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HomeMy WebLinkAbout2019/07/10 - ADMIN - Agenda Packets - Community Technology Advisory Commission - RegularAGENDA TELECOMMUNICATIONS ADVISORY COMMISSION AQUILA ROOM 6 P.M. August 7, 2019 1.Call to order – roll call 2.Adoption of agenda 3.Approval of minutes a.March 13, 2019 4.Unofficial minutes for information only a.May 7, 2019 b.June 11, 2019 5.Public comment 6.Presentation from election staff on ranked choice voting 7.A brief history of fiber and futures in St. Louis Park (Clint Pires) 8.Communications from the chair/commissioners a.May 7 workshop b.June 11 subcommittee meeting c.Outcome of June 24 meeting with city council 9.Election of chair/vice chair for remainder of 2019 10.Review proposed changes to bylaws a.Amendments must be presented 15 days prior to a regular meeting, so formal approval will take place in October. 11.Changes to code 12.Review/approve work plan for 2019 a.Must be submitted to city council b.Select four items to tackle for 2019 13.Staff items a.New youth member: applications due Aug. 1 b.Next regular meeting: October 30 (moved to end of month due to Yom Kippur) 14.Adjournment If you cannot attend the meeting please contact Jacque Smith: jsmith@stlouispark.org or 952.924.2632 by 4 p.m. Wednesday, July 10. Telecommunications advisory commission Unofficial minutes Meeting of March 13, 2019 1. Call to order Chair Abe Levine called the meeting to order at 6:02 p.m. 2. Roll call a. Introduction of new member Yonah Davis Present: Maren Anderson, Bruce Browning, Cindy Hoffman, Abe Levine, Nathan Munson, Yonah Davis Absent: David Dyer, Rolf Peterson Staff: Jermaine Wheeler, Jacque Smith, John McHugh, Clint Pires Guests: Josh Forsythe, Tamora Hartman and Mary Julius, Verizon 3. Adoption of agenda No changes to the agenda. Motion by Browning, second by Anderson to approve agenda; all voted in favor of approval. 4. Approval of minutes: October 10, 2018 Commissioner Browning noted several minor corrections to be addressed by staff. Motion by Commissioner Browning, seconded by Commissioner Anderson to approve minutes with minor changes; all voted in favor of approval. 5. Public comment: none 6. Reports and discussion a. Guest: Josh Forsythe, manager, business development for global network and technology, Verizon to discuss 5G and smart cities; Tammy Hartman, Mary Julius who work with small cells and fiber. Julius stated they have tried various models for cities and over time, Verizon has put more employee resources online and with community outreach. Their main objective is to meet with cities in Minnesota, and to understand right of way use. Hartman presented a video related to usage in cities, which is projected to grow seven fold through 2053. Small cells increase wireless uses and service in cities, freeing up traffic to move data more quickly, and attach to infrastructure, like utility and light poles. This provides faster and more reliable capability and improved networks for safety and emergencies as well. Hartman reiterated how important small cells are for cities. She noted over half the homes in St. Louis Park are wireless now. Julius explained small cell technology is the network capacity for the future, and are ideally attached to light poles in the right of way, getting the signal as close as possible to the user. Commissioner Browning asked what the band of frequencies is that’s being used. Mr. Forsythe stated 4G which is 700 megahertz, allowing for faster speed. Page 2 Commissioner Browning asked about lower frequencies and why Verizon was not pursuing this as it travels a greater distance. Forsythe stated that lower frequency doesn’t allow for as fast a throughput speed, therefore they are focusing on high-frequency speeds. Chair Levine asked how the fiber build out will be handled by Verizon. Forsythe said that’s a great question; on the backbone on 4G and 5G small cells is a fiber outlet and Verizon is working to lay fiber to feed those cells and macro towers. They might also offer this as an option to small and medium size businesses, which would set them up for 5G. Chair Levine asked if they will add more small cells; he wanted to know if the amount of cells would need to be doubled. Forsythe said he wants to be clear Verizon is not throwing out 4G. He said likely they will have a combined 4G/5G network as they start to roll out 5G. Hartman said the nice thing about 5G is it’s a small profile; radios and antennas are integrated in one unit unlike 4G cells. Commissioner Browning mentioned all the hyperbole around 5G and asked if 5G will be a fixed wireless network initially as it rolls out. Forsythe said on April 11 Minneapolis and Chicago will roll out first 5G wireless network so it can be used by home devices and new 5G mobile devices, of which three have been announced so far. Forsythe complimented the legislative environment and partnerships with cities in Minnesota, which is laying the groundwork for 5G. Forsythe said that due to low latency and faster speeds, telemedicine and autonomous vehicles will become possible with 5G. Commissioner Davis asked if the small cells will only benefit those on the Verizon network, and asked what percentage of St. Louis Park residents are on Verizon. Hartman said the information on number of customers on Verizon is proprietary information. Julius added that it can be assumed that if Verizon is the first carrier into the area with small cells then the demand is likely high. Commissioner Browning asked if rural areas can also be served by this or not. Mr. Forsythe stated rural areas can be served by it if there is access to fibers nearby that can feed into small cells. He stated 4G serves these areas by macro towers currently, adding that 5G should evolve in rural neighborhood areas. Hartman stated the challenge with 5G is