The URL can be used to link to this page

Home My WebLink AboutAgenda_2023_4_10_Meeting(2160)Agenda Community Health Commission City Of Edina, Minnesota Edina City Hall - Community Room Monday, April 10, 2023 6:30 PM I.Call To Order II.Roll Call III.Approval Of Meeting Agenda IV.Approval Of Meeting Minutes A.Minutes: Community Health Commission: March 13, 2023 V.Special Recognitions And Presentations A.Commission Member Orientation Review 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.Opioid Initiative Update B.Subcommittee Updates C.May Meeting Decision VIII.Chair And Member Comments IX.Sta. Comments A.Current Attendance and Meeting Calendar 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 ampli1cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. MINUTES Community Health Commission March 13, 2023 at 6:30 PM City Hall, Community Room I.Call To Order II.Roll Call A.Introductions - New Members Present: Andrea Patineau, Philip King-Lowe, Tracy Nelson, Nick Mattison, Mary Absolon, Julia Selleys, Jay Shapiro. III.Approval Of Meeting Agenda Motion by Philip King-Lowe to approve meeting agenda. Seconded by Julia Selleys. Motion Carried. IV.Approval Of Meeting Minutes A.Approve February 13, 2023 CHC Meeting Minutes Motion by Tracy Nelson to approve February 13 CHC meeting minutes. Seconded by Julia Selleys. Motion Carried. V.Community Comment VI.Reports/Recommendations A.Smoke-Free Multi-Unit Housing Presentation Debrief B.2023 Work Plan Review and Subcommittee Updates Add Andrea Patineau to Declaring Racism as a Public Health Emergency Initiative on 2023 Work Plan. VII.Chair And Member Comments VIII.Staff Comments A.2023 Meeting Calendar Discussed calendar edits, Jeff to re-issue specific Community Health Commission calendar. Meeting with Bloomington and Richfield Advisory Boards of Health schedule for Tuesday, May 16th. Email invite to be sent out. IX.Adjournment Date: April 10, 2023 Agenda Item #: V.A. To:Community Health Commission Item Type: Other From:Assistant City Manager Lisa Schaefer, Community Engagement Manager, MJ Lamon Item Activity: Subject:Commission Member Orientation Review Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: Brief Commission member orientation and overview. ATTACHMENTS: Description Commission Orientation Presentation Commission Handbook 1 Board & Commission Member Review Updated 2023.03.28 Agenda Review •Roles •Advisory Groups Work Plan Development •Citywide work plans •Calendar •Roles •Subgroups Ethics •Gifts •Conflict of Interest •Code of Ethics Council StaffCommissions 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 Roles 4 Elected Officials Fundamentals: Make Community Decisions Determine Community Direction Free and Fair Elections Representative Democracy;Lead and Follow Law Making –Set Policy Oversight –Enforce Policy 5 Staff Liaisons Fundamentals: Provide technical expertise to Council & commissions Communicate commission work to City Council Manage commission records Advisory Boards & Commissions Fundamentals: Advisory to the Council Community Perspective Additional Community Voice and Context Share the Load Buffer for Council Training Ground for Future Leaders Levels of Engagement Increasing Impact on the Decision Inform Consult Involve Collaborate Empower SHARE COLLECT BRING TOGETHER Board & Commissions Task Forces Website Open House Public Hearing Workshop Survey Focus Groups Public Meetings Publications City Extra Correspondence Stakeholder Interviews Fact Sheets Comment FormsFairs/Events Tours & Field Trips 9 8 Legitimacy & Accountability Boards, Commissions & City Staff Legitimacy from the City Council Accountable to the City Council 9 We will not always agree…Council City StaffBoards & Commissions Decide Technical AnalysisCommunity Perspective Provide Council with the best information possible during the decision making process. Rights & Responsibilities 10 Rights •You are a resident •Ability to engage on topics of interest •Speak as a resident at public hearings or community comment regarding topics not related to commission work Responsibilities •You are a board or commission member •Represent the decision of the board/commission •Use board/commission communication channels to provide feedback regarding topics related to work 11 Commission Subcommittee Working Group Task Force Tenure Ongoing Temporary Temporary Temporary Members Residents Commission members only Commission + Public members As defined Scope Work Plan Work Plan Item Work Plan Item Task Force Charge OML Required Not required Not required Not required Staff Support Yes No Not typically Yes Reports To Council Commission Commission Council or City Manager Work Plans 12 14 Budget Pillars / City 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. Values Viewfinder 17 Commission Up WWW.EDINAMN.GOV 18 Council Staff Commission Work Plan Calendar January Work plans begin June–Aug. Develop proposed work plan September Approved work plans due October Chair presents work plans to City Council November Staff presents work plan to City Council December Work plans approved by City Council 15 Work Plan Development Roles WWW.EDINAMN.GOV 20 Commission Chair •Lead work plan development •Make sure work plan is not overloaded •Ensure there is a “lead(s)” to each initiative •Present proposed work plan to City Council Staff Liaison •Provide technical expertise, recommendations and advice to the commission •Provide clear recommendations to City Management and/or Council to consider •Ensure work plan template fields are completed 16 21 Charge 1: Study & Report Study a specific issue or event and report its findings to the Council No vote No recommendation Charge 2: Review & Comment Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council No vote No recommendation Charge 3: Review & Recommend Review a specific policy issue and provide a recommendation on the issue to Council Majority vote required Recommendation Charge 4: Review & Decide Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council Majority vote required Decide Work Plan vs Non-Work Plan Items 22 Work Plan Items •Approved by City Council •Focus work •Alignment with overall work of the council •Dedicated resources •Delegation of some authority and staff time Non-Work Plan Items •Items not approved by City Council, including items located in the “parking lot” •No dedicated resources •Can ask Council for work plan modification through advisory communication (rare) 18 Ethics 23 Conflict of Interest 24 DEFINITION Any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action or if there is potential for the appearance of conflict of interest WHAT SHOULD YOU DO