07-21-2025 CSC Agenda July 21, 2025 — 6:30 PM
Brookview Golden Valley
316 Brookview Parkway S
1.Call to Order
2.Land Acknowledgement
We acknowledge and honor the Dakota nation, on whose ancestral land the City of Golden Valley
is built, and whose land resources we use. We commit to counteracting the erasure of the
cultural practices and presence of the Dakota people through education and by amplifying a wide
range of indigenous voices.
3.Oath of Office
3.A.Oath of Office: New Member - Molly Goenner
4.Approval of Agenda
4.A.Approval of Community Services Commission July 21, 2025 Meeting Agenda
5.Approval of Meeting Minutes
5.A.Approval of November 18, 2024 Community Services Commission Meeting Minutes
6.Business
6.A.Commissioner Orientation Review
6.B.Election of Officers
6.C.Review Commission Bylaws
6.D.Budget Review
6.E.Allocation Process Review
7.Adjournment
COMMUNITY SERVICES COMMISSION AGENDA
Community Services Commission (CSC) meetings are conducted in a hybrid format with in-person and
remote options for attending. Members of the public may attend virtually via Microsoft Teams, or by
calling 1-872-256-4160 and then enter the meeting code listed on the agenda.
Meeting ID: 242 729 700 538 3
Passcode: Ti7GH7te
Phone conference ID: 389 402 357#
City of Golden Valley Community Services Commission July 21, 2025 — 6:30 PM
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City of Golden Valley Community Services Commission July 21, 2025 — 6:30 PM
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EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
3.A. Oath of Office: New Member - Molly Goenner
Prepared By
Jasy Vorachit, Administrative Assistant
Supporting Documents
Goenner, Molly - Oath of Office.pdf
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OFFICIAL OATH
State of Minnesota )
)ss
County of Hennepin )
I, Molly Goenner, do solemnly swear that I will support the Constitution of the United
States, the Constitution of the State of Minnesota, and that I will faithfully discharge the
duties of the office of Community Services Commission Member of the City of Golden
Valley, Minnesota, to the best of my judgment and ability, so help me God.
_______________________________
Molly Goenner
Subscribed and sworn to before me this ____ day of ____, 2025.
__________________________________
Chair
PLEASE NOTE: This is the oath of office that will be provided for you to read and
sign at the Community Services Commission meeting. If you object to the oath on
religious grounds, and would like to substitute the word “swear” for the word
“affirm”, and the phrase “So help me God” for the phrase “And this I do under the
penalties of perjury” please notify Melissa Croft at mcroft@goldenvalleymn.gov as
soon as possible so the amendment can be prepared.
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EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
4.A. Approval of Community Services Commission July 21, 2025 Meeting Agenda
Prepared By
Jasy Vorachit, Administrative Assistant
Recommended Action
Motion to approve the Community Services Commission July 21, 2025 Meeting Agenda
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EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
5.A. Approval of November 18, 2024 Community Services Commission Meeting Minutes
Prepared By
Jasy Vorachit, Administrative Assistant
Recommended Action
Motion to approve the November 18, 2024 Community Services Commission Meeting Minutes
Supporting Documents
11-18-2024 Meeting Minutes.pdf
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EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
6.A. Commissioner Orientation Review
Prepared By
Jasy Vorachit, Administrative Assistant
Summary
At the regular meeting each May, the Commission will review the orientation materials for Boards and
Commissions including the commission's structure, member roles and responsibilities, Minnesota's
Open Meeting Law, and the City's Values. It is requested that Commission members review the
attached materials prior to the meeting and arrive with their questions and/or comments.
Supporting Documents
Board and Commission New Member Packet.pdf
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New Board/Commission
Member Welcome Packet
Hello, and welcome to the City of Golden Valley as a new Board/ Commission member. We are
thrilled to have you join us. This packet includes important information to help you navigate
your new role. When you arrive for your first meeting you will receive a new member
orientation, where we will go over a lot of the information in this packet, and you will have an
opportunity to ask any questions.
Table of Contents
Council, Board, and Commission Guiding Principles ………….………………… pages 2-10
The Guiding Principles apply to all members of the Council and each appointed member
of a board or commission. The “Principles” document details the values and standards of
conduct expected for each member, outlines communication structure, and identifies and
addresses conflict of interest.
Guidelines for Advisory Boards and Commissions …………………….…….… pages 11-16
The “Guidelines” were developed to help board and commission members with the structure
and procedures of City Boards and Commissions. Topics include “terms of office,”
“attendance,” and more!
Minnesota Government Data Practices Act ……………………..………….………. page 18
The Data Practices Act presumes that all government data are public. This one page guide
shares the “who, what, where, when, why, and how” of the Data Practices Act.
Open Meeting Law ……………………………………………………….………………….….. page 19
All of the City’s meetings abide by the State of Minnesota’s Open Meetings Law. This one-page
gives the “who, what, when, and why” of the open meeting law. It is crucial that board and
commission members understand that this law applies to all types of “meetings” including
phone calls, emails, and texts!
Robert’s Rules of Order……………………….………………………………....…….. pages 20-21
The City conducts business at Council meetings and Board/Commission meetings using Robert’s
Rules of Order. This “cheat sheet” should help you understand the structure, including how to
handle a motion, and how conduct business during meetings.
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Council, Board, and Commission
Guiding Principles
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GUIDING PRINCIPLES 3
Adopted by City Council - February 16, 2016
I.General Policy Statement & Objective
The purpose of this document is to establish guiding principles for the Golden Valley
City Council (the “Council”) and Golden Valley City Boards and Commissions. These
principles apply to the members of the Council and the Mayor as well as the appointed
members of the City’s Boards and Commissions, each of the foregoing being referred to
in this document as a “Member.”
II.Values
The City of Golden Valley has determined the following as our core set of values:
•Communication
•Community
•Inclusion
•Integrity
•Respect
•Innovation
•Courage
•Accountability
III.Standards of Conduct
1.A Member must not use his or her official position to secure special privileges or
exemptions for the person or others.
2.A Member must not act as an agent or attorney for another before the Council or
a board or commission in a matter where a conflict of interest exists or may exist.
3.A Member must not knowingly accept or solicit, directly or indirectly, a gift or loan
for himself, herself, or another if this is prohibited by law.
4.A Member may accept compensation or expense reimbursement for the
performance of the person’s public duties only from the sources listed below. A
Member must not solicit or accept compensation or expense reimbursement for
the performance of the person’s public duties from any sources other than:
a.compensation and expenses paid by the City;
b.compensation and expenses from other employment, if the person
happens to conduct public business while being paid for the other
employment and if the other employment does not interfere with,
influence, or compromise the person’s public position; or
c.compensation and expenses paid by another governmental agency or
municipal association to a Member who serves as a City representative for
that agency, but only if the City does not also pay the person for the same
activity.