an offloading/capacity issue right now, not coverage. Commissioner Munson asked if carriers will share poles or each have their own poles. Julies responded that placement of poles is very strategic. Right now, because of required separations and because poles aren’t tall enough, it’s just one carrier per pole. Pires added Xcel restricts each pole to one carrier at this time, and the rules can be different depending on the city. Xcel allows only one cell per pole; half of street light utility poles in St. Louis Park are owned by Xcel. Pires asked the presenters to shift beyond the 5G technology to a discussion of smart cities and the role Verizon will play in smart cities. Pires asked if Verizon is building the infrastructure and hoping other partners will benefit. Forsythe said they have smart city solutions for partners as well as in-house solutions for things like surveillance, lighting, etc. 5G unlocks even more possibilities like traffic management, true wireless video surveillance and more. Chair Levine noted the city has a smart cities subcommittee, and would like Page 3 to meet and learn more from Verizon about this topic. Forsythe stated they would be happy to meet with the subcommittee. Pires said some questions the city receives are about trajectory of deployment of 5G, and some have fear there will be a massive deployment. He asked about the realistic expectation for deployment in a city like St. Louis Park. Hartman said 5G is the next industrial revolution and that the internet of things will change the way we live. Right now we’re talking about a capacity solution, not widespread coverage. Julius said that right now St. Louis Park has six small cells; only a handful will be added over the next couple years. Hartman said she doesn’t know what the future will be – small cells could be as small as an LED light. They are tempering expectations. Verizon and other carriers aren’t deploying thousands, or hundreds, or even tens of cells. It’s very strategic based on need. Cells communicate about 700 feet so no need to have them every few feet. Pires said it’s important to get past hype and understand that technology has to catch up; currently there are no 5G devices. Commissioner Levine asked if current LTE requires small cells; Forsythe said in areas of congestion they would be needed. Commissioner Browning asked if Verizon covers all of downtown Minneapolis. Forsythe said it’s as needed. There is full 4G coverage in downtown Minneapolis, Verizon is adding small cells where needed to users get speeds they expect. Julius added that the Twins, Viking stadiums – wherever people gather – are places small cells are installed. Pires said the city’s cell phone provider is Verizon due in part to the excellent coverage for public safety, as well as speed. Commissioner Levine asked if everything is upgraded to LT Advanced; he understands speeds are significantly better than 4G LTE. Forsythe wasn’t exactly sure; they are real estate team not technology. Commissioner Munson asked how they worked with city of Minneapolis on fiber backhaul. Forsythe said first they purchased MCI that had a backbone, then submitted permits and also developed relationships. They wanted the city to know what they were doing and why. He said it’s important for them to talk with cities and look at it as a partnership. Commissioner Hoffman asked the range between cells. Julius stated the range is 300-700 feet, depending on barriers such as trees, buildings, etc. that might block signals. Commissioner Levine thanked the Verizon guests for attending and thanked Pires for making it happen. Verizon staff said they’d leave cards; Commissioner Levine said they’d be in touch about meetings with smart cities subcommittee. Hartman added that she and Julius are part of a community outreach team and would be happy to have an open house or meet with council. They live in the community and are happy to help with the message. b. Update on US Internet Pires provided background that US Internet started fiber to the premise in July 2017. The first installation took place at Era at Excelsior (formerly Meadowbrook Manor). 554 units were passed in that installation. USI is now in and live in 27 commercial buildings and 23 multiple dwelling units, encompassing 1,313 units citywide. For 2019 USI will get at least two more commercial units live and has contracts with eight more MDUs, including Louisiana Court, for another 330 residential units. Page 4 The city emphasized with USI the need for emphasis on providing service to NOAH (naturally occurring affordable housing) properties. They are now in discussions with Oak Park Village for future installation. As important, 2019 will be the first year USI will build and complete fiber to the first single-family neighborhood in St. Louis Park - the south half of the Sorensen neighborhood. This includes 358 single family homes. Total addresses passed will be just shy of 600. This will be a very crucial test for the viability of their service in St. Louis Park and will drive the trajectory of their investment in St. Louis Park after this year. Their take rate is matching that of Minneapolis over the past several years, with which they’ve been very happy. It’s also important to note that even as USI makes this investment in St. Louis Park Comcast continues to make investments in its fiber backbone in St. Louis Park. Pires said it’s good to see not only new providers but also reinvestment by current providers. Commissioner Hoffman asked if it was up to the owner of MDUs whether or not to allow all three companies to come to their property. Pires said yes, it is their decision. It is also the case that some MDUs have previous agreements with other providers that prevents addition of another service. Commissioner Browning asked if that holds true for a brand new building also. Mr. Pires stated yes. He added overall the city wants to pursue multiple providers to increase the competition and choice. McHugh asked how someone who wanted to live in an apartment building served by USI could find out which apartment buildings are served. Pires said USI would provide that information on their website or through a phone call. c. Review complaint logs Commissioner Levine asked if the first case was ever resolved. Mr. McHugh stated the complainant was going to call back if he needed additional help; since he didn’t call back it was assumed the case had been resolved. 