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01/31/2023 - City Council Special
City Council Retreat January 31, 2023 Training Room, Eagan City Hall 5:00pm *Dinner will be provided at 4:45pm if you’d like to arrive a bit early Retreat Theme: 2023 Work Plan: Efforts that make Eagan a place where everybody thrives Agenda Items 1. 2021-2022 Accomplishments: Celebrating our Successes! 2. Park Facility Planning 3. Human Resources Committee Recommendations—Juneteenth and Paid Parental Leave 4. Discussion with The Center for Economic Inclusion on Eagan’s REI Efforts 5. Corporate Campus / Redevelopment Update 6. Odds and Ends/Brief Updates o Youth Engagement/Youth Commission o Sustainability Update o NLC Membership 7. Adjourn MEMO To: Mayor Maguire and City Councilmembers From: Andrew Pimental, Director of Parks and Recreation Date: January 31, 2023 Subject: Recreation Facilities Plan History/Overview January 2020 staff presented findings from our comprehensive recreation facility study, with a plan to come to council that spring with a plan to move forward mapping out projects and priorities. March 2020 – May 2022: worldwide pandemic creates a pause on the program. June 2022 – August 2022: staff has reviewed plan, considered pandemic impacts and have a phased strategy to consider. September 8, 2022 – staff met with Finance Committee to discuss phasing strategy, costs, timing and bonding strategy. January 31, 2023 – staff will present to full council the phased plan, along with timeline, and request direction to proceed in 2023 with Phase I. Research and Findings Phase I is proposed to include the following projects: 1. Demo and rebuild of the Eagan Art House; 2. Building of the second phase of the outdoor pavilion/area space and park shelter building at Goat Hill Park; and 3. Addition and update to the Eagan Community Center (following a proposed services and financial sustainability study to be completed in 2023). There are several other organizations and projects that could impact several of our larger facilities, and therefore due to this, we ask that the following items be held for a second phase of this work to be brought back into conversation in 2026. This will include the Cascade Bay waterpark (current facility), Civic Arena (current facility) and Athletic Facility (new construction). Discussion/Public Policy Questions As part of the discussion at the retreat, staff will ask Council to consider the following policy related questions with regards to this work: 1. Does Council support the recommendation of the Finance Committee to bond for proposed Phase 1 Projects and begin design services? 2. Does Council support a community engagement process to educate the public about the Phase I projects? 3. Does Council support staff hiring a consultant to complete a service study report for the Eagan Community Center? Conclusion Phase I focuses on immediate needs and facilities with partnerships established over the past few years. The longer-term discussions with the phase II facilities will pick back up in 2026 (est.) and after we have greater knowledge on developments such as the Mall of America waterpark plans/construction, potential private development of event center amenities, and after regional US Amateur Sports facility discussions are complete. Taking a phased approach allows us to focus on Phase I buildings and amenities we have already had in our system or committed to in partnership with community organizations. Attachments: 1. Meeting minutes from August Finance Committee 2. Handout on Facility Improvements (located inside of binder) Finance Committee Meeting Thursday, September 8, 2022, 9:30 AM Eagan Room | Eagan City Hall- 2nd Floor MEETING NOTES I. Adopt Agenda Meeting called to order at 9:30 am. II. Long-term Review of Levy-Supported Capital Funds Finance Director Feldman directed attention to a presentation. He stated the City’s two goals are to provide adequate funding for capital asset purchases and to plan for long-term financial stability. There is a history of using fund balances to fill short-term gaps in the budget. Currently, the City has fund balances exceeding its target range. However, our financial consultant cautions against the use of too much reserve dollars in an uncertain economy. Lately, the City’s interest earnings from its reserves is not keeping up with the cost of inflation that impacts the prices of goods and services. Director Feldman reviewed each capital fund, including their uses and funding sources. He then provided a recommendation for budgetary steps to ensure sustainability. Equipment Revolving Fund Used for: Rolling fleet vehicles, City-wide IT Equipment Funded by: Tax levy, and if needed, transfers in from the General Fund. Narrative: The City’s approach in the past has been to extend life longer by repairing vehicles and delaying purchases. The current requested CIP included over $600k worth of vehicles that are now proposed to be delayed one to two years as the Chief Mechanic believes life still exists in the vehicle. Staff anticipates continuing this approach, though we need to be careful to not invest too much on maintenance for aging vehicles due to the potential of too much maintenance time and expense. Working through the State contract allows for better prices than the private market, but the supply of vehicles presents other problems. Recommendation: Director Feldman is proposing $1.5 million of Fund Balance be transferred from the General Fund in 2023 to provide short-term funding, followed by $400K each year in tax levy increases annually over the following 2 years (2024 and 2025). City of Eagan Finance Committee Meeting Notes – September 8, 2022 Page 2 Facilities R&R Fund Used for: City Facilities- roofs, structural maintenance, etc. Funded by: Tax levy Narrative: The City’s approach to funding Enterprise buildings has traditionally been from the use of the tax levy. The Enterprise buildings are considered City assets, regardless of the use. The Eagan Community Center (ECC) is noted to have excess fund balance from the inception of the operation and construction phase. Approximately $1.2 million of fund balance is available for use for the facility. Recommendation: Director Feldman is proposing a transfer from the ECC Fund balance ($220K in 2025; $200K in 2026; and $200K in 2027 for