2024.06.18 Work Session Packet
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
Posted: June 14, 2024
City Council Work Session Agenda
Tuesday, June 18, 2024
6:30 p.m.
Council Chambers/Zoom
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City Charter,
the work session of the Crystal City Council was held on Tuesday, June 18, 2024, at ______ p.m. in
the Council Chambers at City Hall, 4141 Douglas Dr. N., Crystal, MN and via Zoom. If the agenda
items are not completed in time for the City Council meeting at 7 p.m., the work session will be
continued and resumed immediately following the Economic Development Authority meeting. The
public may attend the meeting via Zoom by connecting to it through one of the methods identified
on the City Council Meeting Schedule for Tuesday, June 18, 2024.
I. Attendance
Council members Staff
____ Kiser ____ Bell
____ Onesirosan ____ Tierney
____ Adams ____ Therres
____ Budziszewski ____ Elholm
____ Cummings ____ Hubbard
____ Eidbo ____ Larson
____ Kamish ____ Struve
____ Sutter
____ Serres
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Commission Appointment Process
2. Climate Action Plan Update
3. City Council liaison reports.*
4. City manager monthly check-in.
5. Constituent issues.*
6. New business.*
7. Announcements.*
III. Adjournment
The work session adjourned at ______ p.m.
* Denotes no documentation 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: June 14, 2024
TO: Mayor and City Council
FROM: Adam R. Bell, City Manager
SUBJECT: Commission and Board Appointments Process
____________________________________________________________________
Background
Crystal Resolution No. 2016-163 (attached) established a process for recruiting and interviewing
candidates for advisory commissions, boards, and task forces. The recent process for
commission and board appointments has involved a council interview and subsequent
appointment at a regular meeting. A standard background check is conducted on all applicants
after an interview is scheduled.
With a recent commission application, it became apparent that the current process presented a
scenario where a candidate meets all legal criteria for eligibility but whose background
information involves private data that could influence the Council's decision on appointment.
Some information may be sensitive and/or private, and in the interest of properly handling said
information, staff and the city attorney’s office have been discussing the process and how best
to provide the council with the data while still respecting the sensitive and/or private nature of
the data.
Staff is requesting the Council discuss the appointment process and how it would like staff to
manage these types of applications.
CITY OF CRYSTAL
MINNESOTA
RESOLUTION NO. 2016 -163
RESOLUTION ESTABLISHING A PROCESS FOR ACCEPTING APPLICATIONS
AND INTERVIEWING APPLICANTS TO COMMISSIONS AND BOARDS
WHEREAS, the City Council has, pursuant to the City Code and City Charter, created
various commissions and boards to assist the City Council in conducting the business of the City;
WHEREAS, Section 305.13, subd. 4 of the Crystal City Code requires the City Council
to establish, by resolution, a process for accepting applications and interviewing applicants to
commissions and boards;
WHEREAS, the process established herein only applies to the selection of members for
commission and boards, it does not apply to the selection of members to task forces created by
the City Council; and
WHEREAS, the City Council has determined that an orderly process for accepting
applications and interviewing applicants to commissions and board is needed to find the most
qualified individuals to serve on the City's commissions and boards.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Crystal,
adopts the following process for accepting applications and interviewing applicants to City
commissions and Boards:
1. Notice of Positions. The City Manager shall provide the City Council a list of all
commission and board positions that are open for appointment in advance of advertising for
applications. The list shall include a proposed application deadline.
2. Advertisement. City staff shall prepare and post on the City's website and at City Hall a
notice of open commission and board positions and indicate the deadline for receiving
applications. The notice shall be posted at least 45 days prior to the application deadline.
Notice of the open positions may also be published in the City's official newspaper.
3. Eli ibili . All applicants for a commission or board must be residents of the City. The
notice of open positions shall identify any other qualifications for applicants interested in
serving on a particular commission or board.
4. Application. City staff shall prepare and make available to the public the application form
that must be completed and submitted to the City prior to the established application
deadline. The City may reject any incomplete applications. The City Manager shall notify
the City Council of the applications received.
