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2025-10-14 - AGE - City Council Work Session October 14, 2025 — 6:30 PM Golden Valley City Hall Council Conference Room 1.Discuss Amended Public Purpose Expenditure Policy 2.Discuss Pedestrian Crossing Policy 3.Discuss Supportive Redevelopment Partner Strategies 4.Review Draft of 2025 Community Survey Questions 5.Council Review of Future Draft Agendas CITY COUNCIL WORK SESSION AGENDA Council Work Sessions have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at work sessions. The public is invited to attend Council Work Sessions and listen to the discussion; public participation is only allowed by invitation of the City Council. Discussion Item(s) City of Golden Valley City Council Work Session October 14, 2025 — 6:30 PM 1 EXECUTIVE SUMMARY Finance 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session October 14, 2025 Agenda Item 1. Discuss Amended Public Purpose Expenditure Policy Prepared By Lyle Hodges, Finance Director Summary This is an update to the existing Public Purpose Expenditure Policy, last approved in May 2023. Updates to this policy include changes to discontinue the use of gift cards and clarification of certain other categories of expenditures. City staff received training on these updates and are expected to refer to this updated policy while making purchasing decisions. Guidance in this policy is derived from authoritative language in State Statute, League of Minnesota Cities best practices, Office of the State Auditor opinions, and other relevant sources. Financial or Budget Considerations This policy impacts spending decisions for all public funds. It has been reviewed by City leadership and staff have received training to ensure understanding and compliance. Legal Considerations This policy was developed with direct input from the City Attorney. Equity Considerations An equity scan was completed by Finance and reviewed by the Equity and Inclusion Manager. Recommended Action Receive a presentation on the amended and updated public purpose expenditure policy. Supporting Documents Public Purpose Expenditure Policy Update POL'Y - FIN - Public Purpose Expenditure Policy - 2025 - DRAFT 2 Public Purpose Expenditure Policy – 2025 Update City Council Work Session October 14, 2025 3 Background – Public Purpose •From the League of Minnesota Cities •An expenditure has a public purpose when it: •Benefits the community as a whole •Directly relates to government activity •Does not mainly benefit a private interest •All three parts must be met when determining public purpose. 4 Background – Public Purpose •Note: •Applies to all purchases using any source of funds. No distinction is made as to source of funds (General Fund, grants, enterprise funds, etc.) •There is no minimum dollar threshold at which point public purpose “kicks in” – all purchases •Applies to donations – can’t accept a donation for goods or services we couldn’t spend public funds on 5 Public Purpose – Policy Updates •Newly revised policy seeks to: •Clarify public purpose definition and provide clear direction on topics as guided by statute, Office of State Auditor opinions, and other authoritative sources •Removed language around gift cards – OSA Opinion •Removed years of service language since it’s duplicated elsewhere •Updated guidance on determining reasonableness •Examples of prohibited and permitted expenditures 6 Public Purpose – Policy Updates •Public Purpose Definition: •Primarily benefits the community as a whole •Directly related to the functions of government •Does not have a primary objective of benefitting a private party •This definition is regularly interpreted by the courts and employees with questions should always check with supervisors or Finance for clarity 7 Public Purpose – Policy Updates •Determining Reasonableness: •Establish a public purpose •Consider alternatives •Not just alternative products, but alternative approaches and other means to achieve public purpose •For example – if you have a meeting, select a time of day that doesn’t fall over a meal time if available. Consider having attendees break for lunch rather than holding a “working lunch”. 8 Public Purpose – Policy Updates •Gift Cards: •Office of the State Auditor provided an opinion on the use of gift cards by local governments: •No statutory authority exists to use gift cards to settle claims – not a valid form of payment •Doesn’t meet the standard of public purpose since “gifts” inherently lack consideration and public purpose •Doesn’t meet the standard that the Treasurer hold all funds until disbursement •As an alternative, years of service and retirement awards will be provided through payroll. These awards were always taxable so no change in status. 