City Council - Workshop Meetings

City Council Workshop Meeting Ash North and South Conference Rooms March 15 | 6:30 p.m. This City Council Workshop meeting is taking place virtually and at Woodbury City Hall in the Ash North and South Conference Room. Members of the public may attend the meeting in person and may also join the meeting using a computer, tablet or smartphone and accessing the virtual meeting link at woodburymn.gov/VirtualMeetings Watch the Live Meeting Public comments will be accepted during the meeting both in person and virtually. Virtual questions should be submitted via the online Q&A feature within the virtual meeting link. Questions regarding the meeting will be also taken between the hours of 8:00 a.m. to 4:30 p.m. at 651-714-3524 or at council@woodburymn.gov. Questions received after 4:30 p.m. will be responded to in the next three to seven business days. Please note that all agenda times are estimates. 6:00 p.m. Dinner – Ash North and South Conference Rooms Workshop Agenda 6:30 p.m. 1. Form of Government: Plan A, Plan B, and Charter Commission – Part 2 23-54 7:30 p.m. 2. Break 7:40 p.m. 3. Central Park Renovation Project: Design Development Update; Review 23-55 and Affirm Design Direction 8:40 p.m. 4. Administrator Comments and Updates1 8:45 p.m. 5. Mayor and City Council Comments and Commission Liaison Updates1 8:50 p.m. 6. Adjournment 1 Items under comments and updates are intended to be informational or of brief inquiry. More substantial discussion of matters under comments and updates should be scheduled for a future agenda. The City of Woodbury is subject to Title II of the Americans with Disabilities Act which prohibits discrimination on the basis of disability by public entities. The City is committed to full implementation of the Act to our services, programs, and activities. Information regarding the provision of the Americans with Disabilities Act is available from the City Administrator's office at (651) 714-3523. Auxiliary aids for disabled persons are available upon request at least 72 hours in advance of an event. Please call the ADA Coordinator, Clinton P. Gridley, at (651) 714-3523 (TDD (651) 714-3568)) to make arrangements.  1 City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 23-54 March 15, 2023 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Form of Government: Plan A, Plan B, and Charter Commission – Part 2 Summary The City Council has requested information regarding the different forms of city government and to have an opportunity for additional discussion and exploration on the options currently available to cities in the State of Minnesota. At the February 8, 2023 post council meeting workshop, council conversation centered around the following governmental structure aspects: • 5 versus 7 council members • Ward versus at-large representation • Operational and recruitment benefits of Plan B versus Plan A • Risks and rewards associated with developing a unique city charter and the establishment of a permanent charter commission • Timing (other referenda from schools and county, election cycle, council strategic initiative priorities, staff capacity, city administrator tenure and impact on future leadership transitions) • Referendum details, analysis, support, community engagement plan, etc. • Packaging options (e.g. moving to 7-member council under a Plan B structure) Scott Neal, City Manager of the City of Edina will be present to discuss the Statutory City and Charter City aspects and options. Recommendation Staff is seeking feedback regarding any additional research or information following the March 15, 2023 Council Workshop. Council Letter 23-54 March 15, 2023 Page 2 Fiscal Implications There are fiscal implications in pursuing changes to the form of government. If council decides to move forward with a form of government change, one-time costs will be incurred such as: community surveying and education, legal ordinance revisions, and other professional services as needed. Changing to a larger council will require greater staff capacity. Analysis In the summary are seven aspects council discussed as part of a form of government review. The following is additional detail to these considerations: • 5 versus 7 council members - Increasing the size of the City Council from 5 to 7 members would require an affirmative referendum vote. Of the Top 20 Cities by Population listed in the Council Letter provided on February 8, there are eight cities with 5 members on City Council; 10 with 7 members on City Council; and 2 with more than 8 members on City Council. It is important to note that the mayor’s role and involvement in City Council varies. • Ward versus at-large representation - There is a mixture of cities in the Top 20 list that have solely wards seats vs a combination of ward and at-large seats vs all at-large seats. When considering a ward system, the impact to the community in establishing precincts