[0:00] all right everybody uh good evening it is uh it is Wednesday November 6 2024 [0:06] 5:30 p.m. and this is the city council work session for the city of Viana we're in the community room and uh we are [0:13] going toh hear about the uh staff recommendations around uh our uh board [0:20] and commission work plans and so I'm going to call the meeting to order and ask our clerk Sharon Allison to call the [0:26] rooll council member Agy council member Jack here council member Pierce here council [0:32] member rer here may hin here and so the meeting topics are on our agenda it is [0:38] the uh proposed commission work plan from future transition to commission work plan process uh and these are the uh staff [0:46] observations or recommendations relative to those proposed work plans and Scott Neil our city manager will handle the [0:52] introduction then we'll switch over to two of our other uh our friends and the [0:59] staff members MJ lemman and uh Thomas Brooks help us through this process so [1:05] thank you Mr Mayor uh this is an annual process uh that we use to set the work [1:11] plans for our boards and commissions it always starts with the boards and commissions themselves uh developing [1:18] their kind of their request for the kind of things they would like to work on or the kinds of things they think you want them to work on both both are in play [1:26] here uh they then uh bring those to you and make uh kind of an unmitigated by [1:31] staff anyway presentation to the city council so you can understand what they what they're talking about what they [1:37] want to do and uh and they get to do that directly after that uh there's this [1:43] period of time sometimes it's a month month and a half two months sometimes almost uh staff are taking Al also [1:49] taking a look at the kinds of things they're asking for we're comparing them to some other work plans that we might [1:55] be working on as staff uh we're looking at our bandwidth for our for our staff [2:01] we're looking at the resources available and then we come back and present to you [2:06] uh what we think we can do uh in terms of what they have proposed and it's not a complete iterative process in the [2:13] sense that we don't bounce back then to board boards and commissions and get you know a rebuttal and back and forth It's [2:20] really sequential right they make a pitch we do some analysis and make some [2:25] comments back to you and then ultimately the third step is for you to make an approval which we'll do which we hope [2:32] you'll do in in the first meeting in December um so that's where we are we're in the middle of that process this is [2:38] where we tell you what we think we can do um and I'll I'll turn it over to MJ [2:43] and she can start the presentation from there thank you st good evening um tonight we're going to talk about [2:49] proposed work plans and some work related to uh work plans starting in 2025 so there's kind of three discussion [2:55] points that review that SC really highlighted um we're going to make a stop and talk a little a little bit more about the human rights and relations [3:01] commission since they propos kind of a untraditional adjustment for 2025 and what they want to work on and then third [3:08] making some adjustments to the work plan process um so up on the screen I will [3:14] highlight that this is the current process and I say current because at the end of tonight we're going to talk about maybe making some adjustments starting [3:20] in 2025 with commissions um so as you can see on the top strategic policies [3:25] you're very familiar with the budget work plan because you help set that um we do our Department work plans and commission work plans currently at the [3:32] same time um and those are annual work plans currently and then also it rolls on into our individual plans so we'll [3:38] come back to that work plan process later when we make our recommendations so we have a review process and we do [3:45] actually um talk to the staff Liaisons as well but what we're looking for is that alignment with the other City work [3:52] plans and goals so looking at the budget pillars and the budget values um we're [3:57] looking at resources that we had we heard from council members on the last proposed that when it comes to like if [4:03] we have funding that it's not just about money but it's also about the time and resources we have for staff so we were [4:09] really thinking about that um roles for clarity again when we talk about our work plan process being annual alongs [4:16] side of our department we have to always figure out is this something that's more of a staff function or is this better [4:22] served at the commission level um events you've seen an increase in events so [4:28] we've seen it um and so we actually um did make a couple suggestions to rather [4:33] than just say eliminate but to find or maybe maximize on other current events that are happening so you'll see me um [4:40] talk about that too and then we do talk to our leasons we have a meeting where we sit in a circle and kind of do the [4:45] same thing but we're really looking to them for like Clarity and is this realistic like can they actually get this accomplished in the year so that's [4:52] what we're thinking of when we form our recommendations um you know about the council charges we added that fifth one [4:59] this past year which is an event um Council charge the important part about these Council charges is it allows or [5:06] gives really good direction to the commission to what degree you're asking them to work on the work plan initiative [5:13] and it also tells them like what type of recommendation they're supposed to be forming and how that information [5:18] actually comes back to city council so these are really important um when we're developing the work plans and we call [5:24] attention to them on all of our recommendations to make sure that we're identifying the correct Council [5:31] charge um October 3rd Scott said uh chairs presented those work plans we're [5:36] here tonight so it's my job and Scott um to present them staff Liaisons are on the perimeter they are available for [5:43] questions and then city council if you have any feedback for staff on Final recommendations here's the time to share [5:48] with us after today we'll um take any of that input and we'll put it together um [5:54] and we will ask for approval for the work plans on December 6 [6:00] um so here's that agenda order I kind of said there's three discussion