an
item, or altering a work plan item.
Council Approval
Staff Review
Commission Ideas / Initiatives
Commission Work Plan Guide 3 | Page
Work Plan Development Generally:
• Commission work plans are developed by the Commission, not the staff liaison.
• There should be a commissioner willing to “lead” the initiative if it is being proposed.
• Work plan initiatives should not include City Department work plan initiatives. (while there may be
overlap, it should be clear what the Commission’s role is)
• List initiatives in order of priority (#1 is highest priority).
• Commissions should be careful not to overload their work plan but pursue an achievable number of
initiatives.
• “Parking Lot” is reserved for initiatives the Commission considered but did not propose as part of
the work plan. These items are not considered approved and would require a work plan amendment
approved by Council to allow the Commission to begin work.
Annual Calendar
Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities.
Approving work plans is a three-part process. Work plans development starts in the summer months and
ends in December.
Important Dates for 2022:
September 23 – Work plans due
October 6 – Chair present work plans to Council
November 1 – Staff presents recommendations to Council
December 6 – City Council approves work plans
*These dates change every year
Commissions develop proposed work plans with liaison advice and feedback
June–Aug.
Commission approves
proposed work plan
September
Chairs present proposed work plans to Council
October
Staff present recommendations to Council
November
Council approves work plans
December
Annual Work Plan
Begins
January
Commission Work Plan Guide 4 | Page
Roles
1 Chair
• Ensure work plan template is complete
• Present proposed work plan to Council
• Facilitate the development of the work plan
2 Commission
Members
• Sign up as a lead(s) for sub-group work
• Propose work plan initiatives to be added to the work plan
3 Staff Liaison
• Attend Council meetings when work plans are being proposed
• Communicate final approved work plan and supporting documentation to
Commission
• Provide input on proposed work plan initiatives throughout the entire
process
• Provide liaison comments on the work plan for staff and council review
4 Council
• Assign a Council Charge
• Approve work plans
• Review proposed work plans
• Provide feedback
WORK PLAN DEVELOPMENT
Work plans are vital for guiding the work of each commission on an annual basis. The work plans enhance
city services/opportunities and at times assist in completing citywide strategies. Work Plan Development
takes place during the months of June, July and August.
Steps to Work Plan Development
Brainstorm
Collect Ideas
What do you want to work on?
June
Review brainstorm list
Reduce list
How much work capacity do you have?
July
Determine the priorities
Who is leading?
August
Approve work plan
Are all the fields completed?
September
Commission Work Plan Guide 5 | Page
Council Charges
Council provides guidance on complete the work by assigning council charges. Before starting your work plan
development take some time to understand what the charges mean.
• 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.
Charge 1: Study &
Report
2: Review &
Comment
3: Review &
Recommend
4: Review &
Decide
Commission
Role
Study a specific issue
or event and report its findings to Council
Review a specific policy issue and staff
will seek comments
from each individual
member of the group
to pass on to Council
Review a specific
policy issue and
provide a recommendation on
the issue to Council
Study, review and
decide on an issue. The Decision will be
the City’s official
position on the matter
unless the issue is
formally reversed by
Council
Commission
Vote
No vote is taken by
the commission
No vote is taken by
the commission
A majority vote is
required
A majority vote is
required
Commission
Recommendation
No official recommendation is
provided to Council
No official recommendation is
provided to Council
An official recommendation is
provided to Council
No official recommendation is
provided to Council
Report
Type
Required: Advisory
Communication &
Staff Report
Required: Staff Report
Required: Staff Report
Optional: Advisory
Communication
None
Work Plan Template
Each commission uses a work plan template. The screen shot of the template is below. The fields in white
must be filled out by the commission. The fields in green will be completed by your staff liaison and other
City staff who participate in the work plan review process.
Commission Work Plan Guide 6 | Page
Work Plan Template Field Descriptions
Initiative Type
• Project
This is a new or continued initiative
• Ongoing / Annual
This is an initiative that the commission has on their work plan every year
• Event
These are events or awards coordinated by the commission (not City staff)
Council Charge
• Study and Report
• Review and Comment
• Review and Recommend
• Review and Decide
Initiative Title
The title should describe the project the commission wants to work on. Describe what the commission will
do. If you lead with a council charge, this helps understand the commissions desire for the depth of working
on an initiative.
Examples:
• Review and recommend a building energy benchmarking policy.
• Study and report on possible city actions to reduce access and usage of vaping for youth.
Deliverable
Provide detail on what will be the outcome or final product of the project.
Commission Work Plan Guide 7 | Page
Leads
Each initiative will be completed via a sub-committee or working group. Every initiative should have
commissioner(s) assigned to it for completion. ALL should be avoided.
Target Completion Date
What month or quarter does the commission hope to complete the initiative.
Budget Required
Will the commission need funds for this initiative? Are there funds available? Per state statute commissions
does not have the approval to spend city funds. When a commission approves an amount to support a
commission, this recommendation is passed to City staff for further investigation and approval.
Staff Support Required
How much staff resources will be needed to complete the initiative? This section includes liaison, additional staff and communications support. If the initiative will require a communications/marketing components add it
here.
