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Home My WebLink About2022-11-15 City Council Work Session PacketAgenda City Council Work Session City of Edina, Minnesota Community Room, City Hall Tuesday, November 15, 2022 5:30 PM I.Call To Order II.Roll Call III.Introduction to Values Viewnder IV.2022 State and Financial Sustainability of the Streetlighting System 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 amplication, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: November 15, 2022 Agenda Item #: III. To:Mayor and City Council Item Type: Other From:MJ Lamon, Community Engagement Manager Item Activity: Subject:Introduction to Values Viewfinder Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. INTRODUCTION: The City has a team of staff who worked on developing a process and tool to incorporate budget values into decision-making processes. The Council has heard of the Values Viewfinder through a key project, Fire Station #2, and has continued to utilize the tool for the Strachauer Park Master Plan, anticipated to come to Council in early 2023. The Values Viewfinder team will provide an overview of the background of the project and process of incorporating the budget values into recommendations and decision. ATTACHMENTS: Description Staff Presentation Values Viewfinder Tool Introduction City Council Work Session November 15, 2022 Grace Hancock, Jeff Brown, Heidi Lee, MJ Lamon Budget Pillars EdinaMN.gov 2 Budget Values •Stewardship We make wise investments that focus on the best long-term value for residents. •Equity We provide equitable opportunities for people to participate in their City government and access City institutions, facilities, and services. •Health We use a Health-in-All Policies approach to promote and protect the physical, mental and social wellbeing of all people who live, work or visit Edina. •Sustainability We ensure that our policies, decisions, and plans have a positive impact on people and the planet now and for future generations. Community Engagement •Foster an inclusive, informed and engaged community. •Key Community Goals •-Feels welcome •-Has equitable access to government •-Has a voice in decisions that affect them •Key Community Outcomes •-Residents are informed •-Have meaningful opportunities for engagement •-Includes a variety of diverse perspectives •-Community members are engaged in the city/government EdinaMN.gov 3 Health-in-all-Policies •Collaborative approach to improving people's health by including health considerations into decision-making across policy areas •Recognition that health challenges are complex and linked to many factors -Collaboration across sectors to incorporate health into decision making so it becomes the standard practice -Strives for co-benefits, meeting goals of health and other areas with same action -Engage stakeholders to be responsive to community need -Ultimate goal: institutionalize HiAP approach throughout the City leading to permanent change in decision-making and guidance •Example: City zoning may influence locations of grocery stores or parks/play areas, which affects access to healthy food and exercise, which affects health EdinaMN.gov 4 Race & Equity •Acknowledging and celebrating the diversity of the Edina community members and proactively working together to eliminate systemic and institutional barriers to ensure all people have the opportunity to thrive in the City. •Ensuring a race and equity lens throughout the decision-making process such as a community’s desired outcomes may have unintended consequences which further creates gaps in access, resources and opportunities for underrepresented groups. •Asking what barriers and access are being created with this decision? •Building community relationships to gather multiple perspectives •Who else needs to share their experience and perspective to get a clearer focus on the decision and actions? EdinaMN.gov 5 Sustainability •Those who live and work in Edina can imagine and achieve a future where the earth and all who live on it thrive. •Key Community Goals: •Lower pollution from buildings and transportation energy use •Increase trees and greenspace,for pollinators and people •Improve water resources,plant and animal habitat •Protect the community from the effects of climate change, like extreme heat and flood risk •Key Community Outcomes: •Everyone enjoys the same degree of protection from environmental and health hazards •Everyone has equal access to the decision-making process to have a healthy environment in which to live, learn, and work. EdinaMN.gov 6 EdinaMN.gov 7 What is Values Viewfinder EdinaMN.gov 8 •The goal of the Values Viewfinder is to incorporate budget values in City decision-making processes. •The Values Viewfinder team developed a tool to help decision-makers understand, assess, and communicate the impact, opportunities and trade-offs of a given decision