7. Communications from the chair, commissioners and city staff Chair Levine gave a recap of the February 25 boards and commissions meeting with city council. He said TAC had the least amount to specifically report, but had the most conversation because the TAC is in transition and some of the commission’s discussion topics, like smart cities, were of interest to the city council. Commissioner Levine said in the conversations he’s had with other residents, some of the other commissions are also trying to figure out their mission. a. Staff i. Study session date to discuss TAC’s future direction Suggested: Wednesday, April 17 – 6 p.m. – the commission agreed to this day and time. ii. ParkTV volunteer event: April 4, 5-7 p.m. McHugh stated this is a yearly event and participants have been invited via email invitation. Recognition certificates will be given out along with ParkTV branded giveaway items. The commission was included in the invite list. iii. Next regular meetings: 1. May 8, 2019 – Chair Levine asked if this meeting can be changed to May 7, 2019, as he will be out of town. The commissioners will let staff know if this date works. 2. July 10, 2019 McHugh noted he distributed information to the commission related to ParkTV programming in 2018 and 2019, and said commissioners can contact him with questions. Page 5 8. Adjournment Commissioner Browning moved to adjourn the meeting, Commissioner Anderson seconded. All voted in favor. Meeting adjourned at 7:07 p.m. Strategic Visioning Proprietary & Confidential 1 COMMISSION OF THE FUTURE Visioning & Planning Work Session Summary & Insights Session held: Tuesday, May 7, 2019 6:00 - 9:00 pm Goal: Explore and align on Commission’s focus and contribution. Focus: ● Explore big thinking and opportunities ● Develop list of priorities and structure ideas Strategic Visioning Proprietary & Confidential 2 Attendees: Abe Levine Bruce Browning Maren Anderson Cindy Hoffman Rolf Peterson Yohan Davis Jacque Smith Clint Pires Jermaine Wheeler Session Agenda: Welcome and Introductions STEP 1: Reflection: What have we learned? Activity: Keep, Change, Let Go STEP 2: Value Exploration: Where can we provide the most value? Activity: Telecommunications exploration and alignment to city priorities STEP 3: Vision Definition: What can we do in these areas? Activity: Write our success stories STEP 4: Path Ahead: How do we get there? Activity: Build the pitch! Designing the future state Reflection & Next Steps Key takeaways from the day Shared vision and direction /mission goals Strategic Visioning Proprietary & Confidential 3 TOP TAKEAWAYS THEMES: 1. The group is unanimously in favor of evolving the focus, purpose, engagement and name of the current Commission. 2. Letting go of focus on cable and expanding to broader application of technology is top priority 3. More engagement with the community and citizens, while maintaining advisory role to the Council in a more proactive manner is bedrock to engagement model recommended moving forward 4. Top surfaced topics/sentiments: Digital equity, access, affordability, safety, mobility & improving people’s lives. 5. Committed, passionate group, as well as education and opportunities to stay ahead of technology advancements and their applications for making life better for St Louis Park citizens are the main draws for membership and participation 6. Overhaul of innerworkings will need to be completed to realize vision, including by-laws, meeting make-up, team profile and activation of advisory activities 7. Overarching sense of excitement for future plans. Strategic Visioning Proprietary & Confidential 4 MISSION STATEMENT STARTER: (DERIVED FROM “SUCCESS STORIES” ACTIVITY) “We advise and collaborate with the City Council, Boards and Commissions on optimizing application and utilization of technology to increase accessibility of information, education, connection and mobility, for the purpose of improving the quality of life for St. Louis Park’s citizens.” ENGAGEMENT STRUCTURE STARTER: (DERIVED FROM “SUCCESS STORIES” ACTIVITY) Name: Applied Technology Advisory Commission Group Profile: Cross-section of resident representatives (youth, older generations, different socio-economic backgrounds), business representatives, technology experts, city staff liaisons. Group Engagement: 3 areas of activity: 1. Community liaison - engages with community members with the intention of understanding needs and opportunities 2. City Council, Boards and Commissions - initiated scheduled reviews to stay abreast of initiatives in order to proactively structure topics of focus and study 3. Commission team a. Ongoing education activities to stay abreast of applied technology for civic use b. Rolling sub-committees for targeted needs/projects c. Scheduled community outreach Needed: Dedicated funding, committed team members and collaborators, defined engagement processes NEXT STEP CONSIDERATIONS 1. Individual alignment sessions with Council and other Commissions to ensure reciprocal expectations and needs alignment, garnering support through collaborative building of final vision. Co-design from the beginning to ensure alignment, focus and support. 