9 Public Purpose – Policy Updates •Permitted Expenditure Examples: •Meals and refreshments at City sponsored events where the public is invited and the City is recognizing volunteers or other milestone accomplishments •Meals and refreshments at City events included in the City’s Employee Wellness program •Small tokens of appreciation meant to recognize accomplishments or encourage a healthy lifestyle as part of the established recognition and wellness programs •Small gifts to elected and appointed officials as a token of appreciation for service to the community •Apparel, uniforms, and other clothing related to safety, visibility, identification or otherwise necessary to perform a job function or as part of a bargained labor agreement 10 Public Purpose – Policy Updates •Prohibited Expenditure Examples: •Meals and refreshments at routine work meetings •Fundraising or donations (except where explicitly allowed) •Taking vendors or community members out for meals •Employee bonuses •Social functions •Participation in optional social functions at work conferences •Funeral flower arrangements upon the death of employees, elected officials or their family members •Expenditures that do not directly relate to the government function or otherwise don’t meet the public purpose standard 11 O FFICIAL C ITY P OLICY C ITY OF G OLDEN V ALLEY General InformaƟon Policy Title: Public Purpose Expenditure Policy Department: Finance Policy Owner (job Ɵtle): Finance Director Policy ID: 25-XXX Council Approval Date: TBD ResoluƟon Number: 25-XXX EffecƟve Date: TBD ☐New ☒ Updated Policy Overview Policy DescripƟon: This policy describes the types of expenditures that are considered legiƟmate and permissible uses of public funds. Purpose & Scope: The City of Golden Valley is committed to ensuring that expenditures adhere to the Minnesota Public Purpose Doctrine under Minnesota State Constitution, Article X, Section 1, which allows cities to spend funds to further a public purpose. The City recognizes that public funds may be spent only if the expenditure meets a public purpose and the expenditure relates to the governmental purpose for which the City was created. This policy is intended to provide guidelines regarding which expenditures are for public purposes and authorized in accordance with the City’s annual budget process, and which expenditures are not considered to fall within the public purpose definition and are therefore not allowed. DefiniƟons: A “public purpose” is an activity that meets all of the following standards: •The activity will primarily benefit the community as a body. •The activity is directly related to functions of government. •The activity does not have its primary objective the benefit of a private interest. The definition of “public purpose” is regularly interpreted by the courts. Employees with questions about whether a purchase qualifies as a public purpose should consult their supervisor or the finance department. Related Documents, Materials & Resources: [State related laws; aƩach relevant documents, forms, resources if any] Policy I.Policy Expenditures of public funds must comply with the public purpose standards defined above and all employees and elected officials whose responsibilities include making authorized purchases for the City must comply with this policy and the corresponding procedures. Failure to comply with this policy may result in denial of reimbursement and disciplinary action. DRAFT12 A.Responsibility The City Manager is responsible for overseeing City expenditures and is the chief purchasing agent for the City. The City Manager may delegate responsibility for administering this public purpose expenditure policy. B.Reasonable Cost When reviewing an expenditure to verify the cost is reasonable , the City Manager, or their designee, must consider: •whether the activity or purchase will benefit the community as a whole; •whether the activity is related to the functions of the City; •whether the cost is proportionate to the benefit received; •whether the primary objective of the activity is public or private; and •the reasonableness of the cost including comparison to similar expenditures and consideration of alternatives as well as whether the expenditure reflects prudent use of public funds. For example, for events, the City Manager should consider the time of day the event is held, the business purpose of the event, whether the event was intended to attract non-City employees, the frequency of the event, and the reasonableness of the cost. The following guidelines address specific examples of public expenditures, but examples are not meant to be all-inclusive. All permitted expenses listed within this policy are allowed only so long as they fall within the City’s approved budget. No provisions of this policy, or its administration, shall be subject to review under the grievance or arbitration sections of any collective bargaining agreement or the City of Golden Valley employee handbook. C.Documentation All expenses allowed under this policy must be fully documented. The required documentation includes: dates, business reason, and the receipt for the purchase. Any expenditures for meals or refreshments which exceed $300 for one event must have prior, written authorization by the Department Head, before the purchase is made. Failure to obtain and furnish the necessary authorization and documentation may result in the denial of the expense. Prohibited expenses listed in Section VII will not be approved. II.Examples of Permitted Expenditures for Meals and Refreshments Use of City funds in reasonable amounts for meals and refreshments is permitted for situations in which City business needs to be discussed during or adjacent to meal hours. Additionally, City funds are permitted for public and City meetings and events in which reasonable refreshments may be necessary to create a more productive environment or to be responsive to participant schedules. Finally, public expenditures for appropriate volunteer recognition programs serve a public purpose because formally recognizing volunteers who make significant contributions and demonstrate their commitment during the performance of their duties results in higher morale and productivity and helps the City fulfill its responsibilities to the community more efficiently and cost effectively. The following items meet the definition of approved meals or refreshments as a public purpose expenditure when approved by the Department Head: DRAFT13 o City Council, Board, Commission, Task Force, or other official committee meetings adjacent to or held during a meal hour when it is the only practical time to meet. This does not include regularly scheduled Board, Commission, Task Force, or City Council meetings. o Annual Board/Commission/Task Force Recognition dinner, where each Board/Commission member and one guest are invited to attend. o Newly appointed City Council members swearing in ceremony and City Council members leaving office when held adjacent to or during a meal hour. o Employee meetings, trainings, or events, held adjacent to or during meal hours that meet at least one of the following criteria: Have the purpose of discussing City business or are part of employee training with a pre- planned agenda. This does not include routine staff meetings, social events, or regular training activities held at the worksite where employees are given sufficient time for breaks. Scheduled during or adjacent to a meal hour and no other time is available. Employees are required to be available and participate during meal or break periods. o Professional association meetings, conferences, or external trainings where meals are included as part of the registration or program fee, or in accordance with the City’s travel policy. •Special Events and Community Engagement o Food and refreshments associated with City-sponsored community engagement activities and events of community-interest when the provision of food and refreshments is deemed necessary to ensure meaningful participation by the participants. Examples of such events include but are not limited to, National Night Out, Music in the Parks, Public Safety in the Parks, and City Commission-led events and activities, etc. o Events, meetings, programming, and non-monetary incentives that support the strategic priorities of diversity, equity, and inclusion, including events intended to increase, broaden, and engage the participation of ethnically or racially diverse communities in City matters. •Emergency Response and Extended Hours o Work activities requiring continuous service where breaks are not possible and the work day is extended, such as election days, water main breaks, emergency snow removal, and time sensitive public safety responses. III.Wellness and Recognition A.Employee Wellness and Recognition Public expenditures for appropriate City employee wellness and recognition programs serve a public purpose because formally recognizing employees who make significant contributions and demonstrate their commitment during the performance of their duties results in higher morale, longer employee retention, and higher productivity. These outcomes help the City fulfill its responsibilities to the community more efficiently and cost effectively. In addition, appropriate safety, health, and wellness programs for City employees serve a public purpose because they result in healthier, more productive employees that may reduce certain employee related costs to the City and taxpayers. DRAFT•Employee Meetings 14 The City’s wellness program activities are consistent with statute and are continually reviewed and managed by the City’s Human Resources division, with approval by the City Manager. B.Volunteer & Elected Official Wellness and Recognition Public expenditures for appropriate volunteer recognition programs serve a public purpose because formally recognizing volunteers who make significant contributions and demonstrate their commitment during the performance of their