GUIDING PRINCIPLES
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GUIDING PRINCIPLES 4
5.A Member must not use public money, time, personnel, facilities, or equipment
for private gain or political campaign activities except when:
a.the use is required or authorized by law; or
b.the use is not greater than that allowed for members of the general public.
This paragraph does not prohibit correspondence at any time to individual
residents in response to the resident’s specific inquiries.
6.A Member must not disclose to the public, or use for the private gain of self or
others, information that was gained by reason of the official’s public position and
that is not public data or was discussed at a closed session of the Council.
Further, a Member must not disclose information received, discussed, or decided
in conference with the City Attorney that is protected by the attorney/client
privilege, unless a majority of the Council has authorized that disclosure.
7.A Member must not enter into a contract with the City, unless in accordance with
law. A Member who has a proprietary interest in an agency or company doing
business with the City must make known that interest in writing to the Council
and the City Clerk.
8.A Member must not intentionally violate a provision of the City Code or the City
ordinances.
9.Council Members are expected to be prepared for Council meetings and
Council/Manager meetings by reading agenda packets and requesting further
research in advance of the meetings.
10.The Mayor and Council Members direct City staff, contract employees, and
consultants only through the City Manager, as established by the requisite
majority vote. At Council meetings, the Council may express concerns and may
provide staff specific direction, provided that the direction is the consensus of the
Council. The City Manager will request further clarification if he/she feels it is
required so there is a clear understanding of what the Council’s expectations are
in terms of the actions to be taken by staff.
11.Members shall conduct themselves in such manners as to obey and adhere to
Minnesota Statutes Chapter 13D, the Open Meeting Law.
12.Members’ duties shall be performed in accordance with the process and rules of
order established by the Council or the City Code.
13.Public resources that are not available to the general public (e.g., City staff time,
equipment, supplies and/or facilities, etc.) shall not be used by the Members for
private, personal, or political purposes.
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GUIDING PRINCIPLES 5
14.It is the responsibility of Council Members to publicly share, with all other Council
Members, information they have received from sources outside of the public
decision- making process, which pertains to a topic under consideration.
Whenever possible, new information or data obtained by Council Members,
pertinent to a topic being discussed, will be distributed through the City Manager
to other Council Members.
IV.Communications
As elected officials, Council Members have a responsibility to communicate information
to the public. Communicating accurate, timely, and professional information is
important to ensuring the quality and credibility of information being provided to the
public.
Public Record: Communications (electronic or written) involving Members are public
records (with a few exceptions as stated by the Minnesota data practices act—
www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf). Communications not considered
public record may still be public information (i.e., email, text messages). Those
interested in copies of these items must file a public disclosure request. Requests for
private data or information outside of the scope of a Member’s role should be routed to
the City Manager.
Align With Minnesota Open Meeting Law: Information posted or responded to
should be done in alignment with the open meeting law: (See
www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf). Members should generally act with
caution when using electronic means to communicate with one another. Members who
wish to share information with other Members should do so through the City Manager.
Materials relating to agenda items for City business (including email) must be provided
to the public at the meeting. Email or social media communications shared among
three or more Members should take place at an open meeting. Example of a violation:
A Member posts a comment on a Facebook page about a proposed ordinance. A
second Member comments that they agree and a third Member clicks the “like” button.
Citizen Questions, Comments, and Concerns: It’s important that Members direct
citizen questions, comments, and concerns to staff. Doing so ensures requests are
routed to the appropriate staff person and holds accountability that proper follow‐up is
made and the task is completed. In addition, since some requests cover multiple
departments there may be a request history that will be useful as staff works to resolve
the issue.
Electronic Communications: Generally, the Golden Valley City Council receives
agenda materials, background information, and other meeting information via email
and/or the list serve. Contact the City Manager if there are questions about these
items.
Social Media: Since social media is an effective and frequently chosen communication
tool among the public, the City of Golden Valley has its own official social media pages.
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GUIDING PRINCIPLES 6
Communication Tips for Email and Social Media Public Perception: Members are
public officials representing the City of Golden Valley and its policies and perspectives.
Official Versus Individual Perspectives: Since the public connects City officials to the
City of Golden Valley, it’s important to clarify official perspectives from individual
perspectives.
Public information: Any published content, written or electronic (email, for example),
may be considered public information or considered covered under the Minnesota data
practices act. Informal messages not related to a public official’s role, such as meeting
notices, reminders, telephone messages, and informal notes, are not public record.
Large Outreach: Information posted on social media is public and is online for a long
time. Both email and social media posts can be quickly shared with other audiences,
making it important to post professional messages and avoid political comments.
Discoverability: Generally, email is removed from the system every three years. Email
is discoverable in litigation, making it important to use it cautiously. When seeking legal
advice or to discuss matters of pending litigation or other “confidential” City business,
ensure emails are sent to only those intended because the attorney‐client privilege
protecting the document from disclosure may be waived.
Media Relations - Media Inquiries: Members are strongly encouraged to refer all
media inquiries to the City Manager prior to Council discussion and vote on an item.
After a vote has been taken, individual Members may comment on their decision. It’s
understood that individual Member decisions may not be reflective of the Council’s
majority vote.
Following these guidelines is important to the democratic process because it helps
avoid creating the public perception that a vote or decision has been made on a topic.
That perception may discourage the public from engaging in the democratic process.
City Manager’s Role: The City Manager communicates on the City’s behalf in
interviews, publications, news releases, on social media sites, and related
communications. The City Manager is in the best position to provide a response
because many issues involve multiple departments or work may already be in progress.
Many times, a department director will handle interviews and communications on behalf
of the City Manager.
When the media calls about:
1.Upcoming agenda items, issues, or discussion topics: Wait to provide information
until the topic is voted on. This communicates that a decision has not been made
and allows the public process to work by keeping the topic open for citizen input.
If a Member discusses the issue with media before a decision is made, there is
potential that the public may be confused about the Council’s direction. This may
create a public perception that a vote or decision has been made on a topic and
discourage the public from engaging in the democratic process.
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GUIDING PRINCIPLES 7
2.Routine or public information (i.e., a meeting time or agenda): Provide media with
the information and notify City Manager.
3.Other information: About potential litigation, controversial issues, an opinion
about a City matter, or if unsure of the type of question, it’s strongly
recommended to work with the City Manager on these topics. The City Manager
typically works with staff on these issues and can present the discussion scope
or topic.
V.Identifying and Addressing Conflicts of Interest
So that citizens may have the utmost confidence and trust in the integrity of their City
government, and to protect the City’s interest and its citizen’s interests, Members must
disclose and avoid conflicts of interest that arise in performing their official duties. To
this end, the below principles provide Members guidance for identifying, addressing,
and disclosing conflicts of interest. This guidance supplements, not supplants, the
responsibilities Members have under law with regard to conflicts of interest. Members
should consult with the City Manager and/or City Attorney with questions or concerns
they may have regarding conflicts of interest (whether the conflicts are real or
perceived, potential or in existence), and not participate in or take any official action on
a matter until such questions or concerns are resolved with the City Manager or City
Attorney.
