Loading...
2005-05-23 EC Agenda PacketAGENDA GOLDEN VALLEY ENVIRONMENTAL COMMISSION Regular Meeting Golden Valley City Hall, 7800 Golden Valley Road Council Conference Room Monday, May 23, 2005 7:00 P.M. I. Call to Order II. Approval of Minutes — April 25, 2005 III. Request to Metropolitan Council Transit Operations on Existing Levels of Service (attachments, for information) IV. Proposed Revisions to Guidelines and City Code for Advisory Commissions and Boards (attachments, for discussion) V. Envision Guide Feedback — ➢ Nature Corridors ➢ Lighting Plan/Ordinance Update Adopt-a-Street/Adopt-a-Park VI. Program/Project Updates — ➢ Sunnyridge Lane Soil Contaminants ➢ Wirth Lake Berm Repair ➢ Maywood ➢ Rudy Luther Toyota ➢ TH 55/Boone Avenue/General Mills Boulevard ➢ 2005 Pavement Management Project ➢ 5222 Minnaqua Drive ➢ Medley Park Creek Bank Stabilization Project ➢ 1/1 Study VII. Commission Member Council Reports VIII. Other Business IX. Adjourn GAEnvironmental Commission\Agendas\2005\052305.doc GOLDEN VALLEY ENVIRONMENTAL COMMISSION Regular Meeting Minutes May 23, 2005 Present: Tracy Anderson, Richard Baker, Dawn Hill, Christopher Kaisershot, Alan Kuentz Absent: Jon Pawluk; Jeff Oliver, City Engineer City Staff: Al Lundstrom, Environmental Coordinator; Tracy Pharr, Administrative Assistant I. Call to Order Baker called the meeting to order at 7:05 pm. II. Approval of Minutes - April 25, 2005 No changes. MOVED by Kaisershot, seconded by Hill, and the motion carried unanimously to approve the minutes of the April 25, 2005 meeting as submitted. III. Request to Metropolitan Council Transit Operations on Existing Levels of Service (attachments, for discussion) Lundstrom said that this agenda item was more for informational purposes than discussion. Baker noted that the Commission was grateful to the City Council for acting on the Commission's suggestion to draft a letter to Metropolitan Council Transit Operations encouraging them to maintain transit service at its existing level. IV. Proposed Revisions to Guidelines and City Code for Advisory Commissions and Boards (attachments, for discussion) Lundstrom clarified comments about this agenda item mentioned at the April Commission meeting. He stated that the Mayor (and City Council) has requested that the Commission review and comment on the attached City Code and Council's Guidelines for Advisory Commissions, Committees, Boards and Councils. Additionally, the Council has requested that the Commission's bylaws conform to the Code revisions, and subsequently be revised as such. Commission Members reviewed the Code and had one question on Section 2.50, Subdivision 4. Members would like to know what the due date is for the referenced Annual Report. Commission Members also reviewed the Guidelines and had one request on Page 3, Item III.B. Baker asked to receive a copy of the "standardized letter of warning" that is to be sent by the Commission's chair to any member with two consecutive absences. Bylaws will be reviewed by the Commission prior to the Council's requested date of September 1. V. Envision Guide Feedback Pawluk's theme is Surface Water. As he was not in attendance, there was no report on this topic. Nature Corridors — Kuentz stated he was wrestling with the best way to cover this, but had walked along the railroad tracks to scout out potential nature corridors. He continued that he would like to attempt to qualify and quantify exactly what exists in Golden Valley. Kuentz will continue to investigate the corridors and report back at a future meeting. Lighting Plan/Ordinance Update — Lundstrom said that the City Manager had informed him that the Council would discuss this item at one of the Council or Council/Manager meetings in June. Kaisershot referenced the April meeting where the "Environmental Commission believes the City should perform a comprehensive lighting ordinance review, and subsequently the Commission would like to be involved in the review process." He wondered how this fit in with what Lundstrom had reported earlier. Lundstrom replied that he had relayed this specific comment to the City Manager. This information will be provided to the Council when they review the details of the lighting plan/ordinance at a June meeting. Lundstrom continued that he asked the City Manager if there was a better way to formally present a motion, or if motions were noted in the minutes. He said that the Manager responded that motions were indeed conveyed through the minutes. Baker and Hill felt there was confusion about what the Commission is asking the Council to consider - an overall comprehensive lighting plan - rather than simply addressing lighting issues as pertain to parking lots. The Commission would like to reiterate their desire to "make clear to the Manager that the Commission sees it (lighting) as a broader issue than just parking lots...." Lundstrom replied that the Manager does indeed understand this, and he (the Manager) will address this with the Council at the next possible meeting. Baker and Hill discussed attending the Council or Council/Manager meeting where the parking lot/lighting plan ordinance is addressed. Pharr will e-mail Baker and Hill with the meeting date when it has been decided. Adopt-a-Street/Adopt-a-Park — Lundstrom stated that he had spoken with Parks and Recreation Director, Rick Jacobson about this. Jacobson said that all the City parks have been adopted. Lundstrom also spoke with Tom Klatt, Public Works Maintenance Manager. The only streets that have been adopted are