05-11-10 CM Agenda Packet
AGENDA
Council/Manager Meeting
Golden Valley City Hall
7800 Golden Valley Road
Council Conference Room
May 11, 2010
6:30 pm
1. Receipt of Golden Valley Fire Relief Association Bylaws and Policies
2. Douglas Drive Financing and Proposed Xcel Franchise Fee
3. 2010/2011 Building Maintenance Projects
4. Structure of City Advisory Boards and Commissions
Council/Manager meetings 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 these meetings. The
public is invited to attend Council/Manager meetings and listen to the discussion; public
participation is allowed by invitation of the City Council.
ate formats upon a 72-hour request. Please call
-59 to make a request. Examples of alternate formats
electronic, Braille, audiocassette, etc.
Hey
Mora u
Fire Department
763-593-8079 I 763-593-8098 (fax)
Executive Summary
Golden Valley Council/Manager Meeting
May 11, 2010
Agenda Item
1. Receipt of Golden Valley Fire Relief Association Bylaws and Policies
Prepared By
Mark Kuhnly, Chief of Fire & Inspections
Summary
The Golden Valley Fire Relief Association has reviewed the revised bylaws and the general
membership will vote to adopt them at their June meeting. Revisions to the bylaws include
statute changes, military and family medical leave. The annual lump sum pension benefit
remains in the bylaws, requiring City Council approval upon Golden Valley Fire Relief
Association approval. No monetary changes to the pension benefits are included in this
revIsion.
After the bylaws have been adopted by the Association they will placed on a City Council
agenda for approval. The bylaws become effective after Council approval.
Attachment
Bylaws of the Golden Valley Fire Department Relief Association (9 pages)
Policies of the Golden Valley Fire Department Relief Association (6 pages)
Bylaws of the Golden Valley
Fire Department Relief Association
TABLE OF CONTENTS
ARTICLE I. ASSOCIATION NAME .................................................................................................................................... Page I
ARTICLE II. ASSOCIATION PURPOSE ............................................................................................................................. Page I
ARTICLE III. DEFINITIONS
Section 1: Member .................................................................................................................................................... ................. Page I
Section II: Active Member.......................................................................................................................................... .............. Page I
Section Ill: Inactive Member ................................................................................. ......... .... ............... ...... ............ .......... .......... Page I
Section IV: Deferred Member ..................................................................................................................................... .............. Page I
Section V: Former Member ......................................................... ........ ......................... .... ............. .... .............. .......... ............ .... Page I
Section VI: Incapacitated Member ............................................................................................................................................ Page I
Section VII: Disability....................................................................................................................................... ........................ Page I
Section VIII: Injury ............................................................................................................................................................. ...... Page I
Section IX: Illness........................................................................................................................................................ .............. Page I
Section X: Fire Department....................................................................................................................................................... Page I
Section XI: Notice of Meetings ................................................................................................................................................. Page I
Section XII: Surviving Spouse .................................................................................................................................................. Page I
Section XIII: Fiduciary Responsibility ...................................................................................................................................... Page 2
Section XIV: Beneficiary..................................................................................................................................... ...................... Page 2
Section XV: Board of Trustees .................................................................................................................................................. Page 2
Section XVI: Year of Active Service.... .............................. ...... .............................. ....................... ....................................... ...... Page 2
Section XVII: Active Service .................................................................................................................................................... Page 2
Section XVIII: Leave of Absence.................................................................................................................................... ........... Page 2
Section XIX: Trustees........................................................................................................................................ ........................ Page 2
Section x:r: Domestic Relations Order ...................................................................................... ................. ...................... ........ Page 2
ARTICLE IV. ASSOCIATION MEMBERSHIP
Section I: Application for Membership................................................................................................................................ ...... Page 2
Section II: Expulsion From Membership .................................................................................................................................. Page 2
Section III: Leave of Absences or Suspensions ......................................................................................................................... Page 2
ARTICLE V. ASSOCIATION MEETINGS
Section I: Meetings of the Board of Trustees............................................................................................................................. Page 2
Section II: Association Meetings ............................................................................................................................................. . Page 3
Section III: Order of Business.................................................................................................................................... ............... Page 3
Section IV: Voting ......................................................................................................................................................... ........... Page 3
Section V: Order at Meetings ............................. n..................................................................................................................... Page 3
ARTICLE VI.ASSOCIA TION MANAGEMENT
Section I: Board of Trustees ................................................................................. .................................................. .............. .... Page 3
Section II: Board of Examiners.................................................................................................................................. ............... Page 4
Section III: Committees ...................................................................................................................................... ...................... Page 4
ARTICLE VII. POWERS AND DUTIES OF THE BOARD OF TRUSTEES AND ITS OFFICERS
Section I: Powers and Duties of the Board of Trustees ............................................................................................................. Page 4
Section II: Trustees Diligence............................................................................................................................................ ........ Page 4
Section III: Continuing Education ........................................................................................................................................... Page 4
Section IV: Duties of the President ........................................................................................................................................... Page 4
Section V: Duties of the Vice-President .................................................................................................................................... Page 4
Section VI: Duties of the Secretary ........................................................................................................................................... Page 5
Section VII. Duties of the Treasurer .......................................................................................................................................... Page 5
ARTICLE VIII.FUNDS AND ACCOUNTS
Section I: Genera] Fund ................................................................................................................................................... ......... Page 5
Section II: Special Fund ............................................................................................................................................... ............. Page 5
Section III: Lines of Credit ...................................................................................................................................................... . Page 6
Section IV: Disbursement of Funds........................................................................................................................................... Page 6
Section V: Deposits ............................................................................................................................................................ ....... Page 6
ARTICLE IX.INVESTMENTS
Section I: Investments ........................................................................................................................................... .................... Page 6
Section II: Investment Policy ......................................................................................................................................... .......... Page 6
Section III: State Statute Compliance ........................................................................................................................................ Page 6
ARTICLE X.APPLICA TION FOR BENEFITS
Section I: Application For Benefits ........................................................................................................................................... Page 6
Section II: Determination Hearing..................................................................................................................................... ........ Page 6
Section III: Approva] of Benefits.......................................................................................................................................... ..... Page 6
Section IV: Right to Appea] the Decision ................................................................................................................................. Page 6
Section V: Intent to Appea]................................................................................................................................................... ..... Page 7
Section VI: Appea] Hearing.................................................................................................................................................... ... Page 7
ARTICLE XI. RETIREMENT BENEFIT
Section I: Service Pension ........................................................................................................................................................ Page 7
Section II: Association Recommendation................................................................................................................................. . Page 8
ARTICLE XII. ANCILLARY BENEFITS
Section I: Death Benefit .................................................................................................................................................. .......... Page 8
Section II: Disability Benefit ................................................................................................................................................ .... Page 8
Section III Funera] Benefit................................................................................................................................................ ....... Page 9
ARTICLE XIII.LIMITS ON BENEFITS
Section I: Domestic Re]ations Order ....................................................................................................................................... Page ]0
Section II: Garnishment, Judgment or Lega] Process .............................................................................................................. Page] 0
Section III: Assignment of Payments............................................................................... ....................................................... Page ]0
Section IV: Limitations on Ancillary Benefits ........................................................................................................................ Page 10
Section V: Interna] Revenue Code Limitations....................................................................................................................... Page 10
ARTICLE XIV.BYLA W AMENDMENTS
Section I: Method of Amendment ........................................................................................................................................... Page] 0
Section II: Council Approva]................................................................................................................................................... Page ] 0
Section III: Legis]ative Action ................................................................................................................................................ Page 10
ii
ARTICLE I.
ASSOCIA TION NAME
Section 1: The name of the relief association is the Golden Valley Fire Department Relief Association.
ARTICLE II.
ASSOCIA TION PURPOSE
Section 1: This instrument constitutes the Bylaws of the Golden Valley Fire Department Relief Association, hereinafter referred to
as the "Association," adopted for the purpose of regulating and managing the internal affairs ofthe corporation and shall serve as
the written pension plan for the relief association. The Association is a defined benefit plan association. The Association is a
governmental entity that receives and manages public money to provide retirement benefitsfor individuals who provide or have
provided the governmental services of fire fighting for the City of Golden Valley. The objectives of the plan shall be to pr<vide
service pensions and ancillary benefits to the members of the Golden Valley Fire Departmert, their spouses and dependents. All
benefits issued by this association shall be governed by these bylaws as well as federal and state laws.
ARTICLE III.
DEFINITIONS
Section I: Membership - All active paid-on-call firefighters hired by the Golden Valley Fire Department for the purposes of fire
suppression or the supervision of fire suppression activities.
Section 11: Deferred Member - Individuals who have resigned from the Golden Valley Fire Department and are eligible for a
service pension.
Section 111: Former Member - Individuals who have resigned from the Golden Valley Fire Department and have collected a
service pension.
Section IV: Fire Department - Wherever used in these bylaws, it shall mean Fire Department of the City of Golden Valley,
Minnesota.
Section V: Fiduciary Responsibility - In the discharge of their respective duties, the officers and trustees shall be held to the
standard of care enumerated in Minn. Stat S llA.09. In addition, the trustees must act in accordance with Minn. Stat. S 356A.
No trustee of the Association shall cause the relief association to engage in transactions if the fiduciary knows or should know that
the transaction constitutes one of the following direct or indirect transactions:
A. sale, exchange or leasing of any real property between the relief association and a board member;
B. lending of money or other extension of credit between the relief association and a board member of the relief association;
C. furnishing of goods, services or facilities between the relief asg:,ciation and a board member;
D. transfer to a board member, or for the benefit of a board member, of any assets of the relief association. Transfer of asset
does not mean the payment of relief association benefits of administrative expenses permitted by law
Section VI: Beneficiary - Any person or estate entitled under this plan to receive a benefit upon the death of a participant.
Section VII: Disability - A physical or psychological condition which precludes an active member of the Association from
performing the normal duties of a Firefighter with the Golden Valley Fire Department.
Section VIII: Board of Trustees - The Board of Trustees shall be composed of nine members as specified under Minn. Stat S
424A.04. The six elected trustees are: President, Vice-President, Secretary, Treasurer and two trustees. The Mayor, the Finance
Director and the Fire Chief of the City of Golden Valley shall be the e}<-officio members of the Board of Trustees.
Section IX: Year of Active Service - For purposes of computing benefits or service pensions payable, a year of service shall be
defined as a period of 12 full months of active service in the Golden Valley Fire Department.
Section X: Active Service - The active performance of fire suppression duties or the supervi~on of fire suppression duties.
Section XI: Leave of Absence - If a member has an approved leave of absence from the Fire Department, they shallalso be
considered on leave of absence from the relief association Leaves of absence include but are not limited to medical, personal or
military.
Section XII: Trustees - The individuals designated as such by Minn. Stat. ~ 424A.04 and by virtue of elected office, those that
qualify as the ex-officio trustee.
Section XIII: Domestic Relations Order - Any judgment, decree (including approval of a property settlement agreement) that
complies with the provisions of Minn. Stat. ~~ 518.58,518.581, or 518.611.
ARTICLE IV.
MEMBERSHIP
Section I: Application for Membership - All persons hired by the City of Golden Valley for fire suppression activities for the
Golden Valley Fire Department are automatically included in membership in the association. Membership date shall be the date
the person was placed on active duty with the fire department.