Disclose the conflict or interest to the group Abstain from discussing or voting on the matter 26 Gifts 25 DEFINITION Any invite or item of value from an “interested party” in conjunction with your board and commission work WHAT SHOULD YOU DO Abstain from taking the gift Contact your staff liaison EXAMPLE Code of Ethics WWW.EDINAMN.GOV 26 •I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member in manner that is always in the best interests of the community of Edina. •While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure residents the services they require. •I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Board. •I must devote the time, study and thought necessary to carry out my duties. •I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is responsible for administering the policies of the City Council. •I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board. •I understand that all Board meetings shall be open to the public, except as provided by law. •I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission members in a respectful and professional manner at all times. •I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. WWW.EDINAMN.GOV 27 Questions? MEMBERHANDBOOK City of Edina Boards & Commissions Board/Commission Member Handbook 1 | Page CONTENTS UPDATED 2023.02.28 Inside the City ............................................................................................................................................................................. 3 City Authority ................................................................................................................................................ 3 Council, Staff, & Commission Roles ......................................................................................................... 4 City Council ................................................................................................................................................... 5 City Leadership .............................................................................................................................................. 5 City Organizational Structure .................................................................................................................... 6 Department Functions ................................................................................................................................. 6 Council, Staff, Commission Roles ........................................................................................................................................... 8 Staff Liaisons ................................................................................................................................................... 8 Edina’s Advisory Boards and Commissions ............................................................................................ 8 Roles ................................................................................................................................................................. 9 Commission Structure ............................................................................................................................................................ 10 Membership and Onboarding................................................................................................................... 10 Membership .................................................................................................................................................. 10 Guidelines: .................................................................................................................................................... 10 Types of Members ...................................................................................................................................... 10 Key Players ................................................................................................................................................... 11 Committees and Working Groups ......................................................................................................... 11 Committee / Working Group Membership & Guidelines ................................................................ 12 Membership .................................................................................................................................................. 12 Guidelines: .................................................................................................................................................... 12 Membership .................................................................................................................................................. 12 Guidelines: .................................................................................................................................................... 12 Key Components of Working Groups .................................................................................................. 13 Sub-groups and Chair Assignments ........................................................................................................ 13 Disbanding..................................................................................................................................................... 14 Guiding Documents .................................................................................................................................... 14 Member Handbook..................................................................................................................................... 14 Work Plans ................................................................................................................................................................................. 14 Work Plan Process ..................................................................................................................................... 14 Annual Work Plan Calendar .................................................................................................................... 15 Work Plan Development .......................................................................................................................... 15 Board/Commission Member Handbook 2 | Page Roles ............................................................................................................................................................... 16 Council Charges .......................................................................................................................................... 