using the lens of: •Community Engagement •Health in All Polices •Race and Equity •Sustainability •The four disciplines collectively achieve community well-being. Strachauer Park Example •Tool was used in different ways •Utilizing the tool should inform the design and concepts EdinaMN.gov 9 Project Team Community Workshop/BTE Pre-design Design Concept Council Decision Values Viewfinder Tool •Framing •Gain a better understanding of the decision being made and scope of the decision •Values Viewfinder Tool Questions •Incorporate and ask questions using the lens of Community Engagement, Health in All Policies, Race & Equity and Sustainability •Evaluation •Assess how the goals & strategies of initiative are met by the resulting decision from using this tool. Near & long-term. EdinaMN.gov 10 Values Viewfinder-Framing •Framing –Gaining a better understanding of the decision and scope o What type of initiative is this? o What is the decision trying to accomplish? o Who are the decision makers and stakeholders in this decision? EdinaMN.gov 11 Strachauer Park Framing Example EdinaMN.gov 12 Drivers •Age of infrastructure •Changing demographics •Freeway impacts •Programming needs •Neighborhood input Stakeholders •Neighbors •Community groups •Passive/active park users •Neighborhood Association •Athletic associations •Park Commission •City Council Goal •A physical and programmatic change to Strachauer Park to meet the needs of the park users Values Viewfinder-Questions •Questions –Using the lens of Community Engagement, Health in All Policies, Race & Equity and Sustainability o What are the positives impacts and who benefits? o What are the negative impacts and who is impacted? o How does this align with City Values? o What other factors need to be considered? EdinaMN.gov 13 Additional Considerations •Appearance •Neighborhood input/emotion •Vocal minority •Cost •Traffic •Engineering EdinaMN.gov 14 Example –Strachauer Park Health-in-all-Policies Community Engagement Race & Equity Sustainability Benefits & Access(What are potential positive benefits/access created by this action?) •Amenities: Pickleball/tennis, stage, splash pad, community garden, water fountain, exercise equipment•rubber fill vs. gravel •sound wall/berm •stop signs/speed bumps•bike/wheeled parking and paths •Amenities: Pet considerations, pickleball/tennis, rollerskating, silent disco, lawn games, community garden, splash pad connected sitting areas, ease side usable all year•Structures: Bigger warming house/community space, stage •Wayfinding and welcoming signage •Amenities: multi-generational lawn games, stage, pickleball/tennis, community garden, water fountain, splash pad•Structures: Warming house/community space revamp•Accessible playground/senior considerations •Noise reduction/plantings •Sound wall/green barrier •Pollinator garden •Low maintenance plantings•Maintain sidewalk connectivity •Build stage •Promote walking/biking/rolling•Nature education around plant life Barriers & Impact(What are potential negative impacts/barriers created by this action?) •Potential Tree Losses •Balance parking between neighborhood and youth sports •Parking and traffic safety concerns •Parking and traffic safety concerns •East side is underutilized and floods •Improved park may be magnet for more users City Values Alignment •Potential tradeoffs between values: More users means less green space, higher traffic and parking needs. More use types can benefit more users, and help a diversity of users feel welcome. Plan could improve the east side of the park, which community members mentioned was underused and prone to flooding. Improvements could expand space to accommodate park users, but may reduce natural environmental features such as stormwater retention space. EdinaMN.gov 15 Values Viewfinder -Evaluation •Evaluation –Assessing how the goals & strategies of initiative are met by the resulting decision from using this tool. Near & long-term. o What information do you need to assess the impact? o What data is being collected? o How will you know your objectives are met? o What does success look like? Does it align with drivers? EdinaMN.gov 16 Evaluation Example –Strachauer Park Value What are you measuring?What type of data do you need? (stories or numbers)Data source (database/ software) Health-in-all-Policies Gentrification Access to park, amenities, change management Reach of users Stories & numbers Number of homestead before and after park completion Neighborhood home values Placer Software Quality of Life Survey Better Together Edina o Survey or poll Race and Equity Sense of belonging, welcoming & inclusive, cultural sensitivity Stories & numbers Diversity of activity/programming before & after implementation Community Engagement Multi-generational engagement Program opportunities Stories & numbers Placer Software Follow-up survey 2 years after User input survey Sustainability