HomeMy WebLinkAbout2016/07/25 - ADMIN - Minutes - City Council - Study SessionfffSt. Louis Park OFFICIAL MINUTES
M I N N E S O T A CITY COUNCIL STUDY SESSION
ST. LOUIS PARK, MINNESOTA
JULY 25, 2016
The meeting convened at 6:32 p.m.
Councilmembers present: Mayor Jake Spano, Tim Brausen, Steve IIallfin, Gregg Lindberg,
Anne Mavity, Thom Miller, and Susan Sanger.
Staff present: City Manager (Mr. Harmening), Deputy City Manager/Human Resources Director
(Ms. Deno), Engineering Director (Ms. Heiser), Community Development Director (Mr. Locke),
Principal Planner (Ms. McMonigal), Public Works Superintendent (Mr. Hanson), Operations and
Recreation Director (Ms. Walsh), Communications and Marketing Manager (Ms. Larson), Public
Works Services Manager (Mr. Merkley), Solid Waste Program Coordinator (Ms. Fischer), Solid
Waste Program Specialist (Ms. Barker), Administrative Intern (Ms. Adade) and Recording
Secretary (Ms. Pappas).
Guest: David Buerle, Heather Branigin, Future IQ Partners
1. Future Study Session Agenda Planning — August 8 & 22, 2016
Mr. Harmening presented the proposed Study Session agenda for August 8 and 22, 2016. He
noted that tonight's meeting will consist of a presentation from the first of two consultants
regarding the city's visioning process. The second consultant will present on August 1, 2016.
The Bridgewater item is tentative for the August 8 meeting. There will be a possible add-on of a
meeting with representatives from Metro Transit regarding changes they are considering to
Route 9, the West End, Cedar Lake Road, and Cedar Trails area. If added, they will present these
proposed changes to the council prior to the community meeting in early to mid-September.
Councilmember Sanger asked when the council will discuss the question regarding sidewalks
and expenses related to this. Mr. Harmening said this is planned for the August 15 meeting, with
a possible study session before or after.
Councilmember Mavity asked that the discussion related to the Pledge of Allegiance on August 8
be taken off the agenda for now.
Mayor the Spano noted an email received from the Lutheran Church, asking for time at a Study
Session to discuss zoning of their property
2. Consulting Services for Vision/Comprehensive Plan
David Buerle and Heather Branigin from Future IQ Partners, prospective consultants for the
Vision/Comprehensive Plan, were present to meet with the council to discuss their approach for
undertaking the community visioning process for St. Louis Park.
Ms. McMonigal stated this is the first of two presentations to the council.
Mr. Buerle, the Founder and CEO of Future IQ Partners, led the presentation and discussion. He
gave a brief overview on the company, its background, and projects they have been involved in,
including work on the Edina visioning process. He noted the firm has an international presence,
and has been involved in projects in Australia, Europe and North America.
Study Session Minutes -2- July 25, 2016
Mr. Buerle stated he is aware the council has objectives about going deep and wide in this
process. He stated he would be the lead on this project and introduced his staff, including Ms.
Branigin, who would also be involved in the project.
Mr. Buerle presented samples of his work with Edina of the Future, the Department of Defense,
Mediterranean Sea Ports Project, St. George's House, Small Business Strategy of Alberta, and
Griffith Foods.
Mr. Buerle is from Australia, but resides in Ireland and works from a virtual office with no
headquarters.
Mr. Buerle discussed his methods as being educational and transformative, with deep and wide
engagement. He stated that the vision and process will be smart, deep thinking and strategic, with
implications for 2040. He stated that the process will work to reach the whole of the community
of St. Louis Park.
Mr. Buerle added that he uses data -driven analysis and will offer an intense platform that will
apply network science and logic to reach people across the community. The work will be
customized and personalized to St. Louis Park, targeting 1000-1500 high quality citizen surveys,
conducted at 2 -hour workshops. An additional 1500-2500 lower intensity citizen surveys will
also be conducted, with a goal of reaching 2500-5000 individuals. He added his work involved
scenario -based planning and the development of a long-term vision and strategy, informed by
internal and external trends and environment, and building plausible futures and alignment on a
20 -25 -year vision. There will be a structured stratification approach, with think tank sessions;
open public sessions; neighborhood association meeting sessions; interest groups; and sector
organizations. Additionally, city staff, council, boards, commissions, cultural groups and
networks will participate in sessions.