Betty Crocker Drive and General Mills Boulevard, which are tended to by General Mills, Inc. Klatt said that if anyone wished to adopt a street, the City would be happy to have signs made designating such, and provide garbage bags for clean up. 2 Baker asked what is entailed in adopting a park or street. Lundstrom replied that Jacobson would have these details and he would request this information for the June meeting. Hill mentioned potentially highlighting the adopt -a -park program on the environmental page in the CityNews. Lundstrom will inquire as to if this would be possible and the process for publication. VI. Program/Project Updates Sunnyridge Lane Soil Contaminants — Lundstrom said the funding agreement has been approved by Hennepin County. SEH has submitted an action plan to the Minnesota Pollution Control Agency. Remediation is still scheduled to begin this summer. Wirth Lake Berm Repair— Lundstrom said the rain has been slowing progress on the repair. The Park Board is waiting for the soil to dry out in order to hold down higher costs associated with the wet conditions. The current schedule for beginning the repair is late June to early July. Maywood — This is a preliminary proposal for construction of eight single-family homes near Yosemite Park. A public hearing is being held at tonight's Planning Commission meeting. Rudy Luther Toyota — The final plat has been submitted. The Planning Commission is also considering this at their meeting tonight. TH 55/Boone Avenue North/General Mills Boulevard — Lundstrom stated that staff met with Prairie Restorations and discussed planting a cover crop and site preparation for a September dormant seeding of native vegetation at the JFB and project sites. 2005 Pavement Management Project — Progress has continued on the project despite the frequent rain events. 5222 Minnaqua Drive — Lundstrom said he would bring a concept plan to the June meeting. Medley Park Creek Bank Stabilization Project — Lundstrom showed a drawing detailing the proposal for this upcoming project. /// Study— Inflow and infiltration (1/1) is currently being monitored and metered via a variety of sources, including a rain gauge installed on the City Hall roof. Proposed Developments — No new developments were discussed. VII. Commission Member Council Reports Kuentz attend the May 3 Council meeting. He noted the second reading of the ordinance regarding the buckthorn pilot project was read and approved at the meeting. Baker did not attend the May 17 Council meeting. 3 Baker asked for volunteers to review the June Council agendas, and determine if Commission presence was warranted at the Council meetings. Anderson will consider the June 7 agenda. Hill will attend the June 21 meeting if necessary, and the Council/ Manager meeting at which the lighting plan/ordinance is to be discussed. VIII. Other Business Items of Other Business: ➢ Lundstrom stated he had spoken with Jan Olfe of the South Rice Lake Association and provided the details of the buckthorn pilot project. Olfe said that the Association would like to be the first considered for this year's funding. Lundstrom said that Olfe is in charge of the Association's newsletter. She has itemized the specifics of the Commission's and City's discussions of buckthorn removal in the issue distributed at the Association's annual meeting. Baker asked if the Commission could receive a copy of this newsletter. Lundstrom will provide copies in the next agenda packet. ➢ Hill asked about the redevelopment of Douglas Drive. She would like to have this added to the Program/Project Updates. ➢ Kuentz asked for an update on the Three Rivers Park District trail connection through Golden Valley. Lundstrom replied that Oliver would be able to speak to this at the June meeting, but that he knew the latest setback is an issue with a railroad crossing. ➢ The Boards and Commissions recognition dinner will be held at Brookview Community Center on Wednesday, June 29. Social hour begins at 6:30 pm, the program at 7:00 pm and dinner at 7:15 pm. Formal, written invitations will be sent out three weeks prior to the dinner. ➢ Kaisershot asked the status of the Commission vacancy. Staff did not have an update on this. ➢ June agenda items include Envision Guide Feedback, revision of Commission bylaws and Program/Project Updates. No additional business was addressed. IX. Adjourn The next scheduled meeting will be on June 27, 2005 at 7:00 pm. The meeting was adjourned at 8:27 pm. Respectfully submitted, X/k,' Tracy E. Pharr Administrative Assistant Department of Public Works 4 `Golden galley s O y'. .`. Public Works 763-593-8030 / 763-593-3988 (fax) Executive Summary For Action Golden Valley City Council Meeting April 5, 2005 Agenda Item 4. H. Resolution Encouraging the Metropolitan Council Transit Operations to Maintain the Existing Transit Service Levels Provided to Golden Valley Residents. Prepared By Jeannine Clancy, Director of Public Works Al Lundstrom, Environmental Coordinator Summary The Metropolitan Council will be conducting a series of public hearings on April 12-14 and April 18-20, 2005 to determine if transit fares and service levels provided by the Metropolitan Council should be reduced throughout the metropolitan area due to budget constraints. In addition, comments on the proposed changes are being accepted until 5 pm on May 1, 2005. Comments may be made via mail, e-mail, fax, telephone or online comment form (copy attached). The Golden Valley Environmental Commission approved a motion at their March 28, 