should be considered. Ward representation assures broader geographical representation; however, council district division by area can create political and social challenges for decision-making. Moreover, council decision-making criteria will differ when representation is by ward versus the whole city. • Operational and recruitment benefits of Plan B versus Plan A - As the City of Woodbury has grown, there has been an operational need to delegate additional responsibilities to the City Administrator through City Council policy. Many of these delegations are inherent in the Plan B form of government with statutorily clarified roles and responsibilities. It is important to consider that a majority of the comparable cities in the Top 20 list have City Managers as their top administrative officer and the title of City Administrator could put Woodbury at a competitive recruitment disadvantage in the future. • Risks and rewards associated with developing a unique city charter and the establishment of a permanent charter commission - The Charter form of government allows the City Charter Commission to propose a form of government without having to default to statutory options. Furthermore, it exposes the City to political inferences, and the cost and requirements related to having a permanent charter commission as a competing political entity to the city council. • Timing - A major consideration is the timing of this initiative and any potential action or proposed change to the form of government, size of council, or proposed special state legislation due to the amount of staff time and resources required to facilitate these actions and community involvement, as well as statutory restrictions on election dates. As well, other referenda by the county and schools may compete for public attention and support as well. Lastly, senior leadership changes (council and staff) will also complicate timing of constitutional considerations. Council Letter 23-54 March 15, 2023 Page 3 • Referendum details, analysis, support, community engagement plan - Further analysis regarding the exact dates legally allowed for certain referendum questions could be completed if Council gives direction to continue this conversation. Additionally, a summary memo can be provided following the workshop to capture the multiple workshop discussions and analysis, depending on Council’s direction. • Packaging options - If Council decides to move forward with a proposed change, Council should consider the best and most efficient package of constitutional changes to share with the community since all changes (outside of special legislation) will require a positive referendum vote. Policy Minnesota State Statute §410 Classification; Charters Minnesota State Statute §412 Statutory Cities Public Process February 8, 2023 – City Council Workshop Background Since the City of Woodbury’s incorporation, there have been periodic reviews of the City’s Form of Government. A letter was provided to the City Council on February 8th, 2023 that provided detailed background and context for the Statutory and Charter Forms of Government discussion. Staff continues to work on the research requested by the City Council regarding the effects of the three options specifically on the City of Woodbury and its operations. Following the discussion with Edina City Manager Scott Neal, a summary report will be provided to the City Council. Written By: Annie Coyle, Assistant to the City Administrator, Deputy Clerk Approved Through: Clinton P. Gridley, City Administrator Attachment: Edina City Manager Scott Neal Biography SCOTT NEAL Public Service • Scott has been a local government chief executive officer for over 34 years. City Government Career • City Manager; City of Norris, Tennessee; 1988-1990 • City Administrator; City of Mt. Pleasant, Iowa; 1990-1996 • City Administrator; City of Northfield, Minnesota; 1996-2002 • City Manager; City of Eden Prairie, Minnesota; 2002-2010 • City Manager; City of Edina, Minnesota; 2010-present Current Professional Affiliations • Municipal Legislative Commission – Board of Directors • Edina Chamber of Commerce – Board of Directors • Southwest Suburban Cable Commission – Board of Directors • Southwest Metro Public Safety Training Facility – Board of Directors, Chair • MCMA (Minnesota City/County Managers Association) – Past President • Explore Edina – Board of Directors • ICMA (International City/County Managers Association) - Member Education • Bachelor of Science; Economics; Iowa State University, Ames, Iowa; 1985 • Master of Public Administration; Iowa State University, Ames, Iowa; 1988 Awards Recognized by the Minnesota City Management Association with the 2021 Dr. Robert A. Barrett Award for Management Excellence Personal (optional) • Grew up in Independence, Iowa • Married for 39 years to Deedee Stevens-Neal with three adult sons, three wonderful daughters-in-law and 2.5 fun-loving grandchildren. • Member