Loading...
02-195�_f�l;���z# _, , � ? �.,a " s i 1i : m. r�en� Referred To Coutmiuee Date 1 WHBREAS, the Planuing Commission held a public lxearing to accept testunotey on how to improve citizen 2 pazticipation in our District Councils; and, 3 WFIEREAS, utilizing the input from that pubiic hearing, the Plannzng Commissioa has created a document with 4 the Commission's recommendations; and, 5 WHEREAS, the PIanning Commission has pzesented these recommendafions to the City Council; now, 6 THEREFORE BE IT RESOLVED, that the City Council officialIy accepts said document and requests that the 7 adznizustrarion work with the Council in further exploring the Commissions recommendations. Requested by Department of Benanav Blakey Bostrom Coleman Harris La ntry Reiter ✓ Adopted by Co eil! Date J Adoption C rti8ed by Counc � � � �'� � Appiov by ayo : Date � ` By: �so�us�or� Cll'Y OF SA1NT PAUL, MiNNESOTA Counci2 File # 08� -� q S Green Sheet # 11° 3 q � �a � Form Approved by City Attomey � Approved by Mayor for Submission to Council CITY CAiTNCIT, Scott Renstrom 6-8661 7 Mazch 2002 WMBERFOR iOTAL# OF SIGNATURE PAGES a�. -t�,s GREEN SHE�T ►�o Z � Q��j uoeum�r�cioR Vrneoucc_ � 6fY4TiObEY ❑ 6TYC[tAf �_ � n1a}ICnl4FRVICEIICYC � RfNG(�LlEMA.f'�c ❑][M1YOrz10R�(AMfj ❑ (CL1P ALl LOCATIOttS FOR SIGNATURE) Accept Planning Commission's recemmendarions regarding DisYrict Councils and request partnership with the Aduunistration to ea�plore the recommendations furtlier. PLANNING GOMMISSION Cl8 COMMITTEE CIVIL SERVICE COMM7SSION OF TRMISACTION HaStMs P�oN(rcn em wc�ked uMei a contract forU#s deP�meM� YES NO F&s Nis Cersmufum ever hren a cdY emP�yee? rFS r�o Coesttvrs persWdfmn�eaess a sk4di r<k s�yp�'�ed by assy cuRent cAy empYeYee? YES ND 1sNis pe�wNBnn a Wrge4ed vendoY7 YES NO (CRLClEONq YES NO AGTIV�7YNUMBER INFOR61qT1pN (FJJ�WN) . �; s � P � } � � �tyi : c ✓ 4\S 4.dzi�?6 5..�'—. RESOL�TION Cil'Y OF SAiNT PAUL, MiNNESOTA Presented Refened To Committee Date 1 WHEREAS, tlie P lannino Commission held a public hearing fo accept testimony on how to unprove citizen 2 participation in our District Councils; and, 3 WI�TZEAS, utilizing the inpzzt from that pubiic fiearing, the Planning Cammission has created a document with 4 the Commission's recommendations; and, 5 Wf�REAS, the Plannittg Commission has p�esented these recommendations to the City Council; now, 6 THEREFORE BE IT RESOLVED, that the City Council officially accepts said document and requests that the 7 administration work with the Council in fiuther expioring the Commissions recommendations. Requested by Depaztment of: Benanav � Blakey „i Bos4rom „i Coleman �- Harris � Lanhy J Reiter � Adopted by Co�. Date Adoption C rrified by Gounc 5 e _ � f3S': C�' Approv by ayo : Date � f � �Y: Couacil File # 08� -• �{ 5 Green Sheet # s�p 3q 1 �a � Form Approvad by City A#orney � Approved by Mayor for Submission to Council crrY covrrcu, Scott Rensirom 6-8661 ���� � r�� zoa2 � TOTAL# OF SlGNATURE PAGES o�. -t� GREEN SHEET �to 1 1 Q�Q1 etv�w�rcnrm+xroR U crcconr: _ � 6fYFTiOWEY ❑ UiY4F]BI _ ��RICIIQiLiFAVICFSGYt ❑RI�NGIiEM1'P(l.CiG � a;��.�� (CLIP ALL LOCATIONS FOR SIGNATUREj Accept Planning Commission's recemmendaxions regarding Dis�ict Couneils and request partnership with the Aduunistration to explore the recommendations further. PLANNING COMMISSION C4B CAMMITTEE CML SERVICE CAMMISSION AMOUNT pF TRANSACTION Has ihis Perso�rm ever vrorkee wMer a contract iw tlis de08rtment9 Y£5 NO Has Nis pe�soNfirm erer been a cdy empbyee? YES NO Does this Per��lf�m� P� a sWN not namaPYi� bY ar+Y current atY emPbYee't YES NO R Nis P�soNRrm a Wrge[ad vendoR YES NO C0.4LREVENUEBUDGETED(CIRGIFON� YES NO AGTMTYNUb10ER PLANNING COMMISSION CITY OF SAINT PAUL Rand}° C. Ketty, Mayor G[adys Mortars, Cha1r 25 West Founh Street Saira Paut, MN 551 D2 ��� l9� Telephone: 651-266-6�65 F¢csimite: 65I -228-3314 February 22, 2002 Council President Bostrom and Members of the Saint Paul City Council Dear Council members, On behalf of the Saint Paul Planning Commission, I am forwarding to you our recommendations regarding Saint Paul's district councils. As you know, the Planning Commission he(d a public hearing on Decem6er 3, 2001 inviting testimony about how to improve our citizen participation system. Over 100 people attended the hearing and others provided written submissions. The testimony was summarized in the Plam�ing Commission minutes which are attached. Additionally, the Commission met with Ron McKinley and Monica Herrera of the Wilder Foundation to discuss their approach to community development. Based on the information gattiered and fuRher Plattning Commission discussion, we recommend that the City Cor�ncil consider firrther statrly into ftve speciftc areas. These areas emerged as key themes where we betieve improvement is needed. Citizen Participation Coordinator Many people stated that reinstating a Citizen Participation Coordinator would vastly improve citizen participation. The person could serve