Section II: Expulsion from Membership - Any member may be expelled from the Association for cause by a twothirds (2/3) vote
of all members present at a regular or special meeting of the Association. Cause for expulsion may include, but shall not be
limited to, failure to account for money belonging to the Association or feigning illness or injury for the purpose of defrauding the
Association. An expulsion hearing before the Board of Trustees will be conducted prior to above stated Association meeting in
order to allow the person involved the ability to challenge any witnesses that theBoard of Trustees may call. Written notice via
registered mail will be sent to the individual at least 15 days prior to the hearing.
ARTICLE V.
MEETINGS
Section I: Meetings of the Board of Trustees - Meetings of the Board of Trustees shall be conducted in accordance with the
Association Management Policy.
Section II: Association Meetings - Meetings of the Association will be conducted in accordance with the Association Management
Policy.
Section III: Order at Meetings - Robert's Rules of Order shall govern all deliberations of the Association.
ARTICLE VI.
BOARD OF TRUSTEES
Section I: Board of Trustees - shall be composed of the nine members as defined in Minn Stat. ~ 424A. The six elected trustees
of the Association are: President, Vice-President, Secretary, Treasurer, and two Trustees. The Mayor, Finance Director and Fire
Chief of the City of Golden Valley shall be ex-officio members of the Board of Trustees with the same rights, priviltges, duties
and liabilities as other members of the Board of Trustees. The elected offices shall be governed by the following:
- Each elected member of the Board of Trustees shall hold office following their election for a period of two years until
that person's successor has been elected. The President, Secretary, and one Trustee shall be up for election at the annual
meeting held in odd numbered years and the Vice-President, Treasurer and the other Trustee shall be elected at the annual
meeting held in even numbered years. The term will begin on January 1'\ following the annual meeting at which the person is
elected.
B. Eligibility - Each elected member of the board must be an active member of the association. The member shall be an active
member of the association for a minimum of2 years prior to being elected. This requirement may be waived by a 2/3 vote of
the members present at the election. An elected member may be allowed to serve while out on injury/illness leave, from the
Golden Valley Fire Department, not to exceed 6 months without review by the Board of Trustees.
C. Vacancies - Vacancies due to resignation, removal or termination in any elected office of the Board of Trustees shall be filled
by an election held at either a regular or special meeting of the Association. The individual elected to fill the vacancy shall
serve only the remaining term of the position vacated and their term begins immediately upon election
D. Removals - An elected member of the Board of Trustees is automatically rerroved from the elected position upon resignation,
termination or leave of absence from the Fire Department (medical leaves of absence are not included). Any elected member
may be removed for cause at a hearing to take place at a regular or special meeting of the Board of Trustees. No elected
2
member shall be removed unless written notice ofthe meeting has been posted listing the reason for removal and a copy of the
notice has been sent by certified mail to the member to be removed. A simple majority of m\IDbers present at the removal
hearing must vote in favor of removal in order for the elected member to be removed. When a member has been removed,
and election will be held at the next regularly scheduled general membership meeting to fill the vacant positon for the
remaining term. Cause for removal shall include, but not be limited to, fraud, dishonesty, incompetence or failure to perfom
duties as they relate to the position, or failure to attend a minimum of nine (9) Board of Trustees regular meetings.
E. Compensation of Elected Members - Compensation for the elected members of the Board of Trustees is detailed in the Board
Member and Trustee Policy.
F. Board member position descriptions - Position descriptions and responsibilities are detailed in the Board Member and
Trustee Policy.
Section II: External Examiner- At the discretion of the Board of Trustee's the Association may seek outside professionals
including but not limited to legal, medical or financial professionals as necessary to validate claims orprovide opinions for the
Association.
Section III: Committees - The President may appoint any committees necessary for the successful operation of this association.
ARTICLE VII.
POWERS AND DUTIES OF THE BOARD OF TRUSTEES AND ITS OFFICERS
Section 1: Powers and Duties of the Board of Trustees - The Board of Trustees shall have exclusive control and management of all
property and funds of the Association, from whatever source derived, and shall constitute the governing body of the Associatlim
with full power and authority to carry out the objectives and purpose of the Association as set forth in the Articles of
Incorporation, these Bylaws and the laws of the State of Minnesota.
Section II: Trustees Diligence - Trustees shall discharge their duties in good faith and with that diligence and care which an
ordinarily prudent person would exercise under similar circumstances.
Section Ill: Continuing Education - The Board of Trustees shall develop and periodically revise a plan for continuing education
for all members and officers of the Board of Trustees in order to ensure that trustees keep abreast of their fiduciary
responsibilities. The annual level for this requirement will be assigned in the Board Member and Trustee Policy.
Section IV: Duties of the President, Vice-President, Secretary, Treasurer and Trustees shall be defined in the Board Member and
Trustee Policy
ARTICLE VIII.
FUNDS AND ACCOUNTS
Section I: General Fund - The funds received by the Association from dues, fines, fund raisers and other mi~ellaneous sources
shall be kept in a general fund on the books of the Treasurer and may be distributed by the Association for any purpose reasOllably
suited to the welfare of the Association or its members as governed by the laws of the State of Minnesota.Moneys in the General
Fund shall be disbursed upon the approval of a simple majority of members present at either a General Membership meeting or a
Board of Trustees meeting. All disbursements from the General fund will be for activities and/or expenses ",proved by the
General membership.
Section II: Special Fund - All funds received by this Association qualifying as state aid received pursuant to law, all taxes levied
by or other revenues received from the city pursuant to law providing for municipal SUJ1Dort for the relief association, any moneys
or property donated, given, granted or devised excluding fund raiser proceeds, by any person which is specified for the use vr the
support of the Special Fund, and any interest earned on the assets of the Specid Fund. Any tax sources and other money which
may be directly donated or transferred to said fund, shall be kept in a separate account on the books of the Treasurer knownas the
Special Fund and shall be disbursed only for the following purposes:
A. Payment of members' service pension benefits in accordance with these bylaws;
B. Payment of ancillary benefits in accordance with these bylaws;
C. Administrative expenses as limited by Minn. Stat. 969.80.
All other expenses of the Association shall be paid out of de General Fund.
Section Ill: Lines of Credit - The Board of Trustees may as deemed necessary, open lines of credit for the purchase of various
items as approved by the General Membership.
3
Section IV: Disbursement of Funds - No disbursements from the funds of the Association shall be made except on signed
authorization of any two of the following elected members of the Board of Trustees: President, Vice President, Secretary,
Treasurer. The exact amount of any disbursement must be authorized by a simple ma'prity of members present at either a General
Membership meeting or a Board of Trustees meeting.
Section V: Deposits - All moneys belonging to the Association shall be deposited to the credit of the association into accounts set
up at the depository of record. The depository of record shall be determined at the annual meeting of the Board of Trustees and
record of the depository shall be documented in the Association Management Policy. The Board of Trustees shall make deposits
in conformance with State Slatutes, these bylaws the Association Management Policy and the Investment policy.
ARTICLE IX.
INVESTMENTS
Section I: Investments - It shall be the duty of the Board of Trustees to prepare modes and plans for the safe and profitable
investment of the funds of the Association. The investments of the funds ofthe Association shall be in the exclusive control of the
Board of Trustees, in conformance with state statutes, the bylaws and the investment policy.
Section II: Investment Policy - The Board of Trustees shall adopt a written Investment policy each year.
Section III: State Statute Compliance - The Board of Trustees shall comply with Minn Stat. S 356A.06, Subdivision. 8b that
requires the relief association to provide annually to any brokers a writen statement of investment restrictions pursuant to statute
of the investment policy that applies to the special fund. Upon receipt of the written statement of investment restrictions, each
broker handling investments of the Association shall acknowledg~ in writing annually the receipt of the investment restrictions.
The acknowledgment shall contain a statement of the broker's agreement to handle the Association's investments pursuant to to
written restrictions.
ARTICLE X.
APPLICATION FOR BENEFITS
Section I: Application For Benefits - All applications for Association benefits must be made in writing on forms provided by the
Secretary. All applications shall be submitted to a member of the Board of Trustees for action.
Section II: Approval of Benefits - No application shall be acted upon until all the necessary forms and information have been
provided to the Board of Trustees. It shall be the duty of the Board of Trustees to approve applications for service pensions if the
applicant meets all of the eligibility requirements set forth in these bylaws. It shall also be the duty of the Board ofTrustees not to
approve the application if any of the eligibility requirements are not met.
Section III: Right to Appeal Decision - In the event that the Board of Trustees denies an application for a service or ancillary
pension the applicant has the right to appeal the board decision.
ARTICLE XI.
RETIREMENT BENEFIT
Section I: Service Pension - An active member of the Association who leaves active duty with tre Fire Department is eligible to
collect a lump sum service pension subject to the following:
A. Eligibility requirements:
1. Have left active service with the Golden Valley Fire Department;
2. Have completed at least 10 years of active service with the Fire Depaiment before leaving; and
3. Have been a member of the Association in good standing at least 10 years prior to leaving the Fire Department.
B. Amount of Benefit - Each applicant shall be eligible for a service pension of $6,700.00 per full year of active service as a
Firefighter with the Fire Department.
C. Early Vesting Provision - In the event a member with ten years or more, but less than twenty years of active service on the
City of Golden Valley Fire Department resigns, that person shall be entitled to the following benefits that represent the early
vested portion of their total pension amount, reduced by four (4) percent per year for each year less than 20. The following
table shall be used to determine the pension amount, less any accrued interest:
4
Completed Years of Service
10
11
12
13
14
15
16
17
18
19
20
More than 20
Early Vesting Reduction
40 percent
36 percent
32 percent
28 percent
24 percent
20 percent
16 percent
12 percent
8 percent
4 percent
none
none
Pension Amount
$40,200
$47,168
$54,672
$62,712
$71,288
$80,400
$90,048
$100,232
$110,952
$122,208
$134,000
$6,700 per year
add
D. Minimum age requirement- No service pension shall be paid to any member urtil they reach 50 years of age.
E. Deferred Retirement Benefit - Any active member of the Association who leaves active duty with the Fire Department and is
eligible for a service pension, but has not reached the age of 50, will be placed on a deferred pension list until the time hat the
member submits an application for the pension
F. Return to Service - If a retired firefighter, who is on the deferred list, should return to active service, (they are deemed
qualified and subsequently hired by the fire department) they shall serve(5) years before qualifying for the current benefit
level. The five year period must be completed prior to their subsequent retirement. If the deferred member fails to complee
the (5) years, any time they serve will be added to their previous active servia:: time and their pension amount will be
calculated based on the pension amount in effect when they originally left active service. Any additional service, will be
credited ifit is consistent with the rules for accruing time in the Bylaws. The deferred rrember shall be informed of their
specific requirement prior to their re-hiring on the fire department.
G. Post-Payout Return to Service - If a member has received a retirement distribution and should return to service, (they are
deemed qualified and subsequently hired by the fire department) they will be treated as a new member and will begin accruing
time anew. In no eventwill a member receive duplicate benefits for the same time period of service.
H. Interest on the Deferred Retirement Benefit - Interest shall be added to the deferred benefit amount, compounded annually, at
a rate equal to the actual time weighted total rate of return ofthe fund as set by the board of trustees under Minn. Stat.~
356.219, up to 5%, and applied consistently for all deferred service pensioners. Interest will not accrue for any year in which
the member reaches the age of 50 or thereafter.