2. Overhaul of innerworkings will need to be completed to realize vision, including by-laws, meeting make-up, team profile and activation of advisory activities. Develop roadmap for engagement model and rollout. 3. Develop communication plan for internal and external contingencies Strategic Visioning Proprietary & Confidential 5 WORKSHOP RECAPS SUMMARY: Reflection: What have we learned? | Activity: Reflection ● How would you describe the purpose/role of the commission to date? ● What have we focused on and how have we engaged? ● What has motivated you to be involved? What was said: Strategic Visioning Proprietary & Confidential 6 PURPOSE/ROLE ● Advise City Council ● Bring technological knowledge to city ● Overview of new technologies on city PPT’s ● Manage city cable franchise ● Oversee agreement ● Monitor service and complaints ● Update residents on issues ● Manage interaction between provider & city ● Ensure options for cable ● Monitor legislation ● Encourage tech-friendly development and build out ● Stay informed for ParkTV activities FOCUS/ENGAGEMENT ● More options for the community at large ● Not engaged by staff ● Searching for meaning ● New technologies ● Smart cities ● Listening to citizen feedback ● Cable TV customer service ● Explore additional cable service options ● Staying aware of city/tech developments ● Centurylink franchise agreement INVOLVEMENT ● The city & its history - want to make SLP a better place to live ● Interested in future of tech & how it will interact with city ● Opportunity to learn more and be future-forward ● Dedicated group - inherent need to be involved ● Public service - create tech- friendly city ● Importance of communication ● In job description ● Interest in tech & educating others in tech ● Enjoy working with dedicated residents ● Learning new things ● I liked TV ● Public connection to staff Strategic Visioning Proprietary & Confidential 7 | Activity: Keep, Change, Let Go What was said: KEEP ● Listening to feedback ● Keep Advisory ● Interaction with City staff & vendors (Verizon, US Internet) ● Keep monitoring Legislation ● Main body and reason for work ● Help city make right decisions ● Collective oversight of technology in the community ● Notifying Citizenship of advancements and changes CHANGE ● Increased engagement - staff + commission - needs to happen ● More input to ideas ● Ensure public is reflected in policies/programs ● Proactive not reactive ● Rethink meeting usage - example customer complaints, is that the right usage? ● Establish different types of meetings for different topics ● Equity - spend time LET GO ● Franchise Monitoring - step back now ● Name of the Commission OBSERVATIONS: Alignment across group that it is time to evolve from past focuses. Advisory and education roles seem high priority. How does the group activate these roles? Calls for engagement process definition. STEP 2: Value Exploration: Where can we provide the most value? | Activity: Definition of Telecommunications What was said: GROUP 1 Definition: Connecting Through Technology to provide the following value ● Comms w/city ● Equity ● 5G ● Transportation GROUP 2 Definition: Conveyance of Information to provide the following value ● Communicate across various groups of people ● Mobility - web based services available ● Smart car GROUP 3 Definition: Technology to Foster Communication to provide the following value ● ABC - Access, bandwidth, Cost - regardless of group ● Light rail transit Strategic Visioning Proprietary & Confidential 8 ● Virtual mobility ● Tech to consumer ● Youth engagement ● Know services ● Smart buildings ● Web based services anywhere ● How does everyone receive info w/wo technology ● Autonomous vehicles - what is the city / commission’s role in this change coming ● 2-way communication Additional comments: ● Connecting people through technology ● Subset of everything we want to do ● Old fashioned “tele” sounds like “phone” ● Between people ● Use of Tech ● Telephone, TV, Internet ● Name: Technology Advisory Commission ● Name: Technology Advancement Commission ● Name: Digital Future Commission | Activity: Align to City Strategic Priorities What was said: Strategic Visioning Proprietary & Confidential 9 INCLUSION St. Louis Park is committed to being a leader in racial equity and inclusion in order to create a more just and inclusive community for all. WHERE DOES TELECOMMUNICATIONS PLAY A ROLE? ● Digital/Technological Equity - creating opportunities for everyone regardless of race, gender, etc ● Who has access? Access Bandwidth Cost (ABC)- Learn data on ABC, options, resources ● Where to go to ask -> public Wi-Fi ● How do you communicate your tech concerns ● Communication between groups ● Create a form for discussing technology disparities - where do you go? MOBILITY: St. Louis Park is committed to providing a variety of options for people to make their way around the city comfortably, safely and reliably. WHERE DOES TELECOMMUNICATIONS PLAY A ROLE? ● Foster smart growth ● Mobility in digital sense - helping all people connect digitally ● Web-based services ● Available on all devices ● Smart cars communications with a structure ● Pay as you go ● 5G ● Should the city provide 5G, rent mobility physical and virtual ● CRT ● Wi-Fi ● Security ● E-way finding ● LRT access - Wi-Fi for all LRT stations ● Electronic signage ● Wi-Fi access hotspots ● Allowing for technology to facilitate mobility - ensure everyone can participate in new mobility options that require tech CLIMATE: Supporting climate action plan strategies and goals through planning, education, resources, communication and implementation of programs and initiatives. WHERE DOES TELECOMMUNICATIONS PLAY A ROLE? ● Helping mitigate/reverse climate change ENGAGEMENT: St. Louis Park is committed to creating opportunities to build social capital through community engagement. WHERE DOES TELECOMMUNICATIONS PLAY A ROLE? ● Supporting youth and future generations ● Listening to youth voice at school, study session at/during school Strategic Visioning Proprietary & Confidential 10 ● Reduce impacts on environment ● Communications ● IoT ● Smart building heat/cooling, motion lights, cameras, weather info ● Use tech to advance how we address climate change issues ● Ways to conserve energy ● Consulting with youth, adults, seniors ● Access to council meetings STEP 3: Vision Definition: What can we do in these areas? | Activity: Write our success stories Stories chosen as top 2 for each group, with associated votes: 6 VOTES “Use vast knowledge base to educate the City Council on Tech.” 5 Votes “We advocated for our citizens to ensure everyone in our city has an affordable connection to the Internet.” 