and/or oversee many rolesltasks, including: • providing/coordinating training for district council staff/boards, • overseeing financialissues, • providing an information hub, • insuring all organizational infrastructure is in place (personnel po{icies, bylaws, fiscal policies), • evaluating pro�rams funded in whole or in paR with City funds, etc. Some cities provide a whole citizen center. The position should be well defined and have performance evaluations by stakeholders. Staff and Board Trainin� Boards need a variety of training and technical assistance needs, induding financial/fund-raising, diversity biyilding, media relations, zoninglcity enforcement policies, how to testify effectively before public bodies, grant writing/fund raising, leadership development, eta Training of staff and boards is inconsistent across neighborhoods. There are numerous training opportunities; how can they be better utilized? F�nanciai Issucs Internal and exterual financial systems could be improved. District council staff often need accounting training in order to better manage and raise funds. Some councils may be better served by hiring a person with bookkeeping experience. Externalfy, audits are key for ensuring accountability in the use of public funds. The Ciry should explore ways to fund or perform audits. Citizen Participation — Broad Renresentation Many councils struggle to have members that reflect the makeup of the community, but divers�ing board participation is challenging. Specifically, councils need help reaching new immigrant communities. It would also be helpful to identify methods/success stories/policies for broader participation. The Planning Commission recommends a study of how the district council system can be more representative in their participation and more representative of citizen views. Criteria for officially recognizing disuict councils should be adopted. Participation may be increased by creating a commorr electiore day or month for all council boards. This way the system could coordinate promotional resources and reduce confusion as people move between neighborhoods. Success/Outcome Sased Measures If councils are to be measured for effectiveness, tlien measures of success need to be defined. This would help counci(s understand what is expected of them and presumably, be more successful at serving constituents. In order to define measures, it may be important to revisit the defining questions of citizen participation, including: • What is "citizen participation?" What is the vision for this process? • What are the underlying values of citizen participation? • What are the minimum expectations of District Councils? There are alternative approaches for studying these issues. CiTy agencies, includin� PED or Council Research, have significant research capabilities. Or, a consultant could be hired with funds raised from foundations that support district councils (i.e. McKnight, Saint Paul Foundation, St. Paul Companies, Wilder). If an outside consultant is hired, we strongly recommend that payment of part of their contract be contingent on policy recommendations beina adopted by the City Council. Previovs studies about district councils have been conducted in the past that resulted in no significant policy changes and improvements. We shou[d not repeat this misfake. An active and engaged citizenry is critical for a vital and constructive Saint Paul. The district council citizen padicipation system has helped make Saint Paul a great ciry. We hope that, with further study of these critical issues, the system can be improved and regain some of the vibrancy of its early years. Thank you for your consideration of our recommendations. Please contact us if �ve may be of further assista�ce. Sincerely, + � �!,�r �� ��'�'��c✓. ,e�1'L� Giadys Morton Chair, Planning Commission attachment cc: Mayor Randy Kelly K.\Shared�Ped\SpoonhedDistnc[ Councils\letter to council.wpd Saint Paul Planning Commission City Hall Conference Center 1� Kellogg Boulevard West Minutes of December 3, 2001 A meeting of the Planning Commission of the City of Saint Paul was held Monday, December 3, 2001, at 6:30 p.m. in the Conference Center of City Hall. Commissioners Present: Commissioners Absent: Mmes. Donnelly-Cohen, Fazicy, Zimmer Lonetti, McCall, Morton, and Shortridge; and Messrs. Anfang, Dandrea, Field, Fotsch, Johnson, Kramer, and Mejia. Mmes. Duarte; and Messrs. Alton, Geroais, Gordon, Kong, and Mardell. Also Present: Larry Soderholm, Plauning Administrator; Bob Hammer, Joel Spoonheim, Yang Zhang, and Mary Bruton, Department of Planning and Economic Development staff. Summary of Testi�rtony On Monday December 3, 2001 the Saint Paul Planning Commission held a public hearing to begin conversations about how to improve and strengthen Saint Paul's citizen participation program. Over thirty people testified and/or submitted comments in writing. Testimony identified numerous strengths and kev roles plaved bv district councils including: 1. Organize community building events like neighborhood cleanups, alley gazdens, festivals, etc. 2. Create structure for citizens to address local issues including youth progran�sning, block clubs to fight crime, traffic, development, etc. 3. Provide contact point for City agencies on projects where citizen input is needed (public works, forestry, zoning). 