I. Supplemental Retirement Benefit - Pursuant to Minn. Stat. ~ 424A.l 0, all retirees shall be paid a supplemental benefit in the
amount of 10% of his or her service pension amount, not to exceed $1,000.00. This benefit shall be paid at the same time as
the retirement benefit. In the event that Minn. Stat. ~ 424A.l 0 is amended or repealed, this benefit shall be amended or
discontinue as per state statute.
Section II: Association Recommendation - Because of the varying circumstances in each member's retirement planning, the
Association strongly recommends consultation with a tax consultant, insurance and/or estate planner or an attorney before
requesting payment of their service pension.
ARTICLE XII.
ANCILLARY BENEFITS
Section 1: Death Benefit - Upon the death of an active member, the association shall pay to the surviving spouse and surviving
children. If there is no surviving spouse or survivng children the benefit is paid to the designated beneficiary. If there is no
designated beneficiary, the death benefit shall be paid to the estate of the deceased active or deferred firefighter. They shall be
paid equal to the current yearly lump sum se:vice pension rate multiplied by the number of years of active service. The minimum
benefit shall be equal to five (5) times the current yearly lump sum service pension rate and without regard to the vesting schedule.
Deferred members shall be paid an amount equal to their current deferred pension amount.
Section II: Permanent Disability Benefits - A member who is permanently disabled shall be eligible to collect a disability benefit.
The member shall be eligible to receive the disability benefit immediately upon approval of the Board of Trustees.
1. Any such disability benefit paid in accordance with this section shall be in lieu of all rights to further service pensim and
survivor's benefit.
2. Disability defined: see Article III - Definitions.
3. Documentation Required - No member shall be paid disability benefits except upon the written report of a physician, surgeon
or chiropractor of the member's choice. This report shall set forth the diagnosis and prognosis of the disability, disease IT injury
of the member. Each such document shall be filed with the Association.
5
4. Procedure - All applications for disability benefits shall be made within 30 days after such applicant has ceased to be an active
member of the Golden Valley Fire Department. Written application shall be made to the Board setting out the nature and cause of
such disability as described above. It is recommended that the applicant may be examined by a physician, surgeon or chiropractor
of the member's choice. The physician or chircpractor shall submit a written opinion concerning the diagnosis and prognosis of
the applicant's disability and its probable date of onset and the probable duration of permanence. The Board of Trustees hasthe
discretion to request that another doctor, selected by the Board, examine the applicant. Final determination of disability will be
based on the reports of at least one doctor and by a 2/3 majority vote of a quorum of the Board of Trustees present at the
subsequent association meeting.
5. An applicant shall not be considered under a disability unless the member furnishes adequate proof of the existence thereof.
An applicant's statement as to pain or other symptoms will not alone be conclusive evidence of disability as defined in thissection.
6. Disability Amount - Amount of the disability shall depend on the cause of the disability. If the disability is directly related to
duties performed while on duty as a paid, on call Firefighter with the City of Golden Valley or while performing duties relatd to
an approved association activity, the disability amount shall be an amount equal to his/her full years of service multiplieroy the
current yearly lump sum service pension rate as specified in Article XI of these B)iaws and paid without regard to vesting If the
disability is not directly related to duties performed while on duty as a paid, on call Firefighter with the City of Golden \alley or
while performing duties related to an approved association activity, the disability amount shall be an amount eq1a1 to his/her full
years of service multiplied by the current yearly lump sum service pension rate as specified in Article XI of these Bjaws, reduced
by four (4) percent per year for each year less than 20. The minimum amount payable shall be tw<.\2) times the yearly lump sum
service pension rate.
The following table shall be used to determine the final disability pension amount:
Completed Years of Service
5 or less
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20 or more
Early Vesting Reduction
60 percent
56 percent
52 percent
48 percent
44 percent
40 percent
36 percent
32 percent
28 percent
24 percent
20 percent
16 percent
12 percent
8 percent
4 percent
none
ARTICLE XIII.
LIMITS ON BENEFITS
Section I: Domestic Relations Order - A qualified domestic relations or domestic relations order shall be accepted by the plan
administrator ifin compliance with state and federal law. A distribution made pursuant to a domestic relations ordershall be
treated as made pursuant to qualified domestic relations order as specified by I.R.C. 414(p) (11), as amended. No benefits ffiall be
paid under a domestic relations order which requires the plan to provide any type or form of benefit, or any opton, not otherwise
provided under the Plan or under state law.
Section II: Garnishment, Judgment or Legal Process- No service pension or ancillary benefits paid or payable from the special
fund of a relief association to any person receiving or entitled b receive a service pension or ancillary benefits shall be subject to
garnishment, judgment, execution, or other legal process, except as provided in section 518.58, 518.581 or 518.611.
Section III: Assignments of Payments - No person entitled to a service pension or ancillary benefit from the special fund of a relief
association may assign any service pension or ancillary benefit payments, nor shall the association have the authority to reognize
any assignment or pay over any sum which has been assigned
6
Section IV: Limitations on Ancillary Benefits - Following the receipt of a lump sum service pension benefit or being placed on the
deferred pension list, neither a member's surviving spous~ children, designated beneficiary or estate is entitled to any other or
further financial relief or benefits from the Association.
Section V: Internal Revenue Code Limitations - No provision which places limits on benefits as contained within Section 415 of
the Internal Revenue Code shall be exceeded. Plan particilxmts cannot receive an annual benefit greater than the amount specified
in Section 415 of the code as may subsequently be amended.
ARTICLE XIV.
BYLA W AMENDMENTS
Section I: Method of Amendment- All amendments to these bylaws shall be proposed by a resoh.tion adopted by the Board of
Trustees setting forth the proposed amendments and direction that they should be submitted for adoption at a meeting of the
Association. Notice of the meeting shall state the purpose and be given to each member eligible to voteon the amendments. All
amendments must be approved by a two-thirds (2/3) vote of all members present at a regular or special meeting of the Association.
Section II: Council Approval- When required by Minnesota State Statutes or the Board of Trustees, no bylaws or amendments of
the bylaws shall be effective until approved by the governing body of the City of Golden Valley.
Section III: Legislative Action - In the event that an amendment exceeds the authority granted this Association by Minnesota
Statutes, such amendments will not be effective until approved by legislative action.
7
Policies of the Golden Valley Fire Department
Relief Association
ASSOCIA nON MANAGEMENT POLICY
I. Meetings
A. Meetings of the Golden Valley Fire Relief Association (the association) and its Board of Trustees (the board) shall be
conducted in compliance with the State of Minnesota Open Meeting Law and as follows:
1. Notification of Members - Members shall be notified of meetings in accordance with the Minnesota Open
Meeting laws as follows: posting at each fire station, use of the City of Golden Valley voice mail system or
via email distribution. These methods constitute adequate notice.
2. Regular Meetings - Regular meetings of the board or the association shall be held on the day fixed by the
board at its annual meeting.
3. Special Meetings - Special meetings may be called by the President of the association at any regular
meeting of the board or at any regular meeting of the association. In addition, any two members of the
board may calla special meeting by submitting written notice to the Secretary, who shall thereupon give
notice to all members, at least one day before the meeting, of the time and place of the meeting.
3. Annual Meeting - The annual meeting of the association shall be held on the date set by the board within the
City of Golden Valley subject to notification of all members. The newly elected board shall meet
immediately following the association's annual meeting to set the regular meeting dates for the upcoming
year. Any other business that needs to be addressed may also be conducted at this meeting.
4. Meeting Location - the board shall designate the location for any board and association meetings at its
annual meeting and post notification to all members. Any meeting of the board or the association shall be
within the City of Golden Valley. Any change to the posted meeting schedule or meeting location requires
communication to all interested parties.
5. Quorum - 5 members of the board shall constitute a quorum for a board meeting and 19 members of the
association shall constitute a quorum for a general membership meeting.
6. Order of Business - The agenda for general meetings of the association shall be determined prior to the
meeting and posted at all Golden Valley Fire Stations at least one week prior to the meeting. The agenda
may be modified if necessary.
7. Voting - Each member shall be entitled to one vote on any matter voted upon by the membership. All votes,
unless specified prior to the vote, shall be conducted by a voice vote. If the officer in charge of the vote is
unable to determine a majority by this means, a show of hands will be conducted. Paper ballots will be
used in the case of election votes and shall be destroyed following the vote. Roll call votes will not be
conducted. Voting by proxy is not permitted.
B. Depository of Record - All monies belonging to the association shall be deposited to the appropriate account at the
depository of record. The depository of record shall be determined annually by the board. The board shall make
deposits in accordance with State Statutes, the bylaws and the Investment Policy.
The Current Depository of Record is:
Wells Fargo
I. General Board Duties.
BOARD MEMBER AND TRUSTEE POLICY
Expectations of all board members include:
. Attend all meetings of the Golden Valley Fire Relief Association (the association).
. Serve on active committees (e.g. bylaw revision, street dance, Old #1) as appropriate.
. Consult with other relief associations, groups, industry professionals and state fire association members to
foster relationships and maintain awareness of relief association related activities and concerns.
. Assist with budget preparation.
. Research policies and statutes as required.
. Attend continuing education in accordance with this policy.
. Serve as a fiduciary of the association and its members to ensure valid appropriation of monies in
accordance with state statutes.
II. Position Descriptions:
1. Duties of the President are:
. Maintain general supervision of the association and Board of Trustees (board).
. Facilitate board and general membership meetings.
. Work with board to determine and review relief association mission and vision.
. Maintain association and board calendar.
. Regularly review operating documents including, but not limited to bylaws and policies.
. Act as steward and liaison for the association as follows:
o Keep city leaders abreast of the association's status with regard to financial, economic and any
other relevant activity.
o Lead efforts for community visibility when necessary.
o Regularly review pension funding level (goal of annual increases).
o Lead efforts to work with external professionals on investment decisions.
Responsible for general fund, fundraising activities.
Show constant regard and assurance that the best interest of the general membership is being served.
Promote association camaraderie.
Oversight of general fund budget planning.
Oversight of payments to budgeted and external entities.
Co-signer on payments.
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Duties of the Vice-President are:
Performs the duties of The President during absence, vacancy or until a successor is elected.
Provides assistance to The President as needed for execution of association activities.
Coordinates and organizes all fundraising events, public relations and social events that the association may
participate in.
Assist in any other administrative duties of the board.
Duties of the Secretary are:
Publish notice of all meetings of the association in accordance with the open meeting law.
Write, publish, distribute, and keep records of all meeting minutes of the association.
Maintain all necessary association records and rosters, including:
o Member Roster
o Economic Interest Statement list
o Committee Members
o Continuing Education Records for board members
o Supplemental beneficiary information for association members
. Develop and assist with conducting association orientation for new members.
2
4. Duties of the Treasurer are:
. Manage, control and report on all cash flows in and out of the accounts of the association. Transaction
records should include the source, recipient, amount, date of transaction, any other information deemed
necessary. These records will be maintained under the direction of the city finance director and in
accordance with generally accepted accounting principals.
. Reconcile and report on the association accounts.
. Assist the President to inform and educate city officials on audit and financial positions that involve the
city.