topics tonight um so we're going to review the [6:05] proposed work plans first I did print out copies if it's easier if the screen is easier that's fine as well I'm not [6:12] going to spend a lot of time on the ones that were suggesting no changes I'm just going to highlight the ones that we're suggesting some recommend recommended [6:18] changes um however we'll stop at the end so if there's any like points of clarification or if you want to go back [6:23] to someone that we didn't make a change we can do that as well sound good okay [6:28] so in the packet we will start with the arts and culture commission um the first one we're not recommending any changes [6:35] to the art center collocation with saltdale um initiative number two we're not recommending any changes to the din [6:41] art grant program we'll continue that initiative um I just want to I don't [6:47] know if it's better to wait till the end or not but I just wanted an update from Perry on number one what this but you [6:52] know our conversations with henen County around the art center uh henen County um [7:00] is kind of finalizing their value engineering that they did over the summer on their size of the building do [7:05] the the projected cost they are going to be doing an open house in mid [7:13] December um once they since it's their project we're going to let them take that public and then shortly after that [7:21] we're going to bring that back to the arts and culture commission and then hopefully try to do just after the first [7:26] of the year a joint session with the council and the and culture commission if we can get that scheduled to kind of [7:31] go more into the details of what they're they're now revising [7:36] our goals and what we were looking for within the project remain but the [7:42] overall size of the building is going to be um the library side of things is going to get smaller and [7:48] look so is a matter of shrinking the plan they have as opposed to [7:54] significantly altering the architecture or the materials [8:00] the Art Center space will have the square footage we were wanting but the [8:05] overall footprint of the library is probably going to go down they're going to be looking at [8:10] getting some things the high level of architectural design and use of materials will [8:19] stay I believe so I can't comment on that side of things with car we always [8:24] say he's going to wear the land use hat review and we're going to do the art center side of things [8:30] um I know if things Chang significantly they are probably going have to come [8:35] back in for a sketch plan review maybe um to decide so we're anxiously seeing what [8:41] the mid December meeting will look like on their side of things'll more what the [8:47] site itself will Happ you'll send us notification of that if you get it I think it's already public it out to you [8:54] December 7th okay here you were nodding your head I mean [9:00] is it are you seeing any changes in design or they have not showed me anything um they've just told me their [9:08] value engineering project so they haven't given me any indication they [9:13] understand they have to go back through the commission use on the form on public hearing process with Planning Commission [9:19] and Council what happened on their first run through on bids all far off how far [9:25] above their estimated numbers were the actual numbers any a [9:30] lot oh that number enough that they recognize it [9:37] wasn't things that they could just easily [9:47] do okay I'm going to keep going so we're at the bottom of page one for arts and [9:53] culture on initiative number three which is public art opportunities arts and culture has been very active in helping [9:59] us with with those um we're just going to make an adjustment to the deliverable to be a review and comment and a council [10:04] charge too uh initiative number four on the second page um the Commission [10:11] participates in different community events which we definitely support that and other commissions to do the same um [10:17] just giving a new read title read of commission participation and up to two community events um number five is utility box art [10:25] wrap and no changes for that one that last initiative um which would be initiative number six and it says new [10:31] next to it I'm just going to talk about it on this plan but it will show up on all of the other work plans um in [10:37] preparation for the comprehensive update we're asking for a review of our city code related to each individual [10:44] commission and we want them to do a review and comment just cleaning it up getting some better consistency making [10:49] sure scope of work of is really realistic and what they're actually doing so that we're not having [10:55] contradicting information in two of our documents related to our commission so you'll see that one show up specific to [11:01] each commission at the bottom all right we'll pause any questions about Earth and [11:10] culture okay all right uh Community Health commission this one's typically quick too um no changes to initiative [11:18] one um which which is about the connections with the schools regarding mental health um initiative number two [11:25] no changes to the um study and report on strategies to fund and execute [11:30] multigenerational events they're going to look into that they' did something in the past and issue number three again a [11:36] study and Report um related to um positive Outreach and promotion [11:42] about a din's a healthy place to live work worship and visit we're just going to adjust and just re um remove the [11:48] worship because worship is part of that visit portion of the of the title and no [11:53] other changes there initiative number four um this is the opio settlement so [11:59] no changes they'll continue to do that and the last item is the addition of the city code review and comment any [12:06] questions on Community Health commission with the um city code review [12:12] and comment what kind of guidance our commissioners getting so we're going to [12:18] actually an internal have a staff team lead that project and then we'll bring them some suggested recommendations and [12:25] updates and collect some feedback from them but it's just the section our code pertaining to their existence okay I'm [12:33] I'm just concerned about things trickling up to council that are not code [12:39] compliant and super sensitive wanting that to stop so okay okay what do you [12:48] mean by thatting