HomeMy WebLinkAbout2025-10-09 EEC Meeting Packet
Meeting location:
Edina City Hall
Community Room
4801 W. 50th St.
Edina, MN
Energy & Environment Commission Meeting Agenda
Thursday, October 9, 2025
7:00 PM Accessibility Support:
The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification,
an interpreter, large-print documents or something else, please call 952-927-8861 at least 72 hours in advance of the meeting.
1. Call to Order
2. Roll Call
3. Approval of Meeting Agenda
4. Approval of Meeting Minutes
4.1. Approval of Meeting Minutes, August 14, 2025
4.2. Approval of Meeting Minutes, September 11, 2025
5. Special Recognitions and Presentations
6. Community Comment
During "Community Comment," the Board/Commission will invite residents to share
issues or concerns that are not scheduled for a future public hearing. Items that are on
tonight's agenda may not be addressed during Community Comment. 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. 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 staff for consideration at a future meeting.
7. Reports/Recommendations
7.1. Work Plan Item 6, Food Security Assessment
7.2. 2026-27 Work Plan
8. Chair and Member Comments
9. Staff Comments
Page 1 of 23
10. Adjournment
Page 2 of 23
BOARD & COMMISSION
ITEM REPORT
Date: October 9, 2025 Item Activity: Approve
Meeting: Energy & Environment Commission
Agenda Number: 4.1
Prepared By: Marisa Bayer, Sustainability Manager
Item Type: Minutes Department: Engineering
Item Title: Approval of Meeting Minutes, August 14, 2025
Action Requested:
Approve August 14, 2025 meeting minutes.
Information/Background:
Receive and approve August meeting minutes.
Supporting Documentation:
1. August 14 EEC Minutes
Page 3 of 23
MINUTES OF THE
ENERGY & ENVIRONMENT COMMISSION
REGULAR MEETING
7:00 PM THURSDAY, AUGUST 14, 2025
Meeting location:
Edina City Hall
Community Room
4801 W. 50th St.
Edina, MN
1. Call to Order
Temp-Chair Martinez called the meeting to order at 7:00 p.m. then shared the procedure
for public hearing and community comment.
2. Roll Call
Answering roll call were Commissioners Weber, Bartholomew, Tessman, Schima,
LaCasse and Martinez. Absent were Commissioners Lukens, Haugen, and student
Commissioners Langsweirdt and Srivastav.
3. Approval of Meeting Agenda
Schima made a motion, seconded by Tessman, to Approve Meeting Agenda. Motion
carried.
4. Approval of Meeting Minutes
Schima made a motion, seconded by Bartholomew, to Approve July Meeting Minutes.
Motion carried.
4.1. Minutes
5. Special Recognitions and Presentations
6. Community Comment
Merriweather Felt from the Morningside Neighborhood shared a story about the tree
protection ordinance related to one of her clients. She is an architect. Stated she thought
the ordinance would be changed.
7. Reports/Recommendations
7.1. 2026-27 Commission Work Plan
2026-2027 Workplan – The group created this list of possible workplan items.
a. Idling / Air Quality Policy – focus around schools
b. Organics
c. Outreach
o Green Business
o Tree Recognition
Page 4 of 23
o EV Event / Highlight
d. Follow-up on Food Security Assessment from previous workplan
e. Organized trash hauling
f. Transportation Item to be defined – EV's, VMT – how to reduce?
7.2. Work Plan Item 1, CAP Prioritization
Liaison Gabb reviewed staff suggested revisions to the CAP in Climate Health and Safety.
Public Health Administrator Jeff Brown was in attendance to assist with questions.
7.3. Draft Revisions to the Tree Protection Ordinance
Bartholomew made a motion, seconded by Weber, to Approve EEC Review
Communication related to revisions to the tree ordinance. Motion carried.
8. Chair and Member Comments
9. Staff Comments
10. Adjournment
Bartholomew made a motion, seconded by Tessman, to Adjourn. Motion carried.
Meeting adjourned at 8:45 pm.
Page 5 of 23
Changes to Tree Ordinance Already Implemented
The following changes were approved by City Council and adopted into the Ordinance June 4th 2024:
Topic Discussion Ordinance Changes
1. Chapter 10 Zoning
Clarification
Specify which specific zoned
properties are to be compliant
under the ordinance
The language for properties Zoned R-1 and R-2 (residential) was added
to the ordinance.