2005 commission meeting recommending the City Council pass a resolution encouraging the Metropolitan Council to maintain the existing transit service levels provided to Golden Valley residents. The Environmental Commission identified the following three reasons for maintaining transit services for Golden Valley residents at their current level: 1. Existing rush hour routes through Golden Valley neighborhoods cut down on the number of people that have to drive to a park-and-ride in order to catch a bus. 2. Mid-day routes on Golden Valley Road encourage seniors and other non -rush hour travelers to take the bus. 3. Residents have consistently expressed (through Envision) that mass transit is possible and preferable for this inner -ring suburban city. Attachments Resolution encouraging the Metropolitan Council Transit Operations to maintain the existing transit service levels provided to Golden Valley residents (1 page) Metropolitan Council proposed 2005 transit fare and service changes online comment form (1 page) CADocuments and Settings\tpharr.000\Local Settings\Temporary Internet Files\OLK93\Metro Council Bus Service.doc Recommended Action Motion to adopt the resolution encouraging the Metropolitan Council Transit Operations to maintain the existing transit service levels provided to Golden Valley residents. Resolution 05 - April 5, 2005 Member introduced the following resolution and moved its adoption: RESOLUTION ENCOURAGING THE METROPOLITAN COUNCIL TRANSIT OPERATIONS TO MAINTAIN THE EXISTING TRANSIT SERVICE LEVELS PROVIDED TO GOLDEN VALLEY RESIDENTS WHEREAS, the Metropolitan Council will be holding a series of public hearings on April 12-14 and April 18-20, 2005, to consider reducing transit service levels to the metropolitan area; and WHEREAS, the Golden Valley Environmental Commission has recommended that the City Council pass a resolution encouraging the Metropolitan Council to maintain its existing transit service levels provided to its residents; and WHEREAS, the Golden Valley Environmental Commission has identified that existing rush hour bus routes through Golden Valley neighborhoods cut down on the number of people that have to drive to a park-and-ride in order to catch a bus; and WHEREAS, the Golden Valley Environmental Commission has identified that mid-day bus routes on Golden Valley Road encourage seniors and other non -rush hour travelers to take the bus; and WHEREAS, residents have identified through the City's Envision process that mass transit is possible and preferable for Golden Valley as an inner -ring suburban community. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden Valley, Minnesota that the City supports maintaining the existing transit service levels provided by the Metropolitan Council throughout the City of Golden Valley. Linda R. Loomis Mayor ATTEST: Donald G. Taylor, City Clerk CADocuments and Settings\tpharr.000\Local Settings\Temporary Internet Files\OLK93\Met Council Bus Routes.doc www.°mnSun.com GV protests bus transit cuts BY SM WFMBiae "That's exactly what would be cut off" Sun Newspapers Loomis said. f'The 55-downt< mayor said later that all of Golden Golden Valley Mayor Linda Loomis, who Valley's routes would be affected. rides the bus when she goes downtown, was According to Metro Transit, at least four invited to join other area mayors last De- routes-inGdldeyalley orNewHopewould_ cember to seethe Holidamle Parade. in Nfin be aftectedbythe cuts: neapolis, coUrtesy 4mayor RT. Rybak. . Route 755: Wmnetka Avenue -Golden '`But r coukjn't-stay because the last bus Valley: Road -Douglas Drive -Highway 55- to oldefiVal eylefidowntownat7:30p &," downtown, Minneapolis: Route'755C week Loomis said dayswvimw664dbeehnimted.Route755A She and: other area suburban bus riders service would be'reduced to four trips dur- are likeW to encounter more transit neon- ing.rush hours. There would be no rush veniences in the.future. Metro -Transit is hourproposinga25-centfinve iseinregularroute enue, 32nd Avenue or Olympia Avenue: Be= fares effective July 1, plus a 10 percent re- tween8a m.and4pm.andafter6pm.,buses duction of regular -route service. would.travel on WhinetkaAvenue between According to intbrmationirom the Met- the Louisiana Avenue Transit Center and ropolitan Council, nearly 70 -percent of 45th and Xylon. There would-be no midday Metro Transit weekday routes would be af- service. on Golden -Valley Road, Douglas, tirelx while others would have specific re •Route duction,suchasc�tttingweekendserviceor GoldenNa reducing hours of service or the frequency 55-downt< of buses, vice woul ``Reds based on duringr Ade .s coniparing operating cost to hour sere ridership" saidanewsreleaseirom, Boone Am theMetCouncil. >' enue, oro Theproposaltolnereasetransitfaresand netka.M decreaseservice ieyels for; lt4etro Transit w. Routt basmlastweekpro�pted#tieGoldenValley luth StreE City Council to react day swv < The council April 5adopted a resolution _ 765 to pro recommended by the Golden Valley Envi- ' alongDou itan Council Transit operations to 42nd Avenue woul existing transit service e levels pro- 41st -Avenue, Brun he city's residents. would be eliminate Ave. Avenue- sway lay ser: ss trips aorush gda and 10th Av- .of Win - rive -Du - north of 42nd Avenue W.