it to stop what come to us it's not code compant well I mean [12:54] tonight there's the request to subdivide land and create a parcel that is not [13:01] compliant with existing zoning and to do it as um you know not going through the [13:08] subdivision process but even with the subdivision process you can't create a parcel that does not meet [13:16] zoning requirements so it's it's just getting [13:22] frustrating that wasn't a commission thing though no but I mean just in general when I see code I just am very [13:30] sensitive to that and so I I just want everything rooted in what can actually [13:37] be gotta so everything that comes from a commission you're saying well not just [13:42] the commission just yeah like but in this example this context make sure it's vetted and it's approved by the whether [13:51] it's code or Planning Commission or whatever it's Cod compant yeah that is [13:57] compliant the only thing they should be looking at is the portion of the city code that relates to their board or commission and then making any revisions [14:04] or edits that they they think make align it better with the comprehensive plan so they would bring that to you some cities [14:10] don't establish that would be but before it comes to us I want to know that it's okay so we're not being asked to approve [14:18] things that are not okay yeah we can bet them our City attorney right review it [14:23] all some cities don't establish their Bo their boards and commissions by ordinance but d [14:29] so if we're doing something we might be doing something in practice that may may [14:34] not be completely compliant with code we want them to match so that's what we're asking for at this case is to do that [14:41] review okay was there any other questions so on [14:48] Community Health commission all right um next is the [14:54] energy and environment commission um their first item so they we have a little bit more recommendations um so [15:02] their first item was related to The Climate action plan because there's a midpoint prioritization and so we did spend some time with staff talking about [15:08] what would be best for roles related to this um so we have some comments on there that the that this initiative [15:14] really is Staff L and part of the engineering department work plan um in 2025 so we're just asking for a change [15:21] that the commission will review and comment on phases of that review and prioritization for the climate action plan and that we would adjust it to a [15:28] council chart two um the second initiative is just briefly MJ you've got both two and three [15:35] X on there you might want to fix that oh sure sure yep um initiative number two [15:41] this um is how they described as their catch all so but essentially it's multiple items together in one and so we [15:49] really are going to ask to separate those initiatives out so that it can be um clear about what the workload is and [15:55] how many items they're working on for the year um in support of continuing the green business Outreach the social the [16:01] student social media takeover we did prevent that that's a good thing to do again tree recognition Campaign which [16:07] they've been working on and the one thing we would just ask is that the vehicle showcase instead of actually holding their own event to consider [16:14] maybe supporting or encouraging um involvement with some of the uh current community events that we have because [16:20] there is one that happens that's kind of similar or could potentially be part of what they did this [16:26] year okay and then on the next next page initiative number three so this is the [16:31] extreme heat and resiliency hubs um so uh this project is actually [16:38] again staff L kind of similar to that first one it's actually a participation with the usdn in henen County so again [16:45] staff L we would just adjust it so that the commission is doing a review and comment on what the staff is working on [16:51] but still have an opportunity to provide um some input and then on initiative number four [16:58] um this is the food security assessment and local food production there's sounds like there's a lot of excitement for this one so no [17:04] changes um initiative number five is the multif family Organics um again we're um [17:11] not suggesting any changes for this one and then the city code is the last [17:17] one any questions about the energy and environment commission or [17:26] plan all right I'm going to keep going all right Heritage preservation [17:31] commission is next um uh initiative number one COA no changes they continue [17:37] to do those number two is the ad Heritage landmarks no changes initiative [17:43] number three um The Heritage preservation award again no changes um [17:48] number four the century home program um that they started last year so this is the like second phase of this doing the [17:53] Outreach no changes where of them doing that um initia number five five public [17:59] Outreach for the ordinance in Country Club plan of treatment changes so again that phase approach they did their work [18:05] and now they want to do some Outreach so no changes um in the city code update so really no changes on HBC any questions [18:14] about preservation [18:20] commission okay good okay all right next up is the Parks and Recreation [18:26] Commission um the first initiative is is review and comment on Brer Arena this has been a continued project um for the [18:33] parks and W no changes um same with the initiative number two which is around the compare Park shelter building [18:40] amenities and functions no changes to that initiative um initiative number three is [18:47] around the Strategic plan um identifying key study areas kind of similar to some [18:52] other um work plan items in E that this really is a staff Le and that we would [18:57] just ask that we change deliverable to a comment on the Strategic Plan update that will be led by staff on number four [19:05] um this one is around the feasibility or research and a feasible development [19:11] action plan for further research on the alternative funding funding strategy so this was a 2023 work plan item um we're [19:19] just asking to change the title a little bit to really do that study and report and focus on a studying report for two [19:24] of those alternative funing funding strategies that were part of the report in 202 23 so we would just um ask for a [19:31] report to council and a charge Council charge one initiative number five um