Liaison Comments
This is the liaison’s response to the initiative. Liaisons are asked to provide the commission guidance during
the entire process of work plan development. For staff review they are also asked to provide and
recommended changes in this section.
City Manager Comments
This is the City Manager’s response to the initiative.
Progress Report
This section is completed prior to the joint work session with Council. The audience for this update is
Council.
COMPLETING WORK PLAN ITEMS
Work plan items are completed by the commission. Work plan items usually include the entire commission
in final approval; however, the bulk of the work is done outside of regularly scheduled meetings by smaller
groups of commissioners.
Sub-committees and Working Groups
Local governments often use a variety of advisory groups, including Boards and Commissions, to complete
the mission of the city. Commissions also may create sub-committees and working groups to assist them
with their work plan, however, sub-committees and working groups work at the direction of the
whole commission.
Role of these groups:
• Study issues in greater depth and report findings
• Assist with community initiatives or events
Commission Work Plan Guide 8 | Page
COMMITTEES
Membership
• 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 chair or co-chairs
• Not subject to Open Meeting Law
Guidelines:
• 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 GROUPS
Membership
• 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 chair or co-chairs
• The 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.
• Not subject to Open Meeting Law
Guidelines:
• 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 groups
• Meetings of working groups are not legally required
to be public
Board/Commission
Committee Commission Members only
Working Group
Commission Members
Public Members
Commission Work Plan Guide 9 | Page
Communicating to 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:
1 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.
2 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.
3 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
4 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.
5 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.
City of Edina • 4801 W. 50th St. • Edina, MN 55424
Department Name
Phone 952-927-8861 • Fax 952-826-0390 • EdinaMN.gov
Date: 06/01/2022
To: Edina Boards and Commissions
From: Grace Hancock, Sustainability Manager
Subject: Edina Commission Climate Action Menu: 2023 Work Plan options
Attachment: 2023 Commission Climate Action Menu
Background: The City’s first Climate Action Plan (CAP) was approved at the end of 2021 with 36
strategies supported by 200 actions. The CAP identifies the City’s GHG emission reduction target of 45%
below 2019 levels by 2030 and achieve net zero emissions by 2050. The CAP’s goal is to help those who
live and work in Edina imagine and achieve a future where the Earth and all who live on it thrive.
For more information, the Climate Action Plan was the subject of a 2021 Town Talk, viewable here:
https://www.bettertogetheredina.org/town-talks/forum_topics/sustainability-climate-action-plan
In 2022, City staff kicked off the implementation of the CAP, undertaking ~60 actions, along with a few
actions led by Commissions. With feedback from the Energy and Environment Commission, the
Sustainability Division has informed City Council that it will ask that each Commission consider adding a
Climate Action to its 2023 work plan.
Attached is a refined list of Climate Actions that are suitable for Commission leadership. Some have been
identified as especially suitable for certain Commissions, but all are available for all Commissions to
consider for their 2023 work plan. These actions were chosen based on the nature of Commission work –
resident volunteers who advise Council based on their Commission Charge. The intent for any Climate
Action undertaken by a Commission is to study the issue and identify what's possible for Council to
consider as next steps. It is not expected that Commissions accomplish the Action within one year, rather
it is hoped that Commissions can lend their resident perspective and expertise to make meaningful
contributions to the progress of any action they choose to undertake.
Action Requested: Commissions should discuss the Climate Action Menu as part of their 2023 work
plan development process. Commissions should consider including one Climate Action in their 2023 work
plan, and be prepared to mention how their work aligns with the Climate Action Plan when presenting to
City Council. For clarifying questions related to any Climate Actions, Commission Chairs should contact
the EEC Chair and/or Vice Chair.
EEC Chair: Hilda Martinez, hildakimx99@gmail.com
EEC Vice Chair: Michelle Horan, mhoran00@gmail.com
Strategy Action
Potential Commission
Work Plan
Buildings & Energy 1-5 Partner with local organizations and businesses to educate the public and promote the adoption of energy efficiency habits like purchasing high-
efficiency equipment, turning the lights off in unused spaces and at night, having efficient indoor temperature control, and promote home energy
audits among their staff and students.
BE 1-7 Create a welcome packet for new businesses and residents, which will provide information on all the energy efficiency improvement resources and opportunities.
BE 1-13 Establish a performance ratings/labeling program for all homes listed for sale or rent so that owners, tenants and prospective buyers can make
informed decisions about energy costs and carbon emissions. Rating program to require Energy Audit/Energy Efficiency Program participation.
EEC
BE 4-2 Partner with institutions and businesses within Edina to secure commitments to reduce operational greenhouse gas emissions in line with the goals
of this Climate Action Plan, achieving carbon neutrality by 2050.
BE 4-5 Create an educational program to inform residential and commercial properties about renewable energy opportunities including technologies that
eliminate on-site fossil fuel use.Economic
Development CE 1-4
Promote Edina as an environmentally friendly destination by highlighting the businesses that are taking steps to reduce resource consumption
(Green Business Recognition program).EEC
Greenspace GS 1-4
Update City’s Landscape ordinance to include a minimum tree coverage per lawn area or per impervious surface coverage for all new construction
or expansion projects. Explore options for decrease of turf grass/lawn coverage and increase of wildflower/prairie grass coverage requirements.