of the Rotary Club of Edina since 2010 • Long suffering fan of The Arsenal FC • Season Ticket Owner for Minnesota United FC Contact Email: sneal@EdinaMN.gov Phone: 952-826-0401 Twitter: @edinacityman  3 City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 23-55 March 15, 2023 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Central Park Renovation Project: Design Development Update; Review and Affirm Design Direction Summary The Central Park project is nearing the end of the design development phase. The design options presented to the Council for consideration are based on input from previous needs studies, a comprehensive public engagement process, direction from the City Council, and the needs of our project partners: Washington County, Independent School District 833 (ISD 833), the Woodbury YMCA and the South Washington County Telecommunications Commission (SWCTC.) The City’s consulting architect and engineers will be readying design development drawings and specifications in late March based on input received from the City Council at the February 15, 2023, and March 15, 2023, City Council Workshops. From April through November, the team will be finalizing the design development drawings, conducting additional engineering studies, and preparing construction documents for bidding. In a parallel process, the City’s consulting construction managers will analyze the design development plans for updated cost estimating, procurement challenges, and project phasing recommendations. Additionally, staff will continue to work with project partners toward final cost contributions and lease agreements. Staff will present project updates to the City Council in May, July, and August of 2023, for feedback on capital funding plans, with concurrence on refined design and material selections and any necessary early procurement decisions. Recommendation On February 22, 2023, Council affirmed the design direction for the park/gathering area, west/main entrance, and south plaza designs. For the March 15, 2023 workshop, staff requests further affirmation of the design direction for the following spaces: a. East entry b. Amphitheatre c. South Plaza and enclosed stairwell d. Lookout Ridge-floor plan (not playground design) e. Multi-purpose space floor plan and circulation f. Lower-level circulation Council Workshop Letter 23-55 March 15, 2023 Page 2 Next Steps Date Item Date Review Design Development final project scope and May 17, 2023 updated cost estimating, review preliminary capital funding plan with variables, direct staff to move to 2023 Construction document phase Review of operational and capital funding plan July 19, 2023 Final project review, direct staff to advertise for bid August 16, 2023 Bid award and ISD833 and SWCTC Lease agreements Q4/Q1 2024 will be considered by the Council 2024 Construction Commences Bond Issuance 2025 Grand Re-opening Q3-Q4 2025 Subject to change based on project progress. Governance Mode Generative - Identifying key questions, anticipating future challenges, framing issues, and developing of options. Problem framing. What to pay attention to, what it means, and what to do about it? How does it fit with our mission, vision, and values? Fiscal Implications Capital Costs - The project cost estimate through the schematic design phase was approximately $37 million, with approximately $26-$28 million as the City portion of the project. After the design development phase, the design being considered will undergo another cost-estimating process. At the May CIP plan workshop, staff will present a final design, updated cost estimating, and preliminary capital funding options with variables being considered for review by the Council. It is important to remember that these early schematic design cost estimates are subject to further refinement, effects from inflation and supply chain issues, and final design decisions. Capital Revenue - At the July workshop, a more complete project revenue picture will be provided. The Washington County contribution was established as $4.7 million. Funding questions, and commitments by ISD 833, Woodbury YMCA, and the scope of the lease build out by SWCTC, will need to be resolved prior to the award of construction contracts. State participation levels will be determined during this legislative season and included in the funding plan as soon as possible. Should the project receive state bonding support, an additional $2 million should be added to the budget to comply with B3 Guidelines (Buildings, Benchmarks & Beyond) and other required elements. Policy Critical Success Factor, Quality of Life - Welcoming and Inclusive Community Public Process This project has had an opportunity to engage the public over the last several years with multiple touchpoints with the Council, stakeholders, and the community, as shown below. Staff Council Workshop Letter 23-55 March 15, 2023 Page 3 engagement with the public