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Home My WebLink About2021-05-27 Arts & Commission Meeting PacketAgenda Arts and Culture Commission City Of Edina, Minnesota Virtual Meeting This meeting will be held electronically using WebEx software. The meeting will be streamed live on the City's YouTube channel, YouTube.com/EdinaTV or you can listen to the meeting via telephone by calling 1-415-655-0001, access code: 177 229 3592. Thursday, May 27, 2021 4:30 PM I.Call To Order II.Roll Call: Chandler, DiLorenzo, Fram, Johnson, Konkimalla, Piela, Rubin, Shen, Sorensen, Stemmler, Suckow, Westlund III.Approval Of Meeting Agenda: Chandler, DiLorenzo, Fram, Johnson, Konkimalla, Piela, Rubin, Shen, Sorensen, Stemmler, Suckow, Westlund IV.Approval Of Meeting Minutes: Chandler, DiLorenzo, Fram, Johnson, Konkimalla, Piela, Rubin, Shen, Sorensen, Stemmler, Suckow, Westlund A.Minutes: Arts & Culture Commission April 22, 2021 V.Special Recognitions And Presentations A.Commission Member Review VI.Reports/Recommendations A.Review and consideration of Arts and Culture Commission duties B.2021 Work Plan Discussion VII.Chair And Member Comments VIII.Sta1 Comments A.Upcoming Meetings and Events IX.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 ampli7cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: May 27, 2021 Agenda Item #: IV.A. To:Arts and Culture Commission Item Type: Minutes From:Susan M Tarnowski, General Manager Item Activity: Subject:Minutes: Arts & Culture Commission April 22, 2021 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve the Minutes of the Arts & Culture Commission of April 22, 2021. INTRODUCTION: ATTACHMENTS: Description Minutes: Arts & Culture Commission April 22, 2021 Draft Minutes ☒ Approved Minutes ☐ Approved Date: City of Edina, Minnesota Edina Arts & Culture Commission VIRTUAL MEETING April 22, 2021 4:30 p.m. I. Call to Order Chair Sorensen called the meeting to order at 4:32 p.m. II. Roll Call Answering roll call were Commissioners Chandler, Fram, Johnson, Sorensen, Shen, Stemmler, and Westlund Absent were Commissioners DiLorenzo, Konkimalla, Piela, and Suckow Staff present: Parks and Recreation Director Perry Vetter, Assistant Recreation and Facilities Director Tracy Petersen, Art Center Manager, Susan Tarnowski III. Approval of Meeting Agenda Motion made by Rubin to approve the meeting agenda. Motion seconded by Westlund. Roll call vote. Motion carried. IV. Approval of Meeting Minutes Motion made by Chandler to approve the March 25, 2021minutes. Motion seconded by Fram. Roll call vote. Motion carried. V. Special Recognitions and Presentations New Arts & Culture Commissioner Brian Stemmler was welcomed; commissioners shared backgrounds and interests. VI. Reports/Recommendations A. 2021 Work Plan Updates • Initiative #1. Implementation of the Public Art Project “From Struggling to Healing” co- sponsored by Edina High School Mosaic group and the Arts & Culture Commission. Project leads: DiLorenzo, Konkimalla, Johnson. The gallery continues to be open for submissions and visual and performing art pieces have been added. Mention of the 50th & France connection to virtual gallery artists. A marketing plan is underway. • Initiative #2. Evaluation of the Public Art Project in Initiative #1. Project leads: Fram. Initial conversations are beginning. • Initiative #3. The Study and Report initiative on incentives or procedures to include art & décor elements in public and commercial projects. Project leads: Johnson, Rubin, and Sorenson. Planning to investigate how other cities work with the public to develop a set of best practices. Also interested in determining how best to implement Edina Art & Décor rubric. Noted the value Forecast Arts could provide for this effort. Draft Minutes ☒ Approved Minutes ☐ Approved Date: • Initiative #4. Providing community perspective to planning for a new art space. Project leads: Chandler, Suckow and Westlund. Director Vetter noted the value of the leads in bringing community views into the process. The City will contract with wo professional services: o architectural services to investigate space, infrastructure, power, heating and ventilation, and accessibility needs. o Consultant Sarah Petersen to determine programming needs; consultant will work with staff to set scope and role for the project Changes in project assignment was noted: Commissioner Rubin will work on Initiative #3 Commissioner Stemmler is interested and assigned to both Initiatives #2 and #4 Director Vetter reminded Commissioners to review the progress report found in the packet. B. Review and consideration of Arts & Culture Commission duties Director Vetter introduced the discussion by noting that Council has authority to develop commission and boards to serve in an advisory capacity; commissions have duties set in City Code that are different than the workplan initiatives. Materials that were provided were an abbreviated City Code, the ACC charges, and other commission charges for comparison. The Commission will provide any recommended changes to Council. Questions for discussion: • Do you feel the Commission current duties are clear? • Do you feel