4860650 KRH CR205-30
5.3
Interviews. The City Manager shall work with the City Council to identify the applicants to
be interviewed and to schedule and conduct the interviews. The City Council shall conduct
interviews at least once annually for all open positions.
6. Selection. The City Council shall appoint members to commissions and boards by a majority
vote at a City Council meeting. Those selected shall serve in accordance with Section 305 of
the Crystal City Code and the ordinance adopted to create the commission or board.
Adopted this 20th day of December, 2016.
ATTEST:
Chrissy Serres ity Clerk
2
4860650 KRH CR205-30
BY THE CITY COUNCIL
Jim Ad s, Mayor
5.3
Gold Leaf Challenge
Welcome Guide
Use the buttons above to jump to a section.
Overview
What is it?
The Gold Leaf Challenge focuses on voluntary pathways for communities to take local climate
action.Using the GreenStep program resources,this new program aims to challenge,assist,
and recognize your efforts for completing any NEW actions from:
44 high-priority,high-impact climate actions under the categories of:
○Climate mitigation
○Climate planning
○Climate adaptation
○Community connectedness for Minnesota's changing climate
Read more about the background,process,and program goals in the Gold Leaf Challenge
Report.
How does it work?
The Challenge identifies 44 best practice actions that result in greenhouse gas emissions
reductions,improve community resilience,and plan for climate impacts.The Challenge provides
a menu of climate actions to help a community prioritize planning and actions.The goal is to
newly accomplish as many of these actions as possible each year.
While participating communities are free to self-select the actions they take,the Gold Leaf
Challenge asks participants to start with a “Green Team”that can support their climate work.
Communities are also encouraged to integrate their own climate goals and the State of
Minnesota’s Climate Action Framework goals to their Gold Leaf Challenge actions.As
communities accomplish and report on actions they are acknowledged with a leaf award.When
one of the integrated goals is achieved,a gold leaf is awarded.As communities accrue leaves,
they will build a tree showing their climate actions and accomplishments.
Who can join the Gold Leaf Challenge?
The Gold Leaf Challenge is open to a wide variety of community types because all communities
and levels of local,Tribal,and regional governance are faced with a changing climate and can
take action to prepare for climate change,build resilience,and reduce greenhouse gas
emissions.Additionally,involving all levels of governance will break down artificial silos and
barriers that so often impede effective planning,coordination,and action.
You DO NOT need to be a participant of Minnesota GreenStep (Cities,Tribal Nations,or
Schools)program to join the Gold Leaf Challenge.
Community types that can join:(If you don’t see your community type here,please reach out!)
●Tribal Nations
●Regional Organizations/
Government
●Counties
●Cities
●Towns/Townships
●Neighborhoods
●Homeowners Associations (HOAs)
●Conservation and Watershed
Districts/Organizations
●County/State fairgrounds
●Educational Institutions
●Etc.
What are the benefits of joining?
●Continuous improvement pathway for communities to take climate action and helps
you track progress for completing ambitious,multi-year climate projects.
●Saves staff time in researching proven,cost-effective actions for cutting energy use,
decreasing your carbon footprint,and accomplishing other climate goals that exceed
regulatory requirements.
●Publicly recognizes the good work being done by Minnesota communities on tackling
climate change,and helps them communicate that progress.(See “Recognition.”)
●Provides opportunities for peer learning,partnerships,and grant collaboration.
●Provides technical assistance and information on how to complete all 44 actions,
which are continuously updated with Minnesota-specific information,with
comprehensive support from GreenStep staff to ensure you have what you need.(See
“Support.”)
●Open to many community types,which helps to break down silos between various
government types and foster collaboration,while still allowing for flexibility and
program adjustments to ensure that all community types can participate.
●Each action delivers co-benefits to communities beyond climate action,such as social,
economic,and financial benefits,and positions you to more easily apply for
competitive grants and assistance programs.
●Home-grown,independent program tailored by and for Minnesota communities that
provides maximum flexibility and total control in how to implement a proven best
practice.
●Challenges participants to be ambitious in taking climate actions by integrating
community and state climate goals into the program,and it helps communities hit
greater climate targets they may have signed onto (i.e.U.S.Mayors Climate Protection
Agreement,or Sustainable Development Goals).