16 Work Plan vs Non-Work Plan Items ..................................................................................................... 18 Meetings ...................................................................................................................................................................................... 18 Types of Meetings ....................................................................................................................................... 18 Regular Meetings ......................................................................................................................................... 18 Special Meetings........................................................................................................................................... 18 Joint Work Session Meeting ..................................................................................................................... 18 Attendance ................................................................................................................................................... 19 Quorum and Voting ................................................................................................................................... 20 Meeting Packet ............................................................................................................................................. 20 Agenda ........................................................................................................................................................... 20 Minutes .......................................................................................................................................................... 21 Robert’s Rules of Order............................................................................................................................ 21 Communication ......................................................................................................................................................................... 22 Open Meeting Law...................................................................................................................................... 22 Communication with City Council ......................................................................................................... 23 Communication with the Public .............................................................................................................. 24 Ethical and Respectful Conduct ............................................................................................................................................. 26 Conflict of Interest ..................................................................................................................................... 26 Gifts ................................................................................................................................................................ 27 Respectful Behavior .................................................................................................................................... 27 Code of Ethics ............................................................................................................................................. 27 Novus Boardview ........................................................................................................................................ 28 Board/Commission Member Handbook 3 | Page INSIDE THE CITY City Authority Cities are created under state statute and subservient to state and federal law. The state of Minnesota has two “types” of cities and many “forms” of cities. The two types of cities are Home-Rule Charter (HRC) and Statutory City (SC). Edina is a Plan B Statutory City. STATUTORY CITY POWERS • Create departments, advisory boards, and appoint employees to conduct City affairs • Make annual tax level and exercise authority over finances • Provide parks and recreation facilities • Prosecute people who violate ordinances • Plan for future development of the City • Levy special assessments for public improvements • Carry out a program of housing redevelopment • Control the subdivision of land CITY COUNCIL RESPONSIBILITIES • Council holds legislative authority • City Council consists of the Mayor and four Council members • Council sets policy • Each council members have an equal vote • City council hires, fires, and supervises only one city employee: City Manager • City Council holds City Manager accountable CITY MANAGER RESPONSIBILITIES • City Manager holds administrative and management authority • City Manager is accountable to the City Council • City Manager hires staff and carriers out city operations Home-Rule Charter (HRC) As defined by charter Statutory City (SC) Standard Plan A Plan B Board/Commission Member Handbook 4 | Page Council, Staff, & Commission Roles Objectives of Boards and Commissions: • City Council establishes Boards and Commissions to engage residents into city work. • City Staff supports Boards and Commissions to assist with effective governance. • Board and Commission members serve the community and can participate in meaningful work. Supporting City Council: Edina’s Boards and Commissions are established by the City Council and serve as advisors to the council. Boards and Commissions and City Staff are accountable to City Council. Council • Make policy-level decisions • Hire & supervise City Manager • Appoint advisory boards and commissions • Approve - Budget and related work plan - Ordinances and policy decisions - Development proposals - Variances and rezoning requests 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 Board/Commission Member Handbook 5 | Page City Council Mayor James Hovland James Pierce Carolyn Jackson Kate Agnew Julie Risser Fundamentals of elected officials • Make Community Decisions • Determine Community Direction • Free and Fair Elections • Representative Democracy: Lead and Follow • Law Making – Set Policy • Oversight – Enforce Policy Authority of City Council • City Council is a continuing body, past actions remain in effect. • Authority is through Council as a whole, and not as individual members. • Mayor and Council Members generally have the same authority. • Mayor presides over meetings and has some additional ceremonial and ministerial functions. • Communication from Council to staff flows through City Manager, Assistant City Manager, and Department Directors. Legitimacy & Accountability City