. Prepare and ensure submittal offederal tax related forms (l099-R, 1099-Misc, 945, Tax returns).
. Fulfill requests of the city's external audit firm to complete an annual audit of the association.
. Act as liaison for the association with external entities including:
o Office of the State Auditor
o City Attorney regarding pension and bylaw issues
o Investment professionals
o Legislative representatives
o Financial institutions
. Keep and maintain records of current, deferred and retired firefighter's pension calculations and
distributions.
. Deposit contributions and pay bills for the association in accordance with the budget and association
electives.
. Prepare and submit state required forms (Schedule I & II, RF, SID, SBR).
. Calculate and coordinate pension and permanent disability distributions.
. Prepare a detailed annual report to the State of Minnesota in accordance with MN Statute.... This report
shall be in accordance with generally accepted accounting principals.
5. Duties of the (2) at large Trustees:
. Assist board members in their duties if requested.
. Represent association as a whole and vote in the interest of all.
. Assist in development of association operational processes.
. Learn the roles and duties of board officers with the intention of achieving higher office.
III. Continuing Education.
Pursuant to Minnesota Statute S 356A.13, board members are required to "make a reasonable effort to obtain
knowledge and skills sufficient to enable the fiduciary activities adequately..."
The association has adopted the following number of hours for minimum, annual continuing education requirement:
4 Hours
IV. Bonding.
Pursuant to Minnesota Statute S 69.051, Subd. 3, the Treasurer shall file a good and sufficient bond with the Board
of Trustees. The amount of the bond will be equal to at least 10% of the assets of the Association; however, the
amount of the bond need not exceed $500,000.00.
3
V. Trustee Compensation.
Compensation for the elected members of the board is as follows:
1. Compensation for the President, Vice-President, Secretary and Treasurer shall be based on the amount of time
served as a member of the board. Compensation levels are:
Time Served
o - 24 Months
25 - 48 Months
49 - 72 Months
73 - 96 Months
97 - 120 Months
over 120 Months
Yearly Compensation
$1,500.00
$1,800.00
$2,100.00
$2,400.00
$2,700.00
$3,000.00
Compensation will be paid quarterly from the Special Fund.
2. Compensation for the General Trustees shall be paid out of the general fund and their compensation rate shall
be re-evaluated as needed. Any time served as a general trustee will count as service time should the trustee
seek a higher board position (see 1. above).
4
INVESTMENT POLICY
I. PURPOSE
4. This Investment Policy is to articulate a philosophy which will guide the investment management of the
Special Fund towards the desired results. This policy will be established by the Golden Valley Fire Relief
Association (the Association) Board of Trustees (the Board), the Association Membership and City of
Golden Valley Administration. This policy will provide guidance in making asset allocation and specific
investment decisions and will establish a basis for evaluating investment results. It would be prudent for
the Board, when implementing this policy, to seek outside professional investment advice.
II. FUND OBJECTIVE
A. The Special Fund, as designated by Minnesota State Statute 424A.05, exists to provide retirement benefits
to firefighters who meet all qualifications as designated in the bylaws and separate from the Golden Valley
Fire Department. It is the intent of the Association to systematically increase the retirement benefit payable
to retirees. The timing and amount of these benefit increases will be a reflection of inflation and
investment performance over time.
5. Benefit Increases will be pursued under the following conditions:
o The Special Fund will maintain a funding level of95% or greater.
o Benefit increases will be funded through investment gains and state-aid funds, and not through city
contributions whenever possible.
C. The targeted annual benefit increase for retirees with twenty years of service is 3-5%.
III. INVESTMENT OBJECTIVE
A. It is understood that portfolio performance will fluctuate from year to year. Over time, however, the
portfolio needs to earn 5% annually in order to keep pace with actuarial assumptions, and must earn greater
than 5% annually to justify benefit increases. At the same time, preservation of capital and minimization of
risk of substantial losses in down markets is also required.
B. An investment mix will be chosen that simultaneously provides growth potential and limits the risk of
market loss. The allocation of the portfolio will be reviewed at least annually and more often if necessary.
The portfolio performance will be evaluated based on actual market returns over the previous one, three
and five year periods with the expectation that over long periods of time the portfolio will achieve returns
sufficient to fund the targeted benefit increases. An effort will also be made to assure that the portfolio is
not taking more investment risk than necessary to achieve the desired returns.
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RECOGNITION AND FLOWER POLICY
I. SERVICE AWARDS
Service Awards for Golden Valley Fire Relief Association Members will be
Administered as follows
I.) Gift of a watch for those reaching 10 years of service.
2.) Gift of a ring up to $650 in value for fully vested 20 year members.
The Board will contact each member upon reaching 20 years to place the order.
3.) No substitutions are allowed
4.) Additional gifts or other years of service recognition at significant career
milestones, if any, will come from the Fire Dept. Chief.
5.) All active members with over 20 years of service will receive their ring
upon retirement.
II. FLOWERS
Purpose: To establish a uniform policy for the purchase of flowers for members and their families.
Policy: Provided the member notifies the Relief Association board or the Fire Department Administrative
Assistant, flowers will be sent in the following circumstances:
Iniury or illness
Member
Spouse
Minor
Death
Member
Children (if member still living)
Parent's death
Baby
Member & Spouse
Flowers may be sent to other individuals at the President's discretion.
6
alley
emorandu
Public Works
763-593-8030 I 763-593-3988 (fax)
Executive Summary
Golden Valley Council/Manager Meeting
May 11, 2010
Agenda Item
2. Discussion regarding Douglas Drive Financing and Proposed Xcel Franchise Fee
Prepared By
Jeannine Clancy, Director of Public Works
Ron Nims, Public Works Project Coordinator
Summary
At the January 5,2010 City Council meeting, the Council formally authorized the Mayor to
request that the Douglas Drive Project (TH 55 to Medicine Lake Road) be placed in the
Hennepin County Capital Improvement Plan for right-of-way acquisition in 2015 and
construction in 2016. The estimated cost of the project is $20,327,500. The City's portion of
the project cost is estimated at $9,711,400. In general terms, Golden Valley is responsible for
paying for all improvements associated with city-owned utilities and lighting. The City and
Hennepin County will share the cost of design, relocating the overhead utilities underground,
street reconstruction, right-of-way, and landscaping.
The City has received notice from Transit for Livable Communities of an award in the amount
$1,050,000. The City is proposing to utilize this funding for design and right-of-way
acquisition. Staff is in the process of developing the Project Memorandum and Scope of Work
for professional engineering services. Upon authorization from the Minnesota Department of
Transportation, staff will proceed with the consultant selection process.
At this time, staff would also like the Council to consider means and methods to fund the
City's portion of the Douglas Drive project. An option for funding the city's portion of the
project is a franchise fee. Xcel Energy recommends that the franchise fee, if imposed, be
assessed as an account-based fee. Based on a model provided by Xcel Energy, the following
rate schedule, if adopted, could provide the City with approximately $630,000 in annual
revenue. While the model needs to be verified with Xcel Energy, the rate schedule is
estimated as follows:
Customer Class Equivalent Monthly Flat Fee
Residential $3.50
Small C&I - Non-Demand $7.50
Small C&I - Demand $15.00
Large C&I (> 1 Mw) $100.00
While there are other potential funding sources available to consider, such as special
assessments to benefitting property owners and city utility funds, the franchise fee appears to
be the most probable source of funding for the project.
Recommended Action
Staff requests direction on whether or not to proceed with a franchise fee to fund a portion of
the Douglas Drive project.
alley
m n m
Public Works
763-593-8030 I 763-593-3988 (fax)
Executive Summary
Golden Valley Council/Manager Meeting
May 11,2010
Agenda Item
3. 2010/2011 Building Maintenance Capital Improvement Plan
Prepared By
Jeannine Clancy, Director of Public Works
AI Lundstrom, Environmental Coordinator
Summary
The City completed a facility analysis in November 2006. The report investigated the physical
and programmatic conditions and deficiencies evident in eleven City buildings. The analysis
explored conditions and deficiencies in the following areas including site, exterior, interior,
accessibility, life safety, mechanical systems, electrical systems, hazardous materials,
programs, technology, and expandability. Attached is a summary of the assessment, which
prioritizes the improvements.
The City has used the analysis to plan and implement maintenance projects primarily related
to building exteriors, life safety, ADA, and site. Some of the building capital improvement
projects that have been accomplished since the analysis was completed include roof
replacement, window repair/replacement, tuck-pointing, HVAC replacement, audio and
visual, fire alarm notification improvements, and ADA signage.
Staff is currently requesting a proposal from Environmental Process, Inc. to develop plans
and specifications for the 2010 building capital improvement projects. The 2010/2011 projects
will primarily focus on building exterior repairs which will include tuck-pointing, caulking, brick,
window, and joint repair. In addition to building repairs, the 2010 project list includes energy
efficient lighting retrofits in the vehicle, parks, and golf maintenance buildings. The City has
been awarded a grant in the amount of $19,575.00 to complete two of the three buildings
scheduled for lighting.
The building capital improvement plan schedule for the 2010/11 repairs include Vehicle
Maintenance, Street/Park Maintenance, Community Center/Golf Operations, City Hall, and
Public Safety.
Attachments
Summary of 2010 Building Maintenance Prioritization, Environmental Process, Inc.,
January 12, 2010 (11 pages)
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
Building
City Hall
Category
Community center
Fire Station #2
fire' Station #3
Golf Maintenance
Public Safety
---'---'-
~ParK
L -.:aintenance
Utility Departrrient
\I~l1iCi9'.Malntenance
n. n' .,
I~aienouseana
. Aillmilllntpaund
:nvironmental Process, Inc.
715 Florida Ave. S., Suite 111
30lden Valley, 'MN 55426
CITY OF GOLDEN VALLEY
Summary - Per Building
Analysis Item Description
Work Completed
2008 2009
$256,196.00 $111,309,00
$54,700.00
$2,750.00
$22,775.00
$63,250;00
$3,100.00
I $250,001~600.00
~
-
.. .. $770,466.00 I $254,975.00.
Total
2010
$18,000.00
EPI NO. 09-090A
January 12, 2010
2011 2012
$101,500.00 . $195,450.00
2010-2014
Total
$737,300.00
Future
$748,3oo.Qo
2013
. $396,400.00
2014
$25,950.00.
$69,250.00
$68,750.00 I $211,500.00
$7,900.00
$3150.00
$90,610;00 I
$250.00.,
$134;90iMO
::::::::::1..... ......................
-
$7.500.00
$494,280.00
$75,500.00
$139,900.00
$37,050.00
$532,700.00
$363,600.00
$:36,400.00
$68,552.00
$182,102.00
$333,650.00
$7,500:00
$10,795.00
$18,645.00
$237,050.00
.,$132,400.00
.$210;860:00
.$225;800:00
$427.~$2,49$.144:o0~~56o.oo
$t14,032;00
$315;700.00
$300:001
$350;502.00
h_. ".' P..
$~2;5bo.oo
. . ,$3;9$0:00'
-~'~
'.'1
........l:..................~
$460;0150.00.