ECC roof improvements and maintenance). Fire Apparatus Fund Used for: Large fire equipment like engines and ladder trucks. Service vehicles are purchased using the Equipment Revolving Fund. Funded by: Tax levy and equipment certificates Recommendation: Director Feldman stated the fund is currently healthy due to recent City Council action of using $1 million of ARPA funds for the purchase of two fire engines; no actions are recommended. Park Development Fund Used for: New and replacement parks facilities, trails and amenities. Funded by: Tax levy and Park Dedication fees Narrative: This fund has been subject to escalating costs in building materials and labor in recent years. Recommendation: Director Feldman is proposing transferring in $1 million from the General Fund in 2023, followed by tax levy increases of $250K in 2024 & in 2026, respectively. Director Feldman noted the City’s policy has been to maintain a General Fund balance of 40- 45% of subsequent years’ expenditures. Currently, the General Fund is at 56%, however, the City’s Financial Advisors are recommending that the fund balance not drop below 52% due to the current economic climate and the importance of retaining reserves in uncertain times to be used for unplanned expenditures or revenue loss. City Administrator Miller noted the City’s AAA Bond rating is not a given. Not maintaining the fund balance at recommended levels could cause the City to drop to a AA rating, which would increase bonding costs. Finance Director Feldman noted that the City’s reserves are scored at a City of Eagan Finance Committee Meeting Notes – September 8, 2022 Page 3 AAA level and are noted in the Credit Rating reports to be a significant value to the overall rating. Director Feldman summarized what impact the recommended actions for each of the Capital Funds would have for the tax levy in 2024-2026. In total, $2.5 million of fund balance from the General Fund is proposed to be transferred to fund short-term needs, with an addition tax levy increase in 2024 of $650K, 2025 of $400K and 2026 of $250K. Policy Questions Is the Finance Committee supportive of the use of fund balance to fund the short-term needs of the Equipment Revolving Fund and Park Development Funds? Yes Is the Finance Committee supportive of the tax levy increases in the Equipment Revolving Fund and Park Development Fund to provide short term cash needs and fund inflationary increases? Yes Councilmember Bakken requested a Finance Committee in one year to evaluate the City’s financial position, as well as what revenue was generated that could offset the proposed levy increase. III. Recreation Facilities Work Plan Chris Fleck, ECC Facility and Project Manager, presented the Recreation Facilities Work Plan. There was a $1.3 million dollar donation from the Eagan Hockey Association that was used towards the Goat Hill rink project. Staff have developed a prioritization plan that includes two phases. In Phase 1 (2023-2025), projects include the Art House, Goat Hill Park Rink Roof and shelter building improvements, and renovations to the ECC. Of these, Fleck stated the Art House would be the highest priority due to the difficulty in maintaining the aging building. As a residential home that was converted into an art studio, the HVAC was not designed to handle dust from pottery making. The Goat Hill Park Rink facilities is a second priority in Phase 1, followed by the Community Center building. The ECC is still in good shape but there is a need to reevaluate its revenue model and consider a few structural modifications that could increase flexible uses to expand revenue sources. Fleck noted that the ECC is already 2-years out for bookings. Staff would need to know in advance whether future services will be impacted with potential renovations and improvements. In Phase 2 (2026-2028), projects would include the Civic Arena, field house, and Cascade Bay. Councilmember Bakken pointed out these projects also service regional residents, so demand for services may depend on what happens in region with other amenities. City of Eagan Finance Committee Meeting Notes – September 8, 2022 Page 4 Policy Questions Is the Finance Committee in support of the proposed projects, phasing, and timing? Yes for Phase 1, will need to evaluate in future how to approach Phase 2. Is the Finance Committee interested in pursuing bonding for projects? Yes. There was Committee consensus to recommend bonding for Phase I. The Committee did not yet opine on Phase II as additional information is needed before financing recommendations are proposed. Is there a desire to explore alternative funding options rather than issuing debt? Possibly. City Administrator Miller mentioned the January Council retreat will include recommendations from the Finance Committee on the items discussed today. She added that staff would seek to get a consultant hired by yearend 2022 to provide preliminary professional opinions on improvements at the ECC and other facility renovations. Early renderings could be previewed at the retreat. In discussing the current service model at the ECC, including the fitness center, there was committee consensus to be open to rethinking service offerings in response to the market and user demands. IV. Other Business None. V. Adjournment Meeting adjourned at 10:45 am. Agenda Information Memo January 31, 2023 Eagan City Council Retreat 3. Human Resources Committee Recommendations ITEM 1. Juneteenth Direction for Consideration: Provide direction to staff regarding the addition of the Juneteenth holiday. Background ➢ In 2021 the Federal Government enacted a federal Juneteenth holiday, celebrated on June 19 of each calendar year. ➢ To date, the State of Minnesota has not adopted Jun eteenth into the official list of State required holidays. However, this initiative is on the list of bills in both the MN House and Senate this legislative session. ➢ Several metro area cities have proactively adopted the holiday into their calendar for 2023. ➢ During the 2021 and 2022 contract negotiations with the City’s five collective bargaining groups, each group requested the addition of the Juneteenth holiday. ➢ The approximate personnel cost to add an additional holiday to the staff calendar is $93,000. ➢ The City of Eagan has historically followed the list of State required holidays. ➢ The Human Resources Committee convened in November 2022 to consider recommendation of the Juneteenth holiday. ➢ The Committee recommends to the City Council the addition of the Juneteenth holiday in 2024 calendar year if the State of Minnesota has not already adopted it into the State holiday list. Policy Questions ➢ Does the City Council support the Human Resources Committee recommendation to add Juneteenth as a City approved holiday for all benefit eligible employees in 2024 (if the State has not already adopted it into the State holiday list)? Attachments (1): 3-1 Presentation ITEM 2. Paid Parental Leave Direction for Consideration: Provide direction to staff regarding the addition of Paid Parental Leave. Background ➢ Paid Parental Leave is a nationally recognized issue that was taken up by Congress in 2020. ➢ The leave allows a parent to take paid time off work to care for and bond with a newborn child, or a newly adopted or newly placed child. ➢ Both Federal agencies and the State of Minnesota all provide up to 12 weeks of paid parental leave to employees. ➢ To-date the State of Minnesota has not adopted a state -wide employer required paid parental leave program, however the legislature has several bills introduced for this legislative session. ➢ Several metro area cities have proactively adopted a Paid Parental Leave policy for their staff members. ➢ Historically in Eagan, employees use accrued vacation and sick leave hours for time away after the birth or adoption of a child. ➢ On average, 8 City of Eagan employees take time off per year for the birth of a child. ➢ The Human Resources Committee recommended that the Council direct the research on PPL in 2023 and consider some level of PPL benefit in 2024 as a budget consideration (pending any legislation enacted by the State to implement a statewide PPL program). Policy Questions ➢ Does the City Council support the Human Resources Committee recommendation to research Paid Parental leave options in 2023 for consideration as a new employee benefit in 2024? Attachments (1): 3-1 Presentation 3-2 Human Resources Committee Meeting Notes (11-15-22) Juneteenth Holiday Paid Parental Leave January 31, 2023 City Council Retreat Juneteenth Holiday January 31, 2023 Topic 1: •Federal holiday celebrated on June 19 to commemorate the emancipation of enslaved people in the U.S. Marks the anniversary of the 1865 proclamation freeing slaves in Texas. •To -date, the State of MN has not adopted Juneteenth into the official list of State required holidays. Juneteenth •The following comparable cities to Eagan have adopted Juneteenth as an approved holiday in 2023: Bloomington Brooklyn Park Burnsville Minnetonka •Other metro area cities who have adopted Juneteenth as an approved holiday in 2023: Edina St. Louis Park Cities who have adopted Juneteenth •Approximately 170 employees receive a holiday (day off). 2023 budget impact to add another holiday: $55,000 •Approximately 120 employees receive a holiday check in December. 2023 budget impact to add hours to holiday check: $38,000 Budget Impact •The City currently follows the State's list of required holidays. •Significant budget impact that has not been accounted for in 2023. •An additional holiday will raise the question on closure of facilities on that date (i.e. Cascade Bay) Pros/Cons •Does the City Council support the Human Resources Committee recommendation to add Juneteenth as a City approved holiday for all benefit eligible employees in 2024 (if the State has not already adopted it into the State holiday list)? Policy Question Paid Parental Leave January 31, 2023 Topic 2: Allows a parent to take paid time off work to care for and bond with a newborn child, or a newly-adopted or newly-placed child. Paid Parental Leave •45% of the 20 comparable cities surveyed offered paid parental leave (outside of short-term disability) in 2020 •PPL is a nationally recognized issue that was taken up by Congress in 2020 •State of MN employees and all Federal Agencies provide up to 12 weeks of paid parental leave as of October 2020 Paid Parental Leave 1 week •Elk River, Scott County 2 weeks •Brooklyn Park, Eden Prairie,Edina,Falcon Heights, Richfield, Clearwater, Hopkins, White Bear Lake 3 weeks •Hennepin County, Minneapolis, Ramsey County, Washington County, Dakota County, MPLS Park Board, Shoreview, Mendota Heights 4 weeks •Minnetonka, St. Louis Park, Vadnais Heights 6 weeks •U of M, Met Countil, Howard Lake •Woodbury (2/3 pay) 12 weeks •Burnsville, US Gov, State of MN Other Cities –Paid Parental Leave •Estimated Budget Impacts •Brooklyn Park: $30k / year •Vadnais Heights: $8-17k / year •Woodbury: $53k / year •Burnsville: <$50k / year Other Cities –Paid Parental Leave •Cost is negligible for departments with large population of salaried employees •Indirect costs of absence / lost productivity •OT and compensation for replacement for positions that must be back-filled Budget Impact Birth of a Child -Current Practice •Employees use their accrued sick and vacation leave hours or go unpaid for time away following birth of child. •Birthing parent is eligible for city-sponsored long term disability after 30 days of absence, up to four weeks at 50% of their wage. Many supplement remaining 50% with accrued sick or vacation leave. Birth of a Child –Current Practice •Does the City Council support the Human Resources Committee recommendation to research Paid Parental leave options in 2023 for consideration as a new employee benefit in 2024? Policy Question MINUTES HUMAN RESOURCES COMMITTEE November 15, 2022 Eagan Municipal Center I. ADOPT AGENDA The meeting began at 4:30pm. Present were Councilmember Supina and Fields, City Administrator Miller, Assistant City Administrator Alig, Human Resources Director Swenson, Finance Director Feldman, and Assistant to the City Administrator Walter. II. DISCUSS HUMAN RESOURCES TOPICS Juneteenth Director Swenson discussed the history of Juneteenth, which takes place annually on June 19th. To date, the State of Minnesota has not adopted Juneteenth into the official list of State-required holidays. Director Swenson stated that the City’s practice is to follow the State of Minnesota’s lead in adopting holidays. She noted while the State has not yet declared the holiday, a handful of Eagan’s comparable cities have proactively declared Juneteenth as a