2. Exemptions for heavily
wooded lots
Establish unbuilt lots with
exemptions for tree removal or
alleviate burden.
The definition of an Unbuilt lot was added to the ordinance. With
exemptions for any tree to be removed without mitigation within specific
parameters.
3. Developers use of a
Certified Arborist
Require developers at certain
permit valuation to have an
Arborist complete the tree
inventory. This helps lessens
the discussions about what a
healthy tree is.
Any New Home permit with valuation over $500,000 or any project
over $100,000 is required to have an ISA Certified arborist complete the
tree survey and inventory. A credit up to $2,500 will be given to the
applicant for the cost of the arborist.
4. Replacement
requirements On-site
Allow for tree replacements
requirements to be met with
off-site planting
With approval for City Staff, tree replacements may be fulfilled by
planting off-site from the subject property.
5. Reduce Escrow holding
time
Reduce the 36-month escrow
release date
A reduction to 12 months after the issuance of a Certificate of
Occupancy for the second half of the escrow release was changed in the
ordinance.
Page 6 of 23
Changes To Discuss with Edina Energy and Environment Commission for Amending Tree Ordinance
Discussion Topic Update Goal Staff Recommendation
6. Creation of Off Site
Planting Guidelines
Prescribe goals for off-site
planting priorities.
Prioritize preserving existing trees or planting on-site, with the following
priorities for off-site planting:
1) Homeowner preserves existing trees on the subject property
2) If preservation is not possible, developer plants replacement trees
on-site
3) If on-site planting is not possible, developer plants replacement
trees on private property, as close as possible to the subject
property
a. To facilitate this, the City will create a “Canopy Connect”
database of residents interested in planting trees on their
property
4) If all previous options are not possible, the City uses the escrow
for tree planting and preservation fund
a. City Owned Public property may not an option due to
limited capacity.
7. Define exemptions for
unique circumstances
Recognize and define what a
unique circumstance that
would warrant “exemption”
from ordinance
Exemptions to be included in ordinance:
1) Existing trees causing current damage to existing structures (e.g.,
building foundation, public street or sidewalk). Damages would
need to be verified and documented by a licensed professional.
2) “Unique Circumstance Exemptions” to be verified and
documented by a licensed professional include these Unique
Circumstances and would be based upon the subject property,
and would limit the homeowner’s ability to meet tree
replacement requirements:
a. Steep slopes: Slopes equal to or steeper than three feet
horizontal to one Foot vertical (3:1)
b. Utility Easements, both public and private
c. Potential flood risk areas as indicated in the storm water
management plan
Page 7 of 23
Update Timeline:
July 10, 2025 – EEC Discussion and Comments
August 14, 2025 – EEC Discussion and Recommendation
September 2, 2025 – City Council Review
Staff would have the ability to verify the above exemptions and deviate up
to 15% of replanting requirements to be reduced.
8. Species Specific
Replanting Ratio
Requirements
Allow for deviation in species
type from “same for same”
planting to meet requirements.
To promote species diversity at least 80% of the replacements must be
similar species types (e.g., “same for same”) and the remaining 20% of
replacement requirements can be met with planting different tree types.
9. Measuring
Methodology
Select a particular methodology
to be applied universally.
Measuring Existing trees: DBH as defined by the MN DNR
Measuring New trees: ANSI Standards Z60.,
This will be laid out in the ordinance and difference with these references.
10. Property Classification
Zoning Application
Incorporate the other property
types into the ordinance -
commercial, etc.
Amend Edina City Code to include additional zoning districts (PCD, POD,
PID, PUD, PRD and MDD).
11. DBH Threshold for
calculating removals
Size threshold exemptions of
tree DBH for counting
Staff recommends keeping at 5 inches and 15 feet. This change was made
by EEC for the 2023 ordinance to account for the loss of smaller but
equally beneficial trees.
Page 8 of 23
Feedback to staff on Tree Protection Ordinance
In general, staff have provided a careful review of the tree protection ordinance and have
proposed modifications that will ensure the efficacy of the ordinance will continue. We
support the staff suggested changes and provide the following specific feedback, including
ideas for further improvement designed to provide residents and contractors additional
constructive guidance and options for compliance.
