HomeMy WebLinkAbout06 26 2017 Citizen Engagement Committee Report
*As background, the PAC was developed in 1974 when several properties were purchased to develop what is now Lakefront Park.
The LAC was created in 1991 to help address new stormwater and wetland rules. The City did not have dedicated Water Resources
staff at the time.
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL WORK SESSION REPORT
MEETING DATE: JUNE 26, 2016
AGENDA #: A
PREPARED BY: LORI OLSON, ASSISTANT CITY MANAGER
PRESENTED BY: LORI OLSON, ASSISTANT CITY MANAGER
AGENDA ITEM: CITIZENENGAGEMENT COMMITTEE
DISCUSSION: Introduction
The purpose of tonight’s work session is to receive feedback and direction
on sunsetting three city advisory committees and consolidating them into a
new committee focused on community engagement.
History
The city currently has nine commissions and advisory committees. During
the most recent application process in the fall of 2016, two of the
committees, the Parks Advisory Committee (PAC) and Lakes Advisory
Committee (LAC), did not receive any applications for vacated seats. As a
result, both committees are currently inactive as they do not have a
quorum, which is required by the committees’ bylaws to hold a meeting.
Repeated attempts to solicit applicants were not successful. In addition,
many of the initial goals of the two committees have been met.*
The inactivity of these committees provided an opportunity for the city to
assess their effectiveness in the context of the city’s current needs. One
city priority is to increase its engagement with residents and improve
communication within the community, and the city needs help to do that.
Upon review of all current committees, staff identified three committees
with overlapping goals focused on education and outreach. (The third
being the Communications and Technology Advisory Committee, CTAC.)
As a result, staff proposed the creation of one committee focused on
engagement that could more effectively incorporate the goals of the
existing committees within a broader scope of projects as one body.
In addition to the desire to more aggressively engage residents with city
government, further rationale for sunsetting the committees includes:
• committee agendas are dominated with updates;
• there is low interest from public to participate; and
• staff has difficulty in identifying substantive subject matter and
tasks.
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Furthermore, consolidating into a new committee supports the City Council
direction to improve citizen outreach and engagement.
To vet the proposal, a working group was formed that included the chairs
of the three impacted committees, city staff, and Councilors Braid and
Burkhart. The working group met three times to discuss the needs and
expectations of staff, elected officials and committee members related to a
new committee.
Current Circumstances
The recommendation is to create one body called the Citizen Engagement
Committee (CEC) whose primary function is to educate and engage
residents in Prior Lake city government. The new committee seeks to
integrate citizen engagement into the culture of city hall. By expanding the
subject matter scope of the committee, the city hopes to generate more
interest by the community to serve. Goals of the committee include:
• bolstering city communications and engagement to reach more
people;
• educating residents on city operations and initiatives; and
• providing a body to advise the city on major issues as assigned by
the City Council.
The CEC would consist of at least five but no more than eleven members.
The working group recommends that current eligible LAC, PAC, and CTAC
members receive first preference for a CEC seat, which would honor their
current terms. For the remaining seats, the city would seek persons with a
diverse skill set who have an interest in local government. The CEC would
include two Council liaisons as selected by the City Council.
The duties of the CEC would include:
• Engaging citizens in city projects and initiatives;
• Liaising with the community on topical issues;
• Serving as a resource for residents seeking information about the city;
• Learning about city government;
• Advising city staff on special projects;
• Providing feedback to staff on community issues as assigned.
The kinds of projects or tasks the CEC could work on would be diverse,
ranging from issues covered under the current committee structure to
matters related to broader city initiatives. Examples of the types of projects
the CEC could explore are below:
• Community survey results
• 2040 Vision and Strategic Plan
• Comprehensive plan components
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• Clean water initiatives
• Town Hall ideas
• Major infrastructure projects
• Public notice process
• Neighborhood park parties
• Citizen awards
Conclusion
Based on tonight’s feedback, staff will revisit the bylaws and present them
to the Bylaws and Compensation Working Group for review and comment.
Staff would then bring the request forward for City Council discussion,
review and approval at a City Council meeting this summer.
Staff aims to have the new committee approved and ready to solicit
application as part of the annual city advisory committee cycle this fall.
6/21/2017
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City Council Work Session
June 26, 2017
Purpose
6/21/2017
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Background
Rationale
•For sunsetting three current committees:
Many of the initial goals of the committees have been met;
Agendas dominated with updates;
Low interest from public to participate;
Difficulty finding subject matter and tasks;
Committees share common goals which could be accomplished more
efficiently as one body.
6/21/2017
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Rationale
•For consolidating into new committee:
Support City Council direction to improve citizen outreach and
engagement;
Integrate citizen engagement into the culture of city hall;
Expand subject matter scope for more interest;
Educate residents on city operations and initiatives;
Bolster city communications and engagement to reach more people;
Provide a body to advise on major issues as delegated by the City Council.
Research
6/21/2017
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Proposal
Duties
6/21/2017
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Examples
Timeline
TASK DATE COMPLETE
•First large group meeting (staff, committee chairs and council reps) 2/2/2017 √
•Draft bylaws 2/13/2017 √
•Internal staff meeting to review bylaws and develop recommendations 2/16/2017 √
•Attorney review bylaws 2/20/2017 √
•Reconvene large group meeting to review bylaws and staff recommendations 3/20/2017 √
•Staff meeting with City Manager 4/6/2017 √
•Large group meeting with City Manager 5/12/2017 √
•City Council Work Session 6/26/2017 √
•Finalize bylaws 6/27/2017
•Bylawsand Compensation Committee meeting 6/30/2017
•City Council meeting for approval TBD
•Confirm membership and begin application process TBD
•First CEC meeting TBD
6/21/2017
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Conclusion
⁻New:NEW
Discussion