1.Identifying Legal Conflicts of Interest
A “legal conflict of interest” exists when, in the discharge of official duties, a
Member participates in a governmental decision, action or transaction that:
a.affects the person’s financial interests or those of a business with which
the person is associated, unless the effect on the person or business is no
greater than on other members of the same business classification,
profession, or occupation; or
b.affects the financial interests of an organization in which the person
participates as a member of the governing body, unless the person serves
in that capacity as the City’s representative.
2.Identifying Financial Interests
A financial interest is any interest, including loans, which may yield, directly or
indirectly, a monetary or other material benefit to the Member (other than
monetary or material benefits authorized by the City in accordance with law). A
financial interest of a Member or Member’s employer (other than the City), his or
her associated business, or his or her spouse, domestic partner, parent, sibling
or child, and their employers or associated businesses shall also be considered a
financial interest of the Member. The following assets shall not be considered a
financial interest for purposes of this section:
a.ownership of shares in a diversified mutual fund;
b.membership in a pension plan or employee benefit plan;
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GUIDING PRINCIPLES 8
c.ownership of bonds or publicly traded securities; and
d.ownership of a whole life insurance policy.
3.Addressing Legal Conflicts of Interest
a.When a legal conflict of interest exists, except as permitted by law, a
Member must disclose the potential conflict of interest for the public
record, in the manner described in Section VI below, and refrain from
participating in the discussion and from voting on the matter. To
participate or participation, for the purposes of this document, means
making the decision, taking action, entering into a transaction, providing
advice or a recommendation, introducing, sponsoring, debating, voting on,
approving, and investigating the decision, action, or transaction.
b.A Member shall not participate in making, or attempt to use his or her
position to influence, any City governmental decision, action, or
transaction in which the Member knows or has reason to know that he or
she has a legal conflict of interest.
4.Non-Legal Conflicts of Interest
a.Members may face situations in performing their official duties that raise,
or are perceived to raise, a conflict of interest but which do not fall within
the above description of a legal conflict of interest and are otherwise not a
conflict of interest regulated by law. These types of conflicts are referred
to, for purposes of this document, as “non-legal conflicts of interest.”
b.While non-legal conflicts of interest may be different in nature or degree
from a legal conflict of interest and other conflicts of interest regulated by
law, they can nevertheless impair, or give the appearance of impairing, a
Member’s independence of judgement and/or harm the City’s interests
and the interests of the citizens.
c.The significance of non-legal conflicts of interest often depends on the
facts and circumstances involved in each situation, and thus it is difficult to
establish bright- line rules regarding when such conflicts must be
disclosed and necessitate a Member to refrain from participating in a
matter. Therefore, Members are entrusted to use their best judgement
regarding such situations with the aim of upholding the principles
established under this document and the highest possible standards of
ethical conduct, and with the understanding that public disclosure of non-
legal conflicts of interest, by itself, helps maintain citizens’ trust and
confidence in the integrity of City government.
d.To this end, if a Member recognizes that his or her participation may
create a non-legal conflict of interest, he or she should (i) discuss the
matter in advance (to the extent possible) and in confidence with the City
Manager and/or City Attorney regarding the appropriate action to take;
and/or (ii) disclose the conflict in accordance with Section VI below and, if
necessary, refrain from participating in the matter.
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GUIDING PRINCIPLES 9
e.Without limiting the foregoing, a Member may participate in a City
governmental decision, action, or transaction involving an organization or
entity that the Member, or his or her partner, spouse, partner, domestic
partner, sibling, or child is an officer, director, board member, or trustee of,
if the Member does not have a legal conflict of interest in the governmental
decision, action, or transaction. However, the Member must disclose his or
her affiliation with the organization or entity as though it were a legal
conflict of interest, in the manner described in Section VI below.
f.Similarly, a Member may participate in a City governmental decision
involving a person related by family to the Member, other than his or her
parent, spouse, domestic partner, sibling, or child, if the Member does not
have a legal conflict of interest in the governmental decision, action, or
transaction. However, the Member must disclose his or her relationship
with the related person as though it were a legal conflict of interest, in the
manner described in Section VI below.
VI.Disclosure of Conflicts of Interest
If a Member, in the discharge of his or her official duties, recognizes that his or
her participation in a matter would create a legal conflict of interest, or a non-
legal conflict of interest that should or must be disclosed, the Member shall
disclose the conflict of interest as follows:
a.The Member shall disclose the conflict of interest to the City Manager and
his or her fellow Members as soon as he or she becomes aware of the
conflict. If a Member becomes aware of a conflict during a meeting of the
Council or a committee or board, the Member shall immediately disclose
the conflict of interest orally.
b.In the case of a legal conflict of interest, a Member must also prepare, on
a form prescribed by the City Clerk, a written statement describing the
matter requiring action or decision and the nature of his or her conflict of
interest, or as otherwise required by law. In the case of a Council Member,
the written statement shall be distributed to the other Council Members
and Mayor and filed with the City Clerk. Likewise, in the case of a Member
of a board or commission, the written statement shall be distributed to the
other Members of the board or commission and filed with the City Clerk.
After the first time the Member has orally disclosed a conflict of interest
and filed the disclosure form, the Member may subsequently orally
disclose a conflict by referring to the filed form. Because Members may
not attend all meetings, oral disclosure may consist of the written
statement being read into the record by the presiding Member at the first
regular meeting after the form has been filed. All written statements shall
be filed and distributed within one week after the Member becomes aware
of the legal conflict of interest. In the case of non-legal conflicts of interest
that a Member discloses, the Member may file a written statement
regarding the conflict.
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GUIDING PRINCIPLES 10
c.If a Member does not participate in any discussion or vote on a matter due
to a conflict of interest, he or she shall be counted present for the
purposes of establishing a quorum to carry on the business of the Council,
board, or commission, but shall be considered disqualified for the purpose
of establishing the number of votes necessary to pass motions or
resolutions.
VII.Hearing
Any person may file a written complaint with the City Clerk questioning a Member’s
adherence to the principles stated in Section III through VI above. After reviewing the
complaint, the Council may hold a public hearing only if: (1) a neutral third-party
designated by the City Attorney, advises the Council that the allegations state a legally-
recognized violation of the law or a legally-recognized conflict of interest; or (2) a neutral
third-party designated by the City Attorney, advises the Council that the complaint has
been lodged in good faith and that the alleged violation is related to the accused
Member’s role as a Member.
Prior to the hearing, a letter will be sent to the accused Member stating the alleged
complaint. At the hearing, the accused Member shall have the opportunity to be heard.