`Broadway and 63rd daho. Service -south of ick and 42nd avenues The resolution cited three reasons: • Route 76t New-Hope-Broadway-Win- ExistmgrushhourroutesffimughGold- netka42ndAvenue —.downtownMinneapo- en Valley; neighborhoodscutdown on the lis: Weekday trips.wold be eliminated, the number of people who have to, drive to a southbound trip that leaves at 7.09 a m and park-and-ride in order to catch bus. the northbound trip that leaves at5:32pm. • Midday routes on Golden Valley Road • Route 765: Crystal -63rd Avenue -W. encourage seniors and other non rush hour Broadway -Douglas Drive -36th Avenue - travelers to take the bus.. downtown: Weekday service on Douglas Residents have consistently expressed Drive north of 36th Avenue" wouldbe re - through Envision that mass transit is possi. placed by Route 758. Service on 36th Avenue ble and preferable for Golden Valley, an would be eliminated. The northbound trip inner -ring suburb. that leaves at 6 pm. would be eliminated. "We have worked hard to get businesses The Met Council is conducting a series of to consider buses and incorporate transit public hearings -through April 20.to solicit stops," Councilmember Paula Pentel said. public comment on the plan. - "We need to let the Met Council know that Comments may be submitted bymail, e - cutting transit service to a first -ring suburb . mail, fax, telephone or online until 5 pm. is a really bad idea" May 1 to 651-2024000, data.center@ Mayor Linda Loomis added that a study metc.state.mn.us or Met Council, Mears last.yearrevealedthatpeoplearelookingfor Park Center, 230 E. 5th St., St. Paul, Minn. more ,rather than less , off-peak service. 55101. ci� Golden Va11ey Date: May 1, 2005 Memorandum Mayor & City Council 763-593-8001 / 763-593-8109 (fax) To: City Council, Boards, Commissions, Foundation From: Linda Looms, Mayor Subject: Revisions to City Code and Council Guidelines Related to Boards and Commissions The City Council is in the process of making revisions to City Code and Council Guidelines Related to Boards and Commissions. Attached you will find the proposed revisions, which the Council will be adopting in June of this year. The Council has been discussing these revisions for a few months. As a courtesy the Council is forwarding the final draft to its Boards and Commissions for review prior to formal Council consideration in June. The changes are marked with underlining and strip -notation. Our main goal has been to provide clarity and consistency. We wish to reinforce a more formal process for communicating with Boards and Commissions which has been in place, but has not been uniformly followed. On behalf of the Council I ask that each Board and Commission review this information and have its Chair contact me if there are questions or concerns. The Council would also like the by-laws for each Board and Commission to be in conformance with the revised Code and Guidelines. Please fit this into your agenda as time permits over the summer. The Council would like to have all of the revised by-laws for its approval by September 1. Thank you once again for your willingness to serve the community and assist the Council in creating good public policy. I hope the process of reviewing the mission and by-laws of each Board and Commission will improve communications with all who serve and thereby make our service to the community more satisfying. UNDERSCORED OVERS RIKED VERSION - 4-19-05 draft (Revised2) SECTION 2.50. BOARDS AND COMMISSIONS GENERALLY. Except as otherwise provided in a specific Section, all Boards and Commissions created by the City Code shall be for the limited purpose of advising the Council with respect to a City function or activity or to investigate research and evaluate issues identified by the Council. aRy subjeGt Of inteFest. to the Gitj. As such, Boards and Commissions shall function in an advisory capacity only. Subdivision 1. Appointments. The terms of all Board and Commission members shall be fixed and determined at the time of appointment. The Council shall appoint the members of all Boards and Commissions and may fill vacancies for unexpired terms. Members of Boards and Commissions shall serve until their successors are appointed and quaff Appointments shall be made by the Council at its last meeting in April, effective May 1, except for appointments to the Absentee Ballot Counting Board, which will be appointed as needed from the roster of election fudges approved by the City Council. Subdivision 2. Staff Support. The City Manager shall appoint a person staff liaison to attend all meetings of Boards and Commissions and record the meetings. Subdivision 3. Attendance and Rules. Each Board and Commission shall establish by-laws, which must be reviewed and approved by the Council every three years. The Council has final authority regarding all by-laws. Boards and Commissions shall follow Roberts Rules of Order unless alternative procedures are established in the approved by-laws or in the City Code. A quorum shall be a simple majority of the membership and all recommendations shall require a quorum. No member shall serve as chair more than two years in a three-year period. If a member is unable to attend a meeting, that member should contact the staff liaison, who will inform the chair if a quorum cannot be attained and the meeting will be cancelled. The Council may establish an attendance policy for members to remain in good standing. Subdivision 4. Annual Report. Each Board and Commission shall provide a written annual report outlining its activities over the past year and proposed activities for the upcoming year. SECTION 2.56. ENVIRONMENTAL COMMISSION Subdivision 1. Establishment and Composition. An Environmental Commission is hereby established, composed of seven (7) members, who shall serve three-year