Leadership Scott Neal City Manager • Responsible for hiring and managing City staff • City Manager carries out policy direction of Council Lisa Schaefer Assistant City Manager Boards, Commissions & City Staff Legitimacy from the City Council Accountable to the City Council Board/Commission Member Handbook 6 | Page City Organizational Structure Department Functions Human Resources • Recruitment and selection • Compensation and benefits • Employee and labor relations • Employment policies • Performance management • Training and development • Safety and worker’s compensation • General liability and risk management • Payroll Communications • Media and publications • Marketing • Website and social media Finance • Budget • Investments • Accounts payable Public Works • Street maintenance • Utility Operations • Fleet Maintenance Engineering • Design • Project management • Environmental services • Transportation • Sustainability strategy & measurements • Property management • HVAC • Electrical Parks and Recreation • Recreation programs • Manage enterprise facilities • Liquor Store Operations • Parks maintenance City ManagerCommunications Director Community Development Director Engineering Director Fire Chief Parks & Recreation Director Police Chief Public Works Director Assistant City ManagerFinance Director HR Director IT Director Admin Department Community Engagement Manager Race & Equity Manager City Clerk Executive Assistant Management Fellow Board/Commission Member Handbook 7 | Page • Accounts receivable Police • Patrol • Investigations • Dispatch • Records • Community Health Fire • Fire suppression and prevention • Emergency medical • Emergency preparedness • Building plan review • Building permits • Building inspections I.T. • Network management • Telecommunications • End-user support and training • GIS Community Development • Planning • Zoning • Heritage preservation • Sign permits • Residential & commercial appraisal • Economic Development Administration • Council relations • Boards and Commissions • Strategic Planning • Neighborhood Associations • Elections • Records Management & Licenses • Performance measurement NOT INCLUDED IN CITY SERVICES Area Governance School Edina, Hopkins and Richfield School Districts Some Arterial Roads Hennepin County Highways MNDOT Libraries Hennepin County Social Services Hennepin County Courts Hennepin County Correctional System Hennepin County and State of Minnesota Waste Water Treatment Metropolitan Council MSP Airport Metropolitan Airport Commission Creeks and Some Waterways Watershed Districts Board/Commission Member Handbook 8 | Page COUNCIL, STAFF, COMMISSION ROLES Staff Liaisons Laura Fulton Arts & Culture Commission Cary Teague Planning Commission Perry Vetter Parks & Recreation Commission Andrew Scipioni Transportation Commission Shelagh Stoerzinger Board of Appeals & Equalization Emily Bodeker Heritage Preservation Commission Dave Fisher Construction Board of Appeals Grace Hancock Energy & Environment Commission Jeff Brown Community Health Commission Heidi Lee Human Rights & Relations Commission Fundamentals of Staff Liaisons  Provide technical expertise to Council & commissions  Communicate commission work to City Council  Manage commission records Edina’s Advisory Boards and Commissions  Arts & Culture Commission  Community Health Commission  Energy & Environment Commission  Heritage Preservation Commission  Human Rights & Relations Commission  Board of Appeals & Equalization  Construction Board of Appeals  Planning Commission  Parks & Recreation Commission  Transportation Commission Fundamentals of Advisory Boards and Commissions  Advisory to Council  Special expertise  Additional community voice and context  Share the load  Buffer for Council Board/Commission Member Handbook 9 | Page  Training ground for future leaders Roles The city uses the International Association for Public Participation’s spectrum to structure engagement and determine the level of influence the public can have on decisions. One technique of engagement is utilizing Boards and Commissions. Boards and Commissions have a higher impact on decisions and therefore are located on the spectrum under “collaborate”. City code identifies advisory board and commission roles. COMMISSION ROLE  Investigate matters within scope of the commission or as specifically directed by Council  Advise the council by communicating the viewpoint or advice of the entire commission  At the direction of council, hold hearings, receive evidence, conduct investigations, make decisions, and provide recommendations to Council NOT COMMISSION’S ROLE  Commissions do not direct the work of city staff  Do not take responsibility for financial performance of any city facility or program Board/Commission Member Handbook 10 | Page COMMISSION STRUCTURE Membership and Onboarding Types of Members There are two types of board and commission members: November Member assessment December Reappointments Application Opens Recruitment January Application Closes Interview Start February Interviews Completed Appointments Orientation March Terms start March 1 First meeting for new members BOARDS & COMMISSIONS Membership • 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. Guidelines: • 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 Regular Members Must be 18 years of age or older Must live in Edina Voting member Terms are typically 3 years in duration Student Members Full time sophmore, junior or senior Lives in Edina or open enrolled at Edina High School Non voting member Serve a one year term Board/Commission Member Handbook 11 | Page Key Players Committees and Working Groups Local governments often use a variety of resident advisory groups, including Boards and Commissions, to complete the mission of the City. 