duties results in higher morale and productivity and helps the City fulfill its responsibilities to the community more efficiently and cost effectively. The following items are deemed to meet the definition of public purpose expenditure for volunteer/elected official recognition: •City Council Members o Newly appointed City Council Members will receive a City of Golden Valley welcome gift of de minimus value. o Exiting Council Members will receive an engraved award and a personalized City of Golden Valley street sign. o Exiting Mayor and Council Members who served as the Housing and Redevelopment Authority Chair may request to receive an inscribed gavel plaque. •Board and Commission Members o Newly appointed members shall receive a welcome gift of de minimus value. o All current and outgoing board and commission members plus one guest are invited to the annual recognition dinner. o Members who serve at least one full term shall receive a cerƟficate of thanks. IV.Examples of other Permitted Expenditures Public expenditures for appropriate community and customer outreach and similar activities serve a public purpose when those expenditures are necessary for the City to ensure the efficient operation of its programs and services and to promote coordinated, cooperative planning activities among and between the public and the private sectors. The following items are deemed to meet the definition of public purpose expenditure under this section, with City Manager approval: •Uniforms, clothing, or apparel that is considered necessary for safety or for visible staff recognition by the public, including uniforms as required by labor agreements (e.g. safety footwear and eyewear for maintenance personnel, shirts purchased to identify staff leadership status at events). •Apparel consistent with Department directives for community identification and recognition that is determined to be important to the successful involvement of employees in special City-sponsored or City-supported events. •Staff time and equipment use for City-sponsored employee events as approved by City Council and/or City Manager as allowed by state statute, or city charter or code (e.g. set- up for annual employee picnic). •Items of de minimis value when these items are made available free of charge to the general public (e.g. t-shirts, water bottles, mugs, pens).DRAFT15 •Tips and gratuities no greater than 20% of the pretax bill. •Other expenses permitted by statute, including but not limited to public safety events, national night out, public art, and musical entertainment. •Employee and elected official memberships and dues to professional associations and social and community organizations that are not otherwise prohibited by law, and where the purpose is to promote, advertise, improve, or develop the City’s resources, and not for personal interest or gain. V.Examples of Expenditures Authorized by Other City Policies Expenses authorized by other City policies are deemed to meet the definition of public purpose expenditure. Examples include but are not limited to: •Expenses allowed under the Travel Policy and Employee Wellness Program •Employee Service Awards (Employee Handbook) VI.Prohibited Expenditures Use of City funds for the following expenses are prohibited: •Food and refreshments for routine work meetings. •Food and refreshments during routine training if not included with the registration fee (see also Travel Policy). •Food and refreshments outside of City-sponsored community engagement events or events of community-wide interest (e.g., coffee meeting between staff and community members) •Alcoholic beverages (exception only for Police Department for purposes of Standard Field Sobriety Training). •Fundraisers or donations. •Food, beverages, or other items strictly for personal use or gain. •Taking vendors or community members out for meals or refreshments. •Taking employees out for meals or refreshments, unless specifically permitted under Section IV and approved by the City Manager •Employee bonuses. •Employee functions or celebrations that are solely social in nature (e.g., birthdays, holiday luncheon, ice cream social, barbeque). •Participation in optional activities at conferences/seminars, unless included in conference registration fee (ie. golf rounds, concerts, sporting events, meals, etc.) •Funeral flower arrangements upon death of an employee, elected official, or one of their immediate family members. •Expenditures that do not directly relate to functions of government or that have, as their primary objective, the benefit of a private interest. •Expenditures that do not have a public purpose or that are not specifically authorized by state law. This does not constitute an exhaustive list of prohibited expenditures. Employees should consult their Department Head regarding expenditures not specifically authorized under this policy. DRAFT16 EXECUTIVE SUMMARY Community