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HomeMy WebLinkAbout2024/12/11 - ADMIN - Agenda Packets - Community Technology Advisory Commission - Regular Community technology advisory commission meeting December 11, 2024 6:15 p.m. If you need special accommodations or have questions about the meeting, contact Jacque Smith at jsmith@stlouisparkmn.gov or 952.924.2632, or the administration department at 952.924.2525. Community technology advisory commission The St. Louis Park Community Technology Advisory Commission is meeting in person in the Westwood Room on the third floor of St. Louis Park City Hall, 5005 Minnetonka Blvd. Members of the public may attend the meeting in person. Agenda 1. Call to order – roll call 2. Introduction of new and current members 3. Approval of minutes • May 22, 2024 4. 2025 business • Elect chair, vice chair • Meeting dates (Wednesdays) o Regular meetings: Jan 22, March 26, May 21, July 23, Sept. 25, Nov. 19 • Work plan: due Jan. 31 5. Next meeting: Wednesday, Jan. 22, 6 p.m. • Finalize 2025 work plan • Approve December minutes 6. Adjournment Community technology advisory commission m eeting May 22, 2024 6 p.m. Minutes Community technology advisory commission Members present: Siegler, Hoffman, Peterson, Slaats, Dyer, Keogh Members absent: Heitz Staff present: Jacque Smith, liaison 1. Call to order – roll call Meeting started at 6 p.m. Dyer and Keogh arrived after the start of the meeting. 2. Approval of minutes – Sept. 22, 2023 Siegler, Hoffman, Peterson, Slaats approved minutes as written. 3. Staff updates Smith recapped that the council has decided to leave the current advisory boards and commissions structure in place . Council will provide more direction to boards and commissions; asked staff to take a role in the application review process ; and asked staff to pursue a compensation model for commission members that will be part of the 2025 budget process . Siegler highlighted the need for direction , which council discussion is addressing . Members will await further direction from council and staff on next steps. Smith updated the commission that remaining grant money from the Hennepin County Municipal Broadband Expansion Fund was returned to the county so they could stand up a replacement for the Affordable Connectivity Program. The county has committed nearly $2 million to help offset the loss of ACP , up to $10/month, for certain ACP -eligible broadband subscribers. This program will extend through 2024. It’s uncertain what will happen for ACP households after 2024. Smith gave a brief update on US Internet expansion in 2024. Commission members shared their experiences with last year’s USI construction and that it was disappointing to have their newly repaired yards following years of construction, then torn up by US Internet. Members who have US Internet service expressed satisfaction with the service. 4. Membership Members agreed to keep chair, vice chair for now and will vote once further details about boards and commissions appointments/reapplication is available. Siegler will reach out to Heitz to gauge interest in continuing with the commission. 5. Updates from commission members - none 6. Members agreed to 2024 meeting dates: July 24, Sept. 25, Nov. 20 7. Meeting ended at 6:24 p.m. ______________________________________ ______________________________________ Jacque Smith, liaison Mike Siegler, 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 C ommission. 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 L iaison. 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 V ice-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 t hat 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 A ction. 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 Board and Commission Annual w ork plan Presented to council : February 18, 2025 Approved by council: 1 YEAR work plan │ ___________________ Commission 1 Initiative name: Initiative type: ☐ Staff support (review project, policy or program and provide feedback) ☐ Independent research project ☐ Gather community feedback ☐ Lead community event Initiative origin: ☐ Applicant-initiate d ☐ Staff-initiated ☐ Commission -initiated ☐ Council-initiate d Legally required (e.g. response to Legislative changes or Judicial decisions)? ☐ Yes ☐ No Commission er lead(s) name(s): If joint commission initiative, list other board or commission: Is this an established work group? ☐ Yes ☐ No Initiative description: Strategic Priority: ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☒ 5 ☐ N/A Deliverable: ☐ Research report ☒ Summary of community input ☐ Other ☒ N/A Target completion date: This section to be completed by staff: Council request (if applicable): ☐ Review and comment or reply ☐ Review and decide ☒ Informational only – no response needed Budget required: Staff support required: Liaison comments: Board and Commission Annual work plan 2 2 Initiative name: Initiative type: ☐ Staff support (review project, policy or program and provide feedback) ☐ Independent research project ☐ Gather community feedback ☐ Lead community event Initiative origin: ☐ Applicant-initiated ☐ Staff-initiated ☐ Commission -initiated ☐ Council-initiated Legally required (e.g. response to Legislative changes or Judicial decisions)? ☐ Yes ☐ No Commissioner lead(s) name(s): If joint commission initiative, list other board or commission: Is this an established work group? ☐ Yes ☐ No Initiative description: Strategic Priority: ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☒ 5 ☐ N/A Deliverable: ☐ Research report ☒ Summary of community input ☐ Other ☒ N/A Target completion date: This section to be completed by staff: Council request (if applicable): ☐ Review and