3 VOTES “We wanted to improve access to transportation in the city and installed free 5G Wi-Fi access points at the light rail station, and all bus stops, to improve and enhance accessibility for all residents.” 2 VOTES “We made sure every learner had access to the technology they needed to be successful and achieve their dreams.” 2 VOTES “In 2021, we were able to use data to identify the digitally disadvantaged areas of the city and collaborate with providers to improve ABC. “ 0 VOTES “As a result of work done by city personnel and the commission, we were able to place cameras, sound detection (i.e. gunshot) backed by servers and Wi-Fi that reduced crime by 100% and provided high- speed Wi-Fi across the city.” Strategic Visioning Proprietary & Confidential 11 Additional stories written: Through smart city technology we introduced, we helped reduce the number of car accidents which made our roads safer for all citizens. The implementation of smart sensors around the city helped us to have more eco-friendly buildings, streetlights and utilities so we can meet our climate goals and reduce our impact on the environment. The TAC worked cooperatively and proactively with other city boards and commissions to help… [did not finish sentence] The commission rewrote its bylaws and missions which resulted in the commission proactively… [did not finish sentence] As a result of information shared between the city and “smart” builds we reduced evening usage by 1000% and dropped the carbon footprint to zero. As a result of cooperative work, we developed a comprehensive web-based suite of services from the city including plow and bus tracking, traffic info, week(?) info and often real-image information, thereby increasing quality of life. We wanted to increase Internet availability to city residents. In 2024, SLP’s LRT stations became hubs of economic vitality because we helped connect passengers with healthcare services throughout the city. Digital citizenship education for all ages (youth, adults, seniors) that highlighted technology tips for cyber awareness every October. Benefits were it helped narrow the digital divide with the SLP community by providing a platform to learn cyber hygiene. Increase Citizen data privacy on Wi-Fi hotspot and public space/5G. Create a technologically balanced city. No underserved area with inadequate tech for all neighborhoods. STEP 4: Path Ahead Strategic Visioning Proprietary & Confidential 12 | Activity: Build a Pitch! How we will engage PITCH 1: Name: Technology Advancement Group What we do: Advise the council on beneficial tech for city and its residents. Serve as a resource to city boards and Commission and improve the lives of residents. Who is Involved? City Council, other BDS and commissions, staff liaisons Stakeholders represent diverse perspectives (youth, older generations) How do we engage? Community outreach/digital citizen survey - what are people lacking/needing Advocate for residents on data/cybersecurity What’s needed to be successful? Money Consultants Open mind to new ideas Open to new members Stay focused on top level PITCH 2 Name: Technology Advisory Commission What we do: We proactively identify opportunities with technology to provide services which improve quality of life for residents and general efficiency of city operations. Who is Involved? Commission members, city liaisons, city departments, technology vendors, universities and city stakeholders, City Council How do we engage? Commission recommends candidate projects to City Council, City Council provides feedback and clear direction What’s needed to be successful? Technological knowledge Conference support/attendance IOT fuse ($50) Focused subcommittees Alignment with stakeholder needs (focus group) Funding Strategic Visioning Proprietary & Confidential 13 City Council willingness to be educated (by TAC) and a process for doing so PITCH 3 Name: Tech in the Park What we do: Advise/educate City Council on technology Advocate for all SLP citizens on technology Who is Involved? Interested residents City staff Student/seniors (cross section of city: work from home, from office, business leaders) Industry reps/experts How do we engage? Social media and traditional methods (advertising) Public meetings in different places on a topic area (schools, senior centers) Bring results to formal meeting with council, recommendation, inform citizens Hearings What’s needed to be successful? Engagement from members & public, City Council buy in/commitment OBSERVATIONS: Repeated theme of needing support/commitment from Council in order to be successful. Telecommunications Advisory Commission Subgroup meeting June 11, 2019 Preparation for June 24 meeting with the St. Louis Park City Council 1. Discuss the mission statement starter. Levine started the meeting at 6:10 p.m. with some background on the visioning for the Telecommunications Advisory Commission. Levine and Browning shared a document that they had discussed with ideas for mission statements. The commission decided on: “Advise and collaborate with the city council and boards and commissions on the application and use of technology for the purpose of improving city services and the quality of life for St. Louis Park’s citizens, businesses and visitors.” 