there are current duties that are not the responsibility of the Commission? • Do you feel that there are duties missing for the Commission? Discussion included: • Use of verbs is helpful to understanding the role of Commissions: strive, strengthen – these are the terms used in other commissions • Commission is not limited to visual art; commission was careful to include this in the Commission chapter in the Comprehensive Plan • Discussion of the former Public Art Committee and its incorporation into the initiatives of the Arts & Culture Commission • Roll of the Arts & Culture Commission and the Edina Art Center o Strong value of the Edina Art Center o Pleased with the current direction – perhaps activities more important than space o Commission scope is at a higher level than staff-led functions • Commission is deliberative, not operational • Make or recommend policy? Commission is advisory to Council; policy happens at Council • Commission approved workplan is the Council directive • What are the goals in the Comprehensive Plan? Should these be the Commission duties? • Does the Commission work on communication? Is the Commission involved in grants, donations, sponsorships? Commission no longer has responsibility for maintenance of public art; are these all staff duties? • The Workplan is a place for some things to be action items, such as the virtual gallery Draft Minutes ☒ Approved Minutes ☐ Approved Date: • Example for Commission ideas: donation on the utility bill was Commission idea • What is within the Commission purview? Awareness, idea generation, advisory to Council • Liaisons are not all on the same level within the City structure – where are ideas directed? Manager focused on the Art Center; Commission is not advisory to staff but to Council through its work plan, annual report, communiques to Council - MJ Lamon could attend • Cross-Commission work – can this be built into 2022 plans? Ex. Arts & Culture with Parks and Recreation for public art in the parks; this was cumbersome in the past but there may be something that is discussed during the planning for 2022 workplans • Clarification was requested on whether staff feels that revisions are needed to the duties; perhaps feedback for the May meeting Next steps: send thoughts to staff by May 17, 2021 to compile for Commission meeting packet. VI. Chair and Member Comments • Chair Sorensen congratulated Commissioner Fram on the 24th Primavera Art Show in Plymouth • Chair Sorensen is holding a phone meeting with a consultant who assisted in the development of a public art social justice wall VII. Staff Comments • The next meeting takes place as a virtual joint meeting with City Council on May 18, 2021 beginning at 5:30 • The next regular meeting of the Commission is on Thursday, May 27, 2021 • Manager Tarnowski reported on Authors Studio, available on YouTube and scheduled on Edina TV; also provided an update on the Edina Fall Into the Arts Festival VIII. Adjournment Motion made by Rubin to adjourn the April 22, 2021 meeting at 6:19 p.m. Motion seconded by Chandler. Roll call vote. Motion carried. Date: May 27, 2021 Agenda Item #: V.A. To:Arts and Culture Commission Item Type: Other From:Perry Vetter, Parks and Recreation Director Item Activity: Subject:Commission Member Review Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, informational only. INTRODUCTION: MJ Lamon, Community Engagement Coordinator will provide a commission review and update on the work plan process. ATTACHMENTS: Description Commission Member Review Boards and Commission Handbook MJ Lamon, Community Engagement Coordinator Updated 2021.05.05 Commission Member Review 2021 Agenda 2 Roles Communication Guiding Documents Work Plan Development 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 Supporting Council Technique Examples on the Spectrum Increasing Impact on the Decision Inform Consult Involve Collaborate Empower 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 SHARE COLLECT BRING TOGETHER 5 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 Yes No Not typically Yes Reports To Council Commission Commission Council or City Manager Key Roles 6 CHAIR STAFF LIAISON •Work with liaison to prepare agenda •Lead meetings and facilitate discussion •Facilitate development of the annual work plan and provide progress updates •Encourage member participation •Manage areas of conflict •Support chair with agenda and preparation of meeting materials •Provide official notice of meetings •Record & prepare minutes. •Maintain BC official records •Provide technical expertise and access to City staff and resources •Relay information to council 7 Meeting Minutes •Staff Liaison submits in council packet once approved. •Provide a summary of discussion. •All meetings are audio or video recorded. Work Plan •Approved by the council, assigns work for the year and authority level (Council Charge) Joint Work Session •Annual meeting of Council & one BC to discuss progress on work plan. Staff Report •Staff reports are prepared by the liaison to forward a work plan item to the council for approval or direction. •Staff reports outline: 1) BC recommendations, 2) Staff