If, after the hearing, the Council finds a violation of the principles stated in Section III
through VI above, the Council may, by a majority vote, censure the accused Member.
The accused Member shall not participate in the Council’s decision to censure.
VIII. Shared Values Statement
I affirm that I believe in and am committed to upholding the values as stated in this City
of Golden Valley Guiding Principles.
Signature ____________________________________ Date: _____________________
Printed Name: ________________________________
Refusal to sign City of Golden Valley Guiding Principles:
Signature ____________________________________ Date: _____________________
Printed Name: ________________________________
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Guidelines for Boards and
Commissions
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Guidelines for Boards and
Commissions
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
Statutes 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 boards and commissions.
The Council is directly responsible for the actions of its advisory boards and commissions. It is hoped
that through these guidelines the expectations of the Council will be clearly understood and followed.
The Mayor and Council Members welcome any request for discussion or clarification of information that
is 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 Boards and Commissions
The Golden Valley City Council currently has seven standing advisory commissions. They are:
•Board of Zoning Appeals
•Police Employment, Accountability, and Community Engagement Commission
•Environmental Commission
•Diversity, Equity, and Inclusion Commission
•Human Services Commission
•Open Space and Recreation Commission
•Planning Commission
Short term advisory committees are appointed as needed.
These Guidelines for Advisory Boards and Commissions apply to each of these groups as appropriate and
as permitted by the laws and ordinances which establish them.
I.Legal Basis of Advisory Boards and Commissions
Boards and commissions 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 boards and commissions may not make decisions on behalf of the
Council. In many cities, it is routine practice for the Council to accept an advisory recommendation if the
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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.
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 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
staff liaison. The staff liaison will seek such advice from the City Manager, in conjunction with the City
Attorney as may be necessary.
III.Commission Organization and Procedures
A.Term of Office: Appointments to commissions are made effective May 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 no later than its second meeting after May 1 in each year. Chairpersons of special
committees may be appointed by the Council.
Voluntary resignations from a commission should be communicated by letter or email from the
person resigning to the Staff Liaison.
Chair and Vice Chair: The Chair and Vice-Chair shall be elected from the Commission
membership by its members at its regular Annual Meeting. Members may only serve two
consecutive years as the chair and vice-chair of any board or commission.
B.Meetings: Meeting times and locations are set according to each commission's bylaws. Each
commission should defer to the Council's meeting policy for meetings which occur on or near
recognized holidays. A quorum of the board is made up of a majority of members currently
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appointed. All meetings will be conducted in accordance with the Minnesota Open Meeting Law
and the City Code. The proceedings of meeting should be conducted using standard
parliamentary procedure.
C.Attendance: Members are expected to attend all meetings, including the annual board and
commission joint meeting. If a member is unable to attend a meeting, they should contact the
staff liaison, who will inform the chair. If a quorum cannot be attained, the meeting will be
canceled. Staff liaisons will track attendance at each meeting. Each April, the City Manager’s
office will review attendance records for the preceding calendar year (April-March) and send a
standardized letter of warning to any member that has missed:
•two consecutive or three total meetings for groups that meet once a month; or
•two consecutive or five total meetings for groups that meet twice a month.
Because attendance is so important to the work of the City’s boards and commissions, the
City Manager may ask the member to explain the reasons for their absences. If circumstances
prevent the member from committing to consistently attending future meetings, the
member may be asked to step down. The City Manager will not ask the member to step
down if their inability to attend meetings is due to health reasons. If the member’s
attendance does not improve within 3 months after receiving a warning, the City Manager or
their designee shall ask the member to step down. If the member chooses not to step down,
the Council may take action to remove the member.
D.By-Laws or Rules of Procedure: Each commission shall follow By-Laws or Rules of Procedure
governing its work. Proposed amendments to By-Laws or Rules of Procedure should be
submitted to the Council for review and approval prior to implementation.
E.Orientation: Staff liaisons, in conjunction with the City Manager’s department, will provide
orientation for new board and commission members. The staff Liaison for each Board or
Commission will provide the new member with meeting information, discuss expectations, and
review pertinent issues with them prior to the next meeting of the Board or Commission.
F.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.
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. 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.
I.Staff Liaison: A staff liaison is assigned to each commission. The purpose of this is to provide
direct information to each commission regarding City policy and practices within its area of
interest. Duties of the staff liaison are, in general, to facilitate or assist in the meetings, record 14
22
attendance, provide information and direction as requested by the commission, and to serve as
a conduit for information and assignments from the City Council and the City Manager. Staff
liaisons shall communicate all requests from a board or commission to the City Manager,
appropriate Department Head, and the Council, as requested. It is also the responsibility of the
staff liaison to inform the City Manager of any problems or issues that may arise.
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 direct staff personnel. Any
commission recommendations for modification of City policy and practices should be directed to
the Council. The liaison will periodically inform the Chair on the members’ attendance,
particularly when warnings must be sent as provided in Section III.C, and copy to the City
Manager to forward to the City Council.
J.Council Liaison(s): Each year, at its organizational meeting, the Council shall assign one or more
liaisons 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 referral will be communicated to the
board or commission by the staff liaison. 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
15
23
and detailed recommendations from the commission. The report should be submitted to the
City Manager 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 may be presented in the same
manner.
B.Commission Requests to Council: Any commission request or recommendation for Council
action or legal opinion should be communicated from the staff liaison to the City Manager,
giving a full explanation of the background of the matter. Along with the request, the
commission should submit or refer to the pertinent portion of its minutes on the subject.
The request should be delivered to the City Manager on the Wednesday before the Council
meeting. A presentation for the commission should be made by a representative from the
commission. A minority report may also be presented.
C.Communications with Those Other Than 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
gather information consistent with their annual work plan or other direction given by the
Council.
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 not involve
unresolved questions of City policy, may be disseminated without prior Council approval.
16
24
Minnesota Data Practices Act
Minnesota Open Meeting Law
Robert's Rules of Order Cheat
Sheet
17
25
The Data Practices Act (Minnesota Statues, Chapter 13) presumes that all government data are public. State or Federal law must specifically classify data for the government to limit access. The Act also describes government’s duty to respond to data requests made by a member of the public or by the subject of the data.
W H O ?
The Data Practices Act applies to government entities in
Minnesota, but does not apply to the Legislature or to the
courts. Anyone can make a request to view or receive
copies of government data. Public data are available to
anyone for any reason, and private or non public data are
available if the requestor is the subject of the data being
requested. Confidential or protected non-public dtata are
available only to those government employees who require
access to it for work-related reasons.
W H A T ?
“Government data” means all data collected, created,
received, maintained or disseminated by state or local
government, regardless of its physical form, storage media, or
conditions of use. Paper documents, email, CD-Roms,
videotape, and computer files are all forms of “government
data.”
