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HomeMy WebLinkAbout2021/04/29 - ADMIN - Agenda Packets - Community Technology Advisory Commission - Regular Community technology advisory commission meeting April 29, 2021 6 p.m. If you need special accommodations or have questions about the meeting, please call Jacque Smith at 952.924.2632 or the administration department at 952.924.2525. Community technology advisory commission All meetings of St. Louis Park boards and commissions will be conducted by telephone or other electronic means starting March 30, 2020, and until further notice. This is in accordance with a local emergency declaration issued by the city council, in response to the coronavirus (COVID- 19) pandemic and Governor Walz's “Stay Safe MN” executive order 20-056. The chief administrator has determined that in-person council or commission/committee meetings are not feasible at this time due to the pandemic. All board members/commissioners will participate in this meeting by electronic device or telephone rather than by being personally present at the regular meeting place of 5005 Minnetonka Blvd., St. Louis Park Members of the public can monitor the meeting by “listen only” audio by calling 1.415.655.0001 and using access code 133 894 8546. Cisco Webex will be used to conduct videoconference meetings of the city, with board members/commissioners and staff participating from multiple locations. Agenda 1. Call to order – roll call 2. Approval of minutes – March 11, 2021 3. Smart cities initiative 4. Commission bylaws refresher 5. Adjournment Future meeting/event dates: May 20, 2021, 6 p.m. Official minutes Community technology advisory commission St. Louis Park, Minnesota 3/11/2021 1. Call to order Meeting started 6:01 p.m. by videoconference 1a. Roll call Members present: Bruce Browning, Kelly Heitz, Cindy Hoffman, Abe Levine, Rolf Peterson, Mike Siegler Members absent: Theo Pohlen Staff present: John McHugh, Clint Pires, Jacque Smith Guests: Aaryn Anderson, Jonathan Ralton, Sandeep Sinha 3. Approval of minutes Browning moved, Siegler seconded. All voted in favor of approving the Feb. 18, 2021, minutes as presented. 4. Smart cities initiative Smith provided main themes from the March 8, 2021, meeting with city council: budget considerations are important, initiatives should be outcome focused, consider unintended consequences/privacy, interest in dash boards to promote transparency/accountability, and align with strategic goals and priorities. Full notes are available on Microsoft Teams. Browning said the meeting went well and he was pleased with the city council response to all committees; and that Insight did a good job putting together presentations. Siegler agreed it was overall a positive presentation, that the feedback received was expected and that the commission received good direction from council. Heitz observed that everyone was engaged and feedback on dashboards was useful. Hoffman agreed good points were made about data. Peterson said his takeaway was there is no interest in a city-owned broadband network/ISP, but there is interest in a construction project map and concern about security issues. Levine said he was surprised by concerns about budget since the commission wasn’t asking for funding and is adhering to the city’s strategic priorities, which are already funded. To add context, Pires explained the council recently saw a budget forecast not only for the year ahead but also projections for property taxes without including any new initiatives. The forecast was stark. He also suggested that key performance indicators would be useful for projects. Anderson said it was very positive and appreciated council comments on the thoroughness and thoughtfulness of the projects presented. None of the feedback was unexpected. Community technology advisory commission -2- March 11, 2021 Pires explained the budget cycle starts in April and by midsummer a portion of the budget is in place. General cost projections must be provided at the June 14 meeting with council, and large picture projections would be helpful. Levine asked if the commission could request a sum of money from the council that the commission could manage itself for projects. The commission then discussed next steps for their committees. Heitz said the GIS committee would like to find a dashboard to implement. Siegler will be looking at more data collection in the connected community committee. Levine said a March 12 meeting of the environment committee with the city’s engineering staff is planned to discuss ped/bike counters, and that he and Pires met with Electreon about electrified streets projects. Pires added Electreon has impressive technology and it will be important to keep in touch with them. Levine also said he’s been trying to connect with the Seattle, Wash. CTAB group. Anderson shared a use case template. Levine asked Pires for budget information and how money could be requested if the commission wanted to buy something. Pires said it depends on what the commission comes back with in June and details. Pires said a small-dollar test project would be more doable than big dollars. Anderson suggested the plan outline can give details for budget/dollar requests. He discussed team structure – what’s required beyond committees; risk assessment – if council/staff changes, what risk is created for the project; and next steps – roadmapping and milestones. Pires said he sees these as reasonable steps to keep one use case from each committee. Anderson will contact committee chairs for meetings starting the week of March 22 to begin discussing next steps. 