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01/28/2014 - City Council SpecialSPECIAL CITY COUNCIL RETREAT TUESDAY JANUARY 28, 2014 5:30 PM FIRE SAFETY CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. ELECTRONIC PACKET /TABLET DEMONSTRATION IV. WORK PLAN AND COMMUNITY VISIONING V. OTHER BUSINESS VI. ADJOURNMENT Agenda Memo January 28, 2014 Special City Council Meeting III. ELECTRONIC PACKET /TABLET DEMONSTRATION DIRECTION TO BE CONSIDERED: 1. To receive an electronic packet demonstration from IT Manager Dan Cook. 2. Provide direction to staff on whether to proceed with electronic packets. 3. Provide initial feedback on the proposed City Council Tablet Policy, with the understanding that the Finance Committee will continue to review and recommend adjustments to the policy as needed. (Formal consideration of the policy is proposed at a future City Council meeting pending direction from the Council to proceed with the tablets). FACTS: On January 15, 2014, the Finance Committee received an electronic packet demonstration and reviewed the proposed tablet policy. The committee is recommending the Council proceed with the elimination of paper packets in exchange for electronic packets delivered via tablets, as described below. Tablets • Per the direction of the City Council, city staff evaluated several methods and products to successfully distribute Council packets electronically. • Three operating system platforms were tested internally: Apple iPad, Google Android, and Microsoft Surface. Editing capabilities and packet distribution methods were also reviewed, which included research using internal software versus third party solutions, such as Dropbox. • Staff strived to find a solution that would collaborate all communication platforms used (including the City's website and social media sites) to distribute the packets. The goal would be to have city staff distribute the electronic packets to one location and have it viewable and /or editable by many devices. After significant testing, it was concluded that the Microsoft Surface was the highest priced tablet, and it did not offer an affordable editing option like the Android and IPad. While the Android was the most cost effective operating system platform, two applications would be needed to distribute and edit, which could be time consuming for staff and have potential for added steps when viewing documents. Staff is recommending that the City purchase iPads for each Councilmember and utilize the free application iLegislate for packet distribution and editing. The iPads are cost effective and the iLegislate application is a product of the software developer Granicus, who also provides development services for the City's website. Thus iLegislate integrates into products already used by the City and also has potential to provide other benefits for Council agenda management in the future. • Several cities currently use the Granicus platform on iPads for electronic packets have reported excellent results. 9 Tablets for the Council are included in the 2014 City budget. The cost breakdown for the recommended purchases is: o Purchase Wad Air, 16GB units ($499 per unit) o Purchase Zagg keyboard case per unit ($99 per unit) o Install iLegislate (free app) on Wad o Each Wad will receive a Stylus for editing • It is anticipated that Councilmembers would connect to the internet on the iPads via wireless connections. In addition to having Wi -Fi available at City Hall, City facilities, coffee shops, etc., each Councilmember previously stated they have wireless connections available at their homes when staff polled the Council on this issue last fall. As such, it is proposed that the City not purchase mobile broadband internet for each device. Staff also researched the option of providing Council with stipends to purchase their own tablets rather than being issued a City -owned device. Per the advice of our peer communities, City- issued tablets are being recommended for several reasons, including: 1.) The device and its contents will be subject to MN Data Practices laws and thus it is advisable to use the tablet for City business and communication; and, 2.) City- issued devices allow the City's IT staff and contracted IT services to support and manage the devices. Staff is prepared to provide a demonstration to the Council of the proposed technology to distribute electronic packets, which includes some adjustments requested by the Finance Committee. Tablet Policy • At the request of the Council, and per the feedback of the Finance Committee, the enclosed City Council Tablet Policy has been developed. • The recommended policy gleans many parameters suggested in policies from other communities that have successfully used tablets for electronic council packets. • The policy specifically calls out that information stored on the tablets is governed by MN Data Practices and must be treated accordingly. The Council may wish to have the City Attorney provide a briefing on the relationship of tablets and data practices in advance of the tablets being rolled out. Next Steps • If the Council chooses to proceed ahead, the tablets will be ordered in early February, the policy would be added to a February Council consent agenda, staff and Council training would occur in mid - February, and the electronic packets would "go live" by the March 18 or April 1 Council meeting. ATTACHMENTS: • Enclosed on pages 4 and 15 is the draft City Council iPad Policy. ANhhhh- City of Eagan City of Eagan - City Council Tablet Policy Purpose The guidelines included in this user agreement pertain to council members who are issued a tablet device purchased by the city. The purpose of these guidelines is to outline the responsibilities and care required for city- issued tablets. Failure to adhere to the policy shall result in the revocation of such use privilege. The devices are intended to be utilized by council members for the purpose of enhancing meeting workflow and reduce the use of paper agenda packet