●Provides leadership and action roles for community members,students,businesses
and institutions so as to stretch limited public funds and strengthen a civic culture of
engagement and innovation.
●Provides a targeted menu of actions for communities to pick from and a framework to
prioritize those actions.
●Serves as a climate action plan if your community doesn’t have one,as it provides a
ready-made,prioritized list,with resources,to take climate action.
●Utilizes the existing GreenStep reporting program,so there isn’t an added burden on
communities for participating in both GreenStep and Gold Leaf.
●Incentivizes reporting climate actions,expanding an ongoing repository of examples
for peer communities.
How do I join and get started?
How to join:
1.Contact GreenStep staff (greenstep@state.mn.us)with any questions about the
Challenge,if needed.
2.Let us know you want to join the Challenge by filling out this form!
3.If necessary,get the approval of your council or other governing body.We do not require
you to have a formal resolution.If needed,there is a sample resolution available.
How to participate:
1.Join the Challenge.
2.Ensure your community has a Green Team that aligns with Gold Leaf action CC1.
3.Fill out the (optional)Workplan we send you or organize yourself to figure out which
Gold Leaf actions you want to accomplish this year (and down the road).
a.Once you’ve filled out the Workplan,send it back to us so we can update the
Community Projects Spreadsheet.
4.Figure out which “Integrated Goals”align with the Gold Leaf actions you have identified.
5.Take actions and meet goals!
6.Stuck?
○Reach out to program staff at greenstep@state.mn.us or 651-757-2793.
○Use the Gold Leaf Challenge Welcome Guide as a tool for getting started and
accessing additional guidance,program information,and more.
○Connect to program technical resources and information provided in the Gold
Leaf action guidance.
○Learn more about support and resources.
○Look at the Workplan and Community Project Spreadsheet to see what other
communities are working and connect with them.
7.Report your Gold Leaf actions and goals at any time.Awards are based on the
calendar year,so the last date to report actions for a year would be December 31.
8.Receive awards for your hard work!Awards will be shared early in the following year.
How do I report Gold Leaf actions and goals?
Using Workplans:
When you first join Gold Leaf,you’ll receive a workplan with all 44 Gold Leaf Challenge actions
in a spreadsheet.The workplan is an optional tool to help you plan out what actions the
community is interested in,currently working on,or finished with.In addition,you may be
interested to use the workplan in the following ways:
●Helps you think through how you’ll accomplish a Gold Leaf Challenge action.
●Provides a space to list out the integrated goals you are ultimately aiming to accomplish.
The Minnesota Climate Action Framework goals are listed in the Gold Leaf guidance
documents and workplan already.However,you will need to list out your own
community’s goals on the workplan.Look at “Integrated Goals”for more information.
Staff will ask you to send us a copy of your workplan yearly (or whatever document you use as
an alternative),which will allow for updates to the Community Projects Spreadsheet.
Using the Community Projects Spreadsheet:
All participants have a column on their workplans that is meant to update the Community
Projects Spreadsheet.Program staff will update the spreadsheet for you!Use the spreadsheet
to:
●see how other communities are accomplishing Gold Leaf actions and gain inspiration
from them,
●identify which actions there is potential to partner with other communities on,
●find relevant Gold Leaf Actions by filtering participant communities by region,population
size,and community type,and
●find contact information for peer-to-peer learning.
This spreadsheet is visible to other participants and the public.Please let us know if you would
like to remove any information from it.
Gold Leaf Actions:
Start with a Green Team:
When communities choose to enter the Gold Leaf Challenge,the first action they commit to will
be to create a Green Team if they don’t already have one,or document that they already do.A
“Green Team”is a flexible concept that refers to any established group of people who meet
regularly to support sustainable changes in a community.This team could be made up of
community members and/or staff members (a “Green Team”)or a panel of appointed experts
and community members (a “Sustainability Committee”or “Commission”).See Gold Leaf Action
CC1 (Combined Green Team)for details.
Complete Gold Leaf Actions:
See a list of all 44 Gold Leaf Challenge actions,additional information,annual reporting criteria,
and guidance.