I
-
I
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
City Hall- Summary
EPI NO. 09-090A
January 12, 2010
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $750.00 $18,000.00 $18,000.00
ADA Upgrades $2,950.00 $2,550.00 $60,450.00 $60,450.00
Emergency Alarms/Lights $3,800.00 $1,400.00 $1,400.00
City Building Security System $0.00 $50,000.00
Building Exterior/Site Maintenance $233,100.00 $51,500.00. .. $51,500.00
General Interior Repairs $7,700,00 $7,700,00
CarpetHeplacement $50,000.00 $50.000,00 $80;000,00 $180,000.00
Floor Tile Repairs/Replacement $1.750.00 $0.00
.. - , .
cellingTile Repalrs/Replaceitrent $8413.00 '.. 1 $0.00 $72,800.00
Interior Painting .. '.. : . $18,250.00 $18,2;;0.00
Upgrade'i6 Sti'eet::Deparin'i!}nt..btiioe Ateils .. .. .. . .... ... :' .. ;$0,00
Ptlbilc.'!'orksOfficsSllace: RelTiqdeling .. .... $85;POO;OP' ..:' .... $85;000,00
Emerg!}ncy GeOQrat6F '. . :.. .. $93,750:00 .. .' .. '.' .. .: I.... $0:00
. Roo! ReplljCernen!.. .. .. ... .:. .::: ... -- ....:......:........... .... .. .... ..:......:.. [::..':....... :$0.00
.'
ParkirigLot"sphaft'.Re'lllaCemenllCihlp'Seal .. . ... .. .. '. . .' $3Hl;pOO;OO. ,'.' . .. '. ......$3.15;000.00 $$0,000.00
Ttirnt~eestShrtl~s. . '. ..', ...... "i. .$0:00 I.
.... i .. .. ....
Mechll{lICliI systems. '. $13.000.00 $15,000:00 .... ':. i...... .. . .. '. .$0:00 $554,500.00
.. ,..
.. ~lectiiciilSysterns .. .. I..: :. '.' $0.00
.i i :" .-.CC 7 "i'i'--.. .... : i.... .:., ..' '...... .' $:11,000.00
. '. i '.
TQtal ..' $256,1913.00 $111,300:00$ 18;000;00 $ 101,SpO.ao $ 195;45MO $ 3.9a;,\oQ:pO $25,950.00 :.... . $ 748;300.00
.. $737.300;00
.. . ......... '..
..
.. .. .. .. ..
. .. I... .. . ".
.' I, ... . ........
.' . '. ..
. .'
'C .
.
. ... .. ..; .
i
:nvironmental Process, Inc.
'15 Florida Ave. S., Suite 111
:;olden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Community Center/Golf Operations - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $9,200.00 $9,200.00'
ADA Upgrades $52,000.00 $86,500.00 $76,500.00 $163;000;00
. Emergency Alarms/Lights $3,400.00 . $3.400.00
City Building Security System $0,00
BUilding. EXlerlor/SneMaintenance $2,750.00 $59,550.00 $75,500.00 $135,050.00
General. Interior Repairs $30;225.00 $30;225.00
Carpet Replacement $CJ.QO
Floor Tile Repairs/Replacement $2,000;00 $1 ,525;00 $1,525.00
CeilingTlle,Repairs(Replacement $700.00 .. $@O $1,000.00
IntedorP<!lnting .' n $$;309;00 . $5;300.00
.' Upgrade to sireetDepartrMht QfflceAre<!s .. .. ,: .... '$0;001.
..
, PubliC Works,. Office Space Remodeling , n:: . , ;$0.00
Emergency Gerlorator ". . $125,000;1)0 ........ .. .. .. .. $125,00b.oo L ....
ROOf.Replacemeni:.' ....:....,. ... .
.. .. .: ..
Pll~irig.,.LofAsphalt.~epl<!cemeriftG~jpSe~J, .. . ., :.,.... : .... : .... I
..... .. .. . ". '. .... ..
itimtr~eslSlhtObs :'. ..., .....:.,. ':.,'" .' .... ...:,:., .: ........:..,.... )i ....
.. . ..
Mechani~I.'Sy$tems '.: .. .. '.. ..' "...:. ...... ,....... .:....,.. '$/lo;ddo;ob' :1 '.. " $EiOiOOO;(JO 1$312;$00.00
".'
'.. EleQiriCaI13yst~ri1ll; .... '. '. : .. .' . .....,... $0;00 1$49;800:00 '.
.. '., --c- [, ,",' -:-
... .. .. .'.' .:.
. Total :.., $54,700;00 .. $2,750.00$ Sa,750.00 $2.11,500:00 $ 75,500:00 $139,91)9.00 $ si,O?o.oQ 1)$;;$2/;00;00 $ 363,600:00
.. > .
., ., .. .'
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,..
.. .... . .... ". .
.... ,.:.". '.. , ,. ., ..
.
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
Golden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CllY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Fire Station #2 - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $500;00 $500.00
ADA Upgrades . $66,077.00 $66.077.00
Emergency Alarms/Lights $7;900.00 $7;900.00
City Building Security System $0;00
Building Exterior/Site Maintenance $22,775.00 .. $0.00 $204,000;00
Gerierallnterior Repairs $1,600.00 $1,600.00
Carpet Repl~cemElht $0.00
Floor Tile Repairs/RElpll\cement $375:00 $375.00
Ceiling ;rlleR$PairS!Repl~cement .... .. . $0;00 $150;00
Int~rlor palrjti~g ...... ... ....... .. $500;00 I . .... .$500:00
(JpgrjdetoStreefDepiutmentOffice Ar~as .... .. ..... '. .........$0.06
. Ptlblic'.V'J.o*iipitice.Space,'Reii1bBeling .. ..' :.......... . . ..$0;00
Emergency.Genqr!itor .. . $68;750;00 ........ .... .. ....$68;750;00
.. .. .
Roo!H~p.l!lcement. ........ ... ... .... ..... . .... .'. . ..$0;00 ..
..
.. parklnQ..LotAspha!t..Repla6ementJC~iP..Seal ..' . .... ........ $36;40d;OQ '> .. . ...... .....:~36:40d.oOI.
.
.. Tiirh&ees/Shrbbs....... .. .'. ..:....... .... ......... ...... .... i:........... $().oo'
.. .. . .... '. .
j.... MechaniCal!?Ystems' ..' ". '. .... . . ..... .. ............. ..... $0:00 $79.900:00 '.
........
I Elei;tricalSystems . .. .. ..... ..' . . ... .$0,00 .. $49.:1300:00
...
'.. .' ...:.: .. ........... ..' I........... '. :..
.. . .. ..... . ..
Total .. .. . $0.00 $22,775.00 $ 69;250;00 $ . $ '7,900,00 $ 68;552;00 ...$182,102;00 .$. 333;650.00
.'
..... .
.. ..... .... . ..
.. ... .' . ..
I . .. ..' : . .. ....
.. . ..
'. ..' .... .. ..... . ..
.
.. . . . . . .:...,.:. .. '.
. . . .
. ... . .
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
Golden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Fire Station # 3 - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $350.00 $350.00
ADA Upgrades $10,070.00 $10,070.00
Emergency Alarms/Lights $0.00
City Building Seourlty System $0.00
Building ExlerlorlSite Malntenanoe $3,100;00 ' $0.00 $10,750.00
Gel1eral.lnterlorHepairs $450,00 $450.00
Carpet Heplaoement ..$0.00
Floor Tile Repairs/Replaoement . ... .. $0,00
Ceiling Tile. RepalrS/Replaoement .. . .$0.00
Interior painting. . .. .. ..... .. .... $275.00 $215:00
UP9tadetosireeIP~p~rtmentbffIOe Areas ... . ... $0:00
.. .. ....
Publlo Works OffioEl 13pape Remodeilng .. .. ......... .. ." .. .. . .... I $0,00 .. .
.
EmergenoYGenorator $62,500.00 ... c" . ..... ~ $oJ}O
. .... .. .... I
Rpo! .Replacement. '.. . .. .. .. .. .. / .. .. $OCO'O $115,000;00
p~rklng..LotAsphalfReplaoem~nllChlp' Seal'. " .... .... ".$7';$00,00 . ... ........... $7;500:00. ..' .'
.... Trim ltee!i/Shrubs .. $750.00 . ..... .... .. ....... :........ .. ..... "'$0:00
MeohanioarSy~~iiii;s . .' .. .... .... $O~oo $78,300.00 .
"'.. .. .. .. ......... .' .. . ..... ....
..... EleotrloalSYstElms .. .. ..:.... .. I ............. .' .$0.00 $33,006;00
~ ." .. . ... . .. . .... ... '.' .... .......... ." ......
.. .'
.. Total ...... ... $63,250;00 $3;100:00 $ 350.00 $ $: '7\500;00 ,$ $10;795.00 I... ...$1&.6:45.00' $ 237,050.00
.. - -
. .. .. .' I.
.
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. .
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.... ,... ..
. .' ......
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..
.. ... . .. . ::": .':.. I
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
Golden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Golf Maintenance - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $0.00
ADA Upgrades $4,110.00 $4,110.00
Emergency Alarms/Lights $0.00 $37,600.00
City Building Security'System $2,520.00 $2;520.00
Building ExteriorlSite Maintenance $0,00
General.lnieriorl1epalrs . $15,252.00 $15,252.00
Carpet Replacement $550.00 $550.00.
FloorTlle .Repairs/Replacement $5;000.00 :. $5,000.00
Ceiling Tlle.Repi\lwReplllCement .... $0..00
lriterlor PairiUrig . ...... :.. ..... $0;00
Upgrade.to..StreetDepartmen\Offlbe Areas .. $100.00 $100.00
Public WcirksOffiq9.$paceRembdaling.. .. .... ". '. .. .... ." .$0;00
. .
, Emergency..Geriorator:.... .. .. .... .. . $0;00
.' RO()fRepl~cerrient:': . . . ." .. ... .' , .: '., .. .... ~0;(l0. .. ,
.
. parklng..l.:bfAsphaJiReplacementlc:;hip.Selil.... $97,500.00 .... ...:.' .... ....... $Mp
.. ..... ..' ..... ".'.
ri1rr\1reeSlShfq(is.. . .... .... $250;00 .. '. .... .. '. $0;00 .
.... .. . .... .... ". ..i .. i..
, , MechaniCal.Systems.. '. $60;000;00 ". .. '. . '.:'. $60.000,00 . $269;000.00
..... ElectrlcalSystems . .. .. . $4,100.00 $?MOo;PO . i.": . .... ....$26.500.00 ...... $9,10iwo
I..... . . '.. ... .... .. . :..... . .::.:'.:'.
. . .. .. ". .. .' ....
.... Total . I $250.00 $101,600.00 $'90,610.00 $ . 15;252.00 $ $2;520;00 l$ 5,650;00 $114,032.00. $ 315,700,00
..
.. '.. ......
.. ........
.... ... ......
.... .. .. ....
I... .
'. '.. " ..
.' . ..
.
.. ." .: I,
,. '.. I
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
Golden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Public Safety - Summary
Work Completed 2010-2014
. Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Ufe safety $250.00 $250.00
ADA. Upgrades $22,000.00 $22,000.00
Emergency Alarms/Lights $4,900.00 $4,900.00
City Building. Security System $0;00..
Building Exterior/Site Maintenance $21,950.00 $21,950.00
General Interior Repairs .$250.00 $250.00
Carpet Replacement .. $20,000.00 $20,000.00
Floor Tile Repairs/Replacement . $500.00 $500.00
CeillngTlle RepairslRaplapement .. $220.00 .. ..' . . .......... $0.00..