6. SUPPORT WITH RECOMMENDED EDITS
1) SUPPORT Homeowner preserves existing trees on the subject property
2) SUPPORT If preservation is not possible, developer plants replacement trees on-site
3) ADDED If on-site planting is not possible, developer follows the “demolition letter”
procedure to all property owners within 300 feet of the site notifying them of their
ability to have trees planted at-no-cost on a first come, first served basis.
a. The adjacent property owners have 15 days from the date of the postmark to
reply.
b. At no point may the developer attempt to obtain remuneration from the
adjacent property owners in exchange for planting replacement trees.
c. Once planted, the property owner is responsible for ensuring the viability of
the tree.
4) SUPPORT WITH RECOMMENDED EDITS If on-site planting is not possible, and no
adjacent property owner within 300 feet is interested, developer plants replacement
trees on private property, with preference given to properties as close as possible to
the subject property
a. To facilitate this, the City will create a “Canopy Connect” database of
residents interested in planting trees on their property, including name,
address, email, and phone numbers of residents willing to consider tree
planting on their property.
b. At no point may the developer attempt to obtain remuneration from the
adjacent property owners in exchange for planting replacement trees.
c. Once planted, the property owner is responsible for ensuring the viability of
the tree.
5) SUPPORT WITH RECOMMENDED EDITS If all previous options are not possible,
the City uses the escrow for tree planting and preservation fund
a. City Owned Public property may not an option due to limited capacity.
b. At no point may the developer attempt to obtain remuneration from the City
in exchange for planting replacement trees.
c. Once planted, the City is responsible for ensuring the viability of the tree.
Page 9 of 23
7. SUPPORT WITH RECOMMENDED EDITS
- The “licensed professional” clauses are too vague; recommend either providing a
list of professionals whose opinion would be considered usable or providing an ‘e.g.’
list indicative of the same.
- We are concerned that a less-than-scrupulous reading of these types of exemptions
by city staff would allow for overuse of the “exemption” option. The concern does
not lie with the current staff who are tasked with enforcing the Tree Protection
Ordinance, however ordinances must be written to provide as much clarity as
possible regardless of the scruples of those serving enforcement. We suggest
firming up any exemptions to require a specific set of steps that would minimize
ambiguity and therefore minimize pressure on current and future staff to bend the
rules.
8. SUPPORT – EEC supports the same for same threshold at 80%.
9. SUPPORT – EEC supports providing a specific standard for measurement.
10. SUPPORT – EEC supports including the additional zoning districts in the ordinance.
11. SUPPORT – EEC supports keeping the existing size thresholds for protection. During the
ordinance development period, staff and EEC performed comprehensive research on peer
municipalities and ordinances and found that the current size thresholds are aligned with
peers with tree protection ordinances.
Page 10 of 23
BOARD & COMMISSION
ITEM REPORT
Date: October 9, 2025 Item Activity: Approve
Meeting: Energy & Environment Commission
Agenda Number: 4.2
Prepared By: Marisa Bayer, Sustainability Manager
Item Type: Minutes Department: Engineering
Item Title: Approval of Meeting Minutes, September 11, 2025
Action Requested:
Approve September 11, 2025 meeting minutes.
Information/Background:
Receive and approve September meeting minutes.
Supporting Documentation:
1. Sept 11 EEC Minutes
Page 11 of 23
MINUTES OF THE
ENERGY & ENVIRONMENT COMMISSION
REGULAR MEETING
7:00 PM THURSDAY, SEPTEMBER 11, 2025
Meeting location:
Edina City Hall
Community Room
4801 W. 50th St.
Edina, MN
1. Call to Order
Chair Lukens noted there was not quorum for the meeting. The meeting without
quorum started at 7:05 p.m. and Chair Lukens shared the procedure for public hearing
and community comment.
2. Roll Call
No roll call was taken. Members present were Chair Lukens, Vice-Chair Haugen,
Member LaCasse, Member Martinez-Salgado and Student Member Lassig.
3. Approval of Meeting Agenda
No action was taken.
4. Approval of Meeting Minutes
4.1. Minutes
No action was taken.
5. Special Recognitions and Presentations
No special recognitions or presentations were received.
6. Community Comment
Mark Hershad, BI Worldwide, introduced himself to the commission. No formal
comments or concerns were received.
7. Reports/Recommendations
7.1. Work Plan Item 1, CAP Prioritization
Liaison Gabb reviewed staff suggested revisions to the CAP in Climate Economy and
Food. Economic Development Manager BIll Neuendorf was in attendance to assist with
questions.