4. Train leaders - many elected officials developed their skills getting involved at the neighborhood level. 5. Conduct planning at local Ievel to achieve goals of the City's comprehensive plan. 6. Distribute information to citizens through fliers, neighborhood newspapers, and forums. 7. Stimulate volunteer efforts to improve the community. Agencv Coordinafion 20. Need timely notification of hearings (variances, licences, etc.) — set policy for how all stakeholders aze notified. 21. Encourage boazds to meet twice a month in order to have timely response. 22. Make sure ENS system is current. 23. Have planning commissioners work with DCs 24. Have City Council members and Mayor meet with DC 25. Lack of enforcement by city for licensing issues (Varco, Eagles, Young, Hardwicl� Thoemke, Warns) Increase Availabilitv of Plannin� Staff 26. Need more City plauning staff out in neighborhoods. (Eagles, Lu, Skwira, Dobsen) Improve Contract Process 27. Contract process can be improved; set goals, clarify roles, and evaluation methods; current system does not help. Key recommendations: a. Contracts should be more rigorous. b. Contracts should be cleaz about obj ectives c. Contract should specify roles and responsibilities of City and council d. Contract should include accountability measures e. Financial oversight by City should be limited only to parts of budget related to City contract. (Vandal, Kidder, Hardwic7� Simbecl� Warns) Autonomv 28. District councIIs aze small private, non-profit organizations with funding/progratns who serve more than just City. The City should not create unfimded mandates (i.e., audits). Additionally, the Commission shoutd preserve the autonomy of organizations that allow for communities to meet needs of inembers best. (Repke, DaHinten) Common Elecfion Dav 29. Have common election day, same as City's election day (Clausen) Other ldeas 30. Make sure each council has appropriate computer andtechnology support. (Hardwick) 31. Move all public hearings of City agencies to evening hours. (Youn� 32. Market study of District Council staff salaries. (Eagles) 33. Address cooperation with adjacent Cities. (Eagles) 34. Seek inclusion of District Councils in Community Solutions Fun@ of United Way. (Warns) 35. Review/Align wazd boundaries with District Council boundaries.. (YI'arns) Testimony submitted/presented by: Mike Gerber, Executive Director, Hamline-Midway Coalirion Lee Helger, Chair, Disfict 6 Community Counci[ John Thoemke, District 6 Bruce Vandal, President, West Side Citizens Organization, District 3 Chuck Repke, District 2 Rolf Nordstrom, Merriam Park Community Council (Paul Andy Given) Augustine Wong, Snelling-Hamline Community Council, Board Member (Chris Robinson) A[ex-Edmund S. DaHinten, District 5 Christine Dawkins, Districz 5 Ted Teck, District 5 Sherm Eagles, District 12 Margaret Martin, District 13, Lexington-Hamline Community Council 1ay FonkeR, District 1 Eugene Piccolo, District 4, Daytods Bli�ff Commanity Council Shannon O'Toole, Ramsey Hi(I Association Gayle Summers, Highland Area Community Council Mark Voerding Kay Baker, Capitol River Counci[ Weiming Lu, CapiTOl River Council Mike Madden, Merriam Park Rick Varco, Lexington-Hamline Community Council Greg Simbeck, Past Chair of Disfrict 6 Dan Dobson, District 16 Board Susan Hubbard, Saint Paal Energy Consortium AI Clausen, District 4, Dayton's Bluff Community Council Gretchen Nicholls, Ex. Dir. Center for Neighborhoods Sherilyn Young Harry Oda, District 8, Summif-University Planning Council Additional Written Testimonv Kristen Kidder, Team Leader, Disfrict 7 Pianning Council Ronald A. McKinley, Assoc. Dir. Wilder Ceater for Communities Larry & Liz Englund, members of Capitol River Council, District 17 Mike Skwira, Downtown resident and business owner TK Walting, Forester, City of Saint Paul Jody Valento, PED John Hardwick, Board ofZoning Appeals (BZA) Duane Jagie]]o, Traffic Engineering City of Saint Paul Benita Warns, Hamline Midway resident MOTION: Commissioner Faricy moved to close the public hearing. Comrrtissioner Pield seconded flte mofion. The motion carried unani�nously on a voice vote. Meeting adjourned at 8:03 p.m. 0 Testimony summarized by Joel Spoonheim, City Planner Planning and Economic Development Departrnent Recorded and prepared by Mary Bruton, P�anning Commission Secretary Planning and Economic Development Deparhnent, City of Saint Paul Respectfully submitted, Larry S holm Planning Administrator Approved �/a` '� (Date) �/� �/�� Kathi Donnelly-Cohen Secretary of the Plaoning Commission Ped�Brutan�finutes�Ivfinutes 2001�cninutes 12-3-01