recognized City holiday in 2023, including Bloomington, Brooklyn Park, Burnsville, and Minnetonka. Swenson noted it is possible that there will be policy action by the State this legislative session to declare Juneteenth a State holiday, and if so, the holiday could be made effective starting in 2023 or 2024. Director Swenson discussed the budget impact of offering an additional holiday. Approximately 170 employees receive a day off, amounting to a cost of $55,000. Another 120 employees that are required to work on holidays receive a holiday check near the end of the year, amounting to roughly $38,000. The City has not currently budgeted for the cost of offering Juneteenth as a holiday in 2023. An additional consideration would be the closure of City facilities, including Cascade Bay, which is typically very busy in June. The following policy questions were posed to the Committee: • Does the committee support adding Juneteenth as a City approved Holiday for all employees prior to the State adding it? • If so, when should the City consider adding the holiday? There was consensus that it is important to stand behind the actions the City is taking in other areas to advance race equity work, and declaring Juneteenth falls in line with advancing racial equity. The Committee recommended staff wait to see if the Legislature takes action to declare the holiday. If the State adopts the holiday effective in 2023, the City could enter into Memorandums of Agreement (MOAs) with each union, since most contracts don’t expire until 2024. If the State does not adopt Human Resources Committee November 15, 2022 Page 2 Juneteenth in 2023, the HR Committee recommends the City declare the holiday in 2024 and budget for it accordingly. Paid Parental Leave Assistant City Administrator Alig introduced the second topic for consideration. Paid parental leave (PPL) is a benefit which allows a parent to take paid time off from work to care for and bond with a newborn child, or a newly-adopted or newly-placed child. Alig noted that of the 20 comparable cities surveyed, 45% offer paid parental leave (outside of short- term disability) as a benefit to staff in 2020. State of Minnesota employees and all Federal agencies provide up to 12 weeks of paid parental leave as of October 2020. Benefits of the program include flexibility for new parents and recruitment and retention of early career professionals. An overview was provided on various City and agencies’ PPL offerings, from 1 week to 12 weeks and with costs ranging from $8,000 - 53,000 annually. The budget impact on departments with a large population of salaried employees may be negligible, as resources can be shifted more easily to cover workload while an employee is on leave. Positions that must be backfilled, or when other staff must work overtime to cover shifts account for most of the program costs. Additionally, there may be indirect costs of absence such as lost productivity due to absence. Currently, Eagan does not offer PPL, and employees wishing to take time off for the birth of a child must use accrued sick and vacation hours or go onto an unpaid status. On average, eight Eagan employees take leave for the birth of a child each year, the majority of which are male employees in the Police department. The typical amount of leave taken is approximately 5.5 weeks, which totals 1,920 hours per year and amounts to 0.92 FTE. The State of Minnesota’s FMLA offers job protection for 12 months following the birth of a child, but does not require employers to pay employees while on leave. The following policy questions were proposed to the Committee: • Should the City of Eagan consider adding paid parental leave as an employee benefit? • If so, are there specific research questions you would like to see answered? • Are there specific elements you would like to see included in a PPL proposal? The Committee discussed that the cost of the program would likely determine how many weeks should be offered. There was agreement to aim for a moderate amount of leave when researching program costs (using the mid-point of our comparable cities for research purposes) City Administrator Miller mentioned the State legislature could act on Paid Parental Leave and could require that cities offer this benefit to employees in the future. The Committee agreed that being proactive in the research of PPL programs could help Eagan be better prepared to budget for these costs moving forward. There was consensus to recommend that the Council direct the research on PPL in 2023 and consider some level of PPL benefit in 2024 as a budget consideration. Human Resources Committee November 15, 2022 Page 3 Wellness Program Director Swenson gave an overview of the City’s current employee wellness program, which provides employees with 8 hours of vacation leave if they successfully complete a variety of tasks and challenges designed to improve physical and mental wellness. Pending feedback from the Committee, staff are hoping to expand the program to offer a free single membership to the Eagan Community Center Fitness Center in addition to the vacation leave upon successful completion of the annual wellness program. If the employee wishes to have a family membership, the employee would be able to pay the difference at no cost to the City. Director Swenson mentioned the program could be a recruitment and retention tool, as well as an opportunity for employees to be ambassadors for the ECC to the community. Currently, benefit-eligible employees receive a discounted rate to the fitness center. The value of the discount is considered taxable income. If adopted, the budget impact in 2023 is estimated at approximately $20,000. The proposal would involve a transfer (Charge) of that amount from the General Fund (HR Department) to the ECC. Staff would assess more exact financial impacts in 2023 and budget accordingly for 2024 and beyond. The following policy questions were proposed to the Committee: • Is the Committee supportive of the idea of modifying the current fitness center policy and expanding the wellness initiative? • If so, should the City proceed with this expanded benefit in 2023? The Committee was supportive of expanding the wellness initiative as discussed for 2023. Director Swenson added that the wellness program is available to non-represented employees (not union- employees). If there was an interest in expanding the program beyond its current employees, the City would need to enter into MOUs with the collective bargaining units. City Administrator Miller explained the policy would be included on the December 6 Council agenda under Personnel Items. This timing would allow the change to be reflected in the 2023 budget. III. OTHER BUSINESS There was no other business. IV. ADJOURNMENT The meeting adjourned at 5:10pm. Agenda Information Memo January 31, 2023 Eagan City Council Retreat IV. Discussion with the Center for Economic Inclusion on Eagan’s REI Efforts ➢ Kowsar Mohamed, Director of Strategic Partnerships at the Center for Economic Inclusion (CEI), will present a summary of the work accomplished through the City of Eagan’s partnership with CEI since August. This presentation will include a recap of the interviews that CEI conducted with Councilmembers and staff, data analysis, and collaborative workshops that followed. Ms. Mohamed will also outline next steps in this partnership. Attachments 4-1 Center for Economic Inclusion Racial Equity Framework 1/24/2023 1 City of Eagan Racial Equity and Inclusion Framework © 2022 Center for Economic Inclusion. All Rights Reserved January 31, 2023 – City of Eagan City Council Retreat 1 1/24/2023 2 2 Agenda 1.Project Background and Purpose 2.Timeline/Arc of Work 3.Recap: Interviews, Data Analysis, and Workshops 4.Next Steps 5.Close out and Next Steps 2 1/24/2023 3 3 Background, Purpose + Timeline 3 1/24/2023 4 4 Project Background + Purpose The City of Eagan made a commitment to racial equity and inclusion: •On October 19th, 2021 the City of Eagan City Council approved and released the Request for Qualifications Racial Equity and Inclusion Plan •Leadership shared a vision of this effort resulting in a renewed commitment as a provider of services to residents and as an employer •To solidify the commitment towards this goal, the Center for Economic Inclusion for the past 6 months has worked in partnership with City of Eagan staff to develop components of a racial equity and inclusion framework 4 1/24/2023 5 5 Grounding on Purpose Working towards Racial Equity and Inclusion benefits everyone… •A disproportionate share of harm in pedestrian fatalities exists in Black, Brown, and Indigenous communities due to inequities in policy and design. Such design considerations are dangerous for all of us, which is why investments in equitable infrastructure like curb cuts, traffic calming, and safety measures positively impact communities as a whole. Addressing, eliminating, and solving for chronic systemic barriers using racially equitable strategies results in equitable systemic outcomes for all. For instance: Image Source: Kimberly Paynter/WHYY 5 1/24/2023 6 6 Timeline Milestone 1: Landscape and Organizational Analysis Milestone 2 + 3: Strategy Design Milestone 4: Final Reporting •In August 2022 we conducted a series of ‘Vision of Success’ interviews with 20+ employees and collected themes emerge from these sessions. •A shared interest in addressing racial equity and inclusion challenges in workforce emerged by participants. •Through several workshops, participants also developed a Vision Statement centering racial equity and inclusion, working from the city’s existing ‘Eagan Thrives’ vision. The City of Eagan is inclusive and equitably serves our racially diverse community so that everyone can thrive. •Using a racial equity lens, city staff identified systemic workforce development barriers using Root Cause Analysis and Six Conditions of Systems Change models to develop equitable solutions. Six Conditions of Systems Change 6 1/24/2023 7 7 Timeline: Past and Upcoming Dates July 26 Center for Economic Inclusion Partnership Kick-Off August 11 – 16 Interviews: Visions of Success Interviews – Milestone 1 October 11 Vision Statement Workshop – Milestone 1 October 12 Vision Statement Workshop – Milestone 1 October – November Vision Statement Development – Milestone 1 November 7 Root Cause Analysis Workshop – Milestone 2 November 10 Root Cause Analysis Workshop – Milestone 2 November 30 Root Cause Analysis Workshop – Milestone 2 December 2022 – February 2023: Independent Learning 2023 February 28 Six Conditions of Systems Change Workshop – Milestone 3 March 7 Six Conditions of Systems Change Workshop – Milestone 3 We are here 7 1/24/2023 8 8 Recap: Interviews, Data Analysis + Workshops 8 1/24/2023 9 9 What do you consider to be opportunities for growth within your department and/or the City of Eagan? Mentorship and Clear Pathways for Internal Promotions Recent turnovers creating space for racially diverse hires Opportunities for advancement Expand access to scholarships for youth sports and activities Less hiring qualifications Mindset on rental housing and affordability Utilize REI lens to get a workforce that reflects our community Investment in sustainability Increase engagement with diverse communities Institutionalize translation processes to remove barriers Coaching and mentorship for young hires More capacity and resources for department staff 9 1/24/2023 10 10 Recap: Landscape Analysis We’re all a part of a larger region… •MN Compass shared that Minnesota is undergoing major demographic shifts: “rapidly growing adult populations and increasing racial and ethnic diversity”. •The Minnesota State demographer reports that “between 2010 and 2018, the fastest growing racial group in Minnesota was the Black or African American population, which grew by 36%, adding more than 96,500 people” (MN State Demographic Center, 2022). •Similar to the MSP region,1 in 4 residents in Eagan are Black, Indigenous, or people of color (City of Eagan, 2022). •As of 2019, nearly 15% of Eagan residents were born outside of the U.S. (Data USA, ACS 5-year Estimate, 2022). 