2. Discuss suggested names for TAC. Discussion of advisory in the name. Telecommunications does seem outdated. Browning suggested Community Technology Advisory Commission (CTAC). Levine said he didn’t have a strong opinion. McHugh suggested Technology Equity Commission. Levine said he is trying to steer away from that; seeing it as a point of view rather than factual. He doesn’t feel that equity is the commission’s job, it’s an implementation detail that is up to the city. Pires said it’s very narrow and is part of the larger mission, but doesn’t see it as defining the whole commission. The commission decided on Community Technology Advisory Commission (CTAC). They decided they were okay with including “advisory.” 3. Bylaw changes Levine said we do need to look at bylaws. Pires offered several suggestions, as did other members. Browning suggested that chair can serve more than one consecutive year. Smith said that rotating the chair position allows for multiple commission members to have a leadership opportunity. Browning asked about having a council member on the commission as a liaison. Pires said this used to be the case, unfortunately in practice council members did not attend regularly so it was dropped. Browning would like to bounce it off them; Pires said we can ask. He suggested council would then want to apply it to every board and commission. Does not have to be finalized by June 24. Browning suggested being at more meetings; Smith said reports at study sessions are a good way to communicate information. 4. Next steps following June 24 meeting • Hold study session to determine candidate activities such as the continuation of the Smart Cities group or possibly subcommittees within that umbrella. • Commission will publish their plans to the city council for information and comment. • Commission suggests that city council appoint a liaison to the commission for more efficient communication and discussion. • Once activities are defined and approved, committees will begin work and report quarterly on activities. 5. Proposed work plan items • Develop candidate commission activities. • Establish committees to research technologies, providers, implementation issues and risks. • Produce a quarterly report to the city council of activities and other items, like news on technological advances. • Produce final reports on completion of activities with recommendations for consideration. • Increase community engagement at commission meetings • Create a website similar to CTAB in Seattle. • Interact with similar commissions from other entities as appropriate. • Determine methods for informed public input on activities and priorities. • Attend other commission’s meetings to find out how technology might aid their activities and related city services. • Provide analysis of proposed or considered technology for the city and provide recommendations and feedback to the council or other commissions. Homework for commission members: • Find examples of what cities are doing. Blessing suggested spending some time on how the commission will engage with the council on advising them on various technologies. He also added that the intercommission cooperation piece is important and a great opportunity. Pires suggested staying at the big bowl level with council and tying items to the council’s five strategic priorities. Meeting finished at 7:20 p.m. 1 TELECOMMUNICATIONS ADVISORY COMMISSION BYLAWS ARTICLE I – THE COMMISSION 1.1 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. 1.2 Powers. The powers of the Commission shall be as stated in section 2-184 of the St. Louis Park City Code. 1.3 Relation to the Ordinance. These bylaws supplement the Ordinance, and in the case of conflict, are subordinate to the Ordinance. ARTICLE II – OFFICERS & STAFF 2.1 Officers. The officers of the Commission shall be the Chair and Vice-Chair. 2.2 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. 2.2 Vice-Chair. The Vice-Chair shall perform the duties of the chair in the absence or incapacity of the Chair. 2.3 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 funding from the city council through the annual budget process. ARTICLE III - ELECTIONS 3.1 Elections. A regular election shall be held at the annual meeting each year. 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 only serve one consecutive year as chair. 2 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. Four (4) 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. 4.3 Majority Vote Required. A majority vote of the members present and voting is required for passage of all matters before the Commission. 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 Annual Meeting. The annual meeting of the Commission shall be the last meeting held each year at which time elections will be held and a summation of progress made, work accomplished and a proposed work program for the coming year shall be prepared for delivery to the City Council. 5.3 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. Those holidays include: Ash Wednesday, Chanukah, Christmas, Independence Day, Labor Day, Martin Luther King Day, Memorial Day, Passover (first two nights), President’s Day, New Year's Day, Rosh Hashanah, Thanksgiving Day and the Friday after Thanksgiving Day, Veterans Day and Yom Kippur. (For Chanukah, Christmas, Passover, Rosh Hashanah and Yom Kippur, the holiday includes the evening before the holiday.) The meeting time shall be 7:00 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. 