Development 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session October 14, 2025 Agenda Item 2. Discuss Pedestrian Crossing Policy Prepared By Caleb Brolsma, Assistant City Engineer Michael Ryan, City Engineer Summary Pedestrian crossings are most effective when installed at proper locations and with the right signage and layout. There are many pedestrian crossings throughout the City, with a variety of crossing designs. Staff regularly receive requests to add additional crossings at various locations throughout the City. These requests are evaluated at monthly Traffic Safety Committee meetings, however there is not currently a standardized process for evaluating whether a particular location qualifies for a crossing, and which crossing type should be installed. Staff are working with an engineering consultant, SEH, to draft a Pedestrian Crossing Policy that will standardize this process, create a transparent set of evaluation criteria, and shorten the evaluation timeline. This policy sets forth criteria for a location to qualify for a pedestrian crossing and determines which type of crossing should be installed based on industry standards. Financial or Budget Considerations The City has a contract for development of the Pedestrian Crossing Policy with SEH for $30,855. Implementation budget and costs will vary depending on City Council's direction. Crossing improvement costs can range from $5,000 (new striping and signage) to $120,000 (HAWK beacon) depending on the type of crossing that is constructed. Staff typically received more than 5 requests per year, sometimes exceeding 10 requests annually. Staff will prepare recommendations and seek the City Council's input on long-term budget considerations. Legal Considerations The City Attorney is engaged in reviewing the Pedestrian Crossing Policy and will review the final version before it is sent to City Council for approval. Equity Considerations The City's Equity and Inclusion Manager is part of the project team and has provided feedback on many aspects of the policy. The Policy prioritizes implementation of pedestrian crossings at locations with vulnerable populations by lowering the pedestrian volume threshold by 50% for children, older adults, and pedestrians with 17 disabilities. Pedestrian crossings also reduce disparities by supporting people with diverse accessibility needs, those who rely on public transit, and households with fewer than two reliable vehicles. The installation options include technology and devices that address a range of accessibility needs. Recommended Action Direct staff to finalize the Pedestrian Crossing Policy with City Council's feedback. Supporting Documents Pedestrian Crossing Types 18 Background and Purpose Pedestrian Crossing Policy Basic marked crossing with advance signage Marked crossing with stop bars and additional advance signage Crossing with median refuge island *Crossings and corresponding advance signage not at same locations in Golden Valley 19 Background and Purpose Pedestrian Crossing Policy Crossing with Rectangular Rapid Flashing Beacon (RRFB) - Princeton, NJ Crossing with HAWK Beacon – Apple Valley, MN 20 Crossing Treatment Table Pedestrian Crossing Policy 21 EXECUTIVE SUMMARY Community Development 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session October 14, 2025 Agenda Item 3. Discuss Supportive Redevelopment Partner Strategies Prepared By Chloe McGuire, Deputy Community Development Director Emily Goellner, Community Development Director Summary One of the City Council's 2030 Strategic Directives is "Strategic (Re)Development" which includes a sub-item on cultivating a reputation as a supportive partner in redevelopment efforts. Staff wanted to provide a 2025 update to City Council on this item from a Community Development perspective. At this meeting, staff will present City Council with: Items completed in 2025, such as technology upgrades and code revisions Items currently in progress, such as communication norms with applicants List of things we could do in 2026, such as increasing the responsibility of the Planning Commission and adding a sketch plan application option for developers Staff is very excited about this strategic directive. The presentation will provide a baseline of information, on which staff intends to continue to build. Financial or Budget Considerations Staff completed this exercise as part of their regular duties. Additional work in this area will be established with the implementation of the 2026-2028 Strategic Plan. Legal Considerations As it relates to the items we have completed and are currently working on, they have all been vetted by the City Attorney. For the items that are recommended moving forward, items will require City Attorney review and approval in order to move forward. Many of these will require policy or City Code amendments. Equity Considerations Many of the identified action items are