Loading...
HomeMy WebLinkAbout2021 07-12 CCM Study SessionMINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA STUDY SESSION JULY 125 2021 VIA ZOOM The Brooklyn Center City Council met in Study Session called to order by Mayor Mike Elliott at 6:02 p.m. ROLL CALL Mayor Milce Elliott and Councilmembers Marquita Butler, April Graves, Kris Lawrence - Anderson, and Dan Ryan. Also present were Acting City Manager Reggie Edwards, City Attorney Troy Gilchrist, and City Clerk Barb Suciu. CITY COUNCIL DISCUSSION OF AGENDA ITEMS AND QUESTIONS Mayor Elliott indicated that Work Session Agenda Item 3, Mayor's Senior Policy Aide Position, will be rescheduled to the July 26, 2021, Work Session Meeting. MISCELLANEOUS �IY:7�I111�17-11Y�G� Acting City Manager Reggie Edwards stated that at the last Study Session, the City Council had proposed two retreat dates, which he confirmed with Common Sense, and either date works: Saturday, July 24, 2021, from 8*30 a.m. to noon or Saturday, August 14, 2021, fiom 8#30 a.m. to noon. He noted both dates would be in -person meetings but on July 24, 2021, Councilmember Butler will be away and have to participate virtually. Mayor Elliott felt it made sense to go with the August 14th date so all Council Members could be present. Councilmember Ryan stated he can make either date work but sees advantages to having all meetings face-to-face in person, which is doable from a public health standpoint. City Attorney Gilchrist stated, as a point of information, that he is in town on July 24, 2021, but will be out of town on August 14, 2021, and not able to call in. Mayor Elliott stated it is important for Mr. Gilchrist to be there as well. He asked Dr. Edwards if Common Sense gave any indication relating to the importance of members attending in person versus participating virtually. 07/12/21 -1- Dr. Edwards stated Common Sense indicated they can make it work but it is far easier to do when one Council Member is participating virtually as opposed to multiple Members. Also, the City just acquired a 360 camera that picks up people when speaking and participating virtually. Mayor Elliott stated without objection, the Council retreat will be held on August 14, 2021, from 8:30 a.m. to noon. Councilmember Graves asked staff to post more scheduled meetings on the calendar and send out invites as a reminder to Council Members. Dr. Edwards stated staff will make sure that happens. CANCELATION OF JULY 22, 2021 JOINT WORK SESSION Dr. Edwards explained staff has not yet received information from the County related to tax capacity so the July 22, 2021, City Council Joint Budget Meeting with the Financial Commission can be canceled. He suggested the overview of the financial landscape and identifying values and priorities of the City Council going into the 2022 budget cycle be held on August 2, 2021. The City Council agreed and Mayor Elliott asked staff to update the City Council's meeting calendar to reflect this change. Mayor Elliott explained he is dealing with severe allergies and has asked Mayor Pro Tem Butler to chair the meeting during his periodic absences at tonight's meeting. DISCUSSION OF WORK SESSION AGENDA ITEMS AS TIME PERMITS COMMUNITY ENGAGEMENT FRAMEWORK DISCUSSION Dr. Edwards explained this presentation is geared to create a shared understanding in defining what is meant when speaking of engagement, as there are various types and levels of engagement. He stated when staff talks with the City Council or public about inclusive engagement within Brooklyn Center, the intent is to have a common understanding of what they are talking about and thereby being able to set and meet expectations. Dr. Edwards stated tonight the City Council is being asked to hear a presentation on the types and levels of community engagement and to prepare a statement defining the term engagement and how it is referenced. He noted engagement is used in many different ways in different communities throughout the country and staff wants to center on a statement about how we think about engagement from our perspective, which is also based upon research in what others have utilized, what the City can come close to in a working definition, and understanding what has been done in the City. Dr. Edwards explained that to establish a common understanding of engagement among the City Council, staff, and residents, a framework for the different types and levels of engagement is being presented to the City Council. He noted that a section of the Council agenda item coversheet will include a new section on engagement. The purpose of this section will be for staff to convey to 07/12/21 -2- the City Council the type and level of engagement proposed or completed and for the City Council to use in their deliberations on various projects. Dr. Edwards stated in 2018, the City Council established inclusive community engagement as a strategic priority and also started the Office of Communication and Community Engagement. Currently, there is a staff of 2.5, a Communications Manager, one hired for engagement, plus a part-time graphics designer. The City has been advertising for neighborhood engagement liaisons and is in the process of securing those, which has been a challenge to recruit as applications currently are from outside of Brooklyn Center. Dr. Edwards noted the Departments, over time, have engaged the public in various forms and methods (flyer, door knocking, City newsletter, etc.) so engagement has occurred but now the City Council desires to enhance engagement. Dr. Edwards stated the intent is to provide some consistency, understanding, and application in what is meant by the term `engagement.' He read the statement staff crafted based upon surveying and research that has been utilizing for the last year and a half to two years as follows: `Inclusive community engagement fosters fellowship and inclusion and builds trusting relationships, encourages a mutual exchange of ideas, and reflects the dynamic culture of our community.' Dr. Edward stated engagement as we see it and have experienced it is two-way. It is not simply the City dumping information or even the public dumping information. Rather, it is an exchange and, in the end, it is about fostering those relationships, fellowship, and being inclusive. The staff understands that fellowship has some religious connotations but that is not the intent. It is the intent to exemplify a deep relationship between the City and its residents including a sense of fellowship where you are nurturing, building, and understanding one another. Such a trusting relationship is mutual and reflects the dynamic culture of Brooklyn Center, Dr. Edwards stated that is, in essence, how we think and as we go forward in this conversation, the staff asks the City Council to come back with particular questions and thoughts about now we think of engagement ultimately when we try to