W H E N ?
Government must respond to a request of public data
within a reasonable amount of time. Government must
respond to requests for data immediately or within ten
business days.
W H Y ?
The Act seeks to balance three principles: 1) Government’s
need to have data to do its work; 2) The need to maintain an
accountable and transparent government; and 3) The need to
protect individual privacy rights.
H O W ?
Step 1: A person submits a data request to the
Responsible Authority for the government entity that
maintains the data. If the request is for private
information, the government entity may ask for proof of
identity.
Step 2: The government entity retrieves the responsive
data, if it has any.
Step 3: The entity reviews the requested data. If the
government entity denies access to any of the requested
data, it must inform the requestor of the specific law that
justifies the denial.
Step 4: The government entity provides access to the
data and collects copy costs, if copies are requested.
H O W M U C H ?
Government may charge limited amounts for copies.
Inspection of government records is always free. Government
may never charge for the cost of separating public and not
public data (i.e. redaction).
For members of the public: If the request is for 100 or
fewer printed black and white pages: no more than $0.25 per
page.
For all other requests (including electronic data):
Actual cost of searching and retrieving the data, and for
making the copies.
For data subjects: For all requests: Only the actual cost of
making the copies. Government may not charge for search
and retrieval time.
DATA PRACTICES
MINNESOTA GOVERNMENT DATA PRACTICES ACT
651-296-6733 or 800-657-3721
info.ipad@state.mn.us | mn.gov/admin/data-practices
18 26
OPEN MEETING LAW
W H O ?
The Open Meeting Law (Minnesota Statutes, Chapter 13D) requires meetings of public bodies to be open to the public.
The law also identifies limited times when a public body may or must hold a closed meeting, and the requirements for doing
so. The Open Meeting Law does not address administrative concerns like agendas, meeting minutes, or parliamentary pro-
cedure (such as Roberts Rules). There may be other laws public bodies have to follow that affect how they conduct their
meetings.
Public bodies: public bodies are defined in the law and included State-level public bodies and local public bodies (such as
county boards, city councils, and school boards). State public bodies and local public bodies have different requirements.
The law also applies to committees, subcommittees, boards, departments, or commissions of public bodies.
The public: The public has the right to attend open meetings to observe the decision-making process of its governing bod-
ies. The Open Meeting Law does not require that public bodies allow public participation at the meetings, but it does not
prohibit public participation, either.
A public meeting occurs whenever a quorum (majority) of the public body is present and discusses official business. There
are three types of meetings: regular meetings, special meetings, and emergency meetings. A meeting or a portion of a
meeting may be closed if the circumstances allow or require closure. Those meetings must be recorded (except those
closed for discussions protected by attorney-client privilege).
Every public meeting must be properly noticed. The Open Meeting Law has different requirements for notifying the public
regarding when and where meetings are to take place depending on the type of meeting to be held:
Regular meetings: Public bodies must have a schedule of regular meetings.
Special meetings: Any meeting not on the regular schedule or that takes place at a different time, date, or location, than a
regualr meeting requires a special meeting notice.
• The notice must include time, date, location, and purpose of the special meeting
• The public body must post the notice at least three days before the meeting
• A public body may only discuss matters related to those listed on the notice.
Emergency meetings: Special meeings urgent circumstances do not allow for the three-day notice, such as in the event of a
natural disaster. No additional notice is required, except that public bodies must make a good faith effort to notify media that
have requested notice.
The Minnesota Supreme Court has stated that the purpose of the Open Meeting Law is to:
• Prohibit public bodies from holding secret meetings where they may hide their decision making process from the public
• To allow the public to be informed
• To allow the public to present its views to their public bodies
W H A T ?
W H E N ?
W H Y ?
651-296-6733 or 800-657-3721
INFO.IPAD@STATE.MN.US | MN.GOV/ADMIN/DATA-PRACTICES DATA PRACTICES
19
27
ROBERTS RULES CHEAT SHEET To:You say:Interrupt Speaker Second Needed Debatable Amendable VoteNeeded Adjourn "I move that we adjourn" No Yes No No Majority Recess "I move that we recess until…" No Yes No Yes Majority Complain about noise, room temp., etc. "Point of privilege" Yes No No No Chair Decides Suspend further consideration of something "I move that we table it" No Yes No No Majority End debate "I move the previous question" No Yes No No 2/3 Postpone consideration of something "I move we postpone this matter until…" NoYes YesYesMajorityAmend a motion "I move that this motion be amended by…" NoYes YesYesMajorityIntroduce business (a primary motion) "I move that…" No Yes Yes Yes Majority The above listed motions and points are listed in established order of precedence. When any one of them is pending, you may not introduce another that is listed below, but you may introduce another that is listed above it. To:You say:Interrupt Speaker Second Needed DebatableAmendable Vote NeededObject to procedure or personal affront "Point of order" Yes No No No Chair decides Request information "Point of information" Yes No No No None Ask for vote by actual count to verify voice vote "I call for a division of the house" Must be done before new motion No NoNoNone unlesssomeone objects Object to considering some undiplomatic or improper matter "I object to consideration of this question" YesNo NoNo2/3Take up matter previously tabled "I move we take from the table…" Yes Yes No No Majority Reconsider something already disposed of "I move we now (or later) reconsider our action relative to…" Yes Yes Only if original motion was debatable NoMajorityConsider something out of its scheduled order "I move we suspend the rules and consider…" NoYes NoNo2/3Vote on a ruling by the Chair "I appeal the Chair’s decision" Yes Yes Yes No Majority The motions, points and proposals listed above have no established order of preference; any of them may be introduced at any time except when meeting is considering one of the top three matters listed from the first chart (Motion to Adjourn, Recess or Point of Privilege). 2028
PROCEDURE FOR HANDLING A MAIN MOTION
NOTE: Nothing goes to discussion without a motion being on the floor.
Obtaining and assigning the floor
A member raises hand when no one else has the floor
•The chair recognizes the member by name
How the Motion is Brought Before the Assembly
•The member makes the motion: I move that (or "to") ... and resumes his seat.
•Another member seconds the motion: I second the motion or I second it or second.
•The chair states the motion: It is moved and seconded that ... Are you ready for the
question?
Consideration of the Motion
1. Members can debate the motion.
2. Before speaking in debate, members obtain the floor.
3. The maker of the motion has first right to the floor if he claims it properly
4. Debate must be confined to the merits of the motion.
5. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no
one seeks the floor for further debate.
The chair puts the motion to a vote
1. The chair asks: Are you ready for the question? If no one rises to claim the floor, the
chair proceeds to take the vote.
2. The chair says: The question is on the adoption of the motion that ... As many as
are in favor, say ‘Aye’. (Pause for response.) Those opposed, say 'Nay'. (Pause for
response.) Those abstained please say ‘Aye’.