comment or reply ☐ Review and decide ☒ Informational only – no response needed Budget required: Staff support required: Liaison comments: Board and Commission Annual work plan 3 3 Initiative name: Initiative type: ☐ Staff support (review project, policy or program and provide feedback) ☐ Independent research project ☐ Gather community feedback ☐ Lead community event Initiative origin: ☐ Applicant-initiated ☐ Staff-initiated ☐ Commission -initiated ☐ Council-initiated Legally required (e.g. response to Legislative changes or Judicial decisions)? ☐ Yes ☐ No Commissioner lead(s) name(s): If joint commission initiative, list other board or commission: Is this an established work group? ☐ Yes ☐ No Initiative description: Strategic Priority: ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☐ 5 ☐ N/A Deliverable: ☐ Research report ☒ Summary of community input ☐ Other ☒ N/A Target completion date: This section to be completed by staff: Council request (if applicable): ☐ Review and comment or reply ☐ Review and decide ☒ Informational only – no response needed Budget required: Staff support required: Liaison comments: Board and Commission Annual work plan 4 4 Initiative name: Initiative type: ☐ Staff support (review project, policy or program and provide feedback) ☐ Independent research project ☐ Gather community feedback ☐ Lead community event Initiative origin: ☐ Applicant-initiated ☐ Staff-initiated ☐ Commission -initiated ☐ Council-initiated Legally required (e.g. response to Legislative changes or Judicial decisions)? ☐ Yes ☐ No Commissioner lead(s) name(s): If joint commission initiative, list other board or commission: Is this an established work group? ☐ Yes ☐ No Initiative description: Strategic Priority: ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☐ 5 ☐ N/A Deliverable: ☐ Research report ☒ Summary of community input ☐ Other ☒ N/A Target completion date: This section to be completed by staff: Council request (if applicable): ☐ Review and comment or reply ☐ Review and decide ☒ Informational only – no response needed Budget required: Staff support required: Liaison comments: Board and Commission Annual work plan 5 5 Initiative name: Initiative type: ☐ Staff support (review project, policy or program and provide feedback) ☐ Independent research project ☐ Gather community feedback ☐ Lead community event Initiative origin: ☐ Applicant-initiated ☐ Staff-initiated ☐ Commission -initiated ☐ Council-initiated Legally required (e.g. response to Legislative changes or Judicial decisions)? ☐ Yes ☐ No Commissioner lead(s) name(s): If joint commission initiative, list other board or commission: Is this an established work group? ☐ Yes ☐ No Initiative description: Strategic Priority: ☐ 1 ☐ 2 ☐ 3 ☐ 4 ☒ 5 ☐ N/A Deliverable: ☐ Research report ☐ Summary of community input ☐ Other ☒ N/A Target completion date: This section to be completed by staff: Council request (if applicable): ☐ Review and comment or reply ☐ Review and decide ☒ Informational only – no response needed Budget required: Staff support required: Liaison comments: Board and Commission Annual work plan 6 Initiative Origin Definitions • Applicant-initiated – Project initiated by 3rd party (statutory boards) • Staff-initiated – Project initiated by staff liaison or other city staff • Commission-initiated – Project initiated by the board or commission • Council -initiated – Project tasked to a board or commission by the city council 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 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. Board and Commission Annual work plan 7 Future ideas Initiatives that are being considered by the board or commission but not proposed in the annual work plan. Council approval is needed if the board or commission decides they would like to amend a work plan. Initiative Comments 2020 Annual Report Community Technology Advisory Commission I. 2019 Goals and Key Initiatives: Provide a progress report on your 2019 goals and list the most significant activities undertaken in 2019. • Commission members participated in facilitated work sessions to consider the mission and goals of the commission. • Based on the work sessions and subsequent meetings with staff and with city council, the mission and goals of the commission changed, as did the name. This required changes to the commission bylaws and ordinance. • Contact with local schools resulted in recruitment of a new youth member to the commission. II. 2020 Goals: List your board/commission’s most important goals (up to 3) for 2020. These goals should be statements that reflect the board/commission’s highest priorities, which may or may not change from year-to-year. For each goal, list 1-2 key initiatives or activities that the Board/Commission will be working on in 2020 that will help make progress toward that particular goal. a. Host a smart cities workshop. • Work with city staff to shape the direction of the workshop • Use the resulting information to direct the 2020 work of the commission b. Attract new members who are interested in the mission and goals of the commission and can help move initiatives forward. • Target interested residents and invite them to apply. 2020 Annual Report Community Technology Advisory Commission III. Race Equity and Inclusion: How may you continue to incorporate or promote race equity and inclusion in the key initiatives/activities identified in above? • Participate in training with the city’s race equity manager to understand more about the city’s race equity initiatives. • Consider race equity and inclusion when recruiting new members so that the commission is reflective of the community. • Actively seek to understand how smart cities technologies can help address race equity and inclusion issues. IV. Strategic Priorities: How is the commission’s work supporting the strategic priorities? The commission will be using the strategic priorities as framework for its smart cities workshop and any subsequent work. This will ensure the focus is on projects or initiatives that advance the strategic priorities. 