Amenities use Transit Numbers Energy cost to run the park before & after Water use data Ice recycling information Needing more or less staff EdinaMN.gov 17 Final Product: Memo EdinaMN.gov 18 Values Viewfinder Summary •The Values Viewfinder tool: •Surfaces tradeoffs and stacked benefits to aid decisions •Creates consistent way to assess requests coming before Council •City staff will be empowered to independently use Values Viewfinder and submit results to Council for decisions •The four Division leads are coaches •Council's role is to understand and anticipate results memos when considering significant (systems-level) decisions EdinaMN.gov 19 Thank you! Questions? EdinaMN.gov 20 Date: November 15, 2022 Agenda Item #: IV. To:Mayor and City Council Item Type: Reports / Recommendation From:Rachel Finberg, Project Manager Item Activity: Subject:2022 State and Financial Sustainability of the Streetlighting System Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Discussion only. INTRODUCTION: City of Edina has a streetlight system of 2,970 fixtures with a replacement value of over $37 million. The network is a combination of City of Edina-owned (900) and Xcel Energy-owned (2,070) fixtures and components. Maintenance for the streetlights falls upon both City and Xcel based on owner and maintenance agreements. Xcel has required the City to create an action plan for 410 streetlights. T his has initiated an evaluation of an additional 760 City-owned streetlights. Staff's recommendation includes understanding of system age and condition and creates a 25-year plan for proactive replacement of aging and irreparable infrastructure. ATTACHMENTS: Description Streetlighting Staff Report Staff Presentation DATE: November 15, 2022 TO: Mayor and City Council CC: Scott Neal, City Manager FROM: Rachel Finberg, Noah Silver, and Chad Millner—Engineering Department RE: 2022 State and Financial Sustainability of the Streetlighting System Executive Summary The City of Edina’s streetlight system provides a critical public safety service for both motorists and pedestrians by reducing risk and vulnerabilities. Given its reliability, public streetlights are generally overlooked but this service is relying on aging infrastructure that is close to failure. Edina’s streetlight system is a combination of both City of Edina- and Xcel Energy-owned fixtures, components, and controls. Streetlighting systems are primarily provided by physical infrastructure composed of underground and overhead electrical mainlines and secondary feeds, as well as junction boxes, service cabinets, and controls in addition to the visible components such as poles, fixtures, and light bulbs. These components are prone to faults, failures, vehicle accidents(knockdowns), and more importantly weathering, aging, and wear. The fundamental challenge encountered is our inability to keep a consistent level of service for our streetlight system without a preventative replacement plan in place. Currently, staff prioritize repairs and system replacement by reacting to failures. These reactive repairs focus on underground wiring faults, structural pole failures, and obsolete lighting technology. We are also experiencing service interruptions due to policy changes in Xcel Energy’s policies and programs. Background / System Understanding City of Edina has a streetlight system of 2,970 fixtures with a replacement value of over $37 million. The network is a combination of City of Edina-owned (900) and Xcel Energy-owned (2,070) fixtures and components. Maintenance for the streetlights falls upon both City and Xcel based on owner and maintenance agreements. Xcel Energy currently owns and maintains 1,800 streetlights for the City on an unlimited term lease which includes maintenance, location services, and electricity for $360,000 a year or $200 per light per year. These are classified as A30 Leased. There is also 270 Xcel owned streetlights classified as Q5 that are decorative and located in various locations throughout the city including Southdale area and other business districts. The City pays for Q5 maintenance, location services, and electricity for $81,000 per year or $300 per light. The City currently owns 900 streetlights. 760 are owned and maintained by the City. 140 streetlights classified as B1-B3 are owned by the City but maintained by Xcel which includes $3360 a year or $24 per light. This classification is ending as they fail. The flow chart below shows the total number of streetlights, the number of streetlights owned and operated by each agency, the classification and either the replacement value of the system or per year lease amount in the case of the 1,800 A30’s. In 2018, Xcel Energy informed the city of changes in services provided through their street lighting maintenance agreements. 