express with the public and each other. Dr. Edwards reviewed the five different levels of engagement taken from nationwide models and revised them to make them our own. He explained that there will be variation but if the City can establish a baseline, it will go a long way to execute engagement within the City. Dr. Edwards noted with the five levels, one is not more important than another, but they are different in the timeframe and resources needed. Dr. Edwards stated the first level is to inform the public with balanced and objective information or understanding of a problem and what is happening. For example, if there is road construction and the City wants everyone to know, the City will put information out via a flyer, social media, etc. about the details. It is simply providing information going out. Dr. Edwards stated level two has a consulting role asks the public to consult with the City. This is not simply providing information as something comes back from residents so the City can obtain public feedback, analysis, and alternatives. This level involves informing the public, listening and acknowledging input, and hearing feedback. An example would be the community survey conducted every four years. The extent of level two is to ask, receive information back, and 07/12/21 -3- evaluate that information in strategies going forward or actions taken. It may take a couple of months for level two to take place but the City is also trying to build credibility and relationship. He explained that mailing out a postcard to 11,000 properties costs $3,000 and with design and mailing the cost can go to $5,000. The cost for the community survey is higher than that. Dr. Edwards atated the third level is to be involved, meaning the City and public are interacting together and the goal is to work, directly with the public throughout the process to assure public concerns and aspirations are consistently understood and considered. At this level, the City asks residents, engages with residents, hears resident input, and then incorporates those concerns and aspirations into the solutions/recommendations that come back to the City Council. An example would be the recent Citywide branding when the City asked the public for their thoughts, which included the City's central location, affordability, diversity of the community, and parks and greenspaces. Those four items were incorporated when creating the brand and logo for the City. He explained level three can take two to four months and it becomes more costly. When the City can identify the level and type of engagement and be consistent with that understanding, it allows staff to budget and plans for that and for the City Council to make an informed decision based on the potential timeframe, costs, etc. He noted this will vary from project to project but gives a framework. Dr. Edwards stated level four is collaborative and moves back and forth in different relationships (resident to resident, resident to City, City to City) with all working together in partnership. The goal would be to partner with the public at each aspect of decision -making, including the development of alternatives being created. This is upfront, helps generate the idea together, then proposes solutions and recommendations together. It involves co -creating solutions with residents, with residents being on the front side of idea generation, co -creating, and partnering. Level four can take 442 months in the process, is more intense around the relationship, and can cost $40,000. This level continues to be a shared relationship creating credibility, and trust. An example would be a city celebration where residents are asked to participate, engage, be advisory, and help create an event. Dr. Edwards stated level five applies to certain programs and is to empower and bring forth residents that not only engage in co -creation but possibly co -implementing and execute. The goals are to place a portion of the final decision -making in the hands of the public, which would be delegated by the City Council. Ultimately, it is about having the power to develop the idea and execute those ideas. The outcome is to implement the co -created solution, decisions, recommendations and in some cases, may go beyond recommendations. This could be much like the presentation heard last week around the Opportunity Site framework where there is an extensive engagement of residents understanding and shaping development or engagement strategies. In this case, the City was looking to contact residents and community -based organizations to help gain understanding around engagement related to the Opportunity Site, then develop that strategy with residents and, in some cases, employ residents and community organizations to do that work. In some cases, such as during COVID and the civil unrest, the City found itself without the capacity to use the great assets within the community. So, it is about leveraging those assets that already exist within the community is not only co -creating but also investing in community folks to do things that serve the interest of the City. 07/12/21 -4- Dr. Edwards stated those are the five levels of engagement, noting they are outlined on one page in tonight's meeting packet. The intent is simply to say can we have a shared understanding of what we mean when we say `inclusive community engagement.' There is an element in the statement that says reflects the dynamic culture of community and the five levels articulate the who and the how. He stated staff clearly understands that when the City Council, over the years, has talked about inclusion in engagement, it does not simply mean members or residents in the community but that those members are reflective of the diversity of the community. That is inherent and embedded in strategies and thought so as we go forward with executing community engagement when staff comes to the City Council and talks about engagement when staff says we have engaged `x' amount or `x' member in various types or ways, it is implicit and implied that we will be able to articulate that it is reflective of the community so that is understood. Dr. Edwards stated this is the table setting of how we think about engagement and with that said, he asked for the City Council's input on the shared statement. He stated when there is agreement among the City Council, staff will take it out to the public and build that same understanding and agreement with the public because it is not until we are all on the same page that we may be effective at engagement. He stated the other issues are the framework, levels one through five, and the final piece as it relates to embedding that structure into the City Council worksheet so when staff starts reporting on an item, the City Council can expect staff will be referencing this framework. Mayor Elliott stated his overall reaction