10 1/24/2023 11 11 Recap: Key City of Eagan Data Points City of Eagan workforce does not reflect the racial demographics of city residents. Race/Ethnicity All City of Eagan employees (2021) Eagan city population (2020)Difference American Indian & Alaskan Native 0.2% 0.2%0.0% Asian or Other Pacific Islander 2.9% 9.0%-6.1% Black or African American 1.8% 10.1%-8.3% Hispanic or Latino 1.1% 5.0%-3.9% Other 0.2%-0.2% Two or More Races 0.2% 2.6%-2.5% White 93.9% 72.9%21.0% Analyzing City of Eagan HR specific data found… 11 1/24/2023 12 12 Recap: Workshops Throughout the last 6 months we’ve held a series of Racial Equity and Inclusion Workshops, ranging from equitable vision statement ideation and development to root cause analysis on the systemic equity challenges existing in the City of Eagan. Vision Statement Workshop – The Racial Wealth Gap Timeline Root Cause Analysis Workshop – Introducing Six Conditions of Systems Change 12 1/24/2023 13 13 Next Steps Working towards Racial Equity and Inclusion benefits everyone… In February and March, city staff will continue to use their newly developed vision statement as a north star to guide them towards developing equitable solutions that address existing systemic workforce disparities (Milestone 3). To envision and actualize an equitable city, it’s critical to work together in being boldly committed to racial equity and inclusion. We’re all needed to build racially inclusive and equitable regional economies that works for everyone. Image Source: ISD 196 Image Source: Georgetown Climate Lab 13 1/24/2023 14 14 Questions 14 1/24/2023 15 15 The Choice is Ours. 15 1/24/2023 16 16 Connect With Us www.centerforeconomicinclusion.org @econinclusion 16 Agenda Info Memo January 31, 2023 Eagan City Council Retreat VI. Odds & Ends/Brief Updates a) Youth Engagement/Youth Commission b) Sustainability Update c) NLC Membership a. Consider Creation of Youth Commission in Eagan Facts: • Eagan currently engages youth through its Parks & Recreation programs. ArtSpark is a program that is funded by Federal Community Development Block Grant (CBDG) dollars. ArtSpark engages middle schoolers at Black Hawk and Dakota Hills in art- focused spaces. The program engages roughly 50 middle schoolers each trimester for a total of 150 students each year. • While uncommon, youth are currently welcome to serve on Eagan’s existing Advisory Commissions. City Code is silent on age requirements for serving on Advisory Commissions and guidance was never provided through Council resolution. In 2020, one high school student served on the Energy and Environment Advisory Commission. • Eagan also hires youth for internship positions in our Planning, Engineering and Water Resources departments. Approximately 8 interns are hired each year to complete assignments of 4-5 months. • The City Attorney’s office advises that if a youth commission were created, that it be formally done via resolution. It is also advised that the City obtain parental consent for youth (minors under age 18) to serve on a commission. Trade-offs for Consideration: 1. Youth Commission vs. youth participation in existing Advisory Commissions Serving one of the 4 existing advisory commissions would expose youth to government meeting procedures and real-world community issues that are being considered here in Eagan. Arguments in favor of a dedicated youth commission point to the value that youth gain from having a designated space to learn among their peers rather than being the sole youth representative on an advisory commission comprised of more traditional members. Furthermore, commissions such as the Advisory Planning Commission regularly confront complex policy topics such as land use issues, and the learning curve for a young person would necessitate increased staff time and attention to teach to the level required to understand and reach conclusions. 2. Providing direction to Youth Commission vs. allowing self-directed work If the Council wishes to establish a Youth Commission in Eagan, a critical decision is whether the group is given a topic to focus their efforts on, for example, sustainability. Many of the cities from the case studies (Lakeville, St. Paul, Olathe) allow Youth Commission members to decide what topics they are most interested in and task them with building a project to implement around the topic. This approach of allowing self-directed work is thought to create more buy-in from the members and allows them to take ownership of their work. However, ensuring the group is focusing on services within the City’s scope would be necessary. Furthermore, Eagan has current initiatives such as Sustainability and Race, Equity, and Inclusion that could arguably stand to benefit from the perspectives and passion of today’s youth on these topics. Tasking a potential Youth Commission with aspects of these initiatives could be mutually beneficial. 3. Staff capacity A final consideration is the staff time required in supporting a possible Youth Commission. Many of the cities with youth commissions meet every 1-2 months, with additional programming taking place between meetings. Existing Programs & Alternatives to Consider 1. Mentor program at Eagan High School ISD 196 offers a mentor program through its Career Development & Enrichment Opportunities Program that connects 11th & 12th graders with professionals in various career fields. 2. Current internship opportunities with City The City currently recruits and hires an average of 8 high school or college-level interns per year for internships in the Water Resources, Planning, and Engineering Departments. 3. Adding career exploration activities to seasonal/summer employment model Nearly 300 individuals work for the City each year through seasonal positions at Cascade Bay and various Parks, many of whom are in high school or college. If the goal is to engage with this demographic and expose them to aspects of City government, there could an opportunity to build career exploration activities into these temporary positions with the City, meeting individuals where they are. Policy Questions: 1. Is there an appetite to create a Youth Commission in Eagan? 2. Is the goal of creating a Youth Commission to provide a service to this population (i.e. teach about City careers, build leadership skills among youth, etc.) OR is it to purposefully engage with this group (i.e., take feedback and implement where appropriate)? 