The chair announces the result of the vote.
1.The ayes have it, the motion carries, and ... (indicating the effect of the vote) or
2. The nays have it and the motion fails
WHEN DEBATING YOUR MOTIONS
1. Listen to the other side
2. Focus on issues, not personalities
3. Avoid questioning motives
4. Be polite
21 29
EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
6.B. Election of Officers
Prepared By
Jasy Vorachit, Administrative Assistant
Summary
The Commission shall elect officers of Chair and Vice-Chair from the Commission membership by its
voting members at its regular annual meeting, (no later than the second meeting after May 1 in each
year). The Chair and Vice Chair positions rotate, and members may only serve two consecutive years
as the Chair or Vice-Chair. Should the office of Chair or Vice-Chair become vacant, the Commission
shall elect a successor from its membership at the next regular meeting and such election shall be for
the unexpired term of said office. Officers may also delegate the duties of their position to other
Commissioners as deemed appropriate by the Commission.
Recommended Action
Motion to Approve the Election of Officers of Chair and Vice-Chair of the Community Services
Commission
30
EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
6.C. Review Commission Bylaws
Prepared By
Jasy Vorachit, Administrative Assistant
Summary
The Commission will review these bylaws at the August meeting every three years. Members may
present recommendations for changes and amendments. These bylaws can be altered or amended at
any regular monthly Commission meeting with a majority of members present, if notice of the
proposed changes and amendments is provided to each member at least ten business days before the
meeting. The Council must review and approve any changes to, and has final authority regarding,
these bylaws.
Supporting Documents
CSC Bylaws.pdf
31
BYLAWS
Community Services Commission
Article I: Purpose, Mission, and Duties
The Community Services Commission (the Commission) exists to support human service needs in the
community and recommend action to the City Council regarding funding those needs. With these goals
in mind, the Commission will:
•Identify the community's needs for human services.
•Develop guidelines to evaluate funding requests and allocate funds to human service
organizations that meet the identified needs of the community.
•review funding requests and recommend allocating funds for community service organizations
that meet the identified needs of the community
•Develop strategies for funding through charitable gambling proceeds, fund raisers, or community
events.
•Encourage and enlist participation from the greater Golden Valley community.
Article II: Membership, Appointments, Terms, and Officers
A.Membership
The Commission shall consist of four regular members and one voting youth member. Regular
members shall be qualified voters and residents of the City. Youth members shall be individuals
21 years old or younger, who live, work, or attend school in the City of Golden Valley, or who
attend school in the Robbinsdale Area School District or the Hopkins Area School District.
B.Appointment and Terms
Appointments are made effective May 1 of each year. The Council shall appoint four regular
members of the Commission for_ year staggered terms. The Council shall appoint youth
members for one-year terms at its last meeting in September of each year, effective October 1.
The City Council shall appoint the members of the Commission and may fill vacancies for
unexpired terms. A vacancy shall be deemed to exist if a member resigns of ceases to meet the
membership requirements. Commissioners shall be subject to the term limit requirements in
City Code§ 2-125.
Emphasis for appointments will be based on knowledge of human service needs in the
community through participation in community organizations, experience with grant application
review, and evidence of personal commitment to the delivery of human and community service
needs. Persons involved with agencies or groups that anticipate soliciting funds from the
Commission should not seek appointment. The City Council shall appoint the members of the
Commission and will fill vacancies for unexpired terms.
C.Officers
Voting Commission members shall elect officers for Chair and Vice Chair from the Commission
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membership at a regularly scheduled meeting, (no later than the second meeting after August 1
in each year). The Chair and Vice Chair positions rotate, and members may only serve two
consecutive years as the Chair or Vice-Chair. Should the office of Chair or Vice Chair become
vacant, the Commission shall elect a successor from its membership at the next regular meeting
for the unexpired term of said office.
Chair Responsibilities:
•Work with staff liaison to develop meeting agendas.
•Conduct and preside at all meetings in a productive and time -efficient manner.
•Ensure the Commission conducts its activities within its stated mission.
•Appoint Commissioners to subcommittees (if needed).
•Monitor and ensure the progress of the Commission.
•Report annual funding recommendations to the City Council.
Vice Chair Responsibilities:
•Perform the duties of the Chair in the absence or incapacity of the Chair.
•Perform all other duties as prescribed by the Commission.
•Report annual funding recommendations to the City Council.
Staff Liaison Responsibilities:
•Develop draft of meeting agendas for Chair review.
•Develop and distribute grant request applications for funding.
•Develop and mail annual donation request letter.
•Work with Finance Department for all budget processing and reporting of donations and
distributions.
•Develop, advertise, and implement annual Run The Valley event, with proceeds going to
the Community Services Commission
•Secure space and support chair at all commission meetings.
•Communicate official regularly scheduled meetings to general public.
•Prepare all grant requests for commissioner review.
•Prepare report for Chair to be presented to the City Council annually with funding
recommendations.
Article Ill: Meetings and Attendance
Meetings
A.Regular Meetings
All meetings of the Commission shall be conducted in accordance with the Minnesota Open
Meeting Law and City code. This means all business and discussion occurs at a meeting that has
been posted and is open to the public.
The presence of a majority of all regular voting members (three) currently appointed to the
Commission shall constitute a quorum for the purpose of conducting its business and exercising
its powers and for all other purposes. In the event a quorum is not reached, a smaller number of
members may meet to have informal discussion; however, formal action shall not be taken and
must be reserved for such time as when a quorum of the Commission is reached. A quorum of
the members should not discuss Commission business by email, forms of social media,
telephone, or informal meetings. Commission meetings may be cancelled by the staff liaison if
there are no items on the agenda for discussion or there is not a quorum available for the
33
scheduled business.
The proceedings of meeting should be conducted using standard parliamentary procedure.
The regular meeting of the Commission shall be held on the second Monday of the month at
Brookview at 6:30 pm.
The Commission may, by a majority vote, change its regular meeting dates for any reason
provided if proper public notice of the changed meeting is provided.
A special meeting may be called by the Chair or whenever three members request the same in
writing. Staff shall give notice to each board member, at least three days prior to any special
meeting, of the time, place, and purpose of the meeting. [This is repeated under C. Special
Meeting below.]
General Meeting Schedule:
•January-All Commissioners attend Joint City Council/Commission meeting.
•July -This is the annual meeting, and officers are elected. Commissioners will review
submitted grant applications, review scoring process, and discuss allocation procedures.
Orientation and onboarding will also take place.
•September -Review scoring sheets, review grant applications, and determine if any
applicants should be invited into a future meeting for an interview. Make initial
recommendation for funding.
•October -Meeting held only if any grant applicants have been invited to be interviewed by
Commission.
•November - Commission makes final recommendation for grant allocations to be presented
to the City Council for approval.