7.2. 2026-27 Commission Work Plan
DRAFT 2026-2027 EEC Workplan from the discussion with members in attendance:
• Idling & Air Quality Policy / Education / Research – focus around schools.
• School Partnership / Assist with Education on Topics / Workplans – build
relationships (PTA?)
Page 12 of 23
o School Bus Use vs Traffic from Drop-Offs
o Idling
o Organics
• Organics
o Promote multi-family education and outreach
o Neighborhood vs neighborhood contests
• EEC Outreach - a. Green Business. b. Tree Recognition c. EV Event / Highlight
around Earth Day
• Follow-up on Food Security Assessment from previous workplan
o Will need to discuss with Brook.
• Future / Parking Lot
o 2050 Comprehensive Plan
o Organized Trash Hauling
o Transportation Item to be defined – EV’s, VMT – how to reduce?
7.3. Update: Chapter 2 – Administration, Article III. Boards, Committees and
Commissions Code, Division 3
Members present preferred keeping the name of the commission as is. They also
supported edits to the City Code per staff recommendation.
8. Chair and Member Comments
9. Staff Comments
10. Adjournment
The meeting concluded at 8:55 p.m.
Page 13 of 23
BOARD & COMMISSION
ITEM REPORT
Date: October 9, 2025 Item Activity: Information
Meeting: Energy & Environment Commission
Agenda Number: 7.1
Prepared By: Marisa Bayer, Sustainability Manager
Item Type: Other Department: Engineering
Item Title: Work Plan Item 6, Food Security Assessment
Action Requested:
No action requested.
Information/Background:
Commissioner Bartholomew will give an update on the 2025 Work Plan Item 6, Food Security
Assessment.
Supporting Documentation:
None
Page 14 of 23
BOARD & COMMISSION
ITEM REPORT
Date: October 9, 2025 Item Activity: Approve
Meeting: Energy & Environment Commission
Agenda Number: 7.2
Prepared By: Marisa Bayer, Sustainability Manager
Item Type: Other Department: Engineering
Item Title: 2026-27 Work Plan
Action Requested:
Approve 2026-27 work plan.
Information/Background:
Edina Boards & Commissions are moving to a 2-year work plan cycle and EEC will create a 2026-27
work plan this year. EEC members discussed work plan items at the September 2025 meeting but did
not approve the plan. EEC should review the draft plan, make any updates to titles or descriptions,
and identify owners/contributors for each item prior to approval. Approval of a draft 2026-2027
work plan is required at this meeting.
Supporting Documentation:
1. Draft 2026-2027 EEC Work Plan
2. Guide to Commission Charges
Page 15 of 23
Page 1 of 3
Energy & Environment Commission
2026-2027 Proposed Work Plan
Initiative Title: Internal Combustion Engine Idling and Air Quality
Initiative Description:
Study and report on policy and ordinance around internal combustion engine idling and air quality with a focus around
schools.
Deliverable:
Internal Combustion Engine Idling and Air Quality Report
Targe Completion Date:
Q2 2027
Owner:
Must list at least one person
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☒ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☐ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
1 Administration Comments:
Initiative Title: Education and Outreach to Schools
Initiative Description:
Build relationships with schools and find pathways to assist them in with messaging climate related topics such as
school bus use vs traffic vs idling, organics
Deliverable:
Annual updates on status and messaging.
Targe Completion Date:
Q4 2027
Owner:
Must list at least one person
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☒ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
2 Administration Comments:
= commission
= staff
Page 16 of 23
Page 2 of 3
Initiative Title: Organics Outreach
Initiative Description:
Assist staff to promote organics recycling in multi-family housing. Create a neighborhood to neighborhood contest on
volume of organic recycling.
Deliverable:
TBD.
Targe Completion Date:
Q4 2027
Owner:
Must list at least one person
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☒ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
3 Administration Comments:
Initiative Title: Food Security Assessment and Local Food Production
Initiative Description:
Continuation of work plan item from 2025. Study and report "food security assessment" to determine food insecurity
conditions within Edina using existing data and reports across multiple sources. EEC will collaborate with staff and study
what other cities are doing, the best practice strategies to increase food security, and opportunities for food rescue.
Deliverable:
Advisory communication and report summarizing findings
Targe Completion Date:
Date when item will be complete
Owner:
Bartholomew
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☐ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
4 Administration Comments:
Initiative Title: Green Business Outreach Program (GBOP)
Initiative Description:
Continuation of existing annual EEC initiative to recognize and promote green businesses.