3. If a Youth Commission is established, does the Council wish to continue to allow youth to serve on existing advisory commissions? Attachments: 1. Youth Commission Case Studies: Local & National b. Sustainability Update Beginning on February 22, City Staff will participate in a series of strategic planning workshops to develop a vision, priorities, and resource allocation plan for Eagan’s new sustainability program. This program will be led and accomplished by a new Sustainability Coordinator, to be hired in the spring or early summer of this year. The program will be funded through Franchise Fees, which are expected to generate $1.5 – 1.7 million annually. The effective date of the franchise fee, as specified in the Draft Franchise Fee Ordinance, would be April 1, 2023, with the first billing period fee due 90 days after the February 7 Council Meeting. Staff will present the vision and strategic priorities for the first two years of the sustainability program at the March 16th Council Workshop. c. Consider National League of Cities (NLC) Membership The National League of Cities serves as a resource and advocate for city leaders from communities large and small. The organization offers training for local elected officials and staff via NLC University. NLC members are eligible to serve as members of a federal advocacy committee, along with member council and constituency groups. NLC works closely with the League of Minnesota Cities (LMC); they are one of the founding members of NLC along with the 48 state municipal leagues. Approximately 35 cities in Minnesota are current NLC members. NLC hosts two in-person events—each March in Washington, DC the Congressional Cities Conference and the annual conference, City Summit, which rotates each year to various locations. NLC members receive heavily discounted rates for these conferences. With membership, every employee of the member city is entitled to member benefits- conference discounts, serving as member to various groups, etc. At times, there are often technical assistance cohorts available for members to participate in such as disaster resiliency, census outreach and voter engagement; members are able to serve in these cohorts to network with peers, receive guidance from NLC staff and experts and grant money to fund specific initiatives. NLC also supports several committees and groups that members are encouraged to serve on or engage with. Membership cost is based on population and is billed on a 12-month cycle that is not tied to the calendar year. The cost to Eagan would likely be approximately $5991 per year. This rate is subject to a potential increase of 3% at the discretion of the NLC Board as the NLC follows the Consumer Price Index (CPI). If Eagan opts to join after October 1, 2023, the rate may be higher. Attachments: 1. Minnesota NLC member cities 2. FY22-23 NLC membership dues 3. NLC Committees and Groups 4. Promotional Handout Youth Commissions Case Studies: Local & National Case Studies: Local Lakeville, MN – Youth Commission Pop: 72,812 The City of Lakeville launched its Youth Commission in mid-2022. Membership is open to youth in grades 8 through 12; twelve members were appointed for the 2022-2023 year. The group meets monthly on Sunday evenings. Lakeville’s Assistant to the City Administrator serves as the staff liaison to the group. The goal of the Commission is two-fold: to expose youth to City services and possible career paths, and to engage and support youth in taking action on issues (yet to be determined whether these are local issues or global issues) they are passionate about. Each month, a different department director attends the meeting to present about their work. Rosemount, MN – Youth Commission Pop: 26,642 Website: www.rosemountmn.gov/112/Youth-Commission The City of Rosemount’s Youth Commission was created in 2009. The group meets monthly on Wednesdays after school. The group is supported by the Assistant City Administrator. Meetings include a leadership reflection topic (ex: who do you see as an effective leader and why?), presentations from Department Directors about their work, and tours of City facilities. Rosemount’s Youth Commission identified goals for the 2023-2024 term that fit within the Council’s existing priorities. St. Paul, MN – Youth Commission Pop: 307,193 Website: www.stpaul.gov/departments/parks-and-recreation/recreation-centers/parks-recreation- programs/youth-commission The City of St. Paul’s Youth Commission began in 2006 and is housed within the Parks & Recreation department as an action-oriented, volunteer group. The group is comprised of 22 high school students from each district in St. Paul. Each year, the teens are tasked with identifying an issue area they would like to create a volunteering project around. Past examples have included purchasing hygiene products and creating kits to give to youth living in underserved neighborhoods, developing and administering a survey to youth on mental health, and organizing educational events to combat bullying and promote peer mediation and positive youth relationships. Case Studies: National Olathe, KS – Teen Council Pop: 143,014 Website: www.olatheks.gov/government/boards-commissions-committees/teen-council Olathe’s Teen Council was created to develop future civic leaders, and create an informed group of students who are familiar with municipal issues and can represent the youth of Olathe, Kansas. Participants must be resident high schoolers and complete a minimum of 60 hours of service through attending Teen Council meetings (twice per month), City Council meetings, school board meetings, and other leadership and community service opportunities. Omaha, NE – Mayor’s Youth Advisory Commission Pop: 487,300 Website: www.mayors-office.cityofomaha.org/2-uncategorised/248-mayor-s-youth-advisory- commission The purpose is “to provide an opportunity for the youth of the City of Omaha to acquire a greater knowledge of and appreciation for the American political system through active participation in that system” Municipality 2010 Population City of Apple Valley 49084 City of Bloomington 82893 City of Brooklyn Center 30104 City of Brooklyn Park 75781 City of Burnsville 60306 City of Coon Rapids 61476 City of Duluth 86265 City of Eden Prairie 60797 City of Edina 47941 City of Hawley 2067 City of Hopkins 17591 City of Independence 3504 City of Kenyon 1815 City of Mankato 39309 City of Minneapolis 382578 City of Minnetonka 49734 City of Moorhead 38065 City of New Brighton 21456 City of New Ulm 13522 City of North Mankato 13394 City of Northfield 20007 City of Oak Park Heights 4339 City of Ramsey 23668 City of Red Wing 16459 City of Richfield 35228 City of Robbinsdale 13953 City of Rochester 106769 City of Rosemount 21874 City of Saint Anthony Village 