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 and commission. Role of these groups: • Study issues in greater depth and report findings • Assist with community initiatives or events Chair •Provide input on agenda •Lead meetings & facilitate discussion •Facilitate development, completion, and progress updates for work plan •Encourage member participation •Manage areas of conflict Vice Chair •Support chair •Perform chair duties when chair is not available Liaison •Prepare agenda & meeting materials •Provide official notice of meetings •Record & prepare minutes •Maintain official records •Provide technical expertise & access to city staff/resources •Relay information to council Composition Temporary On-going Board/Commission Sub-Committee Commission Members Only Working Group Commission Members Public Members Board/Commission Member Handbook 12 | Page Committee / Working Group Membership & Guidelines 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 Boards and commissions should consider creating a working group when: • The board or commission members need more support. • The work requires a specific expertise or time. • The work needs more community engagement to identify issues and concerns Board/Commission Member Handbook 13 | Page Key Components of Working Groups Establishment • Prior to the establishment of a working group, the commission should complete a “greenprint” which is a template for determining the need of the working group • The “greenprint” should be approved by the commission at a regular scheduled meeting Public Notice • The commission must put out notice of the establishment of the working group (i.e. press release, city communication channels) • Notice should be given a minimum of 14 days so interested individuals can come forward to volunteer Leadership • The chair or co-chair positions should be held by voting commission members • The commission appoints the chair or co-chairs Size • Working groups should not exceed 7 members (5 is preferable) Time • Working groups are established for a set time in order to complete a task set forth by the commission Disbanding • The commission can disband a working group at any regular meeting by a majority vote • In the case that no member of the commission is available to serve, the working group will be automatically disbanded Work • Working groups do not provide direction to the commission • The commission has final recommendation on all matters Sub-groups and Chair Assignments Appointments: Committees and working groups work at the discretion of the entire commission so therefore the commission makes the appointments of all members. Resignation or Removal: Committee and working group members may voluntarily resign by notifying the chair of the group. A committee or working group member may be removed by a majority vote of the commission. Chair Assignments: Every committee and working group should have regular member(s) serving as the chair or co- chairs. The commission approves the selection of chairs. Chair Duties: • Set the meeting schedule • Prepare meeting agenda • Maintain meeting decorum • Recommend members (working group) and notify commission of changes in membership • Report on the group’s activities to the regular commission meetings • Ensure the group is working as directed by the commission Board/Commission Member Handbook 14 | Page • Communicate to the Committee or Working Group any directives, questions or input from the commission Disbanding Committees and working groups are not intended to be ongoing. These groups can be disbanded by a majority vote of the commission or they will automatically disband in the following instances: • Completion of work / charge • No member of the commission is available to serve Guiding Documents 1 City Code • Outlines general roles of boards and commissions • Identifies each board or commissions mission • If there is discrepancy between city code and other guiding documents, city code prevails 2 Work Plan • Work approved and directed to the commission by Council 3 Member Handbook • The guide you are reading right now! WORK PLANS Work Plan Process Board/Commission Member Handbook 15 | Page Annual Work Plan Calendar Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities. Work Plan Development Work plans are developed by the commission. During the process the staff liaison will provide input and technical expertise. Once proposed work plans are presented to Council, staff will conduct a review and provide recommendations prior to Council approval. January Work plans begin June–Aug. Develop proposed work plan September Approved work plans due November Staff presents work plans to City Council October Chair presents work plan to City Council December Work plans approved by City Council Council Staff Commission June Brainstorm Collect Ideas What do you want to work on? July Review list of ideas Reduce list How much capacity do you have? August Determine the priorities Who is leading the project? September Approved proposed work plan Board/Commission Member Handbook 16 | Page Roles Council Charges  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. Examples: - Council needs more information - Review a policy or recommendations from another commission or staff project - Council is ready to act on an item and implement changes - Events - Programs Commission Chair •Lead work plan development •Make sure work plan is not overloaded •Ensure there is a “lead(s)” to each initiative •Present proposed work plan to City Council Staff Liaison •Provide technical expertise, recommendations and advice to the commission •Provide clear recommendations to City Management and/or Council to consider •Ensure work plan template fields are completed Charge 1: Study & Report Study a specific issue or event and report its findings to the Council No vote No recommendation Charge 2: Review & Comment Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council No vote No recommendation Charge 3: Review & Recommend Review a specific policy issue and provide a recommendation on the issue to Council Majority vote required Recommendation Charge 4: Review & Decide Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council Majority vote required Decide Board/Commission Member Handbook 17 | Page 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 Approval Process: Approving work plans is a three-part process. Work plans development starts in the summer months and ends in December. 1 Chair Presents Proposed Work Plan • Annual work session meeting (typically October) • Meeting Purpose: Chair to present proposed work plan and allow Council to ask clarifying questions from the chair 2 Staff Presents Proposed Work Plan • Annual work session meeting (typically November) • Meeting Purpose: City staff (City Manager Comments) will present proposed work plans along with recommended changes 3 Council Review and Final Approval • Annual City Council meeting (typically first meeting in December) • City staff will incorporate council changes from previous meeting and present proposed work plans for approval Board/Commission Member Handbook 18 | Page Work Plan vs Non-Work Plan Items Work completed by the commission should be on their approved work plan. At times, non-work plan items may arise mid-year. While these items are important, commissions are asked to focus on approved work plan items or ask for a work plan modification mid-year. It is rare to make a modification in the middle of the work plan