•December -Chair and Vice Chair join staff liaison at City Council meeting for presentation
and funding recommendations to the City Council for approval.
B.Annual Meeting
The Annual Meeting of the Commission shall be a regular meeting, typically the first meeting in
August, at which time elections will be held.
C.Special Meeting
A special meeting may be called by the Chair or whenever three members request the same in
writing. Staff shall give notice to each board member, at least three days prior to any special
meeting, of the time, place, and purpose of the meeting.
Attendance
Members are expected to attend all scheduled meetings, including the annual Board
and Commission Joint Meeting. Members unable to attend a meeting should contact the
staff liaison, who will inform the Chair. If a quorum cannot be attained, the meeting will
be canceled. Staff liaisons will track attendance at each meeting. Each April, the City
Manager's office will review attendance records for the preceding calendar year and
34
send a standardized letter of warning to any member who has missed:
•two consecutive or three total meetings
Because attendance is so important to the work of the City's boards and commissions, the City
Manager may ask the member to explain the reasons for their absences. If circumstances (other
than health circumstances) prevent the member from committing to consistently attend future
meetings, the member may be asked to step down. If the member's attendance does not
improve after receiving a warning, the Council may take action to remove the member.
Article IV: Rules
A.Agency Selec tion
The Commission will make funding recommendations to the City Council based on the
applications and presentations (if needed) provided by agencies making funding requests. Only
agencies that meet the standards and criteria set by the Commission will be eligible for
selection. All agency selections by the Commission are subject to approval by City Council.
B.Eligibility Criteria
To be eligible to receive funds, applicants must:
•use the funds for a program, project, or service that contributes to the City of Golden Valley
and serves clients located in the City of Golden Valley in times of crisis or need•use the funds for programs, projects, or services that cannot be duplicated by a level of
government
•Use the funds for programs, projects, or services that include cooperation or
collaboration between organizations
•have operated and delivered services consistently for a minimum of one year, evidenced by
an established record of meaningful service use levels and adequate support through
financial and/or volunteer contributions
•operate on a non-discriminatory basis, according to federal and state laws or Golden Valley
ordinances, as appropriate according to the jurisdiction consistent with the applicant's
service area except as provided below
•demonstrate that administrative, management, general, and fund raising costs do not
exceed 15 percent of revenue in any year for which the applicant has received funding from
the Commission without special Commission review (Whenever administrative
management, general costs, and fundraising costs exceed 15 percent for a potential
applicant, the Commission shall conduct a special review to determine the appropriateness
of the particular circumstances which resulted in these costs exceeding 15 percent. If the
Commission wishes to allocate funds to an organization after completing the special
review, the Commission, together with the applicant, shall agree upon a strategy for
reducing these costs within the following fiscal year.)
•submit the appropriate application materials by the established deadline
C.Use of Funds & Minimum Fund Bal ance
a.Minimum Fund Balance
Each October, the City Finance Director will work with staff liaison to calculate the
annual Minimum Fund Balance, which shall be equal to one and one-half times the
35
actual operating expenses of the previous calendar year (January 1 through December
31). For purposes of this paragraph, operating expenses means all approved allocations
and all Commission costs and expenses related to fundraising from the previous
calendar year. Allocation recommendations shall be made so the balance of the fund at
the end of each year is greater than or equal to the annually adjusted Minimum Fund
Balance.
b.Use of Funds
The Commission may make allocation recommendations to the City Council provided
the following requirements are met:
•Each recommended recipient is 501(c)(3) human services agencies whose request
meet the criteria of "lawful purpose" pursuant to Min State Statute 349.12, sub-25.
Furthermore, funds may be limited to certain groups based on public purpose
expenditure rules.
•Each recommended recipient agrees to not use the funds for salaries, general
operating expenses or capital projects, an individual or individuals, or any
organization licensed in the City for lawful gambling operations.
•Each recommended recipient meets all the eligibility criteria in Article IV,
paragraph B.
•The Minimum Fund Balance requirements of this section are met or will be met by
December 31 of the calendar year.
All allocation recommendations are subject to approval by the City Council.
D.Emergency Allocation Recommendations
During a local emergency, the Commission may make emergency allocation recommendations
to the City Council for consideration provided all the following criteria have been met:
•the city has declared a local emergency.
•the recommended recipients meet all the eligibility criteria in Article IV, paragraphs
Band C above.
•the recommended recipients use the funds to provide services that are related to
mitigating the effects of the local emergency.
•The Minimum Fund Balance requirements of Article IV, paragraph C above are or
will be met by the end of the calendar year, or the Council has approved an
exception to those requirements (The Council may only approve an exception to
the Minimum Fund Balance requirements for emergency allocations, and the
Minimum Fund Balance must be restored no later than December 31 of the
calendar year following the year in which the emergency allocation is made.)
The staff liaison working with the Commission shall verify that these criteria have been met;
however, because time is of the essence during local emergencies, the Commission may make
recommendations pursuant to this paragraph without requiring agencies to submit application
materials.
Recommendations made pursuant to this paragraph shall be approved by the Council.
E.Recordkeeping
All minutes and resolutions shall be in writing and shall be kept in accordance with City
36
Reports
procedures, Minnesota Statute and Rules regarding preservation of public records, and the
Minnesota Data Privacy Act.
a.Annual Allocation Report
By the last regular council meeting of December of each year the Commission and staff
liaison shall report fundraising totals and Minimum Fund Balance for the current year as
well as fund allocation recommendations for the following calendar year.
b.Special Reports
The Commission may make special reports to the Council to consider emergency
requests or adjustments because of revenue shortfalls, but the Commission must justify
the need outside the parameters of the annual allocation report.
c.Performance of Duties
Commissioners are expected to adequately prepare for and attend meetings.
Commissioners unable to complete an assigned task should notify the Commission Chair
and staff liaison as soon as possible.
The Commission may ask the City Council to review a Commissioner's appointment based upon its
assessment of significant non-performance of duties.
Article V: Amendments and Revisions
The Commission will review these bylaws at the August meeting every three years. Members may
present recommendations for changes and amendments. These bylaws can be altered or amended at
any regular monthly Commission meeting with a majority of members present, if notice of the proposed
changes and amendments is provided to each member at least ten business days before the meeting.
The Council must review and approve any changes to, and has final authority regarding, these bylaws.