the [19:39] commission has planed on reviewing the climate action plan priorities and conducting research on external Park [19:45] agencies and we're not recommending any changes to that one and the last [19:51] initiative is the city code update any questions for parks and [19:57] recreation [20:05] okay can keep going planning's up next um initiative number one you see this [20:11] every year review land use applications initiative number two is update the city [20:16] zoning ordinance which they have been in process of looking at um no changes to that one number three so this is the [20:23] greater Southdale District design experience and um you have to look at what we wrote in our recommendation but [20:28] what we heard from you when they proposed this um is that in 2025 that [20:33] the commission should focus on reviewing and learning more about the greater salale District design experience um but [20:39] that staff um so the staff will actually request that the consultant who drafted the document to do some of this [20:45] education with the commission um but that ultimately Council had requested that the city submit an RFP for a [20:52] consultant to do the actual update but that 2025 they would spend time really learning about it [20:58] I'm I'm really concerned that we're going to just sort of wallow in it and not take a fresh look at it and when you [21:08] think about you know our first string suburb the number of lots that are large are not that big and we have this plan [21:16] in place to carve up the Big Lots and to even do it along major roads and so [21:23] there's a couple elements that are really nonsensical and um in my opinion [21:30] and so I I just want to make sure that we're we're not just hearing from the [21:35] people who created and love and nurture and all of this but I you know what [21:41] would it look like from somebody you know get a fresh perspective on do we really want to keep going down this path [21:48] um I don't know how other people feel about that I don't dis disagree with that at [21:55] all we talked about making sure we had a few people involved at least from the [22:01] from the quote unquote outside fresh eyes um I think it's it's good to do [22:07] that uh and then we also talked about hearing from the original Architects for [22:12] the exact same reason uh so that the group understood what was in their minds [22:18] when they thought about thought about so the question I think that Julie's posing [22:23] is the way I see it is does staff and the Planning Commission have time to to [22:28] do both the review in history and then looking forward in one year and it [22:33] sounds like maybe you you feel that that's too ambitious to do both of those in one year yeah we're looking at this [22:39] as a two-step process this is the first process kind of that education piece then the second step would be to go up [22:45] for that RFP have the fresh look um the fresh look at it there's no language [22:51] indicating a fresh look and the RFP the way this reads it could be interpreted as you know just not [22:59] really you know looking at it that way City you guys are talking about two [23:05] different things but together I think they both address the issue okay yeah I [23:11] think you got a point though I think what Carrie just said I think it would be better if it was set out in a two-step process yeah yeah but but then [23:19] I think remember R's point is make sure we have a fresh perspective however we do it we break it out into phases which [23:26] makes sense just having some language that says yes we're going to honor those two [23:34] things and I think remember Jackson mentioned the the the original architect [23:40] I don't remember who that was no I think it was Jimmy Bennett who who is it's name's MC Johnson yeah yeah Mick Johnson [23:46] so my question for you Carrie though is every year we have new Commissioners come on and in some years we have a [23:52] whole bunch so if we do a whole review in one year and then the new stuff in the second year how much institutional [23:59] knowledge are we going to lose in a year's time and so I understand that [24:04] planning commission's very has a very ambitious workload but I'm a little concerned about spending all this time [24:10] reviewing and then poof they're gone and we have new people and they don't know what the history is and we have to start from scratch again which I think is part [24:17] of what what member rer is going after yeah and I mean I don't know there's no [24:22] time is this going to be an entire I mean how many sessions are going to be spent with [24:28] the original drafter of the plan I I don't know yeah so I believe we have [24:36] just one commissioner who term limits off this year so we have one new member [24:42] so we probably we' said this up once that new commissioner is seated um I see [24:49] this as probably a two-year two-ear process we get this first part done this [24:55] year and then um in 2026 we take that fresh look so we can [25:02] we can um make some changes here to the language so it's more clear that would be great think you guys [25:09] have raised some interesting issues because when I think about the composition of the original design experience guideline team it was [25:16] planning Commissioners it was residents nearby like colen wolf it was business [25:22] people it was people from the broader Community might have been a dozen people involved and so to me it kind of BS the [25:29] question if you want to look at this and then have a fresh look you just want to [25:34] limit it to the planning commissioner do we want to we want to recruit a new group that gets some [25:43] historical knowledge and then they take a fresh look at it but it's it's a broader group [25:49] than just the Planning Commission it's more like a small area study team MH and and and you look because that [25:55] composition as I remember was really good it was yeah you got all these different perspectives out of it that [26:01] were nearby neighbors nearby business people broader Community people plan [26:08] commission I think that's worth the conversation yeah that's a good point for the the phase two the one [26:14] commissioner who term limiting off I think is the last commissioner that was went through that entire process Jimmy [26:23] Bennett I think was involved um halfway through so he did have some [26:29] exposure to it but he would be the last one after commissioner um Miranda term [26:36] limits off I think