based around equity outcomes. The Community Development Department analyzed these action items and recommendations based upon the Equity Plan goal of: "Assess and redesign departmental operations to reduce barriers and disparities in our customer service." Each of the recommended action items intends to improve the process for applicants, which are largely homeowners in Golden Valley. The recommendations make City processes easier to 22 navigate, remove unnecessary or redundant meetings, remove barriers to completing code-compliant projects, and improve customer service. Additionally, many of the recommendations are based around improved equity and inclusivity. Recommended Action Provide verbal feedback and direct staff to move forward with the identified strategies for 2026. 23 EXECUTIVE SUMMARY Communications 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session October 14, 2025 Agenda Item 4. Review Draft of 2025 Community Survey Questions Prepared By Cheryl Weiler, Communications Director Madeline Peters, Communications Specialist Arantxa Chaire-Kobb, Community Engagement Specialist Summary At its Oct 7, 2025 meeting, City Council approved a contract to hire Morris Leatherman Company to conduct a community survey in November 2025. Using the 2016 Community Survey and the 2023 Local Sales Tax Community Survey as a starting point to retain benchmark questions, staff drafted topics for the 2025 Community Survey. The questions in the draft document are broad in nature—Morris Leatherman Company writes all questions to reflect professional survey style. After receiving Council input, staff will modify the survey to stay within the allotted survey budget for approximately 170 questions. Recommended Action Review draft survey topics, discuss potential modifications, and provide direction to finalize survey questions. 24 EXECUTIVE SUMMARY Legal 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session October 14, 2025 Agenda Item 5. Council Review of Future Draft Agendas Prepared By Melissa Croft, Deputy City Clerk (Records) Supporting Documents Review of Future Draft Agendas 25 Review of Future Draft Agendas Meeting & Item Info October 21, 2025 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation New Employee Introductions (if necessary) Consent - Council Minutes Approval of Council Minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve CBA with PD Admin Staff Approve CBA for Fire Approve PSA for Braun Intertec - Regulated Fill PSA Phase 2 Consent - Grants and Donations Resolution Accepting Met Council LCA Grant for Missing Middle Housing Study Adopt Resolution No. 25-### Authorizing Submission of Grant Application for the Minnesota Department of Natural Resources ReLeaf Grant Consent - Miscellaneous Approve Resolution No. 25-xxx Closing Various Interfund Loans Public Hearing Old Business New Business November 5, 2025 HRA Meeting (Wednesday) - 6:30 PM (if necessary) Consent Agenda Approval of HRA Minutes -Adopt HRA Resolution Rescinding HRA Resolution No. 25-01 -Approve Acceptance of Management Agreement between GMHC and Rondo CLT Public Hearing Old Business New Business November 5, 2025 City Council Meeting (Wednesday) - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Proclamation Recognizing Veterans Day and Presentation Regarding Beyond the Yellow Ribbon Proclamation for Indigenous Peoples Heritage Month Consent - Council Minutes Approval of Council Minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve Purchase of Fire Apparatus Computers/Tablets Consent - Grants and Donations Consent - Miscellaneous Adopt Ordinance - Temporary Uses Code Amendment 26 Meeting & Item Info Adopt Ordinance - Update to Administrative Permit Code Section Adopt Resolution Approving Amended Public Purpose Expenditure Policy Adopt Resolution Approving Pedestrian Crossing Policy Public Hearing Old Business New Business November 12, 2025 Special City Council Meeting (Wednesday) - 6:30 PM Roll Call Canvass Results of the Municipal General Election held on November 4, 2025 Adjournment November 12, 2025 HRA Work Session (Wednesday) - 6:30 PM (if necessary) Discuss Affordable Housing Trust Fund Policy November 12, 2025 City Council Work Session (Wednesday) - 6:30 PM Review Quarterly Reports for Select City Funds Annual Fee Schedule Review AI Policy Discussion Council Review of Future Draft Agendas November 18, 2025 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Proclamation Recognizing Small Business Saturday New Employee Introductions (if necessary) Consent - Council Minutes Approval of Council Minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve MOU with Golden Valley Pride Approve Esri and OpenGov License Agreements Approve Amendment to WSB PSA Consent - Grants and Donations Consent - Miscellaneous Approve Minor Subdivision at 910 Winnetka Public Hearing Old Business New Business First Consideration of Ordinance Amending Fee Schedule 27