materials. Citv Council Use Issued devices are intended for conducting city business. The city does not maintain loaner devices, thus users will be responsible for conducting meetings without a device in the event of a lost or misplaced device. • Devices shall be maintained in a suitably charged state during Council meetings. • Devices will be secured with a minimum four (4) digit numeric pass code and must be changed every 90 days by the user. • Devices will be programmed to lock after 15 minutes of inactivity and you will be required to enter your pass code to log back in. • End users shall not go to any inappropriate, illegal, offensive, pornographic, or adult - oriented internet sites. • Inappropriate media may not be used as a screensaver or background photo. • Information stored on the tablet device could be classified as public, private, or other data and is governed by the Minnesota Government Data Practices Act (MN Statute Chapter 13) and must be treated accordingly. • Open meeting laws must be adhered to including limitations on electronic messaging between council members during public meetings. • Users are allowed to connect devices to non -city wireless networks. • While instruction and advice may be offered, the city staff is not responsible for home network use or support. • In accordance with the Minnesota Government Data Practices Act, it is the policy of the city to maintain the right to access and disclose any and all messages communicated through electronic means when city issued equipment is used. Regardless of the intent of the message (business or personal), any employee or council member involved has no right to privacy, or to the expectation of privacy, concerning the content of any message or the intended destination of any message when using city- issued equipment. Tablet Care Users will be held responsible for the maintenance and care of assigned tablets. • Keep batteries charged and ready for use at meetings. • Clean the view screen with a soft, dry cloth or anti- static cloth as needed. • Do not lean or place anything on the screen that may cause damage. qqupw City of Eagan • Use only approved stylus devices on the screen. Do not use sharp devices such as ball point pens on screen as that may cause damage. • Utilize the protective case at all times. • When not in use, store in a secure location. Never leave in an unlocked car or any other theft -prone area. • With seasonal changes, please keep device out of the elements during the winter and summer months. Excessive heat and /or cold can cause damage to device. • Synchronizing city data to any type of Cloud storage or personally -owned computer is strictly prohibited. • Council members are responsible for the replacement cost for device damage or loss due to negligence. • Immediately report lost or stolen device to the IT department by calling 651- 675 -5111. Application Software All software applications purchased and installed by city staff must remain on the device in a usable condition and be accessible at all times. • All device software shall be purchased by a city provided account. • The city is not responsible for the backup or loss of any personal software applications when the device is updated, tested with diagnostic tools or restored to its original state. • All software loaded on the device for the purpose of city management of the device should not be removed (i.e. Mobile Device Management software). Acknowledgement Council members who are assigned a tablet device shall be provided a copy of these guidelines and shall acknowledge receipt and understanding of the provisions outlined herein. The guidelines may be updated as needed. I agree that I will use the city tablet device in accordance with the specifics outlined in this user agreement. I also understand that use of a city asset is a privilege that may be revoked at any time. Printed Name: Signature: Date: 5 Agenda Memo January 28, 2014 Special City Council Meeting IV. WORK PLAN AND COMMUNITY VISIONING DIRECTION TO BE CONSIDERED: To provide feedback and direction on the proposed 2014 -2018 work plan and community visioning process. FACTS: • The enclosed memo from City Administrator Osberg, which was distributed to the Council on January 3, 2014, summarizes the history and discussion to date regarding a proposed 2014 -2018 work plan and community visioning process. • Both the work plan and community visioning were outgrowths of the Council's goals retreat in April 2013 and follow up workshop in September 2013. • When major themes were developed last April, the Council concluded they did not wish to have formal goals as an outcome of the retreat, and instead suggested that the staff, and possibly the community, build upon the themes identified prior to establishing formal goals. Now that a draft work plan is in place, does the Council wish to give consideration to whether goals are needed in conjunction with the work plan? For example, does the Council want a broadly defined goal that leads into each of the eight identified themes? • If the Council would like more defined goals tied to the work plan, development of those goals could be an exercise for the January 28 retreat. Or, if the Council would prefer, staff could develop proposed goals for the Council's consideration. • The enclosed memo also summarizes the research done to date on consultants who facilitate community visioning processes. • City Administrator Osberg and Assistant City Administrator Miller can further expound at the retreat on the expertise and skill sets of each consultant contacted. • If the Council wishes to proceed ahead on the work plan, goals, and /or community visioning, some key takeaways or questions to discuss at the retreat may include: 1. Does the Council want specific goals tied to the work plan? If so, does the Council want to develop those goals at the retreat or would the Council prefer staff draft goals for Council review? 