Intenor Painting . .....$2,550:00 $2;550.00
. . ... .. .. . .
lJp9rad~tostijElt"DGpartmE\niotilce'Ari1as .. .. ... .. '. .... . .... $0:00
pl)bll~Wdiks()ffice.$pacel;t~ih6di1ling',. .... r. I.. . .... . I'i............ ..... ~O,liO.
.' .... ...... .. ..... ..
.. ~rr\ergE\9cYGendi'at6r .. ..... .. .... ..I..' ........ ...... '......~.. ...:. ..... .$(1;00 .. .
.. .... ..'
. '. . Rp?fRej:illlci1m~iit. . .........,... '.' ...................... ...... . .... ..... ......... . . $18(j'OclQ,OO I.i. ...... .. .. "$t80;OOMO .... .... .' ..'
'.'
~ Parking .ifIA$phll!tHElplllilernilntlGhifl Seal .,. ... ...... ........ .. ", I.......... .................... · ... . ..$O:pO ......... .. .'
. . ... . .. .. .... ".
~ Triihlr~eiltS$fubs ................ ........... ........... $250.00 ... ...... .. ..... ..... .. .. ...M:Oej I ....
.. . ..
. M"Chani6iliSystElms. '. '.' ". .. . ...... .'. ..' ..... '.. ...... ... '. $QA() I. '$100;800:00
.... .... .. .. .. ...
.. ... Ele6iiibalSyslems .. .. .., ..... .' ... .' ..... $O:()O .. $31;600.00
........... .. . .. .. .. .. ....
.... ...... .... ... .. ." ...... ....
....... ....... ..
Tot!il .. $470.00 $0.00 $" ;250;00 $ ';21,950;00. $ - $ '.' ~oe;9dO:oO $ 23;(100:00 . $252;400.00 $ 132:400.00
..
.. .
. ..
.. '.
..
-~ ..
.. '. ...
.. .. .. I . I .. '. '.
r I
... r
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
Golden Valley, MN 55426
2010. BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Street/Park Maintenence - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $17,600.00 $17,600,00
ADA Upgrades . $0.00 $84,000.00
Emergency Alarms/lights $0.00
City Building Security System $0.00
Building Exterior/Site Maintenance $2,500.00 $66,400.00 $66,400.00
General :Interior Repairs . $495.00 $495.00
Carpet Replacement $0.00
Floor Tile Repairs/Replacement $0.00
Ceiling Tile.flepalis/Replacement .. . $0,00 $4;160.00
lriterlorpain\ing . .. '. .... . . $t;650.00 .... .$.1,650:00
.' Upgrade tii StreelDepartrnent Office Areas $50,000.00 .... .. $50;000,00
Pu~licWotk~9~ice$paceRillT1odelirig . .. .. .. .. ..... .... ......... $0.00 .
Emer~~n9y'.@enorator . .... .. $0;00
.. .. .' ...... ..
FlOof,F'lepl~9~~ent .... ...... . ......... '.. . $200,000,00 .. .... .... .. '. ...:......... i' .. $:?$O;qOO:od: ....$250;00\1:00 ..... .
.. .... Parkiri~LqiA~phalfFleplaceinenilChli'l$eal'. ." ... .. . '.' . ". .................... ......-:>. ..................................... .... ..........$O.QO.
. .;.... .............. ....... '.. '.. '1. $350.00 ...... ...... ..... ..................... ................. ..... -.-- '.'~..). '. .$<noo
Trimlree~/~hriJbs..... .. .... .. .. ... ... .. .
Mechanici~r$Yilteiiis .7........ .. .---- .... .... ..... ...... ............$Q:qp. .$100;200;00 .
. .. ... ...... .... ..' ..
i;:lectrldalSyslems .... $50,900,00 '. .... . : ..; .......... $50;90M6 $22;500:00 .
. .. .'. ..... '.. .. ..... .... .. ..... .. : ... :.:' . .' .. :.
Total $202;850.00 $0.00 $ 134,900.00 ..----. $ 50,000.00 !$ .' $2520145.00' $437,045;00 $ . 210,860:00
$ .. 0 "0
. .. .. . .... ......... '..
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.---- ." . .
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...
..' '.
.. . .
.. ... .. .... ..::....... .....
.' . '" .:., '" .
Environmental Process, Inc.
715 Florida Ave. S., Suite 111
30lden Valley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Utility Department - Summary
Work Completed 2010-2014
Building Category. Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $11,850.00 $11,850.00
ADA Upgrades $0.00 $61,500.00
Emergency Alarms/Lights $0.00
City Building Security System $0.00
Building Exterior/Site Maintenance $20;450.00 $13;450.00 $12,500 $12,500.00
General Interior Repairs $3;100.00 $3,100.00
Carpet Replacement . $0.00
..
Floor Tile Repall'li/R!!placement .. $0,00
.
CellingTile Repillrs/RElplec!!ment ", ... .. $0,00
, Interior Pllinting. . . .... .. .. .. .. ,. "" $0.00 '.
Upgrade to Str~etbep~rirT1~!}t()fficeAteas I.. . I, .. $0'00
Publio WotksOtilce.SpaceRElmodElling .... . I. .. .. '. ..',. $0;00
.' Emerge!}cyGen9iat9r .... .,. ." ", .' .. ."'. ..,' .... $0;00
...... .. ROOfRep'jac;el11e;~t. . ...... ..' , ' . $148,000,00 . ,".' .. .... ......'.'... ." ....., I........,..... <.. ...... ., '.' $0;00
ParkingLotf'spl1~W$eplacemElntlChlpfl!!al ... . I .,..,....>,........ ". "".. ;. .$0.00 $93.:600:00 i
.. ..
TrimtreeS/$hrubs. ...... .. $250.00 .. .,' ['., "..... . .>.... "". ....... .:$O,oq
.' .. Mechanlc.al flYSt!!ms'm . $23;800.00 , .'," .. " '. $O;(iO.' , $38;200.00
ElectricalSystenis ." . '.. . .. . .' .$0.00 $32;500,00
.' .. i" I. . . . .
.' . .. ..... .... ".
Total . .. $1 112,500.00 $13,450.00 i$ 11 ,850;00 $ $> 12;500,00 $ . ~. 1$ 3,100:00 ." $27;450,00 $ 225,800.00
.... .. .. ......
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. ....
. .. . .. ..'
. . ..
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... ..' J' .....
". .. ..... ". ... .,"
::nvironmental Process, Inc.
715 Florida Ave. 5., Suite 111
3oldenValley, MN 55426
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
Building
Category
:nvironmental Process, Inc.
'15 Florida Ave. S., Suite 111
iolden Valley, MN 55426
CITY OF GOLDEN VALLEY
Vehicle Maintenance - Summary
Analysis Item Description
Work Completed
20081 2009
Life safety
ADA Upgrades
Emergency Alarms/Lights
City Building Security System
Building ExteriorlSne Maintenance
General Interior Repairs
Carpet Replacement
Floor.Tlle RElpairs/Replacement.
Ceiling 'Tile RepalislRElPlacElment .
IntElrior P~inilng '.
Upgrade..tOStreet--[)epaftment.-Pffice'Areas
Pubjic WOrks Office spiice RemOdeling ..
~rnergencYGel')orator
IRodfReplacemen(.',
Parldng-l.otAsphai(ReplacelTJeni!Chlp'Seal
TrlrntreeSlSl1iub's
MElcbahibal-.$ygtelTJs
. '. ,
Electridal,Systems'
ITotal
2010
. $73,720;00-
-
3 I I
-
-I . I -, ----
~u "" 2J ri~
$250.00
$0.00 1$
.,
$.1i:l;+00:00
~().60h
2011
2012
2013
2014
EPI NO. 09-090A.
January 12, 2010
2010-2014
Total
$0;00
$0.00
$5,300.00
$0.00
$123,920;00
.$550.00
$0.00
$100.00
$0,<)0
$250;00 I
$0.00
$0;00'
$o.bol
$0,00
$o.OQ
$0:00
$0:00$74;800:00
$19,100:00
. $149;220.00.$ . $'4-7,200.00
!
,
Future
$51,550.00
$850.00
$220;000.00
II I' · 'L~ jir.'I)c~.1
$5,300.00
. $50,290,00
1 $550;00
--
$100.00
1
~I
.,$g5oioo
-
-
.;~.'
.1 ........
I.
$ 50;200;00.1$
~
-
2010 BUILDING MAINTENANCE PRIORITIZATION
TEN (10) BUILDINGS
CITY OF GOLDEN VALLEY
EPI NO. 09-090A
January 12, 2010
Warehouse and Animal Impound - Summary
Work Completed 2010-2014
Building Category Analysis Item Description 2008 2009 2010 2011 2012 2013 2014 Total Future
Life safety $7,500.00 $7,500.00
ADA Upgrades $3,200.00 $3,200.00
Emergency Alarms/Lights $750.00 $750.00
City Building Security System $0.00
Building Exterior/Site Maintenance $300~00 $300.00
Generallnterlor,Repairs $0;00
Carpet Replacement $0,00
Floor Tlle.RepairS/Replacement. .. .... $0.00 .'
Ceiling Tile ReP<Jir$lReplacement ...: :$0.00
Interior Palr\ting > . .. . $O~OO
l!pgrade tostreeiOeparlr?ent Ofiice Areas .. ,. . ... .... ". $0.00'
I.. . Public WOrks'Oflice..SpsceRemOdeling.... . .. . .....:. .' ., .$q;q(} ...
... .. ... ..<..:.,:.:. .....
EmergencyGe~9rsi6r ..... ". <::. . . .. ,.,'<" '." .' $0,oQ
.. .'. :.
Roof Replacement .... ..... "C::- .. . .: ,'. .:.....:.:.....i,.... . ... ....$q,bO .. .'
.:,.' . .. ....
'. . PaiklngL6fAsphaltReplacementlChip.Seal'" . ". $32,500;00 . ." $32;50(j~0()
.. .. .'
'. .. Trim JreeslStitilbs .. .. .. '.' .'. ." ... . . .: $0;00
.. MeqhanlcaiSY$tems ..... . .... ...... .... $0'00
'.. '. .... . i. .. .:...
ElectrlcsISyj;tems. .. ..:..... :..,: .,..:.: ':': .... ". ':: ..$0;00
'. .. ..... . ...
<c. .::. ..' . " '., 1<.'............:.....,.. ...:
.,
Total . .. $0.00 $0.00$ 7,500m $ 300,oQ' $ 32;500.00 $ 3;950:00 "'$0.00 . ..$44,250,00 $0.00
.. .. .. .. '., ....:. ....
. .. '.
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.. .>. . '.
.. . . '. I. .. I . , .:..
environmental Process, Inc.
715 Florida Ave. S., Suite 111
:Jolden Valley, MN 55426
hlley
o
City Administration/Council
763-593-8014/763-593-8109 (fax)
Executive Summary
Golden Valley Council/Manager Meeting
May 11, 2010
Agenda Item
4. Structure of City Advisory Boards and Commissions
Prepared By
Jeanne Andre, Assistant City Manager
Summary
At its February Council Workshop the Council identified reviewing the structure and number
of city boards and commissions as an area for further discussion.