1. The discontinuation of the 140 Xcel maintained (B1-B3) that are a variety of styles. This discontinuation means that 140 City owned streetlights would no longer be properly serviced by Xcel when major issues occurred. 2. A reduction in service for Xcel owned decorative (Q5) lighting at the 25-year mark. This means at 25- years old, Xcel will no longer service and would forfeit maintenance of 270 streetlights to the City. The City has replaced streetlights at an average rate of 25 streetlights per year since 2018. Currently, the City has 436 out of 900 streetlights or 48% that are past the recommended 25-year lifespan. In the next 10 years, an additional 253 out of 900 streetlights or 28% will be past the recommended 25-year lifespan. In 10-years at our current replacement rate of 25 per year, 250 out of the required 689 streetlights or 36% will be replaced. This leaves 439 streetlights or 49% of the streetlights still past due. If no streetlights are replaced in the next 10- years, 689 streetlights or 77% of the system will be past due. The current budget of $200,000 per year for streetlight replacement and maintenance is not sufficient. Disruptions in service are occurring more frequently. These disruptions are lights out and / or failures of poles due to rusting. Both are creating safety concerns. City staff are doing their best to keep the system functioning, but service outages will become the norm. 2,970 Streetlights $37 million 900 City Owned $11.3 Million 760 City Maintained $9.5 Million 140 B1-B3 Xcel Maintained $1.8 Million 2,070 Xcel Owned 270 Q5 Prepaid $3.4 Million 1,800 A30 Leased $360,000/Year Planning / Budgeting Options Based on system knowledge actionable items were designated. Actionable options available to address aging infrastructure include removal, replacement by City of Edina, replacement and conversion to Xcel Energy, and a hybrid of City of Edina and Xcel Energy replacement. Streetlights have a loss of serviceability by Xcel Energy at 25 years. This 25-year mark has been set as the lifetime and plan for full network coverage including fixtures, underground, and other network components. The following options were developed for discussion. 1. Remove and Reduce the Number of Streetlights a. Pros i. Reduces replacement and maintenance budget requirements ii. Reduces energy needs b. Cons i. Reduces lighting levels ii. Reduces safety and security benefits of lighting 2. City Takes Ownership Responsibilities of All Streetlights a. Pros i. City controls entire streetlight system ii. All fixture types are open for consideration b. Cons i. Huge increase in replacement and maintenance budget requirements ii. Additional staffing and equipment needed 3. Xcel Takes Ownership Responsibilities of All Streetlights a. Pros i. No City maintenance responsibility ii. Reduces replacement and maintenance budget requirements b. Cons i. Decrease in control ii. No control of response times to service requests iii. Lack of fixture types only two available (LED Cobrahead and LED Coach) 4. City / Xcel Hybrid Ownership Model a. Pros i. City can focus on specific service areas such as 50th and France & Grandview ii. Most economical of the options b. Cons i. Xcel controls a larger portion of the system ii. Lack of fixture types only two available (LED Cobrahead and LED Coach) Options Cost per Streetlight Total Cost Electricity Budget Change per Year 1. Remove and Reduce Network $2,500 $3M for 1,170 Streetlights -$140,000 (Reduction) 2. City Takes Ownership $12,500 every 25 years $14.5M for 1,170 Streetlights $0 3. Xcel Takes Ownership $5,000 one-time expense $25/month lease $11.3M for 1,170 Streetlights $216,000 4. Hybrid of City / Xcel Ownership $12,500 every 25 years and $5,000 one-time expense + $25/month lease Xcel $10.8 M for 932 Xcel Streetlight and $3.2 M for 256 City Streetlights $128,000 Options #1, #2, and #3 were removed from consideration due to the reduction in safety and service, high capital cost, and/or lack of control. The City of Edina currently pays $410,000 to Xcel Energy each year for streetlight services, this includes lease program, maintenance program, and electricity. Of this, roughly 15% or $62,000 is electricity for the streetlight system. The remainder of this bill is lease and maintenance services that pay for parts, labor, location services, and system replacements by Xcel Energy. Staff Recommendation City staff recommends a hybrid ownership plan to balance capital costs and control of systems in high priority areas. This plan can be reasonably implemented over 25-years by converting of 932 City streetlights to Xcel leased streetlights (A30). The City would have the option to select the fixture type of either a cobrahead or coach. City would retain ownership and maintenance responsibilities of 256 streetlights in the 50th & France District and the Grandview District. The estimated cost to implement this plan over 25-years would require $565,000 per year. This is an increase in the