calendar. MEETINGS Types of Meetings 1 Regular Meetings • All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth Thursday of each month.” • Regular meetings can be rescheduled if members and the public are given notice at a prior meeting • If notice at a prior meeting cannot be given for a schedule change, the regular meeting is considered to have been cancelled and a special meeting called • At the regular February meeting, each commission holds annual elections for Chair and Vice Chair 2 Special Meetings • A meeting held in addition to the regular meeting schedule • Can be scheduled without notice at a prior meeting 3 Joint Work Session Meeting • Work sessions are held jointly with City Council • Every Commission has at least one a year • Goal is to review current work plan and get direction if needed **All meetings are audio recorded and some are televised. Work Plan Items •Approved by City Council •Focus work •Alignment with overall work of the council •Dedicated resources •Delegation of some authority and staff time Non-Work Plan Items •Items not approved by City Council, including items located in the “parking lot” •No dedicated resources •Can ask Council for work plan modification through advisory communication (rare) Board/Commission Member Handbook 19 | Page Attendance Attendance Policy: There are two ways members fail to meet attendance requirements. Student members do not have an attendance requirement. 1 75% Requirement • If a member fails to meet the 75% attendance requirement, they will not be removed from the Board or Commission until the end of the calendar year. At this time, if the member wants to ask to be reappointed, they can request the Community Engagement Coordinator to include this in the staff report. 2 Three Consecutive Meeting Requirement • If a member fails to attend 3 consecutive meetings (4 for Planning Commission), they will be removed from the Board or Commission effective immediately upon their 3rd absence (4th for Planning Commission). Under this scenario, members cannot request reappointment, but can reapply for the Board or Commission for the following year. Counted vs Not Counted: Board and commission meetings listed under “Counted towards Attendance” will be used to factor into the board and commission attendance policy. “Not Counted towards Attendance” are not used in the formula. *A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior meeting. If shorter notice is given, the previously scheduled meeting is considered to have been cancelled and replaced with special meeting. **A cancelled meeting can be done by the Chair, City Council, City Manager or by the majority of voting members. Reasons a meeting may be cancelled include: • Insufficient business • Lack of quorum • Conflict with a holiday or religious observance • Inclement weather • Community emergency Attendance Sheets: Attendance sheets are maintained by the Staff Liaison. Annually the City conducts an attendance assessment to identify attendance issues. Members Responsibility: Since attendance impacts quorum and the ability for a board or commission to conduct business, it is important to communicate conflicts in advance of the meeting. Members should contact the staff liaison if: • They cannot attend a scheduled meeting Counted towards Attendance Regular Meeting with Quorum Regular Meeting without Quorum Rescheduled Meeting*Canceled Meeting** Not Counted towards Attendance Special Meetings Joint Work Sessions Subcommittee or working group meetings Board/Commission Member Handbook 20 | Page • They will be late or need to leave early Quorum and Voting Voting: • Regular members can participate in voting • Student members are expected to participate in the discussion but do not vote and do not count towards quorum Quorum = A majority of seated voting members • Quorum is required to vote on business items • Meetings can be held without a quorum, however, members cannot “conduct business” by taking votes on motions Meeting Packet Each meeting packet contains: • Agenda • Draft Minutes • Reports and Recommendations The packet posted in Novus Agenda Board web at least three days prior to your scheduled meeting. It is important that you review the packet in advance to be prepared. Agenda Static Items (will always appear): I. Roll Call II. Approval of Meeting Agenda III. Approval of Meeting Minutes IV. Community Comment V. Reports & Recommendations VI. Chair & Member Comments VII. Staff Comments VIII. Adjournment Additional Categories (in green): I. Roll Call II. Approval of Meeting Agenda III. Approval of Meeting Minutes IV. Special Presentations & Recognitions V. Public Hearings VI. Community Comment VII. Reports & Recommendations VIII. Chair & Member Comments IX. Staff Comments X. Adjournment Community Comment: • Residents can speak during community comment on any topic that is NOT already on the current agenda. • Members should not engage in direct debate or dialogue with the resident outside of thanking them for the comment or noting when the item might be discussed by the BC in the future. • Commissions should not take action from the content of the community commenter. • Commenters must provide their name and address before speaking. • Commenters have 3 minutes to speak. Board/Commission Member Handbook 21 | Page Minutes Minutes are recorded at each Board or Commission meeting. Commissions may have an additional city staff person in attendance that supports the liaison with this particular task. Meeting minutes’ document actions taken at a meeting, not discussion. Meeting minutes will include: • Meeting name including the date, place and time • Members in attendance • Approval of previous meeting minutes and corrections, if any • Motions made (exact wording of the motion, who made the motion, seconded the motion, and the result of the vote) • Reports (can use bulleted lists) • Other actions Meeting minutes will NOT include: • What was said • Who said it Each meeting packet will contain a draft of the minutes from the previous meeting. After the minutes are approved, your City Staff Liaison will submit the approved minutes for publication on the City’s website and to City Council for receipt. This is an important channel of communication to City Council from the Commissions. Robert’s Rules of Order Edina Boards and Commissions use Robert’s Rules of Order to transact business through motions. Robert’s Rules of Order will prevail in the event of a procedural conflict. General Principles: • Only one subject (main motion) is before the group at one time. • Negative motions are generally not permitted, phrase the motion as a positive action. If