Mr. Buerle stated that the timeline will be to start the process in August/September 2016, with
broad community engagement through February 2017, incorporating the visioning into the
comprehensive plan process. He added that this work helps look at emergent trends, not fads, and
helps to see what a city of the future might look like, including trends around infrastructure,
environment and sustainability, and what implications there may be for St. Louis Park.
Mr. Buerle stated ultimately the goal will be to reach a point of consensus on where the
community wants St. Louis Park to be in 20 years. He added this information can also be filtered
by age, gender and years living in the city. Mr. Buerle stated the data that is collected will not
only help with the visioning and the comprehensive plan, but also on other issues the city faces
over time. He noted the data will help produce a strategic vision and framework, with actions and
recommendations. Mr. Buerle stated the discussion will focus on expectations, the very key role
of council members in this process, points of involvement, and data review.
Councilmember Miller stated this process will be key to developing better equity within St.
Louis Park, adding it will be important to involve minority and ethnic populations in the process,
and get folks to be involved who are not normally represented.
Mr. Buerle stated looking at how people are connected is the best way to reach all folks. He
added it will be important to look at patterns and ask who certain people know, where are they,
and how do we reach them. He added that building relationships will assist in the end result
Study Session Minutes -3- July 25, 2016
being more powerful. The role of the council will be to help guide this connection process and
help identify these people.
Mr. Harmening mentioned an example of a key contact would be members of the city's multi-
cultural advisory group. Mayor Spano added that engaging youth will also be important, as the
city's youth will live this future vision.
Mr. Buerle stated it will be important for his firm to have access to the city's schools, also, and to
be able to partner with the social studies and government classes, in order to work with students.
He added it will be important to have people who represent all groups within the city.
Councilmember Mavity liked the data driven approach presented, but added she has questions
around engaging with various cultural groups. She asked if Mr. Buerle could address how to
engage people of color in this process and work through language barriers in the process.
Mr. Buerle noted there are 50-60 different languages spoken in St. Louis Park, adding their firm
has worked with many groups using translators. He added it will be important to build this plan
early on and then come back to the council to ask if there are any holes in the groups of people
being approached.
Councilmember Mavity asked how this firm is engaging beyond the typical voices and the
regular neighborhood groups, and also how they use social media and other technology to
engage people. How has this changed over the years?
Mr. Buerle stated they do online surveys towards the end of the process but hold discussions the
first three months, so there is context before the survey is provided. These study groups help
provide more engagement at the beginning of the process. He added that using the latest
technology allows for data sets at granular levels, organizational levels, and cultural group levels.
Councilmember Sanger added it has been difficult getting engagement from some groups, stating
if people are told they have to sit through a long presentation, it will skew who shows up to the
meetings in the first place. Mr. Buerle assured Councilmember Sanger the presentations are
engaging and formatted as discussions, not lectures.
Councilmember Sanger asked where in the process the council would identify the critical
questions they want people to answer in this process. For example, she noted questions such as,
"What can we do to best attract and retain families in this city?" and "What are the major goals
we want to address?" She asked Mr. Buerle where this fits into their process.
Mr. Buerle stated this begins in the think tank process, at the first part of the workshop. He added
this also happens after prior research is completed. Then scenario development begins, and they
can develop plausible scenarios, where they can actually see these things happening along with
the implications of the scenarios.
Councilmember Sanger stated that much of this is theoretical, and she does not understand where
the process begins. She asked if and how the council shapes what gets addressed in the
workshops.
Mr. Bruele stated this occurs in the scenario development stage, where all of the discussion
happens related to hot button issues and key topics that need to be discussed in the connnunity.
Study Session Minutes -4- July 25, 2016
Councilmember Brausen added these groups need to include a wide variety of racial groups and
communities of color, and the process needs to be racially inclusive.
Councilmember Lindberg added it will be a big miss in any process the city undertakes if it is not
strategic in partnership with the schools to provide access around culture and race equity. He
noted that however this fits together will be very important.
Councilmember Mavity pointed out access to families will also be important. She asked what
Mr. Buerle' s firm would consider success in terms of outreach and responses in St. Louis Park,
and getting a community vision from groups that are not always reached.
Mr. Buerle stated one such indicator would be the total number of responses. He added that St.
Louis Park is double the size of Edina and noted his firm has identified where they succeeded
and did not succeed in Edina. He stated that learning from this project, cormnunieation in St.
Louis Park will be very important at the outset, as will creating engagement and a powerful
context. That is why the two-hour sessions will be very important.