staggered terms. AppeiAtffleRt6 shall be Fnade by the GeunGil at its las meet!Rg in Cohrs rani effeGtiye MaFGh 1 Subdivision 2. Duties and Responsibilities. It is the duty of the Environmental Commission to advise and make recommendations to the Council in matters relating to and affecting the environment. Specifically, it shall: A. Develop and make recommendations to educate the public on environmental regulations, policies, practices and tools; B. Develop and make recommendations as an advisory review body for amendments to or revisions of the city's Surface Water Management Plan and provide advice as requested by the Council on other city programs and initiatives; C. Review and make recommendations regarding the city's existing environmental ordinances, policies and guidelines; D. Develop and make recommendations on management practices for the city's nature areas, public and private ponding areas, and other such city -owned properties as directed by the City Council; E. Participate, as directed by the City Council, in local activities initiated by _other public and quasi -public agencies regarding environmental issues: and , ete. G: Advise and recommend such other functions or procedures as may be assigned to them by the City Code or the Council. Adopted by the City Council - August 6, 2001 Proposed changes circulated to boards and commissions, May 2005 CITY OF GOLDEN VALLEY Guidelines for Advisory Commissions, Committees, Boards and Councils INTRODUCTION: The City Council wishes to express its appreciation to the many citizens who take time away from their personal and professional lives to serve the community through their membership on the Council's advisory groups. Golden Valley has had a history of extensive citizen involvement. At present approximately 60 advisory commission, board, and committee members participate in providing specialized expertise so that Council decisions can be made with more complete background and knowledge than would otherwise be possible. The Council and the entire community benefit from this invaluable service. Golden Valley is a statutory city. The legislature established it as a city in the early 1970's. The State Statues provide: "In any such city, there shall be...no administrative board or commission... the Council shall itself perform the duties and exercise the powers and shall govern and administer the functions for which no independent boards are authorized by statute. The Council, may, however, create boards or commissions to advise the Council with respect to any municipal function or activity or to investigate any subject of interest in the City." This Council, and others before it, recognizes the many advantages to be gained from this approach. The purpose of this document is to provide guidance to the Council's advisory commissions. The Council is directly responsible for the actions of its advisory commissions. It is hoped that through these guidelines the expectations of the Council, with respect to its advisory commissions will be clearly understood and followed. The Mayor and Council Members welcome any request for discussion or clarification of information that is contained or thought appropriate to be contained in these guidelines. The goals of the Council are better communication with its advisory commissions and better service to the citizens of Golden Valley CURRENT GOLDEN VALLEY STANDING COMMISSIONS AND BOARDS: The Golden Valley City Council currently has four standing advisory commissions. They are: Environmental Commission Human Rights Commission Open Space and Recreation Commission Planning Commission There is one advisory foundation: Golden Valley Human Services Foundation The Civil Service Commission is an independent commission that has absolute control and supervision over the employment, promotion, discharge, and suspension of police officers of the Public Safety Department. The Board of Zoning Appeals hears requests for variances from the city zoning code and makes final determination on all requests unless such requests are denied and appealed to the City Council. The Building Board of Review advises and assists administrative officers of the City on building codes and the issuance of building permits. Short term advisory committees are appointed as needed The attaGhed These Guidelines for Advisory Commissions, Boards and Committees apply to each of these groups as appropriate and as permitted by the laws and ordinances which establish them. I. LEGAL BASIS OF ADVISORY COMMISSIONS As stated above the State Statutes govern the creation of Council advisory groups. These groups are authorized to exercise all duties which the Council has legally assigned to them. They are frequently authorized to conduct research and make recommendations. It should be remembered, however, that advisory commissions may not make decisions on behalf of the Council. In many cities, it is routine practice for the Council to accept an advisory commission recommendation if the commission has done a thorough and competent job. It must be emphasized, however, that it is the Council's final decision on the matter and not simply the commission recommendation which is effective to bind the municipality. No recommendation of any advisory commission takes effect unless it has been adopted by formal action of the Council. These advisory commissions may be organized in any manner deemed appropriate by the Council. The City Council may create and dissolve them, appoint persons to serve on them, and exercise powers of