in January 2023, centered on recreation programming in the specific spaces. Learning how programming desires can further shape the specific space designs. Staff anticipates additional engagement specific to Lookout Ridge Indoor Playground this spring. November 2014 Council directed staff to complete an analysis of Central Park 2015 - 2016 Public Process, Facility Partnerships, Central Park User Surveys 2017 Contracted former Eagan City Manager, Tom Hedges, and RSP Dreambox – Identify opportunities for collaboration and shared partnership vision Fall of 2019 Authorized cooperative funding agreement and consulting design services for scope and needs study Fall of 2020 Market Survey – Lookout Ridge Indoor Playground November 2020 City Council Workshop May 2021 City Council Workshop December 8, 2021 Authorized professional consulting services for design and construction administration April 2-22, 2022 Schematic design public engagement included: (2) stakeholder meetings, (4) pop-up events, online survey and Social Pinpoint April 2, 2022 Community Expo at East Ridge High School April 12, 2022 Public Open House May 18, 2022 City Council Workshop July 20, 2022 City Council Workshop August 24, 2022 City Council Workshop November 9, 2022 Authorize Professional Design and Construction Administration Consulting Services; Consultant Selections; Amend 2022 Budget, Authorize partner funding agreements and MOU’s January 10- Design Development and programming public engagement included: (2) February 3, 2023 community and stakeholder workshops, (1) pop-up event focused on teens, (2) virtual workshops, online questionnaire/Social Pinpoint February 22, 2023 City Council Workshop Spring 2023 Upcoming-Engagement specific to Lookout Ridge Indoor Playground March 15, 2023 City Council Workshop Background Central Park and Lookout Ridge are significant and unique because they hold one of the state's busiest libraries, have regional school programming, and host the only YMCA in central and southern Washington County. Staff has identified the "regional overburden" Woodbury is bearing to support the existing and improved facility. Central Park is a multi-use indoor park constructed in 2002, and provides a focal point that establishes the City Centre area as the heart of Woodbury. The park links to the Washington County R.H. Stafford Branch Library, Lookout Ridge Indoor Playground, the Woodbury YMCA, ISD 833 Early Childhood Family Education, and the Great Rivers Adult Education Consortium. Additionally, there is a well-used skyway link to the Stonecrest Community Living facility. Over 20 years have passed without a significant update since Central Park opened in 2002. As the community ages and diversifies, there is an increasing need to address deferred Council Workshop Letter 23-55 March 15, 2023 Page 4 maintenance concerns and to reinvest through an addition to this popular and well-used gathering facility. We are working on remodeling and improving the Central Park facility in order to accomplish the following goals: • Enhance the welcoming park environment and add communal gathering space for users; • Enhance the wayfinding, safety, and security throughout the facility; • Address significant deferred maintenance; • Update ADA standards, add single-use restrooms and mothers' room; • Increase energy efficiency; • Renovate the Lookout Ridge Indoor Playground; and • Add multi-purpose space capacity for increasing need to host larger events, meetings, and more recreational program opportunities. Written By: Michelle Okada, Parks and Recreation Director Chris Hartzell, Engineering Director Approved By: Clinton P. Gridley, City Administrator Attachment: PowerPoint Presentation  Central Park Renovation Project Update Design Development Phase Check-in March 15, 2023  Agenda Review and affirm designs for the following areas: 1. Public Entries (West/East) 2. Amphitheatre 3. South plaza 4. Lookout Ridge (floor plan-not playground design) 5. Multi-purpose space floor plan and circulation 6. Lower level circulation Public Entries West Entrance  Concourse to Multi- Vending, hall to purpose (MP) space restroom, and YMCA walkway New elevator location Welcome Desk View from West Entrance East Entrance Amphitheatre South Plaza Lookout Ridge Floor Plan Lookout Ridge Lookout RidgePlan Floor Plan Valley Creek Room(s) Lookout Ridge  Multi-purpose Space Floor Plan and Circulation Main Level Plan Floor Plan Main Level Lower Level Circulation Lower Level Lower Plan Level Circulation Valley Creek Room(s) Lookout Ridge  View from park to Lower VALLEY CREEK ENTRY VIEW Level circulation Stair from main Valley Creek Room View to new party Entrances floor/west entry room (1) in LOR  Second floor View from inside park New elevator Main Floor: Amphitheatre & Access to MP space LOR Party Room Single-use restrooms Seating platform in Park Park/Gathering Space Stair to second floor Library entrance Vertical water feature