2. Is the Council in agreement with the work plan as proposed? Are there any changes or additions the Council would like to see? Does the City Council want to pursue a community visioning process? If so what are the Council's hopes or expectations out of the process? 4. Would the Council like staff to seek proposals from community visioning consultants? If so, are there specific consultants from whom proposals should be sought, and /or does the Council want to seek proposals from a defined number of consultants? ATTACHMENTS: • Enclosed on pages 0 through 10l is a memo from City Administrator Osberg summarizing the proposed work plan and a community visioning process (previously distributed on January 3, 2014). `i1 MEMORANDUM TO: Honorable Mayor and City Councilmembers FROM: Dave Osberg, City Administrator DATE: January 3, 2014 SUBJECT: New Initiatives and Community Visioning On January 28, 2014 the City Council will conduct an annual "retreat" as part of their Workshop meeting that night. While the exact location has yet to be determined, the intent is to start at 5:30 PM that evening and spend most of the time discussing the proposed new work plan initiatives and community visioning. A more definitive agenda and staff report will be prepared and distributed prior to that night, much like all Council packets for City Council workshops. However, I want to provide some of the information well in advance of the meeting to allow enough time for review prior to the City Council workshop on January 28, 2014. The City Council last discussed the goals and themes during the September 10, 2013 Workshop session. The City Council was in agreement with the following three steps: 1.) Bring back to a future Council meeting a priority work plan for the 2014 -2015 based on the ten themes developed at the April 2013 goals retreat. 2.) Have the Council consider a community vision session process to discuss what we want Eagan's identity to be, and define our values and priorities. 3.) With Council direction, invite the community to engage in a community vision session. WORK PLAN INITIATIVES AND COMMUNITY VISIONING HISTORY 1.) The City Council held a goals retreat on April 29 -April 30, 2013. An outcome of the retreat included the identification of 10 major themes for additional conversation to assist in the preparation of the 2014 goals. 2.) Per the direction of the City Council, the ten themes were shared with the Senior Management Team (SMT) and two additional Staff focus groups, including both Supervisory and Non - Supervisory Staff. 3.) At its workshop on June 25, 2013 the City Council conducted considerable discussion about the ten major themes with members of the SMT. The City Council discussed the next steps in the goals preparation process. 4.) At the July 11, 2013 meeting, the Senior Management Team was asked to provide to me (by July 31, 2013) a listing of various goals and tasks to consider in the City Goals, all while recognizing the content of the original 10 themes established by the City Council during its retreat on April 29 -April 30, 2013. 5.) As noted above, the City Council provided certain direction at their workshop on September 10, 2013, with regard to a work plan and potential community visioning session. 6.) Since that time, the Senior Management team has assisted with compiling all of the suggestions offered and formulated a work plan, whose foundation are the original ten themes Work Plan and Community Visioning January 3, 2014 Page 2 established by the Council during their retreat in April. Evidence of information and suggestions offered during the meetings with the SMT, Supervisors and Non - Supervisory meetings can also be found in the suggested work plan initiatives. Final review and suggestions were offered by the SMT during our most recent meeting conducted on Thursday December 19, 2013. ONGOING PROJECTS During the most recent meeting with the SMT, agreement was reached there should be full understanding and clarification that the items identified in the work plan are not inclusive of all of the projects staff will be working on throughout the next several years. For example, ongoing projects will of course include: the Lockheed Martin site, Cedar Grove development, Fire Station consolidation study and review, Access Eagan, Data Centers, etc. Those projects and many others must and will continue. Yet, the intent of this exercise the last few months includes identification of creative and imaginative work plan elements that otherwise would not have made the list of projects to consider. Think of all the great ideas identified during the last several months. This work plan seeks to identify those suggestions most consistently identified in some fashion during the months long process. Once adopted by the City Council, Staff will identify specific tasks and a timeline for implementation of the work plan. Also, while the work plan will of course be a public document, it would not be my intent to broadcast these in the same manner as past "Goals" established by the City Council. Rather, it is my hope that the work plan will be more of an internal document to guide City staff over the next several years. 2014 -2018 Work Plan Initiatives BRANDING 1.) Establish a message clearly defining our identity as a City and firmly embed that message throughout the entire community and organization. CONNECTING AND ENGAGING THE COMMUNITY (Both Civic and Community Engagement) 1.) Create a citizens academy to allow residents an opportunity to learn first -hand how their local government works. 2.) Conduct an internal analysis of geographic areas in the City to determine if there are enough clearly identifiable, distinctive characteristics that warrant labeling as a "Neighborhood ", with a goal of increasing community spirit, pride and activities with those living in each particular "Neighborhood." 3.) Identify and allow for opportunities for City employees to be active in professional associations as well as civic engagement and volunteer opportunities in the community. 