recommendations, and 3) Highlight any differences between. Advisory Communication •Prepared and approved by the BC. •Placed on “Report & Recommendations” if an approved work plan item. •Placed on “Correspondence” if not a work plan item. Communication with Council www.EdinaMN.gov 8 Guiding Documents City Code Roles of Boards and Commissions generally and specifically Polices & Procedures Member Handbook (updated annually) Work Plan Work approved and directed by Council 9 Work Plans 10 Commission Work Plan Calendar 10 Annual Work Plan Begins January Commissions develop proposed work plans with liaison advice and feedback June–Aug. Commission approves proposed work plan September 25 Chairs present proposed work plans to Council October Staff present recommendations to Council November 4 Council approves work plans December 7 Work Plan Development 11 Commission Chair •Lead work plan development •Make sure work plan is not overloaded •Ensure there is a “lead 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 12 Title Be clear and provide detail Outcome What exactly will be the product / result of your initiative Budget Commission’s can not approve spending of money Liaison Comments Liaisons will provide you technical advice and feedback Target Completion Be realistic, impacts to supporting departments Partner Projects Cross commission initiatives, outside requests Work Plan Tips Questions? www.EdinaMN.gov 13 Board/Commission Member Handbook 1 | P a g e Inside the City ............................................................................................................................................................................. 3 Mission ............................................................................................................................................................. 3 Local Government Structure ..................................................................................................................... 3 Department Functions ................................................................................................................................. 3 City Council ................................................................................................................................................... 4 City Leadership .............................................................................................................................................. 4 Staff Liaisons ................................................................................................................................................... 4 About Boards & Commissions ................................................................................................................................................ 5 Roles ................................................................................................................................................................. 5 Membership & Guidelines ........................................................................................................................... 6 Types of Members ........................................................................................................................................ 6 Key Players ..................................................................................................................................................... 6 Committees and Working Groups ........................................................................................................... 7 Committee / Working Group Membership & Guidelines .................................................................. 7 Appointments and Chair Assignments ..................................................................................................... 9 Disbanding....................................................................................................................................................... 9 Guiding Documents ...................................................................................................................................... 9 Annual Calendar .......................................................................................................................................... 10 Meetings ...................................................................................................................................................................................... 10 Types of Meetings ....................................................................................................................................... 10 Attendance ................................................................................................................................................... 11 Quorum and Voting ................................................................................................................................... 12 Meeting Packet ............................................................................................................................................. 