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2023.11.07 Work Session Packet 4141 Douglas Drive North • Crystal, Minnesota 55422-1696 Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov Posted: Nov. 3, 2023 City Council Agendas for Regular Work Session and Joint Work Session with Environmental Quality Commission Tuesday, Nov. 7, 2023 in the Council Chambers/Zoom Time Meeting Location 6:30 p.m. City Council regular work session to discuss: 1. Constituent issues. 2. New business. 3. Announcements. Council Chambers/Zoom Immediately following the regular City Council meeting City Council and Environmental Quality Commission (EQC) joint work session to discuss: 1. Commission status update. Council Chambers/Zoom Immediately following the joint City Council and EQC work session Continuation of regular City Council work session to discuss: 1. 2024 budget. Council Chambers/Zoom Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter: • the regular work session of the Crystal City Council was held on Tuesday, Nov. 7, 2023 at ____ p.m. in the Council Chambers at City Hall, 4141 Douglas Dr. N., Crystal, MN and via Zoom. • the joint work session of the Crystal City Council and EQC was held on Tuesday, Nov. 7, 2023 at ____ p.m. in the Council Chambers at City Hall, 4141 Douglas Dr. N., Crystal, MN and via Zoom. The public may attend the meetings via Zoom by connecting to them through one of the methods identified on the City Council Meeting Schedule for Tuesday, Nov. 7, 2023. I. Attendance Council members ____ Kiser ____ Onesirosan ____ Adams ____ Budziszewski ____ Cummings ____ Eidbo ____ Kamish Staff ____ Bell ____ Gilchrist ____ Therres ____ Elholm ____ Larson ____ Olson ____ Ray ____ Revering ____ Serres Environmental Quality Commission ____ Braaten ____ Schultz ____ Wertheimer II. Agendas The purpose of the regular work session is to discuss the following agenda items: 1. Constituent issues.* 3. Announcements.* 2. New business.* 4. 2024 budget.* The purpose of the joint work session is to discuss the following agenda item: 1. Commission status update. III. Adjournment The regular work session adjourned at ______ p.m. The joint work session adjourned at ______ p.m. *Denotes no supporting information included in the packet. Auxiliary aids are available upon request to individuals with disabilities by calling the city clerk at (763) 531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529. Memorandum DATE: November 7, 2023 TO: City Council FROM: Mark Ray, PE, Director of Public Works SUBJECT: Meeting with EQC Current commission status Currently, there are two open seats (of 7) on the Inclusion and Diversity Commission, four open seats (of 10) on the Parks and Recreation Commission, and seven open seats (of 10) on the Environmental Quality Commission. Additionally, one person on the Planning Commission is not re-applying for their position and a person on the Parks and Recreation Commission has applied to be on the Planning Commission. This brings the total number of open seats to 13 of 27 total possible (48%). Current commission application status The application period closed at the end of the day on Wednesday, November 1st. The city only received two applications in total (not including the Planning Commission), one of which would be a reappointment. Applicants will be interviewed at the Council Work Session on Thursday, November 9th. EQC current status From a membership standpoint, the EQC currently has three members. Over the last couple of years, membership peaked at around five, but only briefly. Of the current makeup, one Commissioner’s term ends at the end of 2023 (Rachel Braaten), another at the end of 2024 (Terri Schultz), and the final at the end of 2025 (Olivia Wertheimer). EQC background The EQC was originally formed around the need to organize recycling in response to requirements from the County. Eventually, this led to the city joining Hennepin Recycling Group. Since that time the EQC has prioritized staffing organic recycling stations at public events, exploring restricting the use of plastic bags and Styrofoam to-go containers, and most recently the woodland restoration effort. In reviewing City Code, it appears that the actual work the EQC has done was more aligned with a task force model (specific item), than a commission model (general advisory role). Proposed action Staff is recommending that the two existing EQC members, Terri Schultz and Olivia Wertheimer, be re- appointed to either the Inclusion and Diversity Commission or Parks and Recreation Commission. Terri has provided staff with her ranked preference for assignment. In speaking with Olivia, Olivia said that she will be moving out of the city in the first quarter of 2024. Olivia indicated that if the EQC continues into 2024 she will resign when she moves. However, if the EQC is sunset at the end of 2023, then she wishes to not be reappointed to another Commission. The Woodland Restoration effort can continue as a volunteer activity. The city supports a number of regular volunteer groups doing various tasks. Additionally, the city has been notified that it has received a $25,000 grant, pending Hennepin County Board approval, related to woodland restoration efforts. $2,000 of that grant was to purchase tools to support the volunteer effort. The intent is not to end the work of the EQC, but to make better use of city and personnel (commission member) resources by consolidating efforts and resources versus spreading it out over multiple commissions. Given the large number of commission vacancies, recruiting additional volunteers continues to be a challenge that shows little sign of changing in the foreseeable future. Additionally, much of the EQC work can be folded into the Parks Commission or accomplished by the formal task force model. The goal would be to expand the environmental and open space work that the Parks Commission already does. While not required, the Council could formally revise the Parks Commission’s mission to include these areas of interest. Because the Parks Commission already plays a role in several overlapping subjects, such as trees and natural areas, this would be a natural move. Proposed sequence At the October EQC meeting the members were advised of the proposed changes and asked to provide their preferences on what other Commissions they would want to be a part of. November 7th Work Session At the November 7th work session between the EQC and City Council, the Council can hear directly from the Commissioners about the work completed, commissioners’ vision for the future, and have a discussion with the Council. No formal action is needed at this meeting. Ultimately, should the Council want to continue the EQC into 2024, the Council will need to provide explicit direction and deliverables to the EQC. November 9th Work Session (Candidate Interviews) Should the Council want to continue the EQC into 2024, then as the Council interviews the one candidate and considers the reappointment application, both individuals can be considered for the EQC. If not, then the candidates should be considered for the other commissions. December Council Meeting If the Council is okay with sunsetting the EQC: Then at the December Council meeting where the Council will make the formal appointments to commissions, the Council will not appoint any new members to the EQC. Additionally, the Council will appoint the existing member of the EQC, Terri Schultz, to a different commission. As noted previously, Olivia Wertheimer does not want to be reappointed. Functionally, this will reduce the membership of the EQC to zero. After all the commission appointments are done, the Council will take formal action to end the EQC by resolution (since it was established by resolution). If the Council wants to continue the EQC: Then at the December Council meeting the Council will appoint new members (based on applications/interviews) and the two current members (Terri and Olivia) will continue in their roles. Long term considerations As noted previously, the EQC has struggled with membership and direction for years. Should the Council want to have another environment-focused group, they could establish a new Commission with explicit direction and purpose. Or, if the Council had a specific task, they could establish a task force to fulfill the need for that fixed timeframe. Of critical note, even if all of the current commission applicants (both new and re-applying) are assigned to EQC, after the first quarter of 2024, the EQC will still be at three members. Plus, all of the current vacancies on the IDC (1) and Parks Commission (5) will still be vacant. Recommended action At the November 7th work session between the EQC and City Council, the Council can hear directly from the Commissioners about the work completed, Commissioners’ vision for the future, and have a discussion with the Council. No formal action is needed at this meeting. Ultimately, should the Council want to continue the EQC into 2024, the Council will need to provide explicit direction and deliverables to the EQC.