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03/14/2023 - City Council Special SPECIAL CITY COUNCIL MEETING TUESDAY MARCH 14, 2023 5:30 P.M. EAGAN ROOM – EAGAN MUNICIPAL CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. DAKOTA 911 UPDATE IV. COUNCIL CHECK-IN: SUSTAINABLE FUTURE FOR EAGAN V. OTHER BUSINESS VI. ADJOURNMENT Following adjournment, members of the Council will receive training on Active Shooter/ Emergency Preparedness Agenda Information Memo March 14, 2023 Eagan Special City Council Workshop III. DAKOTA 911 UPDATE Action For Consideration: No action is requested. Facts:  Dakota 911, formerly Dakota Communications Center provides centralized 911 and emergency dispatch services (police, Sheriff, fire, and emergency medical) to Dakota County cities and townships  Executive Director, Heidi Hieserich will attend the meeting to give a brief presentation on Dakota 911 Attachments: (1) III-1 Presentation Slides About Dakota 911 •Established in 2005 by Joint Powers Agreement (JPA) •Consolidated Apple Valley, Burnsville, Dakota County, Eagan, and Lakeville •Governance •Board of Directors •Executive Committee •Joint Operations Committee (Fire/EMS, Law) Apple Valley Farmington Mendota Heights Burnsville Hastings Rosemount Dakota County Inver Grove Heights South St. Paul Eagan Lakeville West St. Paul Dakota 911 Services •Emergency and non-emergency call triage and processing •Public safety radio communications and incident support •Emergency medical dispatch (EMD) •Emergency fire dispatch (EFD) •Emergency notifications •Siren activation •Processing of criminal justice information Dakota 911 Team •54 public safety telecommunicators, 9 supervisors, 5 administrative Staff •Shift staffing minimums 8-12 •Average onboarding time -6 months to complete training •Split call taking/dispatching duties Activity Stats 911 175,512 58% Non-emergency 129,524 42% Annual Call Volume 305,000 Annual Incidents Processed 436,000 Most Common Call Types 23% 22% 12% 10% 8% 7% 5% 12% Most Commonly Used Fire/EMS Call Types Sick Person Falls Breathing Problems Psychiatric Unconscious/Fainting Chest Pain/Non- traumatic Unknown Prob/Person Down Other 27% 14% 10%10% 9% 8% 7% 6% 6%5% Most Commonly Used Fire Call Types Injury Accident General Fire Alarm Residential Fire Alarm Carbon Monoxide Alarm Natural Gas Leak Structure Fire Commercial General Fire Alarm Citizen Assist Commercial Water Flow Alarm 31% 15% 8%7% 7% 7% 5% 20% Most Commonly Used Law Call Types Traffic Stop Premise Check Suspicious Activity 911 Hangup Extra Patrol Follow up (non- billable) Detail Traffic/Tobacco, etc. Other Looking Ahead •NextGen 911 IP based networks brings new capabilities and functions •Data rich environment (device data, telematics, images, videos, apps, etc.) •Connected adaptable systems to support continuity of operations, data sharing, and collaboration across jurisdictional boundaries •Great focus on cybersecurity and data sharing Preparing for the Future •Ensuring readiness for statewide NG911 connectivity and capability •Cybersecurity and data protection •Preparing our staff for change Questions? Agenda Information Memo March 14, 2023 Eagan Special City Council Workshop IV. COUNCIL CHECK-IN: SUSTAINABLE FUTURE FOR EAGAN Direction For Consideration: Provide direction to staff regarding the plan and next steps for the new Sustainability program. Facts: ➢ Staff is in progress of developing a plan for a sustainability program based on technical expertise, community values, and operational feasibility. ➢ This program will be funded through franchise fees and implemented by a Sustainability Coordinator. ➢ The Sustainability Coordinator will operate out of the Parks and Recreation Department. ➢ Assistant City Administrator Sarah Alig will provide a presentation at the workshop to update Council on the progress to date. ➢ Members of the Energy and Environment Advisory Commission have been invited to be in the audience for this presentation. Policy Questions: 1) Are the vision and progress so far in alignment with Council’s expectations for Eagan’s sustainable future? 2) Does Council support starting the hiring process for a Sustainability Coordinator? Attachments: (3) 1. Presentation Slides 2. Sustainable Future for Eagan – Process Documentation 3. Communications Campaign - Report Council Check-In March 14, 2023 How can we ensure a sustainable future in Eagan? •Key Initiative / Council priority •Franchise fees will fund projects ($1.5m / year) •Sustainability Coordinator will lead implementation •Energy and Environment Commission plays a key role Givens 4 94% approval rating 93% Natural Environment is a priority Sustainability in Action ▪EEAC’s leadership and engagement ▪Stormwater management + infrastructure ▪Water efficiency ▪Smart salting ▪Reduce dependence on fossil fuels –EVs and hybrids in fleet ▪EV charging infrastructure ▪Smaller lot sizes for SFH ▪Energy efficient buildings ▪Reduced paper consumption ▪Weird weather = emergency calls ▪Celebrated tree canopy and natural spaces ▪Native plants provide benefits to pollinators, stormwater management, water conservation, erosion, maintenance labor ▪Partnerships with renewable energy ▪Responsive infrastructure design for a