2019 Attendance Name March 13 May 7 Aug. 7 Sept. 10 Oct. 30 Dec. 11 % Absent Anderson, Maren Absent Absent 33% Browning, Bruce Absent 17% Davis, Yonah (term ended) 0% Dyer, David (resigned) Absent Absent Absent 60% Hoffman, Cindy Absent 17% Levine, Abe 0% Mohamud, Mohamed Absent Absent Absent 50% Peterson, Rolf Absent Absent Absent 50% Pohlen, Theodore Absent 100% Yonah Davis: term ended Aug. 31, 2019 Theo Pohlen: appointed November 2019 David Dyer: resigned effective December 2019 Board and Commission Annual Workplan Approved: TBD Updated: July 10, 2019 1 Work Plan Template │ community technology advisory commission Time Frame Initiative Strategic Priorities Purpose (see page 2 for definitions) Outcome (fill in after completed) 4Q 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 Recommend ation (council requested) • Community engagement committee established and meeting regularly • Technical committee to be established at Oct. 30, 2019, meeting to address a specific initiative • Three committees established in late 2020 for three smart city areas: GIS, environment and connected communities. 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) • Did not happen due to the pandemic and change in commission direction to focus on smart cities. • Collaborated with city staff on smart cities workshop in October 2020; continued to work collaboratively with city staff as appropriate to develop smart city projects. 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) • Commission has been provided with League of Minnesota Cities contacts to research activities of other Minnesota cities. • Commission has modeled some activities on similar commissions in Tacoma and Seattle, Wash. Board and Commission Annual Workplan Approved: TBD Updated: 2 City of St. Louis Park Strategic Priorities • Commission has met with school district to understand technology access needs. • City staff and commission members have contacted broadband providers to understand their plans around access and equity in technology. 3Q 2019 Develop a plan for community engagement. 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) • Community engagement committee has contacted local private school Benilde -St. Margaret, resulting in recruitment of a youth member for the commission (Theo Pohlen) • Committee developed an online survey for residents to help the commission understand what the needs/wants are of the community. Survey was not deployed due to concerns that it was equipment focused rather than access focused; and limitations of what the commission can solve. • Commission researched possible venues for in-person focus groups in early 2020. • Work continues in 2021 as part of committee work for smart cities. Board and Commission Annual Workplan Approved: TBD Updated: 3 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 Purpose: definitions •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: TBD Updated: 4 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 c ouncil can direct a change to the work plan at their discretion. 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. Commission has provided a report and/or met with city council in January, March and June 2021. Produce final reports on completed commission activities, with recommendations for consideration by other commissions or by the city council. June 14, 2021, study session report March 8, 2021, study session report March 8, 2021, study session minutes January 25, 2021, study session report Enhance the commission’s presence on the city website. Commission website continues to be kept up to date with member information, agendas and minutes. Provide analysis of proposed or considered technology for the community and city In 2020, the community technology advisory commission began exploring how the concept and practice of smart cities might be applied in St. Louis Park. Following a delay due to the COVID-19 pandemic, the project kicked off with an October workshop for commi ssion members and city staff. Board and Commission Annual Workplan Approved: TBD Updated: 5 operations and provide recommendations and feedback to staff, the city council and other commissions. At the workshop, Insight staff helped participants understand the concept and practice of smart cities, defined in this case as application of technology to improve quality of life. Potential use cases (applications) as defined by pre-workshop survey results were prioritized against both measurable benefits and the council’s strategic priorities. Three main themes emerged: connected community, environment and geographic information system (GIS)-enabled applications. Committees that included commission members, city staff, the city’s GIS account manager and Insight staff were established for each theme. The committees developed charters outlining goals, methods, initial tasks and opportunities for investigation, included in the Jan. 25, 2021, report to the city council. Since then, the committees have worked with Insight facilitators and city staff to create use case definitions. These definitions outline project goals, potential benefits and limitations, scope and impact for the prospective initiatives. The committee chairs presented highlights of the use cases at the March 8, 2021 city council study session and will follow up at the June 14, 2021 city council study session.