the BC does not want to take action, the motion should be voted down. • Only one member speaks at a time. Each speaker should first be recognized by the Chair. The maker of a motion is usually allowed to speak first and last. • Each item is presented for full debate. Each member speaks once until all members have had an opportunity to speak. • All members have equal rights. The rights of the minority are protected and heard, but the will of the majority prevails. Steps to a motion: • Member addresses the Chair and the Chair recognizes the member. • Member states motion “I move to adopt the policy.” • Another member seconds the motion “I second.” • Chair repeats the motion to the BC. • Motion is discussed by the group. • Members can make subsidiary motions that assist the group in disposing of the main motion, “I move to table this discussion to the next meeting.” • Members vote on the subsidiary motion. • If applicable, members vote on the main motion. • Chair announces the results. Board/Commission Member Handbook 22 | Page COMMUNICATION Open Meeting Law Why it exists: • Prohibits actions from being taken at a secret meeting, where it is impossible for the interested public to become fully informed concerning decisions of public bodies or to detect improper influences. • Ensures the public’s right to be informed. • Afford the public an opportunity to present its views to the public body. To Comply: • Provide public notice of the meeting a minimum of three days in advance. • Hold meetings in public places. Violation of Open Meeting Law: There is a violation of open meeting law if there is discussion of business between quorums of members outside of a publicly noticed meeting. Serial communication defined below is an open meeting law violation. Serial Communication: Serial communication is communication between Board and Commission members that lead to a concurrence among the majority of the members. Serial communication may involve a series of communications (example: email, face-to-face, text) with each communication involving less than a quorum of the Board or Commission, but when taken as a whole, involve a majority of the Board or Commission. Ensure Compliance: • Email communication intended for the group to your Staff Liaison for distribution. • Members should not “reply all” to group messages. • Members should not blind copy other members. Committees and Working Groups: While Committees and Working Groups are not covered under the Open Meeting Law, some Committee or Working Group meetings may be designated as public meetings by the City Council, or the Commission based on potential public interest in the topic. Commission Subcommittee Working Group Task Force Tenure Ongoing Temporary Temporary Temporary Members Residents Commission members only Commission + Public members As defined Board/Commission Member Handbook 23 | Page Scope Work Plan Work Plan Item Work Plan Item Task Force Charge OML Required Not required Not required Not required Staff Support Yes No Not typically Yes Reports To Council Commission Commission Council or City Manager Communication with City Council Recommendations to City 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 the commission, and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of their Board and Commission completely and impartially. City Council Code of Conduct. City Council Members promise Boards and Commissions they will: • View Boards and Commissions as vitally important resources to support our decision-making • Communicate effectively with Boards and Commissions to ensure they have the tools to do their work • Give clear direction as a body and take adequate time to review the result of their deliberations • Because of the value of the independent advice of boards, commissions, and task forces to the public decision-making process, members of Council shall refrain from using their position to influence the deliberations or outcomes of board, commission, and task force proceedings • The expectation is that Council Members will not typically attend Board, Commission, Committee, Working Group or Task Force meetings. However, under special circumstances, if we attend a meeting: o We will do so only as an observer and prior to attending we will notify the appropriate staff liaison o Strive for good communication by reporting out to other Council Members Board/Commission Member Handbook 24 | Page 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. Communication & Advocacy with the Public We want members to promote their Board and Commission’s work with the public, however, as a board or commission member you are asked to take care when conveying any decisions of the Board of Commission. Board/Commission Member Handbook 25 | Page Media Contacts: Can I reach out to the media? •The City handles distribution of press releases. If a board or commission member would like to make additional media requests or pitches to specific media, the staff liaison and Communications Department must be notified. This includes columns and editorials that are attributed as being written by a board or commission member and/or relating to the activities of the board or commission. Staff liaisons should route these requests to the Communications Department. Who responds to the media requests? •Once the City Council has taken action on a policy, the board or commission should refer media requests to the City Council unless directly asked by the City Council to respond. If a statement is needed from the board or commission, the Chair is typically the one asked to provide one. What if the media contacts a liaison or board or commission member directly? •Gather information. Don’t respond immediately. Instead say, “I’m sorry, but I can't respoind right now. Please give me some basic information about what you are looking for. I'll submit your request to the appropriate person who will get back to you as soon as they can.” Then, gather the following information: •Media representative’s name and contact information. •Deadline. •Questions they have or focus of the story. •Get help. Staff liaisons can help determine who should respond and get board or commission members help from Communications Department staff if needed. All opinions and responses should reflect the official position of the board or commission. What if a board or commission members wants to give a personal opinion? •It is important to determine when a board or commission member is communicating on behalf of the board or commission and when they are stating their own personal opinion. If they are expressing their own opinion about board or commission