8226 City of Saint Paul 285068 City of St. Louis Park 45250 City of Stillwater 18225 City of Victoria 7345 City of Willmar 19610 FY2022-FY2023 Membership Dues In 2017, the National League of Cities Board of Directors adopted a policy to implement an annual dues adjustment based on the Consumer Price Index (CPI). The maximum dues adjustment is capped at three percent (3%), regardless of CPI. Current NLC dues population categories are based on the 2010 U.S Census as finalized totals from the 2020 count have not yet been released by the Census Bureau. The membership dues adjustment for FY2023 is 3%, effective October 1, 2022. For questions, please call us at 877-827-2385 or email at membership@nlc.org. Four methods to remit membership dues: ACH Transfer Credit Card First Class Mail Overnight Mail Account Name: National League of Cities Account Number: 2000033034119 Routing/ Transit Number: 121000248 Bank Name: Wells Fargo Bank, N.A. Bank Address: 1300 I St., NW 12th Fl Washington, D.C. 20005 my.nlc.org/eweb National League of Cities PO Box 70511 Philadelphia, PA 19176- 0511 Lockbox Services (Box #4047) National League of Cities MAC Y1372-045 401 Market Street Philadelphia, PA 19106 POPULATION FY22 DUES FY23 DUES POPULATION FY22 DUES FY23 DUES Under 1,000 $283 $292 225,001-250,000 $14,430 $14,863 1,001-2,000 $578 $595 250,001-275,000 $15,429 $15,892 2,001-5,000 $871 $897 275,001-300,000 $16,431 $16,924 5,001-10,000 $1,202 $1,239 300,001-325,000 $17,437 $17,960 10,001-20,000 $1,604 $1,652 325,001-350,000 $18,434 $18,987 20,001-30,000 $2,004 $2,064 350,001-375,000 $19,438 $20,021 30,001-40,000 $3,508 $3,613 375,001-400,000 $20,438 $21,051 40,001-50,000 $4,106 $4,229 400,001-425,000 $21,440 $22,084 50,001-60,000 $4,810 $4,954 425,001-450,000 $22,444 $23,117 60,001-70,000 $5,816 $5,991 450,001-475,000 $23,440 $24,143 70,001-80,000 $6,409 $6,602 475,001-500,000 $24,442 $25,176 80,001-90,000 $7,212 $7,428 500,001-600,000 $25,447 $26,210 90,001-100,000 $8,416 $8,669 600,001-700,000 $26,441 $27,234 100,001-125,000 $9,415 $9,697 700,001-800,000 $27,450 $28,273 125,001-150,000 $10,418 $10,731 800,001-900,000 $28,452 $29,306 150,001-175,000 $11,426 $11,768 900,001-1,000,000 $29,454 $30,338 175,001-200,000 $12,422 $12,794 1,000,001-1,333,333 $37,266 $38,384 200,001-225,000 $13,426 $13,829 1,333,334-1,666,666 $42,076 $43,339 Over 1,666,667 $48,459 $49,913 NLC Committees and Groups Federal Advocacy Committees: https://www.nlc.org/advocacy/federal-advocacy-committees/ Community and Economic Development Energy, Environment and Natural Resources Finance, Administration and Intergovernmental Relations Human Development Information Technology and Communications Public Safety and Crime Prevention Transportation and Infrastructure Services Member Councils: https://www.nlc.org/current-initiatives/member-councils-2/ Large Cities Small Cities (under 50k) Military Communities University Communities First Tier Suburbs Council on Youth, Education and Families Race, Equity and Leadership (REAL) Council Constituency Groups: https://www.nlc.org/current-initiatives/constituency-groups-2/ Asian Pacific American Municipal Officials (APAMO) Hispanic Local Elected Officials (HELO) Lesbian, Gay, Bisexual, Transgender Local Officials (LGBTLO) Women in Municipal Government (WIMG) National Black Caucus of Local Elected Officials (NBC-LEO) Achieve your policy agenda in Washington with NLC as your advocate. NLC is your voice on issues impacting cities, towns, and villages.2,000+ ATTENDEES Congressional City Conference 250+ MEETINGS From peer networking to technical assistance and their national lobbying, NLC helps to leverage the collective power of cities across America. JOHN GOODHOUSE | COUNCILOR Tigard, OR NLC Member Advance your community.Enhance your leadership. Community & Economic Development Energy, Environment & Natural Resources Finance, Administration & Intergovernmental Relations Human Development Information Technology & Communications Public Safety & Crime Prevention Transportation & Infrastructure Services Federal Advocacy Committees Join a Federal Advocacy Committee and help shape NLC’s priorities for cities, towns, and villages. 2 Find innovative solutions to emerging challenges, access resources and best practices that compliments your work in your community and helps you serve your residents better. NLC connects you with grant funding, case studies, and technical assistance. ACCESS CASE STUDIES, TECHNICAL ASSISTANCE, BEST PRACTICES, RESEARCH, AND FUNDINGSolve 10,000+ FUNDING OPPORTUNITIES AVAILABLE ONLINE NLC Grant Access JOIN THE NATIONAL LEAGUE OF CITIES 1 ACHIEVE YOUR POLICY AGENDA IN WASHINGTON, DCAdvocate CONNECT TO THOUSANDS OF PEERSNetwork Take the next step, contact your NLC representative: 4 Participate in skills building and knowledge workshops created specifically for local leaders. From NLC University to our annual City Summit, strengthen your leadership skills in a variety of learning environments. 3 Learn BUILD YOUR KNOWLEDGE AND LEADERSHIP SKILLS 3,500+ ATTENDEES 200+ EXHIBITORS NLC City Summit From our member councils to our constituency groups, NLC is the place to connect and network with other municipal leaders facing similar challenges. KATIE COLTEN Midwest Region (202) 626-3160 kcolten@nlc.org EBONE CLIFTON South Region (202) 626-3153 clifton@nlc.org KIRK ROSS West Region (202) 626-3093 ross@nlc.org ALEJANDRA PIERS-TORRES Northeast/ Mid-Atlantic Region (202) 626-3058 piers-torres@nlc.org BRYAN GRIFFITH, JD Member Services & Engagement Director (202) 626-3174 griffithb@nlc.org 100+ WORKSHOPS •Asian Pacific American Municipal Officials •Hispanic Elected Local Officials •LGBTQ+ Local Officials •National Black Caucus of Local Elected Officials •Women in Municipal Government Constituency Groups •First Tier Suburbs Council •Large Cities Council •Military Communities Council •Small Cities Council •University Communities Council •Council on Youth, Education, and Families •Race, Equity and Leadership (REAL) Council Member Councils I have been a member of the NLC for 16 years. It was obvious that the Small Cities Council had a direct correlation to my hometown of Camden, S.C. From lessons learned, to innovative projects, to the way ahead, it provided me much inspiration and material to lead Camden. ALFRED MAE DRAKEFORD | MAYOR Camden, SC Small Cities Council