Actions can be reported and formally recognized as they are completed,without any specific
annual reporting period.Additionally,many actions can be repeated in multiple years to
encourage growth overtime.Actions will be tallied at the end of the year to see how many
“leaves”your community has accomplished.Learn more under Reporting Actions.
Each Gold Leaf action guidance document will list the annual recertification criteria that will
achieve a reward.Some of these actions may take multiple years to complete.Because the
Challenge aims to drive climate action implementation,the action will be awarded a leaf once
the project is completed.
To help communities show the progress they are making,they can list relevant projects under
the relevant Gold Leaf action as “in progress”on their workplans so other communities can
learn from them and connect.This is also why many of the Gold Leaf actions can be
accomplished per building or per year,so it can represent the cumulative progress communities
are making.
Integrated Goals:
The Gold Leaf Challenge encourages
participants to connect their actions to goals
through the integration of local
community-specific goals and/or statewide
climate goals.Achieving these larger,
integrated goals is a big accomplishment!
Once a goal is met,participants receive a gold
leaf.
Community Goals:
Setting your own goals is also an action (see
Action CP6)!If your community has climate goals that align with the Gold Leaf action you want
to accomplish,list them out in your workplan and include information about the goal in your Gold
Leaf action report.These goals may come from your community’s climate action plan,
comprehensive plan,other related community-specific plan,or council resolutions.Goals should
be formally adopted by your community or organization,and shared publicly.If your community
doesn’t have relevant goals in place,check to see if there are region-wide plans that cover your
community,such as an Regional Development Organization that has created a region-wide
Climate Action Plan.Not sure where to start?Check out the Sustainability Index,which has a
list of relevant plans.
Minnesota’s Climate Goals:
For communities without their own goals identified,the Minnesota Climate Action Framework
(State of Minnesota,2022)can serve as a guide for goal-setting.In addition,these statewide
goals are helpful for communities to connect with and align their own goals,when possible.
Participants will find the relevant statewide goals listed in the Gold Leaf action guidance.
Modifications for different community types:
The Gold Leaf Challenge is open to many different community types with diverse needs and
types of governments.Because of this,each of the Gold Leaf actions has a section addressing
potential modifications various community types could make to ensure the action fits their
community.Please contact program staff if you think an improvement could be made so that
these actions fit your community.This is a purposefully flexible program so it is responsive to the
participants,and staff will continuously take feedback into account to improve the program for all
our participants.
Reporting actions and integrated goals:
Once a Gold Leaf action is ready to report,use the following tools.The basic reporting methods
are listed below.If you would like more options for sharing your actions,check out Gold Leaf
Reporting Options.
For current GreenStep participants:
●Who:For current GreenStep Cities and Tribal Nations with an online account.Typically,
the GreenStep Coordinator writes and submits an action report.
●What:
○Scenario 1:Report a new Gold Leaf action under a Best Practice Action on
the GreenStep website.Using the Gold Leaf action guidance,identify the best
GreenStep actions to report your efforts.Provide a detailed summary,date,
contact,partners,documents,links,and any metrics or outcomes.
■Make sure to check the “Request Gold Leaf Challenge Review”button
right above “Save”on the bottom of the form.
○Scenario 2:Update a previously entered GreenStep Best Practice Action so
it will be considered for The Gold Leaf Challenge as well.To do so,click the
action you’d like to update and go to “Edit.”Add to or edit the content in the
GreenStep action to reflect your Gold Leaf action.
■Scroll to the bottom of the screen and click the “Request Gold Leaf
Challenge Review”button right above “Save.”
●Where:Use the GreenStep Cities and Tribal Nations website to report actions.Refer to
the Website How-To guide if needed.
●When:At any time following the completion of a Gold Leaf action.Remember,only new
Gold Leaf Challenge actions accomplished within the current reporting year will be
considered.
●Why:This is a great way to document your ongoing efforts in an already shareable
format.Your reported actions also serve as a great tool for peer communities interested
in learning about best practice actions!
For non-GreenStep participants:
●Who:For any communities that do not have a GreenStep program account.Anyone who
was involved in implementing the action can fill out the form.This could include staff and
interns,decision makers,community members.
●What:Summarize the efforts taken to implement the Gold Leaf action.Details should
include a brief overview of the action,the timeline,engagement,and any outcomes to
date.