changing environment, i.e. Atlas 14 Minnesota is getting warmer and wetter. Mega-rains overwhelm rivers, roads, and budgets. Fish and wildlife struggle under new conditions. Heavy rains put our health, water quality at risk. Disproportionate heat risks for seniors and communities of color. Information from State of Minnesota (climate.state.mn.us) Minnesota’s climate is already changing Sustainability Plan Technical Expertise Community Values Operational Feasibility •Ask the experts •Sustainability professionals •Community leaders Trends Analysis •Where do we want to be in 10 years?Vision •What’s standing in the way?Obstacles •Where do we need to focus our energy first?Strategies •In the 1st year, what do we need to do, by when, with what, and how will it be measured?Actions Trends Analysis State of Sustainability September 14, 2022 Sustainability Values, October 11, 2022 Communications Plan Road Show (Internal Communications) Sustainable Future for Eagan Thriving, environment-based community Resilient, natural living spaces –everywhere Diverse, interconnected mobility Intentional resource stewardship Responsible, forward-thinking leadership Strategic Planning -Vision Having a prebuilt, economic-based city hinders the growth of an environment-based community Wide, multi-lane roads discourage shared used with pedestrians and bicycles Suburban built environment challenges ability to have diverse, interconnected mobility Convenience and competing priorities stymie meaningful, community-wide actions People want to act sustainably but it’s hard to find information and easier not to Regressive valuation of water disincentivizes conservation Strategic Planning -Obstacles ………… Strategic Planning -Preliminary Strategic Directions Reexamining the built environment Becoming a knowledgeable resource for best practices and information Investing in natural living spaces - everywhere Listening to community and experts to understand local impacts of changing climate Strategic Planning -Preliminary Strategic Directions •Funded through Franchise Fees (first collection in July) •Citywide asset embedded in Parks and Recreation Department •Work priorities: •Serve as liaison to regional sustainability associations and peer network, EEAC, DVR, other community partners •Take over management of ongoing programs like Greensteps Cities and lead new strategic directions •Embellish and operationalize Sustainability Program’s 1st year plan Sustainability Coordinator Late March –post position April –review applications and interview Early June –anticipated start date Recruitment Timeline 1)Are the vision and progress so far in alignment with Council’s expectations for Eagan’s sustainable future? 2)Does Council support starting the hiring process for a Sustainability Coordinator? Policy Questions Process Documentation SUMMARY In the 2022 State of the City Address, Mayor Maguire identified sustainability as one of the most important issues facing Eagan right now. As he said, “there is nothing more essential to our collective health than the air and water around us.” In survey after survey, the community also consistently ranks Eagan’s natural environment as one of its most treasured assets and assures us that sustainability is a high priority. When residents talk about why they love Eagan, they often emphasize how much they enjoy spending time outdoors. In the 2021 Community Survey, 94% of residents give positive ratings to the overall natural environment, and 78% say our natural area preservation is good or excellent. Eagan residents don’t just care about the natural environment right now; they are also work hard so that their children, grandchildren, and new neighbors can enjoy it in the future. 96% of residents surveyed say they recycle at home, while 78% conserve water and 72% make their homes more energy efficient. Eagan residents also know that Minnesota’s climate is already changing and will continue to do so for the foreseeable future. Minnesota State climatologists warn us about changes in temperature and precipitation. By 2050, Eagan’s average temperatures will shift up by about 7°, which means icier roads and shorter recreation seasons in the winter, and dangerously hot summers. In fact, the Federal Emergency Management Agency (FEMA) identifies more frequent, more intense, and longer lasting heat waves as the top climate change risk in Dakota County. Heat waves are the most deadly severe weather event in the United States each year. On the other end of the precipitation spectrum, the Minnesota Department of Natural Resources (DNR) predicts a 13% increase in the size of the heaviest rainfall each year. Nationally, floods are the third-most frequent billion-dollar extreme weather event. That’s why Eagan will work hard to ensure that future generations can enjoy the same high quality air, water, and land that our community ranks so highly today. In order to better understand what Eagan residents are experiencing and how we can focus our efforts to ensure a sustainable future, the City launched a yearlong process to learn, dream, and plan. This document describes the steps so far. Step 1: State of Sustainability - September 14, 2022 Fourteen sustainability experts who