5.4 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. At least one day prior to the meeting, a notice must be delivered to the Commissioners of the date, time, place and purpose of the special meeting. Notice of the date, time, place and 3 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. 5.5 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. 5.6 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 Data Privacy 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 ascertain his/her intentions as to 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 1 Commission members TELECOMMUNICATIONS 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 cCommission. The cCommission 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. The powers of the cCommission shall be as stated in section 2-184 of the St. Louis Park City Code. Relation to the oOrdinance. These bylaws supplement the oOrdinance, and in the case of conflict, are subordinate to the oOrdinance. ARTICLE II – OFFICERS, MEMBERS & STAFF Officers and Members. The officers of the cCommission shall be the cChair and vVice- cChair. There shall be 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 cCommission and is eligible to vote on all matters coming before the cCommission. 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-cChair. The vVice-cChair shall perform the duties of the chair in the absence or incapacity of the Chairchair. Staff lLiaison. A staff liaison to the cCommission 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 fundinAgRfTroImCLthEe cIIitIy-cEouLnEcCil TthIrOouNgSh the annual budget process. 3.1 Elections. A regular election shall be held at the annual [can we specify which meeting?]meeting each year. Officers shall be nominated from the floor by any voting member of the commission. voted July 10, 2019[date[would this be July 10, 2019? I see it is stricken.], to change the name of the commission to the Community Community Technology Advisory Commission. Powers. 2 3.2 Term of oOffice. Officers will assume office at the first meeting following an election. The term for officers shall be one year and the chair may only serve one consecutive year as chair. 3 3.3 Succession of oOffice. The vVice-cChair shall succeed to the office of cChair in the event the cChair is vacant by virtue of any inability to fulfill the duties of the office. Should the vVice-cChair thus move to the cChair, a special election shall be held to fill the unexpired term of the vVice-cChair. ARTICLE IV – CONDUCT OF BUSINESS 4.1 Voting. Each regular member of the cCommission including the cCommissioner appointed by the sSchool bBoard and any yYouth mMember appointed by the cCity cCouncil shall be entitled to one vote on all matters brought to a vote. 4.2 Quorum. Four (4) 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. 4.3 Majority vVote rRequired. A simple majority vote of the members present and voting is required for passage of all matters before the cCommission. 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 cCommission will be conducted as outlined in the Standard Code of Parliamentary Procedure. 5.2 Annual mMeeting. The annual meeting of the cCommission shall be the last meeting held each year at which time elections will be held and a summation of progress made, work accomplished and a proposed work program for the coming year shall be prepared for delivery to the cCity cCouncil. 5.3 Regular mMeetings. 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. Those holidays include: Ash Wednesday, Chanukah, Christmas, Independence Day, Labor Day, Martin Luther King Day, Memorial Day, Passover (first two nights), President’s Day, New Year's Day, Rosh Hashanah, Thanksgiving Day and the Friday after Thanksgiving Day, Veterans Day and Yom Kippur. (For Chanukah, Christmas, Passover, Rosh Hashanah and Yom Kippur, the holiday includes the evening before the holiday.) The meeting time shall be 7:006 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. 5.4 Special mMeetings. Special meetings of the cCommission 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. At least one day prior to the meeting, a notice must be delivered to the cCommissioners of the date, time, place and purpose of the special meeting. Notice of the date, time, place and 4 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. 5.5 Emergency mMeetings. 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. 5.6 Record of pProceedings. 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 Data Privacy Practices Act. ARTICLE VI – ATTENDANCE 6.1 Absences. If a cCommissioner is unable to attend a regularly scheduled or special meeting of the cCommission, that member shall notify the cCity 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 ascertain his/herask their intentions as toabout continuing involvement on this cCommission. 6.3 Request for cCouncil aAction. Should the member not wish to continue to serve on the Commission, or should the member have continuing absences, the chair shall inform the cCity cCouncil of this fact, recommending the cCouncil 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 cCommission at least fifteen (15) days prior to the regular meeting of the cCommission 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. AAmendments shall be considered only at regular meetings of the cCommission. 