Councilmember Mavity stressed the importance of going to these groups that are not engaged,
and reaching out to them, rather than only holding meetings and public hearings.
Mr. Buerle pointed out that in Edina, they did meetings in people's homes.
Councilmember Miller agreed the focus groups will need to be representative of the community,
but added he has faith in staff and the consultant to handle this process and to make it the best it
can be.
Ms. McMonigal stated staff is also researching the best ways to reach all groups in the
community.
After Mr. Buerle and Ms. Branigin left the meeting, Mayor Spano asked about the price of this
consultant firm. Mr. Harmening stated staff did not provide the costs, so the council could focus
on the presentation.
Councilmember Lindberg stated this proposal had strength in the data approach and was robust
around the community engagement process. He added the more we can do around community
engagement, the better.
Councilmember Sanger added she liked the scenario approach; however, she did not understand
how to begin. She stated the council will need to have a discussion about what needs to be
accomplished during this process and what the outcomes should be. She added the council will
need to take a step back and help shape the process, and they have not figured it out as yet.
Mayor Spano stated Mr. Buerle asked if the council wants to influence this process.
Councilmember Lindberg stated he wants to be cautious about how much framing the council
does, and wants to ask the community for their input on this process.
Mr. Harmening stated this firm is a futurist firm, and the next one that will present is also a
futurist firm. He added they will help the council and staff understand where we are as a
community and what the future holds.
Study Session Minutes -5- July 25, 2016
Ms. McMonigal added staff will also look at the past visioning process and past comprehensive
r` plans as a starting point. She noted St. Louis Park has a strong background to aid in this process
and a good starting point to come back to the council with.
Mayor Spano added he spoke with the Mayor of Edina about their experience and stated he
would share that information with any councilmember who was interested.
The second consultant firm will present at the August 1 City Council meeting.
3. Advancing Racial Equity: Moving Forward Together as a City
Ms. Deno introduced and welcomed Jane Adade, a student intern from Ghana, who is working
with the city this summer. Ms. Adade is studying at Mankato State.
Ms. Deno presented a video showing a conference recently held in Woodbury, MN, where local
government officials and staff discussed racial equity and diversity issues at a workshop and
training sessions.
Ms. Deno explained beginning in 2016 a team from St. Louis Park began a year-long
participation in the Advancing Racial Equity and Transforming Government Program with the
Center for Social Inclusion (CSI) and the League of Minnesota Cities (LMC). This program
helps develop understanding and awareness of racial equity; explores roles, challenges,
responsibilities and opportunities for advancement in the metro area; and facilitates the
development and use of racial equity tools; and creates partnerships region -wide.
Mr. Harmening stated that in some cities, city managers and human resource directors are
working with their councils to emphasize the importance of this topic. In St. Louis Park, the
council is completely on board and wants to move forward on these initiatives. He added that
staff is looking to the council to help develop a racial equity plan and to continue these important
conversations.
Mayor Spano stated one of the early exercises worked on explored the question of what racial
equity means in St. Louis Park. He added this was a challenging exercise. The group worked to
include everything in a draft brochure, which was distributed to the council for review.
Ms. Adade gave a brief overview specific to St. Louis Park and presented baseline data to see
where the city is; where it is going and why; and to measure progress. She presented data related
to city businesses; population growth; white vs. non-white population forecasts; how people self -
identify; education and the correlation between education level and race; unemployment rates;
income, poverty level, and housing statistics.
Councilmember Brausen stated this is essential work, especially when discussing the creation of
a safe environment in cities for people of all races. He added it is important to discuss these
topics in the workplace and to have these intentional, courageous and sometimes uncomfortable
conversations. He added that over time, staff and council members will need to change in order
to reflect the population of St. Louis Park.
Councilmember Sanger stated she also is glad the city is addressing race and equity. She noted
that in the last week, two residents had contacted her asking what credibility the city staff had
going into discussions on racial diversity.
Study Session Minutes -6- July 25, 2016
Ms. Deno stated it is good to start these conversations and be open about these issues in order to
build awareness. She added it will be helpful for residents to know what the city is doing in order
to try to change processes. She added staff does not presume to know all the answers.
Mr. Harmening added the credibility question noted by Councilmember Sanger reinforces the
need for staff and the council to take this topic on, adding nothing will ever change if we do not
begin to have these conversations.
Councilmember Lindberg added it is ok to have these conversations and to admit we don't know
everything. He added our culture can be changed, but the worst thing we could do is to focus on
hiring goals only and not to create a culture that can change and thrive. He asked what staff
needs from the council and what council can do to support this initiative.