live or work in the Eagan community got together in September and talked about the trends, patterns, and issues in the sustainability industry. Many participants were current or former members of the Energy and Environment Commission. They developed a list of 85+ things that we should pay attention to as we create a Sustainability Plan. The biggest trend that the group highlighted was the need to transition to clean, renewable energy in buildings and transportation. The group was optimistic that the technology exists and continues to improve for the energy transition. Heat pumps, geothermal HVAC, and solar panels/subscriptions all came up as examples of positive trends. Electric vehicles came up as a positive trend, but the group cautioned against too much focus on them at the expense of ignoring opportunities to invest in transportation alternatives that would let people choose walking, biking, or public transit. Although renewable energy / electrification was by far the biggest trend, the group also discussed water conservation, walkability, preservation of natural space, and food and waste management as key focus areas for a sustainability plan. In addition to these proactive sustainability efforts, the group also urged the city to be prepared to respond to climate change impacts. They listed many risks and threats to anticipate in the future, such as increased wildfire and wildfire smoke, public health impacts from warmer temperatures and pest- borne diseases like ticks and amoebas, environmental impacts from pests like Emerald Ash Borer, sudden migration and population growth from coastal / drought regions, and more frequent and intense severe weather from droughts to storms. Step 2: Sustainability Values - October 11, 2022 At the joint meeting of the Eagan City Council and the Energy and Environment Commission in October, city leaders discussed the community values that should guide our Sustainability Plan. Councilmembers and Commissioners agreed that a Sustainability Plan should make sure that in the future, people can continue to enjoy the aspects of Eagan that we love today. Our tree canopy, ponds, lakes, and water quality stand out as beloved features to preserve and protect. They also noted that it is important to create this plan because the things we love now are facing risks like drought and severe storms. In addition to the preservation of our natural spaces, workshop participants noted that this plan should be guided by local values such as stewardship, moderation, and reliability. Step 3: Communications Plan (November 2022 – February 2023) The City published an introductory article about the sustainability initiative in the December 2022 issue of Experience Eagan, followed by multiple social media posts, an Eagan Now Video, and an email to residents. The February edition of Experience Eagan included additional information about how the changing climate already affects life in our community. In conjunction with these communications, the city invited residents to participate in surveys to measure the community’s attitude around sustainability and climate change. In a short engagement survey that closed in February, 82% of respondents indicated that climate change is a threat to the Eagan community and 75% said it is an issue that is important to them. The top three issues that respondents said were important were water quality and conservation, air quality, and tree and plant preservation. In a longer survey in March, ¾ of respondents indicated they are specifically concerned about more hot days, fewer cold days, more rain events, unpredictable weather, and longer allergy seasons. 85% indicated concern about drought, with 50% saying they are very concerned. At least ½ of these respondents have noticed dryer yards and lawns, higher energy bills, and changes in general weather patterns. A large majority said that tree preservation is the top priority. Step 4: Road Show - November 2022 – January 2023 City Administrator Dianne Miller, Parks and Recreation Director Andrew Pimental, and Assistant City Administrator Sarah Alig visited work groups in all departments to present information about the sustainability program and invite employees to contribute questions, ideas, and feedback prior to its launch. The presentation included the following highlights: • Data from community surveys showing that residents really care about the natural environment, • Past accomplishments and milestones that demonstrate the city’s longstanding commitment to sustainability, and • Examples of how the changing climate impacts our community and city operations already. In addition to these highlights, Dianne, Sarah and Andrew told teams that the city expects to hire a new full-time sustainability coordinator in 2023, and to establish a gas and electric franchise fee that would generate approximately $1.5 million annually, to be used exclusively for sustainability efforts. Employees were invited to provide feedback in a post-road-show survey. 87 employees responded. 