general supervision over them. A Planning Commission, however, must be established by ordinance and, once established may be dissolved only by an ordinance, which passes, by 2/3 majority vote of the Council. II. OPEN MEETING LAW All meetings of all public bodies in Golden Valley must be open to the public. There can be no such thing as a "closed", "private", or "executive" meeting or session. The only exceptions that have been recognized in the past are certain disciplinary actions conducted by the Police Civil Service Commission and some personnel and legal matters before the Council The Minnesota Statute requiring City Council meetings to be open to the public has been in existence for many years. A 1973 amendment and court decisions and rulings by the Minnesota Attorney General have made commissions, subcommittees, and other 2 public bodies subject to the statute. Any person violating the open meeting requirement is subject to civil penalty. Commissions and committees should be careful to observe the requirements of holding all meetings in public places and posting notices of meeting dates and times at the City Hall. Scheduling of meetings with the Manager's Office will help prevent conflict with other groups over meeting times when public participation is particularly desired. Commission, board, and committee meetings will not be held on designated legal holidays or recognized religious holidays. Any questions regarding the meaning or application of the Open Meeting Law should be directed to the City Council. The Council will seek such advice from the City Attorney as may be necessary. III. COMMISSION ORGANIZATION AND PROCEDURES A. Term of Office: Appointments to commissions are made effective Mayafs# 1 of each year. The length of each appointment is provided in the governing ordinance or resolution and is designated by the Council at the time of the appointment. Each permanent advisory commission should elect officers not later than its second meeting after Marsh May 1 in each year. The term of office should be one year, unless otherwise specified by the Council, prior to each election. (Chairpersons of special committees shall be appointed by the Council.) Voluntary resignations from a commission should be communicated by letter from the person resigning to the Mayor. B. Attendance: Absences in one year should not exceed three consecutive meetings or more than 25% --percent of the total meetings for the year. (25 percent of meetings would be three meetings for Ggroups meeting once a month and six meetings -means- three -GGRE;esutive-and thFee-total. for Ggroups meeting twice a month means three GORSeGutive and swx total. A standardized letter of warning will be sent from the respective chair to any member after two consecutive and two total for groups meeting once a month. For those meeting twice a month the letter would be sent from the chair after two consecutive or five total. If a member exceeds the allowable number of absences the Mayor will send a standardized letter stating the member must step down because of the importance of regular attendance and the number of citizens interested in serving.) If a Commission feels there are extenuating circumstances in a case of a member who has not met the attendance requirements, the Commission may send a letter to the Council explaining the situation and request an exception. C. By -Laws or Rules of Procedure: Each commission shall should propose By -Laws or Rules of Procedure governing its work. Such proposed By -Laws or Rules of Procedure should be submitted to the Council for pfiGF review and approval prior to implementation. 3 D. Orientation: It shall be the responsibility of the staff liaison Gha+rpersen to provide to each new member as soon as possible after that member's appointment, a copyies of the enabling ordinance for the board or commission and its current By -Laws or Rules of Procedure, minutes of meetings of the last one year, these Guidelines, and any other information necessary to orientat+Gn new members. (Note: Council Members who are liaison to a Commission will meet with the Chairperson and new members as part of the orientation.) E. Acting as a private citizen: A commission member testifying before the Council as a private citizen should clearly note before testimony that he/she is testifying as a private citizen sem, mss. F. Code of Ethics: Each commission member is subject to the terms of the existing Code of Ethics ordinance, a copy of which is attached to these Guidelines. Each person to whom the code applies is responsible to read and understand them. Questions regarding the meaning or application of the Code of Ethics should be directed to the Council. If the opinion of the City Attorney is necessary or desirable, the Council will so request. G. Expenditures: Each Commission is authorized to incur those specific expenditures included in its final budget, as adopted by the Council. Any other expenditures require specific Council approval prior to the time the obligation is incurred. Council approval is necessary prior to solicitation of funding from outside sources for any purpose. H. Minutes: A person will be provided by the City to take minutes for the advisory boards and commissions. All such minutes are matters of public record and shall be kept at the City Hall. The unapproved minutes will be circulated to the City Council in a timely manner to allow the Council to be informed on recent actions. The Council will receive and file approved minutes at the next regular Council