Over the years a number of concerns have arisen about the existing structure of boards and
commissions and whether another approach might work better for the City and the volunteers
who are recruited to serve. Some of the issues include:
. It is often difficult to fill all of the commission vacancies, suggesting lack or interest or
time for possible volunteers.
. Groups sometimes have trouble securing a quorum for meetings, suggesting that
volunteers do not have the necessary time to commit.
. Current trends suggest that volunteers may be more interested in short-term projects
than ongoing service on an advisory board or commission.
. There are instances when volunteers are unaware of the advisory nature of position
and state laws such as open meeting law, which must be followed.
. There are not always projects or tasks for the groups to work on.
. Sometimes projects the groups want to work on are not considered suitable projects
by the City Council.
. The Council commits a significant amount of time to interviewing for board and
commission openings and undertaking liaison responsibilities.
. City staff commits a significant amount of time to attending meetings, taking minutes
and supporting the boards and commissions. As budgets are reduced, staff is spread
thin.
Only two of the existing Boards and Commissions are required by law, the Planning
Commission and the Board of Zoning Appeals. The Civil Service Commission is also required
under the City's current Police Civil Service structure. In addition to standing boards and
commissions the Council has occasionally appointed temporary task forces such as the Area
B Task Force, the Election Task Force or the Deer Management Task Force. These groups
generally have an end date or task which determines their term.
Attached you will find the Guidelines for Boards and Commissions, as amended September
20, 2005. Since that time the Council amended the City Code regarding its Code of Ethics,
which should be reflected in the Guidelines. The Council can discuss its preferred approach
to Boards and Commissions and direct staff how it should approach amending the Guidelines
in keeping with that approach.
Attachments
Guidelines for Advisory Commissions, Committees, Boards and Councils (11 pages)
CITY OF GOLDEN VALLEY
Guidelines for Advisory Commissions, Committees,
Boards and Councils
INTRODUCTION:
The City Council wishes to express its appreciation to the many citizens who take time
away from their personal and professional lives to serve the community through their
membership on the Council's advisory groups. Golden Valley has had a history of
extensive citizen involvement. At present approximately 60 advisory commission, board,
and committee members participate in providing specialized expertise so that Council
decisions can be made with more complete background and knowledge than would
otherwise be possible. The Council and the entire community benefit from this
invaluable service.
Golden Valley is a statutory city. The legislature established it as a city in the early
1970's. The State 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
commissions. The Council is directly responsible for the actions of its advisory
commissions. It is hoped that through these guidelines the expectations of the Council,
with respect to its advisory commissions will be clearly understood and followed. The
Mayor and Council Members welcome any request for discussion or clarification of
information that is contained or thought appropriate to be contained in these guidelines.
The goals of the Council are better communication with its advisory commissions and
better service to the citizens of Golden Valley.
CURRENT GOLDEN VALLEY STANDING COMMISSIONS AND BOARDS:
The Golden Valley City Council currently has four standing advisory commissions.
They are:
Environmental Commission
Human Rights Commission
Open Space and Recreation Commission
Planning Commission
There is one advisory foundation: Golden Valley Human Services Foundation
The Civil Service Commission is an independent commission that has absolute control
and supervision over the employment, promotion, discharge, and suspension of police
officers of the Public Safety Department, as stipulated under State Statutes.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 2
The Board of Zoning Appeals hears requests for variances from the City Zoning Code
and makes final determination on all requests unless such requests are denied and
appealed to the City Council as stipulated under State Statutes.
The Building Board of Review advises and assists administrative officers of the City on
building codes and the issuance of building permits.
Short term advisory committees are appointed as needed.
These Guidelines for Advisory Commissions, Boards and Committees apply to each of
these groups as appropriate and as permitted by the laws and ordinances which
establish them.
I. LEGAL BASIS OF ADVISORY COMMISSIONS
As stated above the State Statutes govern the creation of Council advisory groups.
These groups are authorized to exercise all duties which the Council has legally
assigned to them. They are frequently authorized to conduct research and make
recommendations. It should be remembered, however, that advisory commissions may
not make decisions on behalf of the Council. In many cities, it is routine practice for the
Council to accept an advisory commission recommendation if the commission has done
a thorough and competent job. It must be emphasized, however, that it is the Council's
final decision on the matter and not simply the commission recommendation which is
effective to bind the municipality. No recommendation of any advisory commission takes
effect unless it has been adopted by formal action of the Council. These advisory
commissions may be organized in any manner deemed appropriate by the Council. The
City Council may create and dissolve them, appoint persons to serve on them, and
exercise powers of general supervision over them. A Planning Commission, however,
must be established by ordinance and, once established may be dissolved only by an
ordinance, which passes, by 2/3 majority vote of the Council.
II. OPEN MEETING LAW
All meetings of all public bodies in Golden Valley must be open to the public. There can
be no such thing as a "closed", "private", or "executive" meeting or session. The only
exceptions that have been recognized in the past are certain disciplinary actions
conducted by the Police Civil Service Commission and some personnel and legal
matters before the Council.
The Minnesota Statute requiring City Council meetings to be open to the public has
been in existence for many years. A 1973 amendment and court decisions and rulings
by the Minnesota Attorney General have made commissions, subcommittees, and other
public bodies subject to the statute. Any person violating the open meeting requirement
is subject to civil penalty.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 3
Commissions and committees should be careful to observe the requirements of holding
all meetings in public places and posting notices of meeting dates and times at the City
Hall. Scheduling of meetings with the Manager's Office will help prevent conflict with
other groups over meeting times when public participation is particularly desired.
Commission, board, and committee meetings will not be held on designated legal
holidays or recognized religious holidays.
Any questions regarding the meaning or application of the Open Meeting Law should be
directed to the City Council. The Council will seek such advice from the City Attorney as
may be necessary.
III. COMMISSION ORGANIZATION AND PROCEDURES
A. Term of Office: Appointments to commissions are made effective 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 not later than its second
meeting after May 1 in each year. The term of office should be one year, unless
otherwise specified by the Council, prior to each election. (Chairpersons of special
committees may be appointed by the Council.)
Voluntary resignations from a commission should be communicated by letter or
email from the person resigning to the Mayor.
B. Attendance: Absences in one year should not exceed three consecutive meetings
or more than 25 percent of the total meetings for the year. (25 percent of meetings
would be three meetings for groups meeting once a month and six meetings for
groups meeting twice a month.) If a member is unable to attend a meeting, that
member should contact the staff liaison, who will inform the chair if a quorum cannot
be attained and the meeting will be cancelled.
A standardized letter of warning will be sent from the respective chair to any member
after two consecutive and two total for groups meeting once a month. For those
meeting twice a month the letter would be sent from the chair after two consecutive
or five total absences. If a member exceeds the allowable number of absences the
Mayor will send a standardized letter stating the member must step down because
of the importance of regular attendance and the number of citizens interested in
serving. If a Commission feels there are extenuating circumstances in a case of a
member who has not met the attendance requirements, the Commission may send a
letter to the Council explaining the situation and request an exception.
C. By-Laws or Rules of Procedure: Each commission shall propose By-Laws or Rules
of Procedure governing its work. Such proposed By-Laws or Rules of Procedure
should be submitted to the Council for review and approval prior to implementation.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 4
D. Orientation: It shall be the responsibility of the staff liaison to provide to each new
member as soon as possible after that member's appointment, copies of the
enabling ordinance for the board or commission and its current By-Laws or Rules of
Procedure, minutes of meetings of the last one year, these Guidelines, and any
other information necessary to orient of new members. (Note: Council Members
who are liaison to a Commission will meet with the Chairperson and new members
as part of the orientation.)
E. A cting 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.
F. Code of Ethics: Each commission member is subject to the terms of the existing
Code of Ethics ordinance, a copy of which is attached to these Guidelines. Each
person to whom the code applies is responsible to read and understand them.
Questions regarding the meaning or application of the Code of Ethics should be
directed to the Council. If the opinion of the City Attorney is necessary or desirable,
the Council will so request.
G. Expenditures: Each Commission is authorized to incur those specific expenditures
included in its final budget, as adopted by the Council. Any other expenditures
require specific Council approval prior to the time the obligation is incurred. Council
approval is necessary prior to solicitation of funding from outside sources for any
purpose.
H. Minutes: A person will be provided by the City to take minutes for the advisory
boards and commissions. All such minutes are matters of public record and shall be
kept at the City Hall. The unapproved minutes will be circulated to the City Council in
a timely manner to allow the Council to be informed on recent actions. The Council
will receive and file approved minutes at the next regular Council Meeting following
the approval of the minutes by the respective board or commission.
Minutes serve the dual function of making an historical record of commission
proceedings and of informing the Council regarding the commission's activities. The
minutes should, therefore, contain an accurate report of the sequence of events and
names of citizens who appear and are heard. In addition to the formal action of the
commission, a summary of the reasoning underlying such action should be included
in the minutes.
I. Staff Liaison: The Council has adopted a policy of providing a staff liaison for each
commission. The purpose of this policy is to provide direct information to each
commission regarding City policy and practices within its area of interest.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 5
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.B, 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 liaison to each Board or Commission. The Council Liaison(s) will
meet at least annually with the Board or Commission to which he or she is assigned.
These meetings can serve as an informal means for the exchange of information
between the Council and the Board or Commission, but all formal communication
shall follow procedures as outlined in Section IV.
K. Subcommittees: From time to time, the Council may appoint subcommittees of
certain commissions in order that special attention be concentrated in specified
areas. At the same time, the Council also wants the opinion of the commission
regarding each subcommittee's recommendations.
Each subcommittee should submit any report or recommendations intended for the
Council, first to the Commission for review and comment. Such review and comment
should take place at the next regularly scheduled meeting of the Commission. If it
does not, the report or recommendation of the subcommittee shall be forwarded to
the Council without Commission consent.
The subcommittee report or recommendation, together with the commission's
comments, should be submitted to the Council at its next regularly scheduled
meeting. As in the case of commission presentations, a spokesperson for the
subcommittee should attend the Council meeting and be prepared to make a
presentation and answer questions.
The Commission is free to appoint subcommittees of their membership as the
commission sees a need.
IV. COMMUNICATIONS TO AND FROM COMMISSIONS
A. Council Requests to Commissions: From time to time, the Council will refer items
to commissions for recommendation. The purpose of such a referral is to assist the
Council in gathering all pertinent facts and sharpening the issues. The request will
be referred to the commission in writing by the Mayor.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 6
The Council would request a written report from each commission with regard to
each such referral. The report should set forth all the pertinent facts and detailed
recommendations from the commission. The report should be submitted to the
Council Secretary the Wednesday before the Council meeting so that it may be
included in the agenda.
Any time a commission report comes before the Council, one representative of the
commission should be present to make a presentation and answer questions. In the
event there is a difference of opinion on the commission, a minority report may be
presented in the same manner.
B. Commission Reque sts to Council: Any commission request or recommendation
for Council action or legal opinion should be communicated by letter from the
chairperson to the Mayor, giving a full explanation of the background of the matter.
Along with the letter, the commission should submit or refer to the pertinent portion
of its minutes on the subject.
The letter to the Mayor should be delivered to the Council Secretary on the
Wednesday before the Council meeting. A presentation for the commission should
be made by a representative from the commission. A minority report may also be
presented.