12 Agenda ........................................................................................................................................................... 12 Minutes .......................................................................................................................................................... 13 Robert’s Rules of Order............................................................................................................................ 13 Communication ......................................................................................................................................................................... 14 Open Meeting Law...................................................................................................................................... 14 Communication with City Council ......................................................................................................... 14 Annual Work Plan....................................................................................................................................... 15 Communication with the Public .............................................................................................................. 17 Ethical and Respectful Conduct ............................................................................................................................................. 17 Board/Commission Member Handbook 2 | P a g e Conflict of Interest ..................................................................................................................................... 17 Gifts ................................................................................................................................................................ 17 Respectful Behavior .................................................................................................................................... 17 Code of Ethics ............................................................................................................................................. 18 Novus Boardview ........................................................................................................................................ 18 Board/Commission Member Handbook 3 | P a g e Mission Our mission is to provide effective and valued public services, maintain a sound public infrastructure, offer premier public facilities and guide the development and redevelopment of lands, all in a manner that sustains and improves the uncommonly high quality of life enjoyed by our residents and businesses. Local Government Structure Edina is a statutory Plan B City. • City Council consists of the Mayor and four Council members. • The vote of the Mayor counts the same as a Council member vote. • The City Council is responsible for policy and legislative decisions. • City Council employs the City Manager, who oversees the day-to-day operations of the City. 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 • Accounts receivable Police • Patrol • Investigations • Dispatch • Records • Community Health Fire • Fire suppression and prevention • Emergency medical • Emergency preparedness • Building plan review Public Works • Street maintenance • Utility Operations • Fleet Maintenance • Electrical • HVAC Engineering • Design • Project management • Environmental services • Transportation • Sustainability strategy & measurement • Property management Parks and Recreation • Recreation programs • Manage enterprise facilities • Liquor Store Operations • Parks maintenance Community Development • Planning • Zoning • Heritage preservation • Sign permits • Residential & commercial appraisal • Economic Development Administration • Council relations • Boards and Commissions • Strategic Planning • Neighborhood Associations Board/Commission Member Handbook 4 | P a g e • Building permits • Building inspections I.T. • Network management • Telecommunications • End-user support and training • GIS • Elections • Records Management & Licenses • Performance measurement City Council Mayor James Hovland James Pierce Carolyn Jackson Kevin Staunton Ron Anderson 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 Staff Liaisons Susan Tarnowski Arts & Culture Commission Cary Teague Planning Commission Perry Vetter Parks & Recreation Commission Andrew Scipioni Transportation Commission Bob Wilson 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 Board/Commission Member Handbook 5 | P a g e 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 6 | P a g e Membership & Guidelines 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 Types of Members There are two types of board and commission members: Key Players 1 Chair • Prepare agenda with Staff Liaison • Lead meeting and facilitate discussion • Facilitate development of annual work plan • Maintain meeting decorum • Consult with members regarding attendance issues • Encourage participation by all members and the public 2 Vice-chair • Supports the Chair as needed • Performs the Chair duties if the Chair is unavailable 3 Staff Liaison • Support Chair in preparing agendas and meeting materials • Work with Chair