to the presentation is very good and he thinks it is moving squarely in the right direction. He noted the presentation ended with talking about diversity and it being inherent in all levels of engagement so we should have that part of our policy to report out on diversity. He stated the City Council needs to ensure, written in this plan, there is a statement saying diversity is measured and reported on. He stated the other thing is that baked into that statement of engagement is that it should include creating access to decision making or empowering residents of all backgrounds, something around designing and creating their environment, so somewhere it should talk about that. He stated it is baked into some of the higher levels of engagement but he thinks that sense should be captured in that overall statement. Mayor Elliott stated he has also heardmentioned in discussions around development and placemaking, the idea of moving at the speed of trust, and he likes to see that trust -building statement as it is important. He stated the City will not be successful in engagement efforts unless we do move at the speed of trust because we have seen, in the past, when the community feels they have not been moving at that speed, particularly around the Opportunity Site development. He stated sometimes there are actions the City Council has to move on because of the circumstances but those are his reactions. Overall, he likes it and wants the City Council to come back and spend more time on it before passing it. Mayor Elliott noted the chat feature is open and asked for community comments. Councilmember Graves stated in general she is onboard with what staff has presented, noting you don't want the statement to get too long but she is not opposed to adding a little bit. She is okay with the statement the way it is, especially if the framework is included because this can be an introduction to the City Council's vision for engagement. But, if you want a nuance broken down, 07/12/21 -5- you can then look at the framework to understand now it is used in specific situations. She lilted that Dr. Edwards provided examples where we have already been doing this work and is excited about the growth of community engagement work within Brooklyn Center, Councilmember Graves stated when she first started on the City Council, there was not a Community Engagement Department or Communications Department so she is proud of the work and progress the City has made. In general, she thinks some examples Dr. Edwards shared make sense in governance, and in some situations, maybe four or all five levels of engagement will be needed. Yet in other situations, maybe it will just be level one or level two. Councilmember Graves stated she can see how a specific project or scenario might need level one, informing, first and then, later on, have a more collaborative or informing type of situation. A case in point is the Opportunity Site where multiple levels have been happening since the beginning, including the Citizen Academy. She stated in general, she does not need a huge longer discussion with what staff has recommended. Councilmember Butler echoed other comments made, noting it was awell-done presentation for which she thanked Dr. Edwards and his team for putting together. She stated she can hear a lot of the things the City Council has talked about in terms of what they want to see with community engagement. She thanked staff for including the feedback the City Council has given over the few years she has been on the City Council. She likes the wording relating to co -creating and collaboration which are key to community engagement. She also likes that there are different levels because with some things, the City is simply trying to inform the public and at other times the City wants their feedback before moving forward. Councilmember Butler agreed with Councilmember Graves that this does not need a lot of work but she would like more time to go through it to see if there is anything she would like to add or has questions about. Councilmember Lawrence -Anderson concurred with her colleagues that the report was well done, articulate, and as mentioned prior, different scenarios will require a different level of interaction with the public. She is very excited to pursue this and have a bit more discussion so we may direct staff accordingly. She stated her appreciation for Dr. Edwards and his staff for their very thorough report tonight. Councilmember Ryan stated he appreciates the mission statement given by staff and their work and thinks it does a reasonable job of articulating the distinctions between levels of engagement. He also appreciated that his colleagues recognize the different specific considerations under which Efferent levels of engagement may be warranted. He stated the difficulty is that it gets to some fundamental issues about how a democratically elected representative government should function in serving the people who elected them to office. He stated there is a time-honored model known as the trustee model, those who act on behalf of others using their knowledge and experience. And, the delegate model where constituents entrust their elected representatives to represent them however they see fit, which is not consistent with the popular mood today. But there are some examples of very esoteric policy decisions that we make where the public feels it is our job to take care of that in their best interest. 07/12/21 -6- Councilmember Ryan cited the franchise fee discussion as an example where the City Council is faced with the option of franchise fees and agreements required, to renegotiate those franchise fees or increase utility bills for residents so we can do away with either all or most of the special assessments on the street reconstruction program. He noted that might be contentious and it is also rather technical when we have to rely upon financial advice. That is an example where the City Council is hired to make difficult decisions based upon conflicting policy options. He stated within that context, we need to be cognizant of which different levels of engagement are appropriate for different policy decisions. Dr. Edwards stated this may be an item that the City Council wants to solidify their thoughts and perspectives during the upcoming Council retreat. He noted this will provide some guidance for staff as well as residents to build a common understanding. ADJOURNMENT Mayor Elliott recessed the Study Session at 6:51 p.m. STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies. 1. That attached hereto is a full, true, and complete transcript of the minutes of a Study Session of the City Council of the City of Brooklyn Center held on July 12, 2021. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its July 26, 2021, Regular Session. Barbara Suciu, City Cleric Elliott, Mayor 07/12/21 -7-