●Where:Google Form (if you cannot access this,contact us at greenstep@state.mn.us)
●When:At any time following the completion of a Gold Leaf action.
●Why:This is an easy way to document your efforts and receive credit.Information used
may be added as examples in the Gold Leaf and/or GreenStep programs later.
Integrated Goals:
Report achieving Integrated Goals the same way you would report any Gold Leaf action.Some
of these goals are straightforward targets to hit.Others are qualitative or broadly defined.If you
believe you have hit an integrated goal,you will submit a report showing how you’ve hit the
goal.You may utilize metrics,a narrative story,or whatever other evidence or reporting method
shows you accomplished the integrated goal.
How do I get recognized for Gold Leaf Challenge achievements?
●First year participants will receive a custom award display for
leaves and gold leaves,following the report of a Gold Leaf
action or integrated goal.
●Annually,participants will receive ‘leaves’based on the Gold
Leaf annual reporting criteria or integrated goals.
●Gold Leaf staff will prepare a statewide press release and
provide press release templates for you to share with local
media.
●Annual peer recognition at events.
●Your accomplishments will be visible on the GreenStep website,the most
comprehensive website in Minnesota devoted to community sustainability.
Is there additional support available?
Tools:
●Gold Leaf Actions and Resource Sheets -Find all 44 of the Gold Leaf actions and
their resource sheets.
●Reporting Actions and Goals -Find reporting options for current GreenStep Cities &
Tribal Nations participants and for other communities.
○If you would like more options for sharing your actions,check out Gold Leaf
Reporting Options.
●Workplans and Community Project Spreadsheet -Workplans are an optional
resource to help you identify,prioritize,and track Gold Leaf actions for your community.
The Community Project Spreadsheet provides an overview of what other communities
are working on and can help you find opportunities to connect and collaborate with each
other.
●Gold Leaf Challenge Development Report -A report about the development of the
Gold Leaf program.Learn more about program goals,process,pilot program,and more.
●Additional Assistance -Find more contact information,AmeriCorps programs,
technical assistance programs,community-wide visioning and reports,funding,data,and
more.
Summer Internship Program:
Summer interns were coordinated in partnership with the Sustainability Corps program through
the University of Minnesota in 2023.Ten pilot communities hosted eight interns.Interns did a
variety of work,including researching project ideas,supporting plan development,and
community engagement opportunities.We expect there to be an ongoing opportunity each year.
Contact us if you are interested in hosting a summer intern!
Virtual Open Office Hours:
Virtual Open Office Hours for Gold Leaf Challenge participants are available weekly.Hop in any
time –no need to let us know if you are coming!You will enter a lobby and wait to join so that
you are the only one "in"the office.
Contact us:
●Ask questions to better understand the Gold Leaf Challenge.
●Clarify where to find different types of resources on the website.
●Request a personal visit to your community.
●Ask for help in connecting volunteers to needed work in your community.
●Update your Gold Leaf contact information.
●Get help with documenting your accomplishments.
●Make suggestions for improving the program.
●Report errors on the website and identify broken web links.
●Contact information (phone and email)for the GreenStep Cities co-directors and best
practice advisors
Frequently Asked Questions
1.Do you have a glossary for all of these climate change-related words?
Find common climate change-related acronyms and a glossary (Minnesota Climate
Action Framework,2022).Or don’t hesitate to contact us with questions!
2.Why is local climate action important?
Communities are already seeing impacts locally -warming temperatures (especially
during winter),drier summers,more severe precipitation events,and more.Often,
communities have the tools to plan for and take action on climate change.Communities
that act now are better suited to withstand and build resilience against impacts over time.
3.How is it different from the GreenStep program?
The Gold Leaf Challenge uses the GreenStep program as a guide for providing
resources.The Challenge provides a targeted list of actions from the 181 GreenStep
Cities &Tribal Nations actions to create a climate action 'road map'that your community
(of any type)can focus down even further based on local needs and priorities.