C. Communications with those other than the City Council: Based upon past
experience, the Council believes that there is some potential for misunderstanding
regarding communications with persons and governmental units or agencies other
than the City Council of Golden Valley. It is essential that members of commissions
understand and observe appropriate policies and practices in this regard.
The essential principle involved is that the Council alone has the responsibility and
authority to adopt the decisions, policies, and recommendations of the City of
Golden Valley. The Council values the opinions and advice of its commissions and
invites the communication of the same to the Council. The Council will take such
opinions and advice into account in formulating the City's official position.
This method of proceeding does not preclude a commission from gathering such
information as may be pertinent to its activities. Commissions are free, without prior
Council approval, to make inquiries and to give necessary background for such
inquiries, but careful consideration must be given that these communications cannot
be reasonably construed as statements of official City policy and opinion.
The matter of distribution of information to the public is one that is not capable of
specific rules of practice. In general, any such communication which purports to, or
has the effect of communicating an official City position or decision, should be
submitted to the Council for prior approval. Other types of communications, which
are purely informational and do not involve unresolved questions of City policy, may
be disseminated without prior Council approval.
Adopted by the City Council - August 6, 2001
Amended - September 20, 2005
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 7
EXHIBIT - GOLDEN VALLEY CITY CODE
SECTION 2.71. CODE OF ETHICS FOR ELECTED OFFICIALS AND
MEMBERS OF ADVISORY BOARDS AND COMMISSIONS.
Subdivision 1. Policy.
A. General Declaration of Policy. It is imperative that all persons
acting in the public service not only maintain the highest possible standards of ethical
conduct in their transaction of public business but that such standards be clearly defined
and known to the public as well as to the persons acting in public service. The proper
operation of democratic government requires that public officials be independent,
impartial and responsible to the people; that governmental decisions and policies be
made in the proper channels of the governmental structure; that public office not be
used for personal gain; and that the public have confidence in the integrity of its
government. In recognition of these goals there is hereby established a Code of Ethics
for public officials, elected and appointed, paid and unpaid. The purpose of this Code is
to establish ethical standards of conduct for such officials by setting forth those acts or
actions that are incompatible with the best interests of the City and by directing
disclosure by such officials of private, financial or other interests in matters affecting the
City. The provisions and purpose of this Code are hereby declared to be in the best
interests of the City.
B. Responsibilities of Public Office. Public officials are agents of
public purpose and hold office for the benefit of the public. They are bound to uphold the
Constitution of the United States and the Constitution of this State and to carry out
impartially the laws of the Nation, State and City and thus to foster respect for all
government. They are bound to observe in their official acts the highest standards of
morality and to discharge faithfully the duties of their office.
C. Dedicated Service. All officials of the City shall be dedicated to
fulfilling their responsibilities of office described herein. They shall be dedicated to the
public purpose and all programs developed by them shall be in the community interest.
Public officials shall not exceed their authority or breach the law or ask others to do so,
and they shall work in full cooperation with other public officials and employees unless
prohibited from so doing by law or by officially recognized confidentiality of their work.
Subdivision 2. Scope of Persons Covered. The provisions of this Code
of Ethics shall be applicable to all members of the Council, Committees, and members
of advisory Boards and Commissions.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 8
Subdivision 3. Fair and Equal Treatment.
A. Subject to the provisions of Subparagraphs E and F below, no
Council member, Commission member or Committee member, while acting as such,
shall participate in the discussion of, or vote on, any issue in which such person has any
direct financial interest or personal interest which arises from blood or marriage
relationships. "Direct financial interest" is hereby deemed to mean such an interest as
would involve a reasonable likelihood of gain having a monetary value of substance.
"Blood relationships" and "marriage relationships" shall be deemed for the purposes
hereof to include only immediate family relationships of the first degree: spouse,
children, mother, father, father-in-law, mother-in-law, stepfather, stepmother, brother,
sister, sister-in-law and brother-in-law.
B. Notwithstanding anything to the contrary above stated or implied,
whenever two or more members shall declare an interest in the matter as hereinbelow
set forth, then every member of the Council shall be required to vote on a zoning
ordinance or other form of amendment to City Code, Chapter 11, which requires a four-
fifths favorable vote for approval and/or enactment (as prescribed by pertinent
provisions of the State statutes for the State of Minnesota); provided, however, that all
of such required votes by members of the Council shall only be cast and tallied following
a full public discussion of the item being voted upon during the course of which
discussion every Council member having either a direct financial interest or personal
interest as above described in this Subdivision shall make a full disclosure of the same.
(All such disclosures shall also be made a matter of the public record along with the
recording of the votes relating to the subject matter).
C. Subject to the provisions of Subparagraphs E and F below, if a
Council member, Commission member or Committee member has a financial interest in
a business, investment, or transaction, which has a matter pending before the Council,
Commission or Committee of which such person is a member, such person shall not
participate in the discussion as such public official or vote on the matter.
D. Notwithstanding anything to the contrary above stated or
implied, whenever two or more members shall declare an interest in the matter as
hereinbelow set forth, then every member of the Council shall be required to vote on a
zoning ordinance or other form of amendment to City Code, Chapter 11, which requires
a four-fifths favorable vote for approval and/or enactment (as prescribed by pertinent
provisions of the State statutes for the State of Minnesota); provided, however, that all
of such required votes by members of the Council shall only be cast and tallied following
a full public discussion of the item being voted upon during the course of which
discussion every Council member having either a direct financial interest or personal
interest as above described in this Subdivision shall make a full disclosure of the same.
(All such disclosures shall also be made a matter of the public record along with the
recording of the votes relating to the subject matter).
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 9
E. No person covered by this Code of Ethics shall take any official
action with respect to a matter in which such person has a direct financial interest or
personal interest which arises from blood or marriage relationships; provided that
participation in the decision-making process on such person's own behalf as a private
citizen shall not be prescribed by this Code of Ethics, and provided further that such
person may participate in matters leading up to or preliminary to official action to the
extent that such person disclosed any such direct financial or personal interest as such
person may have in the same and to the extent that such person has no discretion to
make a final controlling judgment or vote on the same. Disclosure of any such financial
or personal interest shall be made to the Council, Board, Commission or Committee of
which the person is a member when the item appears on the agenda. Such disclosure
shall be recorded in the minutes and become a matter of public record.
F. Notwithstanding anything to the contrary above stated or implied,
whenever two or more members shall declare an interest in the matter as hereinbelow
set forth, then every member of the Council shall be required to vote on a zoning
ordinance or other form of amendment to City Code, Chapter 11, which requires a four-
fifths favorable vote for approval and/or enactment (as prescribed by pertinent
provisions of the State statutes for the State of Minnesota); provided, however, that all
of such required votes by members of the Council shall only be cast and tallied following
a full public discussion of the item being voted upon during the course of which
discussion every Council member having either a direct financial interest or personal
interest as above described in this Subdivision shall make a full disclosure of the same.
(All such disclosures shall also be made a matter of the public record along with the
recording of the votes relating to the Subject matter).
G. No person covered by this Code of Ethics shall, without proper
legal authorization, disclose confidential information concerning the property,
government, or affairs of the City, nor shall such person use such information to
advance the financial or other private interests of any person.
H. No person covered by this Code of Ethics shall directly or
indirectly solicit any gift or accept or receive any gift of substance whether in the form of
money, services, loan, travel, entertainment, hospitality, promise or any other form,
under circumstances in which it could be reasonably inferred that the gift was intended
to influence such person, or could reasonably be expected to influence such person in
the performance of such person's official duties or was intended as a reward for any
official action on the part of such person.
I. No Council member shall appear in behalf of another's private
interest before the Council, any Committee, Commission or agency of the City, nor shall
such Council member represent another's private interests in any action or proceeding
against the interests of the City in which the City is a party.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 10
J. Except as specifically authorized by Section 471.88 of Minnesota
Statutes, no person covered by this Code of Ethics who is authorized to take part in any
manner in making any sale, lease or contract in such person's official capacity shall
have a direct financial interest in that sale, lease or contract or personally benefit
financially therefrom.
Subdivision 4. Public Disclosure by Council.
A. Within 30 days after the effective date of this Code of Ethics
each member of the Council shall file, as a public record, in the office of the City Clerk,
a signed statement disclosing the following:
1. A list of the names of all business corporations,
governmental agencies, companies, firms or partnerships or other business enterprises
doing business with the City or at some location within the City (a) with which such
person is connected as an employee, officer, owner, director, trustee, partner, advisor,
consultant, fiduciary (other than as a nominee) or (b) in which such person has any
continuing financial interest, through a pension or retirement plan, shared income, or
otherwise, as a result of any current or prior employment or business or professional
association, or (c) in which such person has any financial interest through the ownership
of stocks, bonds, or other securities.
2. A list of such person's interests in real property or rights in
the same located within the City.
B. Each person who files as a candidate to become a member of
the Council, at the time of said filing as a candidate, shall also file the disclosure
statement required by this Subdivision.
C. Within 30 days after each anniversary date of an initial filing,
each person required to make such a filing under this Subdivision shall file a new
disclosure statement setting forth the information required hereby as of the time of the
new statement.
D. Material changes in financial interest or in positions held shall be
disclosed by filing an amended disclosure statement within 30 days after such interest is
obtained or such changed position occurs.
E. This Code of Ethics shall not be construed to require the filing of
any information relating to any person's connection with, or interest in, any professional
society or any charitable, religious, social, fraternal, educational, recreational, public
service, civic or political organization, or any similar organization not conducted as a
business enterprise or governmental agency and which is not engaged in the ownership
or conduct of such a business enterprise or governmental agency. Nor shall disclosure
be required hereby where prohibited by professional or business association ethics
promulgated by any State agency.
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 11
F. The City Clerk shall inform each person required by this
Subdivision to file a disclosure statement of the time and place for filing. The City Clerk
shall notify the Council and City Attorney whenever a person who is required by this
Subdivision to file a disclosure statement who fails to do so.
Subdivision 5. Policy for Conflicts of Interest Among City
Employees.
A. Within 30 days after the effective date of this Code of Ethics the
City Manager shall, upon review and approval by the Council, promulgate for the
guidance of all City employees, including the City Manager, City Clerk, City Attorney
and Department Heads, a policy statement on conflicts of interest which shall be
applicable to all of such persons, and to consultants serving the City, and the City
Manager is hereby charged with the supervision of such policies as provided for therein
as a part of each such person's employment and contractual relationships with the City.
B. Within 30 days after the effective date of this Code of Ethics the
City Manager shall, upon review and approval by the Council, promulgate a disclosure
policy for the City Manager, City Attorney and Department Heads, and for consultants.
C. The policy statements called for by this Subdivision shall include
provision for citizens to complain to the City Manager that a person covered by such
policies has failed to comply with the same. Subject to Subparagraph D below, the
Manager shall review all such complaints with the Council.
D. This Subdivision calling for the development of employment
guidance policy statements respecting certain persons who are responsible to the City
Manager under the Plan B form of government extant in the City is to be construed so
as not to violate the City Manager's duties and obligations imposed by State law with
respect to administration of the City government. Any information filed with the City
Manager pursuant to such policy statements shall be deemed confidential information
for use by the City Manager only, except that the Council may at any time review such
confidential information pursuant to its authority to investigate City matters.