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041123 CAC Agenda PacketCitizen Advisory Commission Meeting City Hall, 4401 Xylon Avenue North April 11, 2023 7 p.m. 1. Call to Order. 2. Roll Call. 3. Approval of March 14, 2023 minutes. 4. Communications Update with Beth Kramer, Communications Coordinator. 5. Snowman Contest Update. 6. Discuss 42nd Avenue Planters. 7. Brainstorming — Ideas to bring attention to New Hope. 8. Parks and Recreation project updates. 9. Other business. 10. Adjournment. If you are unable to attend the meeting, please contact Susan Rader at 763-531-5152 or sraderCnewhopemn.gov Citizen Advisory Commission Regular Meeting CALL TO ORDER ROLL CALL CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 March 14, 2023 New Hope City Hall, 7 p.m. Chair Kulzer called the meeting to order at 7 p.m. Present: Commissioners Jeffrey Harper, Randy Herman, Jill Kaufman, Scott Kulzer, Carrie Neuburger, Rick Riley, Bill Wills Absent: None Staff Present: Aaron Thelen, Staff Liaison Rich Johnson, Director of HR/Admin. Services Walker MacBeath, HR Specialist/IT Coordinator APPROVAL OF MINUTES Commissioner Kaufman made a motion to approve the minutes of the January 10, 2023 meeting as written. Commissioner Wills seconded the motion. Voting in favor: Commissioners Harper, Herman, Kaufman, Kulzer, Neuburger, Riley, Wills. Opposed: None. Motion carried. DIVERSITY, EQUITY AND Rich Johnson, Director of Human Resources/Administrative Services handed INCLUSION (DEI) PLAN out the city's equity statement. He explained that staff had worked with the DISCUSSION Human Rights Commission and the City Council to develop a statement that would provide a clear direction for the city. He stated that the goal of the city is to attract and retain a diverse pool of candidates, and noted that the demographics of New Hope had changed to a younger, more diverse population. Commissioner Wills wondered which department experienced the most difficulty in hiring. Mr. Johnson felt that it was probably the police department but noted that it was almost fully staffed. He commented that he was unaware of any cities in the metro area whose police departments were fully staffed. Walker MacBeath, Human Resources Specialist added that Community Service Officers (CSO) had been difficult to recruit as well. Chair Kulzer inquired about the hiring process, including the role of the Personnel Board. Mr. Johnson explained that the Personnel Board serves as the city's civil services commission and its members are human resources professionals. He stated that whenever a vacancy occurs, staff would first consider whether any changes should be made to the job description. The position would then be advertised internally for a period of five days and if two qualified candidates applied, the position would not be advertised to the public. He added that the position would be posted externally for a period of ten days if there had been only one or no internal applicants. Mr. Johnson explained that external postings would be advertised with the Sun Post Newspaper, the League of Minnesota Cities website, the city's website, and other websites as appropriate, and other schools, colleges, and universities. He stated that staff would conduct preliminary interviews then recommend candidates to interview with the personnel board. The personnel board would then determine whom to certify and final interviews would be held with the city manager and department head. Commissioner Wills inquired whether job offers were conditional. Mr. Johnson replied yes and noted that police officers must pass physical and psychological evaluations as well as a background check. Commissioner Kaufman inquired about reaching out to colleges with law enforcement programs. Mr. Johnson mentioned that a job fair had recently been held at Hennepin Technical College but noted that the city had declined to participate due to the cost as well as the number of employers participating. He also mentioned that New Hope's Police Chief works with Latino and African American peace officer associations as another avenue in seeking diverse candidates. Mr. Johnson stated that while a diverse pool of applicants was desirable, the goal would always be to hire the most qualified applicant. Mr. MacBeath added that he had seen more diversity in recent candidate pools. Commissioner Neuburger inquired about staff turnover. Mr. Johnson replied that New Hope's turnover had been about 7%, while the metro -wide average was around 25%. Commissioner Kaufman wondered about promoting law enforcement careers in the high schools as well as to adult basic education students. Mr. Johnson replied that the city might consider participating in the Cooper High School Job Fair. He also pointed out that advanced degrees were not required for all positions, for example, Public Works maintenance. Commissioner Neuburger questioned whether the city's wages were competitive. Mr. Johnson thought so but noted that he planned to conduct a wage study in 2023. He added that the City Council had sought to offer wages that fell within the average for neighboring cities. Chair Kulzer inquired if the city had implemented any strategies for actively recruiting diverse candidates. New Hope Citizen Advisory Commission March 14, 2023 Page 2 Mr. Johnson replied that staff would continue to reach out to various groups it had