67% said they were knowledgeable about sustainability and 59% said they are interested in contributing to sustainability efforts in Eagan. Survey respondents had questions about how the sustainability plan would affect operations and enforcement. They shared concerns about the reliability and effectiveness of sustainable / battery- powered technologies and equipment. They hope to see clear action steps, resources, and measurable results. They shared actionable ideas, such as setting goals for carbon-free buildings, involving community members, and continuing to invest in our parks and green spaces. Step 5: Strategic Planning Workshops (February – April) In order to create a sustainability program that is operationally feasible, informed by technical expertise, and grounded in community values, staff has launched a strategic planning process that began with developing a shared vision (February 22), explored the contradictions or obstacles that may restrict progress (March 8), and will determine the most catalytic and urgent strategic focus areas (April 18). Based on this collaborative, inclusive process that included more than 30 employee volunteers from all departments, as well as participation from three Energy and Environment Advisory Commission members, the goal is to work towards a thriving, environment-based community with resilient natural living spaces and diverse, interconnected mobility through intentional resource stewardship and responsible, forward-thinking leadership. The group identified several deeply rooted, systemic barriers to achieving this vision, including conflicting historic priorities that make it easier to operate in unsustainable ways and inconvenient / hard /expensive to operate sustainably, and unclear direction about our role and authority as a change agent. Some bold, preliminary notions for strategic focus areas that emerge from these insights include: • Reexamining the built environment, with possible actions that might include: o Pilot interim design strategies to test out changes to the built environment. For example, painted bike lanes, temporary roundabouts, or pop up parks. o Explicitly and intentionally reexamine conflicting goals to determine what wins out. For example, thus far the city operates under an assumption that the goal is to move people (read: cars) through Eagan as quickly as possible. What if the goal is to get through Eagan as beautifully as possible? How would city services and operations look different? • Becoming a knowledgeable resource for best practices and information, with possible actions including: o Try to be a one-stop-shop with correct answers for questions that people have about living their lives more sustainably, i.e. “is xyz recyclable” o Invest in soft incentives to nudge and support sustainable behaviors, for example smart irrigation controllers, rain gardens, tree planting, home energy audits • Investing in natural living spaces – everywhere, with possible actions that might include: o Plant and preserve trees! o Think about the soundscape – what do we hear? Wind, trees, bees – or cars? o Protecting unique assets, like “the cold” • Listening to community and experts to understand local impacts of changing climate, with possible actions including: o Invite state climatologist and sustainability leaders in other cities to share their work, including accomplishments and setbacks. o Continue asking residents and businesses for information about what they observe or worry about. [3/14/2023] Planning will continue with a third workshop in April. Next Steps Council Check-In – March 14, 2023 EEAC Check-In - TBD Recruit and Hire Sustainability Coordinator – Q2 Communications & Engagement - Ongoing 1 MARCH 9, 2023 Communications and Engagement Prepared by: Sara Horwath Sustainability Initiative Communication Plan Summary 2 Goal Create an inclusive communications plan that educates, activates, and engages staff and community members to comprehend, accept, and take action on the City’s Sustainability Initiative. Stakeholders • Administration • All city departments • Councilmembers • Public safety • Clerk’s office • C&E • P&R • Champions Results by the Numbers Web Impressions Social Reach Social Engagements Email Impressions Print Impressions Campaign Dates June 2022 – Ongoing Results Breakdown by Tactic Reach (number of people that saw) Engagement (took an action) 5,275 20,207 761 5,766 58,000 3 Website Visitors (cityofeagan.com/green) Mar 2022 – Mar 2023: 5,275 Mar 2021 – Mar 2022: 1,128 Mar 2020 – Mar 2021: 201 Website has been updated in phases Phase 1 4 Phase 2 5 Social Media Reach: 1,390 Engagements: 11 6 Reach: 1,460 Engagements: 5 Reach: 706 Engagement: 2 7 Reach: 1,446 Engagement: 1 Reach: 1,693 Engagement: 2 Reach: 1,273 Engagement: 4 8 Reach: 2,138 Engagement: 3 Reach: 4,136 Engagement: 44 9 Reach 1,612 Engagement: 5 Reach: 1,900 Engagement: 667 10 Reach: 2,453 Engagement 17 Email Sent: March 3 Delivered to: 1,593 email addresses Open Rate: 53% Clicks to survey 66 11 Sent: February 23 Delivered to 1,509 email addresses Open Rate: 52% Survey link clicks: 93 Sent: December 9 Delivered to: 1195 Open Rate:47% Link clicks: 48 12 Sent: December 12 Delivered to: 1469 Open Rate:49% Sustainability Link clicks: 11 Newsletter Experience Eagan – (front page – delivered to 29,000 homes) 13 Press Release/Media Release 14 Other Collateral Communication Planning Document Link