to ensure bylaws are followed • Record and prepare meeting minutes • Maintain records • Provide technical expertise and access to City resources • Provide official notice of meetings • Relay information from City Council 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 Open enrolled at Edina High School Non voting member Serve a one year term Board/Commission Member Handbook 7 | P a g e Committees and Working Groups Local governments often use a variety of Citizen 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 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 Board/Commission Committee Commission Members only Working Group Commission Members Public Members Board/Commission Member Handbook 8 | P a g e 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 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 Board/Commission Member Handbook 9 | P a g e Appointments 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 • 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! Board/Commission Member Handbook 10 | P a g e Annual Calendar Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s priorities. 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 • A meeting 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 work plan and get direction if needed **All meetings are audio recorded and some are televised. Annual Work Plan Calendar January: Annual Work Plan Begins June-August: Proposed work plan created by Commissions September: Work plans due!! October: Work Plan proposals presented by each chair to Council at Work Session November: Staff present comments to Council December: Council approves work plans Board/Commission Member Handbook 11 | P a g e 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 3 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 • They will be late or need to leave early 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 12 | P a g e 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 13 | P a g e 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 14 | P a g e 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. Communication with 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, and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of their Board and Commission completely and impartially. Board/Commission Member Handbook 15 | P a g e 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. Annual Work Plan Council Charge: • 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. Board/Commission Member Handbook 16 | P a g e 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 17 | P a g e Communication with the Public We want members to promote their Board and Commission’s work with the public. Members are asked to take care when conveying: • Any decisions of the Board or Commission based on the information shared and resulting discussion of the group during open meetings. 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. Gifts • Members may not receive gifts from any “interested person” in conjunction with their BC duties. • 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. 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 tolerated. The Chair or the Staff Liaison can call for the removal of any anyone who threatens or commits an act of violence. Board/Commission Member Handbook 18 | P a g e 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. 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. Contact MJ Lamon, if you have questions or forgot your password. 952-826-0360 mlamon@edinamn.gov Date: May 27, 2021 Agenda Item #: VI.A. To:Arts and Culture Commission Item Type: Report and Recommendation From:Perry Vetter, Parks and Recreation Director Item Activity: Subject:Review and consideration of Arts and Culture Commission duties Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Discuss the duties and role of the commission in an effort to provide greater clarity and charge to the role of the Arts and Culture Commission. P repare to provide that advisory feedback to the City Council. INTRODUCTION: At the April 22, 20201 meeting the Arts & Culture Commission discussed providing clarity on their duties and priorities as a Commission. Staff again requests discussion around pertinent updates that allows the commission to further define their role. The City Council would ultimately review any updates the commission may recommend. ATTACHMENTS: Description Staff Report: Review and Consideration of ACC Duties May 27, 2021 Arts and Culture Commission - Feedback on changes to duties May 27, 2021 Arts & Culture Commission Perry Vetter, Parks & Recreation Director Review and consideration of Arts and Culture Commission duties Information / Background: At the April 22, 2021 meeting the Arts & Culture Commission discussed the duties and role of the commission. Administration staff is in process of coordinating the commission by-law and city code updates to ensure consistency, accuracy and to avoid duplication. Therefore, this is an opportune time to discuss those duties included in City Code. Staff has attached the city code duties and prospective edits for consideration and further discussion. Action Requested: Discuss the duties and role of the commission in an effort to provide greater clarity and charge to the role of the Arts and Culture Commission. Prepare to provide that advisory feedback to the City Council. The council could take no action, recommend a “review and comment” charge, or suggest this as a future initiative. Attachments: • Abbreviated portion of Edina City Code related to Boards, Committees and Commissions for the Arts and Culture Commission with suggested edits. Feedback on Recommended Changes NOTE: This is an abbreviated portion of Edina City Code. Certain sections and portions that are not pertinent have been deleted for this discussion exercise. The Edina City Code can be viewed in its entirety at EdinaMN.Gov ARTICLE III. - BOARDS, COMMITTEES AND COMMISSIONS DIVISION 1. - GENERALLY Sec. 2-78. - Establishment. (a) Authority to establish. Pursuant to Minn. Stats. § 412.621, and other such statutes as are specifically cited herein, the council establishes or continues the following boards and commissions to advise the council with respect to municipal functions and activities and to investigate subjects of interest to the city. (d) Purposes and duties generally. All boards and commissions established by the council shall be advisory to the council and shall have the responsibility to: (1) Investigate matters within the scope of the particular board or commission or as specifically directed by the council. (2) Advise the council by communicating the viewpoint or advice of the board or commission. (3) At the direction of the council, hold hearings, receive evidence, conduct investigations, and, on the basis of such hearings, evidence and investigations, make decisions and recommendations to the council. (e) Advisory role. A board or commission established by the council shall not assume the role of an administrative or legislative body. DIVISION 8. - ARTS AND CULTURE COMMISSION Sec. 2-278. - Establishment. The council, finding that the encouragement and enhancement of the arts in the city is vital to the social and cultural well-being of the city and its residents, does hereby establish the arts and culture commission (the "commission"). Sec. 2-279. - Duties. The commission shall: (1) Strive to build a vibrant community through support of art and culture in the city. (2) Encourage leadership and advocacy in advancing the role and value of art and culture activities in the city, including but not limited to music, dance, theater, decorative arts, painting, culinary arts, ceramics, sculpture, literature, media arts and public art. (3) Facilitate communication and collaboration that promotes participation and enhances the cultural life of the residents of the city. (4) Strengthen partnerships with artistic and cultural organizations based on mutual respect and equal responsibility for advancing the cultural climate in the city. (5) Recommend artistic and cultural initiatives, including a long term plan directed towards fulfilling the needs and desires of city residents with respect to art and culture. Promote artistic and cultural initiatives and make recommendations to the city council and other boards and commissions. NOTE: This is an abbreviated portion of Edina City Code. Certain sections and portions that are not pertinent have been deleted for this discussion exercise. The Edina City Code can be viewed in its entirety at EdinaMN.Gov (6) Identify existing and potential new venues for artistic and cultural events throughout the city. (7) Recommend and facilitate programs at venues throughout the city that are responsive to community desires. (8) Identify potential sources of funding for artistic and cultural initiatives, including grants, donations, and sponsorships. (9) Represent the city at community functions throughout the city. (10) Continue to develop advance and implement a public visual arts programs in the city. (11) Report to the council periodically on the foregoing, and perform other duties as may be directed by council from time to time. (Code 1992, § 1508.02; Ord. No. 2005-08; Ord. No. 2007-11, 6-5-2007; Ord. No. 2011-02; Ord. No. 2013-5, § 1(1508.02), 5-7-2013) Sec. 2-280. - Membership. The commission shall consist of nine regular and two student members. (Code 1992, § 1508.03; Ord. No. 2005-08; Ord. No. 2007-11, 6-5-2007; Ord. No. 2011-02; Ord. No. 2013-5, § 1(1508.03), 5-7-2013) Sec. 2-281. - Committees and working groups. The commission shall establish and appoint members to a public art committee which shall be charged with implementing a public arts program in the city. The commission shall by majority vote approve the chair of the public art committee. The commission may establish other committees and working groups for the purpose of carrying out other commission duties. (Code 1992, § 1508.04; Ord. No. 2005-08; Ord. No. 2007-11, 6-5-2007; Ord. No. 2011-02; Ord. No. 2013-5, § 1(1508.04), 5-7-2013) Secs. 2-282—2-310. - Reserved. Notes: Underlined text is recommended for addition Strikethrough text is recommended for deletion Date: May 27, 2021 Agenda Item #: VI.B. To:Arts and Culture Commission Item Type: Report and Recommendation From:Perry