Meeting following the approval of the minutes by the respective board or commission. Minutes serve the dual function of making an historical record of commission proceedings and of informing the Council regarding the commission's activities. The minutes should, therefore, contain an accurate report of the sequence of events and names of citizens who appear and are heard. In addition to the formal action of the commission, a summary of the reasoning underlying such action should be included in the minutes. Staff Liaison: The Council has adopted a policy of providing a staff liaison for each commission. The purpose of this policy is to provide direct information to each commission regarding City policy and practices within its area of interest. The City operates under the "Plan B City Manager" form of government, in which all employees are hired and supervised by the City Manager, who in turn is responsible to the Council. Neither the Council nor any commission member has the authority to 4 direct staff personnel. Any commission recommendations for modification of City policy and practices should be directed to the Council. J. Council Liaison(s): Each year, at its organizational meeting, the Council shall assign one or more liaison to each Board or Commission. The Council Liaison(s) will meet at least annually with the Board or Commission to which he or she is assigned. These meetings can serve as an informal means for the exchange of information between the Council and the Board or Commission, but all formal communication shall follow procedures as outlined in Section IV. K. Subcommittees: From time to time, the Council may appoint subcommittees of certain commissions in order that special attention be concentrated in specified areas. At the same time, the Council also wants the opinion of the commission regarding each subcommittee's recommendations. Each subcommittee should submit any report or recommendations intended for the Council, first to the Commission for review and comment. Such review and comment should take place at the next regularly scheduled meeting of the Commission. If it does not, the report or recommendation of the subcommittee shall be forwarded to the Council without Commission consent. The subcommittee report or recommendation, together with the commission's comments, should be submitted to the Council at its next regularly scheduled meeting. As in the case of commission presentations, a spokesperson for the subcommittee should attend the Council meeting and be prepared to make a presentation and answer questions. The Commission is free to appoint subcommittees of their membership as the commission sees a need. IV. COMMUNICATIONS TO AND FROM COMMISSIONS A. Council Requests to Commissions: From time to time, the Council will refer items to commissions for recommendation. The purpose of such a referral is to assist the Council in gathering all pertinent facts and sharpening the issues. The request will be referred to the commission in writing by the Mayor. The Council would request a written report from each commission with regard to each such referral. The report should set forth all the pertinent facts and detailed recommendations from the commission. The report should be submitted to the Council Secretary the Wednesday before the Council meeting so that it may be included in the agenda. Any time a commission report comes before the Council, one representative of the commission should be present to make a presentation and answer questions. In the event there is a difference of opinion on the commission, a minority report written by the Commission may be presented in the same manner. 5 B. Commission Requests to Council: Any commission request or recommendation for Council action or legal opinion should be communicated by letter from the chairperson to the Mayor, giving a full explanation of the background of the matter. Along with the letter, the commission should submit or refer to the pertinent portion of its minutes on the subject. The letter to the Mayor should be delivered to the Council Secretary on the Wednesday before the Council meeting. A presentation for commission should be made by a representative from the commission. A minority report may also be presented. C. Communications with those other than the City Council: Based upon past experience, the Council believes that there is some potential for misunderstanding regarding communications with persons and governmental units or agencies other than the City Council of Golden Valley. It is essential that members of commissions understand and observe appropriate policies and practices in this regard. The essential principle involved is that the Council alone has the responsibility and authority to adopt the decisions, policies, and recommendations of the City of Golden Valley. The Council values the opinions and advice of its commissions and invites the communication of the same to the Council. The Council will take such opinions and advice into account in formulating the City's official position. This method of proceeding does not preclude a commission from gathering such information as may be pertinent to its activities. Commissions are free, without prior Council approval, to make inquiries and to give necessary background for such inquiries, but careful consideration must be given that these communications cannot be reasonably construed as statements of official City policy and opinion. The matter of distribution of information to the public is one that is not capable of specific rules of practice. In general, any such communication which purports to, or has the effect of communicating an official City position or decision, should be submitted to the Council for prior approval. Other types of communications, which are purely informational and do no involve unresolved questions of City policy, may be disseminated without prior Council approval. 