37
EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
6.D. Budget Review
Prepared By
Jasy Vorachit, Administrative Assistant
Supporting Documents
CSC Budget Review.pdf
38
2025 June YTD Remaining % Budget
Budget Actual Budget Spent
Revenue
Pull Tab (10%) Revenues 42,500$ 19,118$ 23,382$ 45.0%
Fundraisers 16,000 9,340 6,660 58.4%
Interest on Investments - - - 0.0%
Total Revenue 58,500 28,458 30,042 48.6%
Expenses
Supplies 8,000 3,733 4,268 46.7%
Allocations 50,500 49,000 1,500 97.0%(1)
Total Expenses 58,500$ 52,733$ 5,768$ 90.1%
Fund Balance
2023 Audited Ending Fund Balance 162,414$
2024 Increase/(Decrease) to Fund
Balance (Unaudited)(583)
2025 Beginning Fund Balance 161,831
2025 Projected Change in Fund Balance 1,500
City of Golden Valley
Monthly Budget Report - Community Services Commission
Through June 30, 2025
39
EXECUTIVE SUMMARY
Parks & Recreation
763-512-2345 / 763-512-2344 (fax)
Golden Valley Community Services Commission Meeting
July 21, 2025
Agenda Item
6.E. Allocation Process Review
Prepared By
Jasy Vorachit, Administrative Assistant
Supporting Documents
CSC Allocation Packet 2025.pdf
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2026
Allocation Packet
due July 31, 2025
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2026 Golden Valley CSC Annual Find Drive Allocation Packet 2
CSC Providing A Hand Up
The Golden Valley Community Services Commission (GVCSC), appointed by the
City Council, is a volunteer board comprised of citizens-at-large, community and
business members, and one City Council member. Each year, this board of citizen
volunteers reviews funding requests from local human service organizations and
allocates 100 percent of the funding raised by the GVCSC (see Fundraising on page 4).
Mission
Identify the community’s needs for human services.
Develop guidelines to evaluate funding requests and allocate funds to human service orga-
nizations that meet the identified needs of the community.
Determine funds needed and strategies to provide funding through charitable gambling
proceeds, fundraisers, or community events.
Encourage and enlist participation from the greater Golden Valley community.
Guidelines For Funding
• The service provided is for Golden Valley residents at a time of crisis or need.
• The services must not be duplicated by a level of government.
• The service must include cooperation or collaboration between organizations.
• The organization should use the funds granted by the GVCSC to serve Golden Valley
citizens.
• Funding shall be granted to human service organizations and not to an individual
or individuals.
• Funding will not be granted to any organization licensed in the City for lawful
gambling operations.
• Funding is not intended to be used for salaries or general operating expenses.
Each organization that requests money must fill out an application, send in the required
documents asked for by the GVCSC, and be available to present the application information
to GVCSC members at the October meeting, if needed. In 2025, the meeting date is
Monday, October 13.
The GVCSC is happy to be able to help your organization financially and would appreciate
your help in volunteering your time at any of our fundraisers.
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3 2026 Golden Valley CSC Annual Find Drive Allocation Packet
GVCSC Funding Standards
To receive funding from the GVCSC, applicants must:
• provide a program, project, or service that contributes to the City of Golden
Valley and serves clients located in the City of Golden Valley
• be incorporated as a non-profit organization
• have operated and delivered services consistently for a minimum of one year, evi-
denced by an established record of meaningful service utilization levels and adequate
support through financial and/or volunteer contributions
• operate on a non-discriminatory basis, according to federal, state, or Golden Valley ordi-
nances, as appropriate according to the jurisdiction consistent with the applicant’s service
area
• demonstrate that administrative management, general, and fundraising costs do not ex-
ceed 15 percent of revenue in any year for which the applicant has received funding from
GVCSC without special GVCSC review and concurrence in the appropriateness of the
particular unique circumstances which resulted in these costs exceeding 15 percent; and
GVCSC together with the applicant agree upon a strategy for reducing these costs within
the following fiscal year. Whenever applicant management, general, and fundraising costs
exceed 15 percent, applicant representatives must justify to GVCSC.
Required Documents
All applicants must submit 8 copies each of the:
• GVCSC Application for Funding
• Minnesota Common Grant Application Form (download at www.mcf.org/mcf/grant/applicat.
htm#Form)
In addition, all applicants must submit one copy of the following organizational documents:
• letter of determination of tax exempt status under Section 501(c)(3) of the Internal Revenue
Code filed by the applicant
• articles of incorporation
• constitution and bylaws
• approved operating budget (including revenue and expenses)
• Affirmative Action policy
• most recent annual IRS Report #990 on Report of Organization Exempt From Income Tax
• most recent annual Charitable Organization Finance Statements filed with the appropriate
State of Minnesota Agency or Office of Attorney General
• most recent annual certified total audit (organizations that are not required to submit an au-
dited financial statement to the State of Minnesota may submit an audited balance sheet)
If all documents and copies are not included, submission may be withheld.
Please direct all information or questions to:
Brian Erickson, GVCSC Staff Liaison
City of Golden Valley
316 Brookview Parkway S
Golden Valley, MN 55426
763-512-2366
berickson@goldenvalleymn.gov
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2025 Golden Valley CSC Annual Find Drive Allocation Packet 4
GVCSC Fundraising
The Golden Valley Community Services Commission (GVCSC) raises funds by
hosting Run The Valley in April and soliciting support from the community through
the annual CSC solicitation letter. The GVCSC also receives 10 percent of the pull tab
monies collected in the city.
Run The Valley
Run The Valley, the GVCSC’s annual 5K/10K race, 5K walk,
and kids fun run, has become a successful fundraiser
and a popular community activity. Starting at Brookview,
the race/walk winds through residential Golden Valley.
The 2025 event was held April 26, drew 174 runners and
walkers, and raised almost $10,000.
Participating businesses for 2025 were the City of
Golden Valley, Lunds & Byerlys-Golden Valley, and Westopolis (Gold); Bassett Creek Dental (silver); CCX
Media, General Mills, Go Health Chiropractic, Funner Brothers, and Waxing The City (Other Participating
Businesses).
Participants received a t-shirt and commemorative medallions were awarded to the top male and female
runners in each age group for both the 5K and 10K runners
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316 Brookview Parkway
Golden Valley, MN 55426
763-512-2366
www.goldenvalleymn.gov
Name of Agency/Organization
Address
City State ZIP
Phone Contact Person
Contact Person Title Contact Email
What other funding sources provided money to your agency/organization for the last three years?
Briefly describe how the GVCSC funds will be used by your organization (ie, program or service, etc).
How many communities does your organization serve? Please list, and provide the number of clients for each community
served in 2024?
Describe how Golden Valley residents directly benefit from the project/services you provide.
Describe the scope of services to Golden Valley residents your organization provides in a year (eg, the number of house -
holds served and the number of times on average a household receives help in a year).
If you received funds from the GVCSC for 2024, how were the funds used by your organization?
If you do not receive funds from the GVCSC for 2026, how would this affect your program?
Are you aware of any other agencies providing this project/services to Golden Valley residents?
No Yes If yes, explain why they are not fulfilling the current needs:
Signature Date
Title *Attach additional sheet if needed.
Golden Valley Community Services Commission
Application for Funding 2026 due July 31, 2025
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