Deliverable:
GBOP awards.
Targe Completion Date:
Q2 2026, Q2 2027
Owner:
Must list at least one person
Contributors:
Other members helping 5 Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☒ 5: Event
Page 17 of 23
Page 3 of 3
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
Administration Comments:
Initiative Title: Tree Recognition Campaign (TRC)
Initiative Description:
Continuation of existing annual EEC initiative to recognize and promote Edina’s treen canopy.
Deliverable:
Tree recognition awards and presentation to Council.
Targe Completion Date:
Q4 2026, Q4 2027
Owner:
Must list at least one person
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☐ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
6 Administration Comments:
Initiative Title: Earth Day Promotion and Tabling
Initiative Description:
Support existing community Earth Day event(s) with tabling to promote EEC initiatives and priorities, including Electric
Vehicles.
Deliverable:
Event attendance.
Targe Completion Date:
Q2 2026, Q2 2027
Owner:
Must list at least one person
Contributors:
Other members helping
Council Charge: ☐ 1: Review & Comment ☐ 2: Study & Report ☐ 3: Review & Recommend
☐ 4: Review & Decide ☐ 5: Event
Budget Required (completed by staff): Is financial support needed for this initiative? Are funds available? If there are
not funds available, explain the impact of Council approving this initiative.
Staff Support Required (completed by staff): Who in addition to the staff liaison will have to support this initiative?
How many hours of support are needed? Communications/marketing?
Liaison Comments: Liaison comments should be completed prior to submitting the proposed work plan to MJ.
7 Administration Comments:
Parking Lot
• Organized Trash Hauling
• Transportation related item on reducing vehicle miles traveled
• 2050 Comprehensive Plan
Page 18 of 23
Guide to Commission Council Charges Created January 2025
Purpose:
The following definitions outline the purpose, requirements, and expected outcomes for each of the
five council charges: Review and Comment, Study and Report, Review and Recommend, Review
and Decide, and Events. These charges guide commissions in fulfilling their roles effectively and
ensuring alignment with council expectations.
Council
Charge
1: Review &
Comment
2: Study &
Report
3: Review &
Recommend
4: Review &
Decide 5: Event
Level of
Impact
Council Charge 1 Review & Comment
Commission Role
The commission provides feedback on specific proposals, plans or city
documents. The feedback may include productive feedback, identification of
gaps, or suggestions for improvements.
Requirements
• Thorough review of materials provided
• Discussion to compile diverse community perspectives
• Submission of written or verbal comments within a designated timeline
Purpose To ensure Council decisions are informed by a range of perspectives, enhancing
the quality and inclusiveness of policies and plans.
Commission Vote No vote unless Advisory Communication report is written. Advisory
Communication report requires majority vote.
Commission Recommendation No official recommendation is provided to Council or staff.
Commission Deliverable
Commission comments provided to city staff. Written comments should be
submitted in the form of an Advisory Communication. Verbal comments will be
collected by staff.
Commission Deliverable
Requirements
• Summary of reviewed materials
• Key comments or critiques provided by the commission
• Any areas of uncertainty identified during the review process
Staff Deliverable Comments included with item sent to Council.
Staff Deliverable Requirements • Written attachment or verbal comments included staff report
Presentation to Council None
Council Action None
Council Communication
Review & Comment No Council Vote
Commission Comments included in staff report or written report submitted with project docs.
Increasing impact on decision
Page 19 of 23
Guide to Commission Council Charges Created January 2025
Council Charge 2 Study & Report
Commission Role The commission is tasked with conducting a detailed examination of a specific
issue or topic. This involves gathering data, consulting with staff or impacted
parties, and analyzing findings to produce a comprehensive report.
Requirements • Define the scope and objectives of the study
• Research using credible sources, including input from staff or impacted
parties, case studies and expert opinions. Veryify information with
multiple sources
• Develop a structered report with findings, analysis and conclusions
Purpose To provide council with in-depth insights and evidence-based options that helps
council decide on navigating complex issues.
Commission Vote Majority vote required for commission report.
Commission Recommendation No official recommendation is provided to Council or staff.
Commission Deliverable Report to Council or staff.
Commission Deliverable
Requirements
• Detailed methodology of the study
• Key findings, supporting data and analysis
• A study and report should focus on presenting data and analysis without
formal recommendations
Staff Deliverable If item goes to council, staff report and/or item report.