GS 1-7
Prioritize planting and preservation of native species of plants and trees and species of plants and trees adaptive to climate change on public and
private property through education, incentives and other promotional programs. Ensure that landscaping requirements articulated in the zoning code include the preservation of the maximum possible number of existing trees, the use of native plantings and the preservation of natural areas
whenever possible.
GS 2-2 Remove and ease lawn/grass requirements in ordinances.
GS 2-6
Establish a policy to require the use of native plants in landscaping at City-owned properties. Continue natural vegetation conversion for passive
park areas. Add 110 Acres of native plant and pollinator restoration area on City Property by 2040.EEC
GS 2-7
Establish a policy and Identify, create, and promote incentives to assist homeowners and households with low incomes by covering some of the cost
of converting traditional lawns by planting pollinator friendly food gardens, permaculture, wildflowers, clover or native grasses in an effort to slow
the collapse of the state’s bee population.
GS 2-8
Develop educational and informational resources providing information on benefits of and strategies for reduced and repurposed lawn space
including: native plantings, "carbon gardening" strategies for ornamental gardens, and produce gardens, tree profile rebuilding, elimination of
synthetic fertilizer and pesticide use, high mow deck settings, use of biochar amendments, polyculture lawn mixture and other beneficial
greenspace practices included in this CAP.
Environmental
Health HS 2-2
Add climate preparedness elements to public health programs already aimed at vulnerable populations and low-income households and dedicate
increased funding to accommodate demand for public health services among at-risk populations. CHC
HS 4-3
Support, leverage create relationships with, and enhance community networks and connections for those who require special attention, such as
people who are elderly, homebound, disabled, isolated, or those likely to be in need of financial assistance during or after extreme weather events (heat, cold and heavy precipitation).CHC
Local Food LF 1-
2
Support existing school and community gardens and provide opportunities to expand community growing spaces with a focus on locating garden
infrastructure to serve youth, immigrant, and people with lower incomes or who are experiencing food insecurity. Community growing and garden
spaces may include use of park space, unused city owned space, or public right of way/boulevard areas. Program should prioritize conversion of
impervious spaces to garden space and preservation/increase of overall green space benefit. Provide on-going promotion, communication, and
education of the sites and opportunities including appropriate translated and accessible content.
LF 1-4
Incentivize and reward soil best management practice for urban lawns, gardens, landscaping, parks, open spaces, prairies, environmentally sensitive
areas, and agricultural land uses.EEC
LF 4-2
Establish an Green Business Refrigeration upgrade cost sharing incentive program providing a 25% matching grant for qualified buildings and
applicants to switch to green refrigeration practices. EEC
Transportation & Land Use TL 3-
2
Eliminate parking minimums to reduce surface parking and institute new parking pricing models to maintain 85% utilization (performance-based
parking, off-street parking tax, dynamic pricing, etc.) PC/ETC
TL 3-7
Allow and encourage the construction of accessory dwelling units ("ADU") to increase rental opportunities in both established neighborhoods and
new development. This will add additional housing options for the City’s workforce, seniors, families with changing needs, and others for whom
ADUs present an affordable housing option. PC
TL 4-5
Develop incentive and educational programs to transition lawn care companies and homeowners from using fuel-burning lawn equipment (e.g., lawn mowers, blowers) to electric.EEC
TL 1-5
Establish a branded communications campaign to promote increased alternative transportation use, with a particular focus on short distance trips
(ie <2 miles) including school and other daily commutes.ETC
Waste WM 1-2
Support collaborative consumption community projects, such as neighborhood compost projects, tool libraries, and repair cafes through mini-grant programs.
WM 2-3
Conduct an organics waste collection pilot project with a sample of City businesses to test the interest, methodology, and amount of commercial
food waste that would need to be accommodated by a commercial organics collection program. Explore possible incentives for food retailers,
restaurants, and institutions to participate in food waste reuse and recycling programs.
WM 3-2 Explore a requirement that all waste be recycled or salvaged at large construction sites.
WM 4-5 Promote and partner to support a Fix It Fair at the Library and create a resource list for reuse.
W 1-3
Facilitate reduction of water use by top customers annually through an opt-in water reduction program targeting water reduction goals of 20% or
more per site. Offer free technical resources to large institutions and businesses to identify specific opportunities for employees or customers to
conserve water and incorporate water efficiency into internal operations. Program can be coordinated with the City's Waste Audit and Diversion Assistance program. Goal: 30 business water use audits completed annually with customers engaged in measuring and reducing water
consumption.
W 1-6
Conduct a Water Conservation "challenge" campaign ask participants to reduce water consumption through water use behavior change strategies,
irrigation system utilization, and replacement of fixtures like shower heads with WaterSense certified fixtures.
WM 1-3
Explore options for waste hauling improvements supporting CAP goal achievement, including modifications to City's existing licensure process and
requirements as well as organized waste hauling strategies.
Edina Commission Climate Action Menu: 2023 Work Plan options