5. Staff communications None 6. Adjournment Browning moved, Siegler seconded to adjourn, all voted in favor. Meeting adjourned at 7:14 p.m. Next meeting is April 22, 2021. ______________________________________ ______________________________________ Jacque Smith, liaison Abe Levine, chair 1 COMMUNITY TECHNOLOGY ADVISORY COMMISSION BYLAWS ARTICLE I – THE COMMISSION 1.1 1.2 1.3 2.1 2.2 2.2 2.3 Name of the Commission. The Commission was officially created as the Cable Television Advisory Commission by Ordinance 1783-89 on April 17, 1989, and reestablished and renamed the Telecommunications Advisory Commission (“The Commission” by Ordinance 2216-01 effective January 1, 2002. Commission members voted August 7, 2019, to change the name of the commission to the Community Technology Advisory Commission Powers. The powers of the Commission shall be as stated in section 2-184 of the St. Louis Park City Code. Relation to the Ordinance. These bylaws supplement the Ordinance, and in the case of conflict, are subordinate to the Ordinance. ARTICLE II – OFFICERS, MEMBERS & STAFF Officers and Members. The officers of the Commission shall be the Chair and Vice- Chair. There shall be at least seven commission members, one of whom is appointed by the St. Louis Park school board and one of whom is a youth member. Chair. The chair shall preside at all meetings of the Commission and is eligible to vote on all matters coming before the Commission. The chair shall appoint all committees. The chair shall have the responsibility for calling special meetings of the Commission and for conducting all meetings in an orderly manner. Vice-Chair. The Vice-Chair shall perform the duties of the chair in the absence or incapacity of the Chair. Staff Liaison. A staff liaison to the Commission shall be appointed by the city manager and shall be subject to the administrative rules and regulations of the city. The staff liaison may facilitate or assist in the meetings and shall be responsible for recording attendance of commission members and for preparation of minutes. The staff liaison is responsible for keeping the city manager informed regarding the business of the commission and shall communicate to the city manager any problems or issues that may arise. The staff liaison shall also be responsible for assisting the commission in considering their financial needs and, if deemed necessary by the commission, shall request appropriate the annual budget process. ARTICLE III - ELECTIONS 2 3.1 Elections. A regular election shall be held at the first meeting following city council boards and commissions appointments in May. Officers shall be nominated from the floor by any voting member of the commission. 3.2 Term of Office. Officers will assume office at the first meeting following an election. The term for officers shall be one year and the chair may serve for up to two consecutive years. 3.3 Succession of Office. The Vice-Chair shall succeed to the office of Chair in the event the Chair is vacant by virtue of any inability to fulfill the duties of the office. Should the Vice-Chair thus move to the Chair, a special election shall be held to fill the unexpired term of the Vice-Chair. ARTICLE IV – CONDUCT OF BUSINESS 4.1 Voting. Each regular member of the Commission including the Commissioner appointed by the School Board and any Youth Member appointed by the City Council shall be entitled to one vote on all matters brought to a vote. 4.2 Quorum. A majority of commissioners shall constitute a quorum for the purpose of transacting its business. A smaller number may adjourn from time to time until a quorum is obtained. ARTICLE V – MEETINGS 5.1 Meetings. All meetings of the commission will be conducted in accordance with the Minnesota Open Meeting Law. Proceedings of the Commission will be conducted as outlined in the Standard Code of Parliamentary Procedure. 5.2 Regular Meetings. The Commission will hold at least four regular meetings each year. Regular meeting dates shall be set during the final meeting of each year for the upcoming year and shall not be held on any of the holidays recognized by the St. Louis Park City Council. The meeting time shall be 6 p.m. promptly. Meeting dates shall be posted in advance in the city offices. The commission may change the regular meeting time or date as deemed appropriate, provided the public notice requirement for a special meeting is met. 5.3 Special Meetings. Special meetings of the Commission may be called by the chair or three commissioners for the purpose of transacting any business designated in the call. The call for special meeting shall be delivered in compliance with state law. Notice of the date, time, place and purpose of a special meeting must also be posted on the principal bulletin board of the city at least three days prior to the date of the meeting. Commissioners should be notified of the special meeting before or at the same time the meeting is officially posted. 3 5.4 Emergency Meetings. An emergency meeting may be called by the chair due to circumstances which require immediate consideration. Notice must be made to commissioners by any means available. A good faith effort shall be made to provide notice of the meeting to any news medium that has filed a written request for notice of meetings. The notice shall include the purpose of the meeting. 5.5 Record of Proceedings. All minutes and resolutions shall be in writing and shall be recorded in the journal of the proceedings of the commission. Records shall be kept in accordance with MN Statute and rules regarding preservation of public records and the MN Government Data Practices Act. ARTICLE VI – ATTENDANCE 6.1 Absences. If a Commissioner is unable to attend a regularly scheduled or special meeting of the Commission, that member shall notify the city staff liaison of this fact no later than 4 p.m. the day of the meeting. 6.2 Attendance. Commission members are expected to attend regular and special commission meetings and assigned committee meetings. A roster of attendance shall be maintained. Repeated absences shall result in the chair contacting the member to ask their intentions about continuing involvement on this Commission. 6.3 Request for Council Action. Should the member not wish to continue to serve on the Commission, or should the member have continuing absences, the chair shall inform the City Council of this fact, recommending the Council appoint a replacement. ARTICLE VII – AMENDMENTS 7.1 Amendments. Amendments to these bylaws may be proposed by any voting member. All proposed amendments shall be submitted in writing to each member of the Commission at least fifteen (15) days prior to the regular meeting of the Commission at which that amendment is to be considered. A statement explaining the purpose and effect of the proposed amendment shall be attached to the proposed amendment. Amendments shall be considered only at regular meetings of the Commission. Adopted January 27, 1983 Revised August 23, 1984 Revised March 10, 1997 Revised December 5, 2002 Revised May 5, 2005 Revised December 7, 2006 Revised May 3, 2007 Revised August 7, 2019 Section 2-184 of the city code at https://www.stlouispark.org/home/showpublisheddocument/15463/637478061284570000 (page 17)