though mayor that that you've you have set you've kind of [26:43] identified one of the issues with that if if we expand the scope and the scale of that um we haven't really looked at [26:49] that from a budget bandwidth standpoint because if it is that would be very much like the the effort we put behind a [26:56] small area plan and we've got one that we're doing and one that we still have to finish up so adding [27:01] another one not sure I'm just not sure we haven't had any discussion on that [27:10] yet yes lead us to conclude well we I think we'll we'll we'll take we'll have [27:17] some discussion about it and then when we bring this back to you for approval we'll come back to that one in particular and and kind of point at it [27:23] and talk about it [27:31] all right speaking of those M plans initiative number four is the Lincoln lary uh no changes um number five uh so [27:40] what was proposed was the evaluate the use of um traffic studies so um what [27:45] we're recommending is and I don't know if um Council the current Council remembers this but then 2019 we actually [27:52] did hire a consultant who did a presentation to the Transportation Commission um skip onlyi was part of [27:58] that presentation in the um we still have that training video so we did provide it to the Planning Commission [28:04] members um in hopes that they would spend some time to review it as well not I don't think anything has really [28:10] changed since that presentation in 2019 and then also we are going to ask the engineering department um to present at [28:16] a future Planning Commission um work session on traffic studies But ultimately um that those are what we [28:22] would ask them to do next year instead of um doing an evaluation process [28:28] um and then there is the city code update for that last item how does the [28:34] um so is this specifically about what the code says the commission does [28:39] because um they're doing aren't they doing a review of the zoning ordinance now so that's separate from the review [28:46] of the Z correct the city code this one is all in the administration chapter [28:51] three how many people around the commission even when do they meet right if there's anything about [28:57] membership okay so it's chapter [Music] [29:05] three so it's article three so be article three [29:11] yep okay okay one more and then [29:16] we'll stop and talk about HRC um Transportation Commission um their first [29:23] initiative was around oh gosh what is C what is safe and Equitable Mobility [29:29] action plan okay I probably should put it in there somewhere um so we're just going to um change a little bit to [29:35] change it to project team participation because it really is a project team versus a working group which would typically be a group underneath a [29:42] commission so just adjusting a little bit um the initiative number two so this [29:47] had um a couple different initiatives built into it as well they're talking about promoting multimodal [29:54] Transportation even talked about an open house with pedestrian and bicycle master plan you have to go to the um next page [30:00] to see actually I think you even have to turn the page to see the um comments from Administration um but we just we [30:08] did have like an assessment of like all the different events that we're doing and so we asked about removing the open [30:13] house for the bike and master plan to allow the cmap project team to complete their work first because that could [30:18] inform in the future something that they might want to do around education but in a li of again planning their event [30:25] consider participating in other community events we're hoping that commissions will also not just [30:30] individually go but maybe consider inviting other commissions together because once you go and you're talking about commissions and what they do um I [30:38] think that they can also represent other commissions and the work that others are doing Did we tell you about e Diner [30:43] rides when we talked about this yes and I shared that with the commission y good thank you so that is in there as well [30:49] yeah okay uh initiative number three um is reviewing City policies [30:55] ordinances um requiring walking and biking improvements um we're just going to change that deliverable to a report [31:01] to city council um but it will be at a council charge one um initiative number [31:06] four just as parking Planning Commission lead you'll probably remember that the Planning Commission was working on a [31:12] parking initiative um I think it spanned over a few years um this is not on the [31:17] planning commission's um work plan and so we would remove this one um from the Transportation [31:24] Commission and then the last initiative again is going to be this city code update are there any questions about the [31:32] Transportation Commission [31:39] work make a note to spell out what cmap is I [31:45] can it's probably in there somewhere just not in the title I think we okay [31:50] yeah but I think that we should do it in the title so okay oh there it is yeah [31:59] okay so that wraps up the seven commissions work plan review so we'll finalize these recommendations and bring [32:05] them back to City Council on December 6 um our second discussion um topic is [32:10] related to the more sorry yeah do our two our board of appeals and board of [32:16] construction appeals have a chapter in the code as well do they need to have [32:21] they yeah they do yeah so do we want them to review their yeah language yeah [32:30] thank you and we're going to get the zoning audit [32:37] report yes yep we just received it from the consultant so we're we'll be setting that that meeting [32:49] UPF okay um so that to the second item um is a discussion around what the [32:55] commission proposed to city council um a little bit different than um previous years of what they want to focus their [33:01] work on in 2025 we provided a memo on that last um um packet we also have some [33:07] information here that Thomas is going to um lead sharing with you and we also do have a draft um task force charge that [33:15] was including your packet tonight so yeah so the uh human rights and [33:22] relations commission proposed two uh work plan items uh to rather large uh [33:28] work plan items uh but the first one being um discussing uh sustainable and [33:34] inclusive community engagement structures um is really kind of a summary of what that is so it's the [33:40] commission um