current budget from $555,000 to $1,120,000. This would convert 37 streetlights to Xcel per year and allow replacement of 10 City streetlights per year. After the 25-year implementation plan, a yearly budget of $285,000 would be required for the yearly leases of $157,000 and a replacement budget of $128,000 each year. All estimates are in 2022 dollars. Supplemental Photos and Figures Photo 1. Failure Due to Rusting Streetlight Pole Photo 2. Internal Rusting of Streetlight Pole Figure 1. Streetlight Ownership City of Edina Owned 900 Street Lights Xcel Energy Owned 2,070 Street Lights Figure 2. Age of City Owned Streetlight System The CITY ofEDINA State of the Streetlight System City Council Work Session November 15, 2022 The CITY ofEDINA2022 Replacement Value of Streetlighting www.EdinaMN.gov 2 2,970 Streetlights $37 Million 900 City Owned $11.3 Million 760 City Maintained $9.5 Million 140 Xcel Maintained $1.8 Million 2,070 Xcel Owned 270 Q5 Prepaid $3.4 Million 1,800 A30 Leased $360,000/Year The CITY ofEDINA www.EdinaMN.gov 3 900 Street Lights 2,070 Street Lights 2,970 Public Street Lights Ownership of lights and network are a combination of City and Xcel Energy The CITY ofEDINAAging Infrastructure Issues and Problems •25-year Lifespan •Underground failures –direct bury •Aesthetics of fixtures and features degrade •Site security and safety •Potential accident hazards increase www.EdinaMN.gov 4 The CITY ofEDINAAging Infrastructure Issues and Problems •Grandview District –bad underground, lights are out •Heritage –M-Health Fairview Area -bad underground, lights are out •Resident communications –lights are out, can’t keep up with repairs www.EdinaMN.gov 5 Bad Underground The CITY ofEDINA www.EdinaMN.gov 6 Overdue Street Lights in Edina 436 City Owned $5,450,000 204 City Maintained $2,550,000 104 Xcel Maintained $1,300,000 Xcel N/A 128 Q5 Prepaid $1,600,000 Leased N/A •2022 Overdue Replacement Value of $5,450,000 The CITY ofEDINA Convert to Xcel Xcel takes on full responsibility (and replaces) $2,500 per unit plus $22/month One time expense and annual fees $11.3 Million for 1,170 Lights Decrease in control and serviceability Hybrid City retains priority areas and remaining are converted to Xcel One time expense, annual fees and 25 Year expenses Determining service zones and needs Remove/ Reduce Contractor remove existing fixture and components, repair site $2,500 per unit One Time Expense $3 Million for 1,170 Lights Reduction in services Replaced by the City Remove existing and Replace with similar or upgraded $12,500 per unit plus $10/month Every 25 Years $14.5 Million for 1,170 Lights Increased demand and strain on City staffing and resources Streetlight Replacement Options www.EdinaMN.gov 7 The CITY ofEDINA www.EdinaMN.gov 8 •Hybrid Option •Convert 914 Streetlights to Xcel A30 •Demolition & conversion cost $5,000 plus monthly lease payments •Fiberglass poles •2 Fixture Options Staff Recommendation The CITY ofEDINA2022 Replacement Plan for Streetlighting www.EdinaMN.gov 9 2,970 Streetlights in Edina 256 City Owned 256 City Maintained 2714 Xcel Owned A30 Lease 504 City Maintained conversions 140 Xcel Maintained conversions 270 Q5 Xcel conversions 1800 Exisitng A30 Lease 914 Converted to A30 25 Year PlanCost Xcel Paymentincreaseafter25years Edina ReplacementCostsafter25years Hybrid $562,906/yr$14 Million $246,048/yrContinual $128,000/yrcontinual The CITY ofEDINA •City Retains 256 Streetlights •Decorative Options •Business District •Other Future Needs •Historic •Safety •Special Funding Hybrid Approach www.EdinaMN.gov 10 Overdue 2023 2047 Total 50th & France 103 18 121 Grandview 88 32 15 135 The CITY ofEDINAStaff Recommendation -Hybrid www.EdinaMN.gov 11 •Existing budget $555,000 per year –lease, electricity, and replacements •25-year transition requires additional $565,000 per year •37 Xcel conversations & 10 City replacements –yearly average •Includes lease, electricity, & replacement •Convert to Xcel and City retain ownership of 256 in 50th and France and Grandview Districts The CITY ofEDINAStreet Funding Task Force www.EdinaMN.gov 12 •Recommended staff create a street light policy •Establish standard locations and quality of lighting paid for by the City •This discussion or existing understandings were needed first before any consideration of creating a new policy The CITY ofEDINA •438 Park Street Lights •Centennial Lakes Park 261 Street Lights •177 Park Shelters and Fields Parks www.EdinaMN.gov 13 The CITY ofEDINA •261 Street Light Pathway Lights •Specialty Design now discontinued •Majority Upgraded to LED •Fixture Replacement Cost $13,500-$15,000 each •Total System Replacement Cost •¾ System 30+ years •Development lighting •Parklawn •76th Centennial Lakes Park www.EdinaMN.gov 14 The CITY ofEDINARecommendation / Questions www.EdinaMN.gov 15 •Confirm hybrid approach is acceptable •Staff develop future budget recommendations