Gold Leaf Challenge GreenStep Communities
Voluntary Voluntary
Focused on Hi-Impact Climate Actions Defines Sustainability Broadly
Open to Many Community Types Focused on Cities and Tribal Nations
No Barriers to Entry City or Tribal Council Resolution to Join
Volume of Actions Rewarded Rewarded by Step Community is on
Targeted Menu of Options Broad Menu of Options
Starts With a Green Team No Starting Best Practice
Emphasizes New Actions Taken Rewards Past and Current Planning and
Actions
4.When will Leaves be awarded?
Awards are based on the calendar year and will be awarded in the following year.Action
reports can be submitted at any time throughout the year,ideally right after the action
was completed.
5.When can I report Gold Leaf actions?
Actions can be reported and formally recognized as they are completed,without any
specific annual reporting period.Additionally,many actions can be repeated in multiple
years to encourage growth overtime.Actions will be tallied at the end of the year to see
how many “leaves”your community has accomplished.Learn more at Reporting &
Recognition.
6.How often can I get recognized for the same type of Gold Leaf action?
Each Gold Leaf action guidance document will list the annual recertification criteria that
will achieve a reward.Some of these actions may take multiple years to complete.
Because Gold Leaf’s goal is to drive climate action implementation,the action will be
awarded once the project is completed.
7.What are ‘integrated goals’?
Participants can earn a gold leaf when they can document that either a local or State
climate goal has been achieved.By setting and tracking goals,participants can (and
are!)meet these targets.The Gold Leaf Challenge acknowledges how difficult meeting
goals can be and we want to recognize your for your achievement!Learn more about
Integrated Goals.
CITY MANAGER
MONTHLY CHECK-IN – JUNE 2024
Objective 1 – Work with City Council to develop Long Range Vision for the continued
implementation of Council priorities:
• Working with staff to refine vision and priorities for the remainder of 2024 and the 2025/2026
Budget
Objective 2 – Policy Facilitation – Implement the Longe Range Vision/Strategic Planning for
continued implementation of Council priorities:
• Thriving Business Community
o Amended UDC to incorporate Cannabis zoning regulations
o Staff is continuing to assist with potential redevelopment opportunities and business
openings
• Strong Neighborhoods
o Continuing to work with businesses on THC/Cannabis sales compliance
o Working with HRG on organized organic waste collection proposal
o Continuing to work on the Crystal Cove Aquatic Center project
o Working with residents/property owners to address code violations and traffic concerns
• Sound fiscal policies and practices
o Continuing to seek additional outside funding for projects
o Working with MN DEED to receive 2023 State funding for Crystal Cove project
o Completed 2023 Audit – Received Clean/Unmodified Opinion
o Continuing to implement the 2024 Capital Program
o Proposing Questica budget software procurement
o Conducting 2025/2026 Budget Preparation
• Welcoming and inclusive community
o Inclusion & Diversity Commission –
• The Commission is continuing to work on developing a Work Plan and
recruitment.
Objective 3 – Re-establish the Environmental Quality Commission with a clear and engaging
purpose and a sustainable future:
• Continuing to research other cities’ environmental commissions/efforts to develop future
Climate Action Plan
• Monitoring additional grant opportunities for Climate Action Plan development
• June – Presenting Gold Leaf Challenge Program
• July– September – Climate Action Planning/Task Force/Commission establishment
• October – December – Commission meet to begin 2024/2025 work plan
Objective 4 – Create an atmosphere of better teamwork, open communication, enhanced
employee performance, and where staff feel empowered to help make decisions:
• Reviewing job descriptions and updating roles/responsibilities
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
• Actively recruiting and interviewing new staff for open positions
o Crime Analyst – New Employee Started 6/4
o Rental and Building Inspector – New Employee Started 6/4
o Administrative Assistant – PW and Admin – New Employee Started 6/10
o Accounting Manager – Offer Extended
o Temporary PT Election Assistant (2) – Offers accepted; will start later this year.
o Engineering Project Manager – Reopened recruitment
o Information Technology System Administrator – Recruitment open
o Recreation Manager – Recruitment opening soon
o Temporary Seasonal Staff - Ongoing
o Police Officers – Ongoing recruitment
• Supporting staff wellness and continuing professional growth and development
• Connecting with neighboring city managers on various local issues
• Continuing participation in city manager leadership/peer group and metro and state
professional organizations