really taking a step back and reflecting on their work um the [33:47] impact of that work um and what would be meaningful to them as volunteer uh [33:52] Commissioners in the city um welcome Jim um so there are a number of topics [34:00] that the commission would be able to discuss under this item throughout the year um that would ultimately lead to [34:05] some sort of report of findings best practices and uh recommendations on how to move forward um so some of those [34:12] things being barriers to participation meeting frequency um engaging more um in diverse [34:19] voices and City decision- making um engagement structures um so how they can [34:26] uh more formally meet in a way that is uh sustainable um and retains [34:32] Commissioners um so participation and retention are also um ongoing issues as well um so uh that's really the the bulk [34:40] of that is it's really the commission um having some facilitated discussions throughout the year um about how to [34:47] ultimately um better engage community and City decision- making um so that's the first one the [34:54] second one is the equity strategic action plan uh which is set to kick off in January of [35:02] 2025 so the commission um the esap is what we call it um is a heavily um [35:07] internally facing document so it really calls on staff to look internally at our [35:13] internal processes programs and services um and ultimately um prioritize our work um to [35:21] move the needle um on at least a couple items in the immediate that are um [35:26] really important can lay the foundation for future progress uh so the commission would [35:32] provide an external um perspective to that process um they would receive uh [35:38] more frequent updates than um General members of the public um they would [35:44] participate in some briefing sessions to help um analyze and understand uh the [35:49] results um and all the feedback that's been received um and would ultimately help um craft and provide feedback on [35:57] the L language of that esap document um so that's some of the work to come and there's more um information that will be [36:03] provided to you um as we understand uh meeting dates and even the commitment of [36:09] your time in that process um so more information is to come there but really wanted to make sure that the HRC just [36:15] given that they are our current human rights focused commission um has a front row seat to participating in that [36:22] process and providing feedback uh they will not be the only ones to provide feedback in terms of the [36:28] community um so we have we want to get other commissions involved as well and and providing feedback as well as [36:34] reaching out to um other members that we know are deeply invested in the city's equity and [36:40] inclusion work um both of these priorities are um focus on elevating the [36:46] city's equity and inclusion work and connecting it to community um so making sure that the commission's work is [36:52] aligned with the work that we're trying to do internally um and that we are collectively working toward um the same [36:59] same goals or similar goals um so those are those two work plan [37:04] items um and you'll remember the commission um has also been discussing [37:09] um a looking at a more sort of flexible model um to engage throughout 2025 and [37:16] that is this equity and engagement task force um so we have a number of members [37:22] that will be rolling off of the Commission in 2025 we have a current vacancy um and then we have some um [37:29] attendance um issues um and so um this uh task force model would [37:36] allow the commission to potentially um retain some of the members that will be [37:41] rolling off the commission to keep that institutional knowledge particularly in this process of really thinking about um [37:47] the entire scope of the commission uh the impact of their work um and what would be meaningful going forward um [37:54] increased flexibility U with meeting schedules um so just being able to respond um and meet more frequently as [38:01] it relates to uh the esap um even if that's in smaller working groups um and [38:08] those discussions that are happening related to engagement um increase communication so really want to make [38:14] sure that they are really focused on bringing in additional voices um so I think one of the things about the [38:19] current commission structure is that community members come they sort of sit in the back and they don't really get to [38:24] fully participate um so this model would allow community members to come and fully participate in whatever the topic [38:31] um is for that day um so really wanted them to kind of Branch out and reach additional community members um in the [38:37] discussions and the work that they'll be doing next year um and then this the last one just with any task force that [38:43] intentional Focus for a specific time um on a rather important topic um so yeah [38:51] so I'll pause there for questions and feedback [38:58] so play Devil's Advocate a little bit what is the benefit of having H the [39:07] structure we have now where people have certain amount of terms and their term I [39:13] understand why they're term limits because before it was the same people forever and ever and we needed to bring [39:18] in new opportunities for people but tell me what we might lose if we change the [39:27] structure of um you know sort of the rules and the Robert's Rules the [39:33] community comment only in community comment what's especially you as liaison [39:39] are these going to be six-hour meetings um how do we keep the [39:44] conversation because sometimes you'll get someone who has a be in their Bonnet [39:50] and they're going to do all the talking and then nobody else in the room can talk so how can th those are some of the [39:56] things that our current structure I think um help control so [40:01] how what would we lose if we take away that more formal structure um and and [40:07] will it make this I mean I love the idea of reaching out but so I'm saying Playing devil's advocate but but what [40:13] what's at risk if we um take away that [40:18] formality yeah I mean I think some of that is to be explored um through these discussions but in terms of um what we [40:25] would risk I think we have have this structure of uh commissions that is [40:30] known well um that have been around for quite some time um that um are highly [40:37] structured from um communication of of meetings in advance to uh open meeting laws