worked with in the past and is open to adding others. He added that social media had also been utilized to reach a wider audience. Mr. MacBeath added that staff would sometimes target groups for specific positions, such as Minnesota POST Board (police) or the Minnesota Recreation and Parks Association (MRPA). Commissioner Neuburger recalled that there had been some type of incentive to encourage employees to live in the city and wondered if that was still in place. Mr. Johnson reported that back in 2008 an incentive of $100 per month had been offered to employees who lived within the city but noted that it had been discontinued. The commissioners thanked Mr. Johnson and Mr. MacBeath for their presentation. They excused themselves from the meeting at 7:40 p.m. SNOWMAN CONTEST Mr. Thelen reported that four families had submitted entries thus far. He UPDATE reminded the commissioners that the deadline for submissions was March 31, followed by voting. BRAINSTORMING — IDEAS It was noted that a few residents had already expressed interest in signing up TO BRING ATTENTION TO for the citywide garage sale. NEW HOPE PARKS AND RECREATION Mr. Thelen reported that the lighting retrofit projects at Lighted Baseball Field PROJECT UPDATES and Meadow Lake Elementary courts should be completed soon. He also noted that the city council had approved a bid for the conversion of the three pickleball courts at Meadow Lake Elementary to eight pickleball courts. Commissioner Wills wondered if this project would reduce the amount of green space. Mr. Thelen replied no and noted that the new courts would be configured within the same surface area. Commissioner Neuburger wondered whether there would be any seating in the area. Mr. Thelen thought that moveable benches would be added. Commissioner Riley wondered if there were any plans to add pickleball courts at Lions Park where tennis courts had previously been located. Mr. Thelen replied no and reminded the commissioners that the tennis courts had been removed several years ago due to their deteriorated condition and a lack of use. New Hope Citizen Advisory Commission March 14, 2023 Page 3 Mr. Thelen also reported that the Liberty Park basketball court would be resurfaced, and new hoops would be added. He explained that the city had received a grant from Hennepin County for the purchase of the hoops and noted that they would be adjustable. He added that playground equipment had been ordered for Liberty Park and installation was planned for May. Mr. Thelen informed the commissioners that staff was in the process of removing the ice on the south rink at the ice arena. He added that removal of the boards, glass and concrete floor would follow. OTHER BUSINESS Mr. Thelen reported that recruitment for the city manager position had closed, and 19 applications had been received as of March 10. He stated that the search firm would review applications and interviews would begin in April. Commissioner Riley noted that the position had originally been advertised last summer. Mr. Thelen reviewed that the position had not been advertised to the public at that time as two internal candidates had applied. Mr. Thelen made the following announcements: • The In Motion recreation brochure had been published and registration had opened on March 1. • A Skating Exhibition would be held on Saturday, March 18 at 12 p.m. at the New Hope Ice Arena. The Young Mudder event would take place on Saturday, June 10 from 9 a.m.-12 p.m. at Valley Place Park in Crystal and volunteers would be needed. Chair Kulzer reviewed that the April agenda included an update from the communications coordinator. Commissioner Herman expressed interest in planting flowers in the planters along 42nd Avenue again this year. ADJOURNMENT Commissioner Neuburger made a motion to adjourn the regular meeting of the Citizen Advisory Commission. Commissioner Kaufman seconded the motion. All present voted in favor. Motion carried. The meeting adjourned at 8 p.m. Respectfully submitted, Penny Spitzer Recording Secretary New Hope Citizen Advisory Commission March 14, 2023 Page 4 CAC AGENDA ITEMS FOR 2023 AS OF 4/3/23 The following is a tentative listing of major agenda items that have either been assigned to the CAC, a CAC member has asked that the item be discussed, or city staff has asked that the item be discussed by the CAC. April 11- Communications Update with Beth Kramer, Communications Coordinator May 9 - Adopt -a -Park June 13 - Ice Arena Operations Discussion w/Mark Severson, Recreation Facilities Manager & Tour (Meet at ice arena) July 11- Hennepin Recycling Group (HRG) Update with Tim Pratt, Manager August 8 - September 12 - ? Commissioner Bus Tour September 18 - Annual Dialogue with City Council October 10 - November 14 - Budget Discussion December 12 - *Note: A meeting may be cancelled if there are no agenda items. On -going • Continue to sponsor Snowman Contest, City-wide Garage Sale • Ideas to bring attention to New Hope • Promotion of existing City programs: In Focus, RAVE, Outstanding Business • Volunteering at P&R/City events • Adopt a Park (2x/year) Updates • Park/Facility Projects Possible Future Topics • Police Department - Joint Community Police Partnership; violent crime; violence in schools; hate speech • P&R Update • THC Ordinance update/discussion (late summer/fall?) CD? • Tobacco licenses 0 Fire Department update