business (which may be different than the official board or commission position) make sure they identify their opinion as their own, and are not representing the board or commission. Rights •You are a resident •Ability to engage on topics of interest •Speak as a resident at public hearings or community comment regarding topics not related to commission work Responsibilities •You are a board or commission member •Represent the decision of the board/commission •Use board/commission communication channels to provide feedback regarding topics related to work •You are advisory to Council, only advocate for public if directed Board/Commission Member Handbook 26 | Page The best way for people to correspond with the commission is through the “Commission Correspondence Form” located on the City’s website. If members of a commission are contacted by the media, they should immediately contact their staff liaison. Social Media: ETHICAL AND RESPECTFUL CONDUCT Conflict of Interest Definition: any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action or if there is potential for the appearance of conflict of interest. Members who have a conflict of interest must: • Disclose the conflict of interest to the group, and • Abstain from discussing or voting on the matter. Examples: • Individuals who work in a consultant capacity currently or in the past for the City of Edina on development, streets, or other types of projects • Individuals who have private businesses/organizations Members who have a potential conflict of interest shall: • Discuss potential conflict of interest with the staff liaison • Disclose the conflict of interest to the group, and • Abstain from the Council discussion debate and vote Do’s •Use good judgement and moral conduct if you identify yourself online as a Board Member or Commissioner •Refer people to the City’s website or other sources of official information or a specific staff member •Assume that your speech and activity on social media reflects upon your position as a Board Member or Commissioner •Understand that when using social media, anything you say or post becomes a permanent part of the internet •Expect that anything posted in a public online forum may be accessed by the City at any time without notice. Don’t •Act as a spokesperson unless assigned that role by the staff liaison •Post or disseminate non-public information •Engage in speech that is false, deceptive, libelous, slanderous, misleading, obscene, sexually explicit or expresses a bias •Assume personal information posted on social media is protected Board/Commission Member Handbook 27 | Page Gifts • Members may not receive gifts from any “interested person” in conjunction with their BC duties. An “interested person” could be a business/organization who could benefit from a decision/recommendation approved by the board or commission. • BC can recommend acceptance of general gifts through the City’s donation policy. Respectful Behavior Members should STRIVE TO: • Treat people with courtesy, politeness, and kindness • Encourage others to express their opinions and ideas • Listen to what others have to say • Use the ideas of others to improve decisions and outcomes • Recognize and respect differences • Prepare for the issues at hand • Focus on the business of the body • Consider only legally germane information in decisions • Act as a decision maker, not an advocate Members should AVOID: • Speaking over or cutting off another individual’s comments • Insulting, disparaging, or putting down people or their ideas • Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments • Violence or the threat of violence will not be The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of violence. Code of Ethics • I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member in manner that is always in the best interests of the community of Edina. • While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure residents the services they require. • I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Board or Commission. • I must devote the time, study and thought necessary to carry out my duties. • I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is responsible for administering the policies of the City Council. • I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board/Commission. • I understand that all Board/Commission meetings shall be open to the public, except as provided by law. • I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission members in a respectful and professional manner at all times. • I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. Board/Commission Member Handbook 28 | Page Novus Boardview Packets are created electronically by each Board and Commission’s staff liaison. Liaisons complete packets three business days prior to the regular scheduled meeting. Members are asked to review meeting packets in advance using the Novus Boardview Portal. URL: Edina.novusagenda.com/boardweb Username: first letter of first name and full last name Password: New Members should receive a password reset email that is active for only 24 hours. Contact MJ Lamon, if you have questions or forgot your password. 952-826-0360 mlamon@edinamn.gov Date: April 10, 2023 Agenda Item #: VII.C. To:Community Health Commission Item Type: From:Jeff Brown, Community Health Administrator Item Activity: Subject:May Meeting Decision CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Decision on May meetings. Motion to document changes. INTRODUCTION: We have 2 meetings scheduled in May. The regularly schedule Community Health Commission meeting on May 8, and then the joint meeting with Bloomington and Richfield Advisory Boards of Health on May 16th. The CHC needs to decide of we will hold both meetings or cancel the meeting on May 8th. S M T W T F S S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 1 8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 2 3 4 5 6 7 8 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 9 10 11 12 13 14 15 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 16 17 18 19 20 21 22 29 30 31 26 27 28 26 27 28 29 30 31 23 24 25 26 27 28 29 30 S M T W T F S S M T W T F S S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 1 1 2 3 4 5 7 8 9 10 11 12 13 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 14 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 21 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 31 30 31 S M T W T F S S M T W T F S S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 September October November December May June July August January February March April 2023 Community Health Commission