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 5 Formatted: Centered City code Current version: Sec. 2-184. Powers and duties. The telecommunications advisory commission shall have the following powers and duties to: (1) Provide a public forum for the expression of cable television concerns of franchise subscribers and public and private cable television users; (2) Promote and encourage the widest range of use of the city's public access channels; (3) Encourage a diversity of programs and services to cable subscribers through a working relationship with the cable television company that fosters an examination of new programs and services and of changing community needs; (4) Oversee future interconnections with metropolitan communities; (5) Monitor the day-to-day operations of the cable television system as well as any experimentation that is done with new and specialized cable services; (6) Assist in any evaluation of the cable television system that are conducted during the term of the franchise or in anticipation of refranchising; (7) Submit to the city council by April 1 of each year an annual report of the activities of the commission during the previous year; and (8) Perform other functions as needed to carry out these duties and responsibilities as directed by the city council and to act in an advisory capacity to the city council. (Code 1976, § 1-323) Suggested revision: Sec. 2-184. Powers and duties. The community technology advisory commission shall have the following powers and duties to: (1) Advise and collaborate with the city council and boards and commissions on the application and use of technology for the purpose of improving city services and quality of life for St. Louis Park’s citizens, businesses and visitors. (2) Submit to the city council by April 1 of each year an annual report of the activities of the commission during the previous year; and (3) Perform other functions as needed to carry out these duties and responsibilities as directed by the city council and to act in an advisory capacity to the city council. (Code 1976, § 1-323) Board and Commission Annual Workplan Approved: TBD Updated: July 10, 2019 1 Work Plan Template│ telecommunications advisory commission City of St. Louis Park Strategic Priorities 1. St. Louis Park is committed to being a leader in racial equity and inclusion in order to create a more just and inclusive community for all. 2. St. Louis Park is committed to continue to lead in environmental stewardship. 3. St. Louis Park is committed to providing a broad range of housing and neighborhood oriented development. 4. St. Louis Park is committed to providing a variety of options for people to make their way around the city comfortably, safely and reliably. 5. St. Louis Park is committed to creating opportunities to build social capital through community engagement OR Other Time Frame Initiative Strategic Priorities Purpose (see page 2 for definitions) Outcome (fill in after completed) 3Q 2019 Establish committees to research technologies, providers, implementation issues and risks. ☐New Initiative ☒Continued Initiative ☐ Ongoing Responsibility ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☐ 5 ☒ N/A ☒ Commission Initiated Project ☐ Council Initiated Project ☐ Report Findings (council requested) ☐ Formal Recommendation (council requested) 3Q-4Q 2019 Attend meetings of other city boards and commissions to learn how technology might help their activities and related city services ☒New Initiative ☐Continued Initiative ☐ Ongoing Responsibility ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☐ 5 ☒ N/A ☒ Commission Initiated Project ☐ Council Initiated Project ☐ Report Findings (council requested) ☐ Formal Recommendation (council requested) 3Q-4Q 2019 Connect with similar commissions from other agencies ☒New Initiative ☐Continued Initiative ☐ Ongoing Responsibility ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☐ 5 ☒ N/A ☒ Commission Initiated Project ☐ Council Initiated Project ☐ Report Findings (council requested) ☐ Formal Recommendation (council requested) 4Q 2019 Develop a plan to increase community engagement at commission meetings in 2020. Determine methods for informed public input on activities and priorities. ☒New Initiative ☐Continued Initiative ☐ Ongoing Responsibility ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☒ 5 ☐N/A ☒ Commission Initiated Project ☐ Council Initiated Project ☐ Report Findings (council requested) ☐ Formal Recommendation (council requested) Board and Commission Annual Workplan Approved: November 19, 2018 Updated: 2 Purpose: definitions Modifications: Work plans may be modified, to add or delete items, in one of three ways: • Work plans can be modified by mutual agreement during a joint work session. • If immediate approval is important, the board or commission can work with their staff liaison to present a modified work plan for city council approval at a council meeting. • The city council can direct a change to the work plan at their discretion. •Project initiated by the board or commission Commission Initiated Project •Project tasked to a board or commission by the city council Council Initiated Project •Initiated by the city council •Board and commission will study a specific issue or topic and report its findings or comments to the city council in writing •No direct action is taken by the board/commission Report Findings •Initiated by the city council •Board and commission will study a specific issue or topic and makes a formal recommendation to the city council on what action to take •A recommendation requires a majoirty of the commissioners' support Formal Recommandation Board and Commission Annual Workplan Approved: November 19, 2018 Updated: 3 Parking Lot Items that are being considered by the board/commission but not proposed in the annual work plan. Council approval is needed if the board/commission decides they would like to move forward with an initiative. Initiative Comments: Produce a quarterly report for the city council of relevant technology activities and advances. Produce final reports on completed commission activities, with recommendations for consideration by other commissions or by the city council. Enhance the commission’s presence on the city website. Provide analysis of proposed or considered technology for the community and city operations and provide recommendations and feedback to staff, the city council and other commissions.