to [40:44] Robert's rules to to everything that you mentioned um and we would actually strive to keep some of those things that [40:52] we know um are positives and that do work so making sure that the public is invited and knows that meetings are [40:58] happening um making sure that you know in this case it would be a little different again with ensuring that [41:04] people from the community are able to participate but um I think one of the things that is in the the charter um is [41:11] wanting to make sure that the meetings are facilitated um so that like for each of the meetings you know they can talk [41:18] about the esap and any updates there or provide any feedback on on wherever we are within that process but when it [41:25] comes to those engagement discussions that we focus on a specific topic um for a specific amount of time um and just [41:33] continuing to sort of introduce different topics throughout the year so that we're able to cover sort of all of [41:39] those outstanding questions um about you know what makes commissions work and and [41:45] what's maybe not working so well um with the current structure It's a Wonderful undertaking [41:52] um I'm I'm excited to hear what comes out of it but I just want to yeah [41:57] they're probably a reason why why rules are set up and it's like if we're going to break them how are we going to [42:03] address the problem that they were meant to serve so so is this in addition to or in a [42:09] replacement of something so this would be um so at least for 2025 the idea is [42:16] that this would be in this meet these task force meetings would replace the current um HRC commission meetings which [42:23] are really at this point updates of current work plan items um so these [42:28] would be more um sort of working sessions as they talk through these topics and work through the esap um so [42:37] very different work plan items than what they've had traditionally um and so yes this would replace um as it relates to [42:43] those current work plan items um the a lot of those items um we've done year to [42:48] year or the commission's done year to year and staff is really kind of taken the lead on that um I think there's [42:54] always a role for Community to have um a place within that so I'm helping to um [43:01] look through the Tom o award um applications or helping to um plan um a [43:07] community event like those sorts of things we'll always need Community voice in those but um we are at a place now [43:12] where we can continue to operationalize those internally and then bring in community as we need to um so we'll [43:18] continue to do those things which is why the work plan looks so different than the last time you saw [43:24] it I think Carolyn brings up a good point though that maybe listing out a couple parameters like for me the staff [43:31] capacity need needs to meet equivalent to what we currently give to the HRC [43:36] that's like a a so maybe we can set up a couple parameters that would um allow [43:42] really clear expectations related to the task [43:51] force any other [Music] questions teers [43:58] please I guess the one thing is I just want to um make sure that there is a [44:06] structure so if something were to happen like in was it 2015 when we had the [44:11] incident with the police there is a body that's ready to respond to provide you [44:17] know a known Community voice that can help us process this um and that's that's just one thing I want to make [44:24] sure that that's always available um and so as we fiddle around [44:31] y okay thank you dennisk you all right so one more point of [44:39] discussion for tonight um which actually this is going to be great because I heard um some of the comments from [44:44] Council when we talked about phase approach and can we get this done in a year so this might this kind of leans into those conversations um if you [44:51] remember in the spring of 2024 I'm sure you didn't forget but I came and I talked to you about you um our work plan [44:59] process and how we're trying to get strategically aligned and here's some opportunities things that work challenges we're seeing and things we [45:05] could try and I've been working on some of that stuff and Ari's been helping and Thomas has been helping of different [45:11] ways that we potentially could make this process a little bit better so kind of building up with each other versus [45:16] always feel like that we're Push Pull or competing um through the process so this is ultimately what we set out to do was [45:22] to adjust the work plan process to strategically align with the vision and council's goals [45:27] um we are just presenting today some changes um there OB obviously are going to be some internal things that we're [45:34] going to adjust as well but these These are the external things related to commission work plan process that would [45:39] impact you or or what your role has been with the work plans um it doesn't really change much it more changes the timeline [45:46] and how we're thinking about our work plans so in 2025 and I'll show you a timeline of what this would look like um [45:53] but in 2025 um commissions would develop two work or two-year work plans so a [45:58] little bit longer projection longer term for example thinking about the Grand View District yes we didn't say anything [46:05] about what that second stage looks like because the plan was only Built for one year right so we didn't say anything but [46:11] we could now right um so moving to two-year work plans we would divide the commissions we've got eight commissions [46:17] that actually build work plans into um into two groups so annually four commissions would develop a two-year [46:23] work plan and annually four commissions would do a review and any updates or amendments if needed um and how this [46:31] would work and this is kind of one of the biggest things is we would adjust what the purpose of that joint work [46:36] session is with Council so it would really focus on work plan development versus commissions coming to you and [46:42] just reporting on what they've completed right now when things are completed on work plans as a liaison it's their job [46:49] to send that information up to you so you are getting those updates about what they're working on what they're seeking [46:55] and what they really want to have the conversation around is what do you want us to work on so if we repurpose that [47:01] work session spend more time thinking about projecting in the future