Vetter, Parks and Recreation Director Item Activity: Subject:2021 Work Plan Discussion Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Staff asks that the commission discuss the feedback from the City Council following the joint work session on May 18, 2021. Arts and Culture Commission Members are asked to update the commission on the work plan initiatives. INTRODUCTION: Discuss and provide any updates to the 2021 Work Plan. ATTACHMENTS: Description 2021 ACC Work Plan Approved by Council December 1, 2020 [Do not modify fields except progress reports] Commission: Arts and Culture 2021 Annual Work Plan Initiative #1 Initiative Type ☒ Project ☐ Ongoing / Annual ☐Event Council Charge ☐ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☒ 4 (Review & Decide) Implement at least one event in Year 1 of the Edina Public Art Plan: Art & Healing Virtual Art Gallery. Deliverable: Implement one event [virtual art gallery]. Leads Lindsay DiLorenzo Shreya Konkimalla (S) Tiffany Shen (S) Lauren Piela (S) Target Completion Date: Dec. 2021 Budget Required: Funding available through the Public Art budget Staff Support Required: Communications & IT Progress Q1: The virtual gallery has launched on Better Together, with submissions received and displayed. Commissioners continue to work with MOSAIC. Leads are reviewing additional digital/social media marketing platforms and community activities to increase exposure to drive greater participation. Commissioner assignments updated. Progress Q2: Progress Q3: Progress Q4: Initiative #2 Initiative Type ☒Project ☐ Ongoing / Annual ☐ Event Council Charge ☒ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide) Conduct an evaluation for the public art event [initiative #1]. This evaluation will inform the commission on a possible second public art event. Deliverable: Evaluation report to commission Leads Alyssa Fram Brian Stemmler Target Completion Date: Dec. 2021 Budget Required: Funding available through the Public Art budget Staff Support Required: Communications Progress Q1: Evaluation will include a review of the rubric and a gauge on communities reached during the gallery process. Commissioner assignments updated. Progress Q2: Progress Q3: Approved by Council December 1, 2020 [Do not modify fields except progress reports] Progress Q4: Initiative #3 Initiative Type ☒Project ☐ Ongoing / Annual ☐ Event Council Charge ☒ 1 (Study & Report) ☐ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide) Study and report on potential incentives or procedures to include art and décor elements when opportunities arise in public and commercial projects. Deliverable: Report to City Council Leads Rebecca Sorensen Russ Rubin Susan Johnson Target Completion Date: December 2021 Budget Required: None required Staff Support Required: None. Progress Q1: Initiative group will review other communities that have public art programs to identify how public and private entities work together. This initiative will focus on fact finding, collaborations, and what roles commissions play to increase success. Commissioner assignments updated. Progress Q2: Progress Q3: Progress Q4: Initiative #4 Initiative Type ☐Project ☒ Ongoing / Annual ☐ Event Council Charge ☐ 1 (Study & Report) ☒ 2 (Review & Comment) ☐ 3 (Review & Recommend) ☐ 4 (Review & Decide) As a new art space is pursued, the commission will provide community perspective to the planning process. Deliverable: City staff will define a role for the commission when the time approaches. Leads Susan Chandler Steve Suckow Laura Westlund Brian Stemmler Target Completion Date: TBD by Staff Budget Required: None. Staff Support Required: TBD Progress Q1: Staff provided an update on the results of the City Council retreat. Next steps are for staff to establish a scope and roles for the process to provide an alternate space for pottery use and continue to decentralize classes until a long-term solution to programming space is found, possibly at the Braemar Park area. Commissioner assignments updated. Progress Q2: Progress Q3: Progress Q4: Date: May 27, 2021 Agenda Item #: VIII.A. To:Arts and Culture Commission Item Type: Other From:Perry Vetter, Parks and Recreation Director Item Activity: Subject:Upcoming Meetings and Events Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, informational only. INTRODUCTION: Attached are the upcoming meetings and events. ATTACHMENTS: Description Upcoming 2021 Meetings and Events May 21, 2021 Arts and Culture Commission Perry Vetter, Parks & Recreation Director Upcoming 2021 Meetings and Events Date Meeting Time Location Thurs. May 27 Regular Meeting 4:30 pm Virtual Thurs. June 24 Regular Meeting 4:30 pm TBD July 1 Quarter 2 Work Plan Progress Due - - Thurs. July 22 Regular Meeting 4:30 pm TBD Thurs. Aug. 26 Regular Meeting 4:30 pm TBD Thurs. Sept. 23 Regular Meeting 4:30 pm TBD Oct. 1 Quarter 3 Work Plan Progress Due - - Tues. Oct. 5 2022 Work Plan Review w/ Council (Chair only) 5:30 pm TBD Thurs. Oct. 28 Regular Meeting 4:30 pm TBD *Thurs. Nov. 18 Regular Meeting 4:30 pm TBD *Thurs. Dec. 16 Regular Meeting 4:30 pm TBD TBD Commission Member Annual Reception - TBD * meetings adjusted due to holiday conflicts