Staff Deliverable Requirements • Additional data and any relevant city policies applicable to the topic not
already cited
• Identify budget and staff resource impacts.
• If there are actionable next steps for staff, ask Council to refer study to
staff
Presentation to Council Optional. City Council Special Presentation or scheduled Joint City Council
Work Session.
Possible Council Actions 1. None 2. Receive and refer to staff
3. Direct commission to review and recommend (charge 3)
Council Communication:
Study & Report No Council Vote
Presentation
Special Presentations & Recognitions
Joint Work
Meeting with Council
No Presentation Commission Correspondence
Page 20 of 23
Guide to Commission Council Charges Created January 2025
Council Charge 3 Review & Recommend
Commission Role The commission is tasked with evaluating options, proposals or policies to
provide a formal recommendation to the Council.
Requirements • Assess all relevant materials and data
• Consider potential impacts and community needs
• Present formal recommendations to council, including rationale and supporting evidence
Purpose To assist the Council in selecting the most effective or beneficial course of
action by leveraging the commission analysis and community perspective.
Commission Vote Majority vote required for Advisory Communication
Commission Recommendation An official recommendation is provided to Council.
Commission Deliverable Advisory Communication
Commission Deliverable
Requirements
• Overview of evaluated options or proposals
• Pros and cons of each option
• Final recommendation with justification and alignment to city goals
Staff Deliverable Staff report and/or item report
Staff Deliverable Requirements • Staff must provide recommendations
• Identify impacts including staff time, operational impacts, policy
changes, etc.
Presentation to Council A presentation is encouraged. Representatives of the commission are
responsible for creating materials and presenting them to city council. Staff are
in a support role.
Possible Council Action 1. None
2. Receive and refer to staff
3. Majority vote by Council (approve, deny)
Council Communication
Review & Recommend
No Council Vote
No presentation Commission
Correspondence
Presentation Special Awards &
Recognitions
Council Vote Presentation Report &
Recommendations
Page 21 of 23
Guide to Commission Council Charges Created January 2025
Council Charge 4 Review & Decide
Commission Role The commission has the authority to make final decisions on specific matters
within its purview, as delegated by Council.
Requirements • Ensure decisions align with established policies, guidelines and legal
requirements
• Ensure decisions are made based on thorough evaluation of relevant
data, policies and staff/expert advice
• Document and communicate the decision and justification to Council
Purpose To allow commissions to take independent action on small initiatives within their
scope, such as presenting awards, participating in community outreach, and
collaborating with neighboring commissions.
Commission Vote Majority vote required for Advisory Communication
Commission
Recommendation
None
Commission Deliverable Advisory Communication
Commission Deliverable
Requirements
• Summary of decision and its rationale
• References to relevant policies or guidelines
• Any anticipated impacts or next steps
Staff Deliverable Staff report and/or item report
Staff Deliverable
Requirements • Provide staff perspective
• Provide procedural guidance if necessary
Presentation to Council Optional. City Council Special Presentation or scheduled Joint City Council Work
Session.
Council Action None
Council Communication
Review & Decide No Council Action
Presentation
Special Presentations & Recognitions
Joint Work Session Meeting
No Presentation Commission Correspondence
Page 22 of 23
Guide to Commission Council Charges Created January 2025
Council Charge 5 Event
Commission Role This charge involves planning, organizing, and executing events that align with the
commission’s mission and council’s goals, such as community outreach,
educational programs or celebratory gatherings.
Requirements • Develop a detailed event plan, including objectives, budget requests, and
logistics using event planning template
• Coordinate with presenters, vendors, organizations, and volunteers
• Evaluate the event’s success, gather participant feedback and provide a
post-event summary or report to Council
Purpose To foster community engagement, raise awareness about key issues and
strengthen the relationship between council and the public.
Commission Vote Majority vote for event plan only.
Commission Recommendation None
Commission Deliverable Advisory Communication
Commission Deliverable
Requirements
• Event objectives and intended outcomes
• Coordination and attendance at the event
• Evaluation
Staff Deliverable Progress update should be recorded on the work plan progress portal.
Staff Deliverable
Requirements
• Event summary
• Considerations for future years
Presentation to Council None
Council Action None
Council Communication
Events No Council Action No Presentation Commission Correspondence
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