things that this commission should focus on and [47:06] how it's aligning with our budget work plan and flowing down to our department work plans Etc um this this just this [47:14] change of this timeline could help with that process um here's some advantages I kind of mentioned some of these already [47:21] um but that long-term Vision um helps us aligning them when we're thinking about our budget budget work plan budget u [47:28] values and Department work plans um we'd have improved resource allocation so [47:33] priorities for a longer Horizon so staff can better plan our future like the budget thing for um for the sorry for [47:40] said the Southdale District so we can think ahead on some of those budget impacts um planning fatigue uh annual [47:47] planning can become repetitive we we've even had commissions like we we do this every year and they're like they're [47:53] starting the process before they've even completed almost anything on the work plan I did do a quick count on our work [47:59] plans but 17 of the 3077 work plan items are actually continued rolled over so [48:05] that's mostly what's happening um better project completion um projects take longer than a year like it's sometimes [48:11] hard so if we can break them down or give them a little bit more time to look at the project we might get better [48:16] results and actually see an a a better U impact and then evaluation um more time [48:23] you know annually and this happened with like the uh human right relations they would update the bias response plan [48:29] every year we can never evaluate it right because we didn't allow it to do its work and then go back to it so [48:34] giveing a little bit more time to do some of that assessment to see if we're actually being effective with our work [48:40] plan items okay hopefully this is not super confusing to explain and maybe you saw [48:45] it already in your staff report but um group one is in the green that's the Green Dot and then group two is the [48:52] orange dot so starting in 2025 in June um the group two would have their joint [49:00] meetings with Council so that's where they would come to this room sit down with you and say let's talk about how we're going to make this long-term [49:06] two-year plan um and put it together in the August to September months we'll [49:11] have the other four so group one come in um or do some type of report Amendment [49:17] make some adjustments if they need to on their work plan and then in September December the group two they'll go [49:24] through this work plan process it will just be half of it the commission is going through this work plan process as [49:29] well um and then we would flip that for 2026 so some of the main reasons like [49:35] why two groups because we had those questions before um because we want the conversation to be more purposeful right [49:42] so if we um have the two groups we feel like we can spend a little bit more time focusing on the commissions um [49:47] commission work plan or those work joint work sessions are the first ones to get moved around and so we feel like we're [49:53] bumping them all the time so we want to make a more of a commitment if and we feel like we can if we just have maybe [49:59] reduce them um and we want greater participation sometimes um commissions come to that joint work session there [50:05] might be one or a couple members attending but we would like people to want to come to those sessions because [50:11] they're really excited about planning that long-term plan and so that's kind of the idea of why we would like to try [50:16] the two groups and I'm doing them every other year so we would make this [50:21] adjustment in 2025 doesn't change anything about what we did right now but it's kind of a heads up so so that you [50:26] can be preparing that things would look a little different in like starting in the summer months for next year this [50:33] does this make sense explained it over okay can we get this presentation the [50:39] whole thing like the whole presentation for tonight yeah yeah and maybe post it [50:45] on it gets my my presentation will be added to the packet yep so that would be [50:52] like updated I think tomorrow y so one of the things that we've heard is when [50:57] when we interview Commissioners they have IDE you know ideas they want to do something then they come in they're like [51:03] what do you mean it's already all set I have to take on somebody else's project and then in this case maybe even wait [51:09] two years before they can start an initiative how do we juggle that so we [51:16] want to leave space for that update right making some small amendments and adjustments because they might be even [51:22] bring a perspective that maybe could update um so that's what we're hoping with happened there the other thing that [51:28] we sometimes have noticed that yes they have ideas but it does it takes a while for a commissioner to feel really comfortable about like getting involved [51:34] and jumping in so that kind of gives them a little opportunity to just um you know feel it out uh spend some time on [51:41] the things that Council has right said they really want the commission to work on and then there's always that [51:47] opportunity within like a year and a half it would be the most it would be it would be a year and a half of when they [51:52] start thank you any other [52:00] comments just to clarify really quick so if you were not in group two in 2025 [52:07] they're going to be when they send the work plan review and amendments that's going to be some sort of written [52:12] communication to you guys they're not going to have a joint work session with you they would have a joint work session [52:18] in 2026 kind of spacing them out a little bit to give us a little more capacity [52:26] it also frees up some work session time that we would use for other purposes [52:33] too I mean we typically do a full meeting for it right it's usually [52:39] stacked into one people are cut short I think it'll still be one and we [52:45] just won't Rush as much yeah and we won't push them out or [52:51] move them around and cuz every time we do that then we have people like oh I had that date on my calendar now I can't [52:56] do the next one and they want to participate so just a stronger commitment to that thank you for [53:03] everything tonight and the thoughtful feedback I appreciate it good thank good work and that's all we have [53:12] um C any questions any regard any the proposed work plans