Mayor Spano added changes in the city's hiring practices won't happen overnight, but added that
hiring is only a portion of this. It is about service delivery and folks having a better voice in that
discussion. At this point, we are just trying to get the discussion started.
Councilmember Mavity noted that while there is a staff issue here, in some ways this is the
council's responsibility, encouraging new people to run for council and get involved on
commissions and in neighborhood groups. She added the council needs to play a bigger role in
this area.
Ms. Deno pointed out the council clearly understands the goals and that this is a journey.
Discussions will continue, and staff is going through an internal awareness process, noting there
will be more to come on this topic related to the visioning process and the comprehensive plan.
Councilmember Lindberg stated this is a good time for the council to have a talk with the Human
Rights Commission. Ms. Deno agreed and stated both the Human Rights Commission and the
Multicultural Advisory Group would be good to speak with and to gather feedback from. She
added this can be done at the staff level or with the council.
Mayor Spano noted that two important points came forward at the session with elected officials:
Everyone, no matter their race, stated they do not know what to do to fix this situation.
The facilitator stated the conversations around race and work need to start but not to
focus on the outcome. The point is to start to have these conversations. He added it is
important for all of the council members to attend one of these sessions.
Councilmember Miller added staff did a great job with the brochure, and he agreed that this has
to start somewhere. He applauds staff for digging in on this issue. He added that the council
would welcome suggestions from staff on how to dig in on this further, and noted the council and
commissions should spend more time on this.
Mr. Harniening stated there is an organization of women that works toward having more city
officials that are women and asked if anyone is aware of any similar organization for people of
color.
Councilmember Mavity pointed out the Wellstone Action is intentionally focused on this issue,
and has training; however, there is a political bent.
4. Bring Your Own Bag Draft Ordinance
Study Session Minutes -7- July 25, 2016
Ms. Fisher stated if the council decides to move forward with the ordinance, the next step is to
have a public hearing in March, 2017, and an ordinance effective date of July 1, 2018. The
process would include addressing more areas that need research and receiving additional council
input, along with business and resident notification.
Mr. Harmening stated another question related to this issue is if bags from pharmacy retail stores
should be included in the ordinance.
Mayor Spano asked if there is momentum to continue to pursue this discussion.
Councilmember Hallfin stated he read the report, but his mind has not changed on this. He is
interested to see what the other council members are thinking.
Councilmember Miller agreed, as did Mayor Spano and Councilmember Mavity.
Councilmember Mavity stated she was disappointed with the Environmental and Sustainability
Commission because in their report they discussed the negative impact of banning plastic bags.
She added this seemed like a disconnect. What the council is trying to do is incent reuse and
include a 10 cent fee, as many other cities do. She added this is to raise awareness and to
encourage reuse of everything. She stated she felt this is a different proposal than last time.
Councilmember Sanger stated she had been a firm supporter of the fee but no longer is. She has
come to a different understanding. She added she had a conversation with one of the
commissioners regarding this issue and doesn't know if initiating the fee does anything positive
for the environment itself. She added she would like to focus on reusing the reusable bags and on
litter issues, and to find ways to have more recycling drop off containers.
Mayor Spano stated his position has not changed on this. He has met with Environment and
Sustainability Coordinator Shannon Pine and Mr. Harmening on this, adding that the ordinance
is actually not of the highest priority now. At this point the priority is the climate action plan.
Councilmember Hallfin added he would prefer the use of reminders to residents that say don't
forget to bring your reusable bag. Councilmember Lindberg added he is not interested in talking
about a fee and is more interested in the climate action plan.
Councilmember Brausen stated he is in favor of the fee, saying it will address the litter problem;
deter the use of multiple bags; and help change behavioral patterns. He added that it will be
positive by cutting the numbers of bags down, along with the single -use throwaway mentality,
while also generating 10 cents for the merchant.
Councilmember Miller stated he is interested in the life cycle analysis and in using city resources
for this project. He added he has had conversations with residents who use paper bags for
collecting recycling and noted he is in favor of fees for plastic bags but not for paper bags.
5. Updates on Water Treatment Plant #4
Mr. Hanson stated that at the end of the February 8, 2016, Study Session, staff updated the
council on the status of our water capacity vs. projected demand. As a part of that discussion,
council was advised of concerns associated with the presence of Volatile Organic Compounds
Study Session Minutes -8- July 25, 2016
(VOCs) in the water at Water Treatment Plant #4. Certain VOCs were approaching the allowable
maximum contaminant levels as set by the Environmental Protection Agency (EPA).