4.) Explore the possibility of hiring a "Neighborhood Relations Specialist" to commit to strengthening and reinvestment in neighborhoods. W Work Plan and Community Visioning January 3, 2014 Page 3 BROADBAND ACCESS 1.) Engage in a deliberate and robust discussion on the City's future involvement in fiber. ENHANCE MOBILITY 1.) Conduct an assessment of the City in partnership with Dakota County to examine areas within walkable distances of retail centers, schools transit and commercial areas, and strategize how to remove barriers to make pedestrian and bicycle connections to those areas. 2.) Identify one "neighborhood" that may be positioned for substantial redevelopment and hire a consultant to design a total "New Urban " /Walkable neighborhood. ATTRACTING WORKFORCE TALENT 1.) Conduct a thorough public policy discussion on the City's public development assistance philosophy and financing assistance programs for economic development, housing development and redevelopment. 2.) Conduct a thorough internal "audit" of the City's Comprehensive Plan housing policies to assure diverse housing options are available. 3.) Conduct a Mayor's roundtable with the Dakota County Regional Chamber of Commerce South Metro Young Professionals to determine Eagan's "Strengths, Weaknesses, Opportunties, Threats" (SWOT) for younger workers and residents in Eagan to determine ways to make Eagan more vibrant. CONTINGENCY AND OPEN SPACE PLANNING 1.) Develop a closer relationship with Dakota County Parks Division, and establish a joint marketing campaign focused on promoting the parks, lakes and trails in Eagan to local and regional audiences. 2.) Explore short and long term plans for remaining open space in Eagan. VIBRANCY 1.) In coordination with the Eagan Convention and Visitors Bureau, conduct a thorough review and inventory of current restaurants and entertainment options in Eagan to determine if and where there may be opportunities to diversify them. 2.) Identify ways to enliven community spirit and pride in Eagan. 3.) Identify at least two new City -wide events (not necessarily operated and organized by the City) that become identifiable with Eagan, embrace all cultures, and put Eagan "on the map." In particular, strive for an event during the winter and /or music festival(s). 4.) Engage in a thorough and extensive discussion about the future of Arts, History and Culture in the City of Eagan, and establish a long term plan for the old Town Hall. Work Plan and Community Visioning January 3, 2014 Page 4 KEEP THINGS THAT ARE GOOD, FINISH WHAT WE STARTED AND DETERMINE WHERE WE GO NEXT 1.) Conduct an internal review of the organization to determine how we strengthen and enliven our culture and community pride. 2.) Establish and environment in the City organization where sharing, participation, enthusiasm and authentic feedback are valued and rewarded by co- workers, supervisors and management. 3.) Examine the City's services to determine where shifts are needed to meet the current expectations and needs of all generations and cultures within the community. COMMUNITY VISIONING Throughout the last several weeks, Assistant City Administrator Dianne Miller has completed considerable research and contact with five different consultants who might be able to provide community vision leadership and facilitation work for the City. Each of the five consultants was provided background on what the City might be seeking in a community vision session. That background and questions asked of the consultants included the following. Goal /Approach for Community Visioning • What do we want Eagan's identify to be? • Where do we want to take Eagan in the future? • How do we make Eagan more vibrant? Process • 2014 Project • 6 -8 months in length • Focus groups; go to the people (open to creative approaches using technology) • Engage all cultures and generations • Possibly react to the 10 themes identified by the City Council in 2013 The five consultants contacted were: a.) Craig Rapp, Craig Rapp, LLC. b.) Dave Unmacht, Springsted c.) Rebecca Ryan, Next Generation Consulting d.) Julia Novak, Novak Consulting Group e.) Holly Johnson, Lanterna Consulting Work Plan and Community Visioning January 3, 2014 Page 5 Per the advice of the consultants contacted, key questions the Council may be asked to address as they consider the City visioning session might include, but not necessarily be limited to: 1.) What does the City Council want to get out of the community vision process? a.) Who do we want as part of the conversation? b.) Is the goal to define city services around what we learn, and if so, are we prepared to mobilize our staff in response to the findings? 2.) Do we want the plan /vision to be for city government only, or is it a vision for the broader community such as schools, regionalism, arts, culture and philanthropy? 3.) If a community vision is sough, what is the timeline for the vision? Are we hoping for a 10 year vision, 20 year vision, etc. ? 4.) Are we looking to have the community react to and build upon the themes identified at the Council's goals retreat or are we looking to "start from scratch" to gather ideas. (There could be middle ground, with something to spur some thought, but not too leading. 5.) What role will the City Council have in the process, and what role will staff play? 6.) At the conclusion of the visioning process, does the community (including taskforces, etc.) continue to work with the City on implementation, or does the City "own" the vision once the process is complete. Conclusion look forward to discussing these work plan initiatives and community visioning concept at the January 28, 2014 retreat. This will also be an agenda topic for the individual meetings scheduled in January. If you have any reactions, feedback or questions to the above ideas that you wish to share in advance of the retreat, please feel free to share. A staff report incorporating this same information will be distributed in advance of the retreat. David M. Osberg City Administrator