6 City "Golden en a e OPEN SPACE & RECREATION COMMISSION Meeting Minutes Brookview Community Center Monday, March 28, 2005 7:00 PM 1. CALL TO ORDER Sandler called meeting to order at 7:00 p.m. 11. ROLL CALL Present: Kelly Kuebelbeck, Tom Kuelbs, Roger McConico, Jerry Sandler, Jim Vaughan, Tom Zins, Rick Jacobson, Director of Parks and Recreation; Sheila Van Sloun, Administrative Assistant; Barbara Bailey, Senior Citizen Coordinator; Jim Acker, Golden Valley Girls Slo-pitch Softball Senior League Vice President; Paula Pentel, Council Member. Absent: Chuck Cahill, James Heine and Jim Johnson. III. AGENDA CHANGES OR ADDITIONS No changes or additions made. IV. APPROVAL OF MINUTES — February 28, 2005 MOTION: Moved by Vaughan and seconded by McConico to approve the minutes. Motion carried unanimously. V. GOLDEN VALLEY GIRLS SLO-PITCH SOFTBALL LEAGUE UPDATE — Jim Acker Acker said the league is in its 32nd year. He explained the league has two divisions; Junior league for 3`d -6th graders and Senior league for 7th -12th graders. He also said in 2004 the league had 442 participants and that they are the 2"d largest league in Minnesota. Registration for the 2005 season is still in process. Fee is $55 for the first child and $45 for each additional child. Try -outs (player evaluations) are held in April with the goal being skill assessment for proper placement of the participants. Acker said the league runs mid-May through mid-July, with two games a week and two tournaments, one mid-season and one at the end of the season. Acker said the league wanted to thank Brian Erickson, Recreation Supervisor, for all he has done for them, as well as Park Maintenance for great field conditions. He also said they are very happy with all the support they get from the Park and Recreation Department. Acker said umpires and equipment are their biggest expense. Sandler asked if they are in need of more fields. Acker said they were not at this time. McConico asked if the league does background checks on the coaches. Acker said it's required that everyone have a background check. The Golden Valley Police Department provides them for the league at no charge. McConico also wanted to know who picks the teams. Acker explained that the coaches pick teams considering the skills of fielding, throwing, timed running and hitting. He added they have the girls play on their parent's teams and participants that are sisters play on the same team, if they wish. Kuelbs asked how the league is funded. Acker said that sponsors, concessions and league fees are their main sources of income. Sandler added that it's gratifying to see all the fields in Golden Valley being played during the summer. VI. RECREATION REPORT — Barbara Bailey Bailey distributed the Golden Valley Senior Program 2004 Annual Report and gave highlights from her 2004 programs. Discussion was held concerning cooperative programming and events. Sandler asked if there have been any problems for the seniors with the new parking lot construction at Brookview. Bailey said there have not been any problems reported. Bailey said a representative from the new Sunrise Assisted Living Facility in Golden Valley came and spoke to the Senior Advisory Group about possibly doing some cooperative programming. Barbara was thanked by the Commission for doing an outstanding job with the senior program. VII. OPEN SPACE & RECREATION COMMISSION BY-LAWS Jacobson reviewed the by-laws and answered questions from the Commission. Sandler stated he feels there should be some clarification within the by-laws on the process of taking citizen input. Pentel said that would be more of a policy/procedure, which does not get incorporated into the by-laws. MOTION: Moved by McConico and seconded by Kuelbs to accept the by-laws as they stand. Motion carried unanimously. VIII. OLD BUSINESS A. Envision Sandler said it would be good to start brainstorming thoughts and ideas to pass to the Council at each Commission meeting. Pentel said that when the Commission is looking at park needs, they should get input from coaches and others also. Sandler added the individual Youth Athletic Associations come in once a year and give input. Thoughts/ideas that were presented: 1) Summer hockey program and a blacktop area for in-line skating; 2) Archery range in Golden Valley or improve the one at Wirth Park; 3) Community gardens and a dog park; 4) Revisit deer control policy; 5) Replacement schedule for play equipment at parks; 6) Teen programming; 7) Youth Summit; 8) Pedestrian connections; 9) More educational signage at parks; 10) Honeywell property developed; and 11) Band shell at Brookview Park. B. Regional Trail Update Jacobson said City staff will be meeting with Three Rivers Park District to discuss the trail plan. C. Brookview Performance Area Jacobson said City staff and an Architect from the Golden Valley Rotary Club will be meeting for preliminary planning discussion. Representatives from Rotary and the Federated Women's Club will meet with the Council at a work session Tuesday, April 12`h. IX. ADJOURNMENT MOTION: Moved by McConico, seconded by Zins to adjourn at 8:55 p.m. Motion carried unanimously. 3