Since the February discussion, staff has made progress with the various agencies on a plan for
making interim improvements to address the situation, while plans are developed and finalized
for permanent upgrades to this plant.
Mr. Hanson stated this issue is not related to the Reilly site and noted that whether naturally
occurring or manmade, it can still be a health concern. He also stated the VOC levels have not
had any Department of Health violations, but they are trending toward higher levels. He
explained there are two solutions, an interim fix and a permanent upgrade, with the permanent
upgrades currently included in the city's capital improvement program as an unfunded expense.
The MPCA is also working to identify potential funding sources for reconstruction.
Mr. Hanson explained the treatment process which injects air to help lower the VOC levels.
Also, he noted that the carbon treatment filters out the bad PAH levels, which have dropped and
now meet consent decree levels. Since the PAH levels are now significantly below advisory
levels, the carbon filters are no longer necessary at WTP4. Mr. Hanson stated an additional
concern associated with the carbon filters at WTP4 is they appear to be adding to the VOC
levels.
Councilmember Miller asked why the issue of increasing VOC levels is not occurring at Water
Treatment Plant #1. Mr. Hanson said he is not sure why, other than the VOC levels in the raw
water at WTPI are already very low.
He added the city is proposing to EPA and MPCA to put additional air injections at Water
Treatment Plant 44, as an interim solution. He added that Public Works is still in negotiations on
this but was given conditional approval at this point. He added the hope with this plan is to use
the carbon vessels to bleed off the additional air injected into the water so additional VOCs are
removed before the water exits Water Treatment Plant #4.
Councilmember Mavity asked if the VOCs have a fingerprint to indicate they are not coming
from the Reilly site. Mr. Hanson stated yes, and this is not the contaminant that resulted from the
Reilly site.
Councilmember Sanger asked if these VOCs have any relationship to VOC contamination from
the past vapor intrusion concerns. Mr. Hanson stated he did not know if they were the same
VOCs as in the past, but believed they might be, noting the VOCs want to go toward air. This is
why the air treatment works in this situation.
Councilmember Sanger asked if there are VOCs elsewhere. Mr. Hanson stated they should not
be found elsewhere in our current system.
Councilmember Miller asked if the air actually goes somewhere. Ml•. Hanson stated the air goes
into the water during the treatment process but is removed prior to sending out to the distribution
system. The treatment process will capture the air and take it through a filter as needed to remove
contaminants. He reiterated that this is an interim solution. The permanent solution will remove
the VOCs using a different technology known as air stripping.
Study Session Minutes -9- July 25, 2016
Mayor Spano stated public works will continue to test this, and if anything changes, they can go
back to the former process.
Councilmember Brausen asked the costs associated with the long-term fix. Mr. Hanson stated it
is $2.5 to $3 million for the full upgrade.
Councilmember Mavity asked what the timeline is for installation. Mr. Hanson stated that the
interim solution will be installed by the end of September, but reiterated it is not a permanent fix.
Communications/Meeting Check -In (Verbal)
The Reilly issue will be discussed on July 27 at 6 p.m. at the Municipal Service Center.
Mr. Harmening stated a meeting with Representative Ellison has been set for Friday, August 19
at 8:30 a.m.
The council discussed an email received from Eric Hoffer and leaders in the St. Louis Park
Lutheran community asking for a meeting regarding the church on Highway 100. Mr. Hoffer
asked the council for an opportunity to meet and discuss rezoning of the church site on Vernon
Avenue for single-family residential.
Councilmember Sanger had addressed this issue in the past with the church leaders, and they had
also presented at a study session last July and since then, most recently in March.
Councilmember Sanger indicated they said they would get back to her at a later date, but they
never did.
Mr. Harmening stated there is a formal process they can go through, whereby they submit an
application for new zoning and go through the Planning Commission for approvals.
Councilmember Sanger indicated she will contact the church leaders, respond to their email, and
report back to the council on this issue.
The meeting adjourned at 9:45 p.m.
Written Reports provided and documented for recording purposes only:
6.
June 2016 Monthly Financial Report
7.
Second Quarter Investment Report (April — June 2016)
8.
Central Park West & 4800 Excelsior Public Art Update
9.
Utility Box Wrap Neighborhood Program
10.
Update on City Hall Lobby Art Display
11.
Bicycle Friendly Community Application
0
Meliss Kennedy, City Clerk