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4-19-12Minutes Envision Connection Project Executive Board April 19, 2012 7 p.m. Brookview Community Center, Conference Room Board of Directors: Blair Tremere, Vice Chair; Lynn Gitelis, Jim Heidelberg, Cindy Inselmann, Helene Johnson (7:15 pm), Philip Lund, Dean Penk, Mike Schleif, Marshall Tanick (7:22 pm) Directors Absent: Shep Harris, Chair, Sharon Glover Staff Liaison: Sandy Werts. 1. Call to Order The Meeting was called to order at 7:07 pm by vice chair, Blair Tremere. 2. Approval of Agenda Motion: It was moved by Schleif and seconded by Gitelis to approve the agenda as printed. The motion was passed unanimously. 3. Approval of the Minutes of March 15, 2012 B. Old Business, vi. Line two — change the work quarterly to monthly. Motion: It was moved by Heidelberg and seconded by Penk to approve the minutes as amended. The motion carried. 4. Old Business A. Development of recommendation for City Council on Envision Board role and on 2012 program priorities (oral report of April 10 Council -Manager meeting; review of Council Resolution No. 07-35; review 1-19-12 Mayor's suggestions) Tremere reviewed the Council -Managers meeting of Apri110. He, Penk, Johnson and Werts attended the meeting. The Council talked about continuing the Board. Council members expressed appreciation for what the Envision Board has done. The Board was given the charge to make a recommendation of the role of the Envision Board going forward. Tremere said he made a request for an organization chart showing the relationship of Envision and Bridge Builders to the City Council. Johnson said she asked for a continuing liaison from the council. The Board would like the attorney from the League of Cities to come to a meeting and discuss the open meeting law and how it affects the Envision Board. Tremere continued that the council is interested in Envisions recommendations on questions for the community survey that will occur in 2013. Werts said she heard the manager ask for the Envision board to put together their mission and vision and how it would accomplish their goals in reference to Resolution 07-35 Section I B on Responsibilities. Tremere said he sees the charge as a two step deal. 1) Revise the resolution and goals and objectives, and 2) revise again after the community survey. Schleif suggested that the board look at the value they have created and let the council know what we want to do. There will be a work session of the entire committee. B. Participation in meetings by electronic means — A memo from the City Manager stated that "a member may listen in to the meeting by phone but will not be considered present for purposes of voting or a quorum." 5. Update and Reports: A. Important Envision Topics (list is not ranked as to priority) 1) Public Awareness/promotion — Penk questioned whether Envision should continue with promoting both CommonPlace and I -Neighbors. He said a new member recently joined I -Neighbors. It was recommended that the people on I -neighbors be invited to join CommonPlace and that information not be posted on I -neighbors. Gitelis said it was possible to set up "neighborhood" groups on CommonPlace. Lund said he would like the Minnesota CommonPlace representative to participate in Valley Days. 2) Connecting Cultures — Johnson reported that the next meeting will be on Monday, April 23 from 6:30 to 8 pm at the Library. A small group has come together and she will proceed with them. Johnson said that Linda Loomis is working with the Farmers Market and there will be theme designations for various weeks. Some of those being planned include Somali, Native American, Mexican, and Asian. There will be children's activities and food. Johnson said they are also looking at combining cultural activities with education and applying for legacy grant funds. 3) Young Adults/Young Professionals — this is a Bridge Builder Activity 4) Envision "Visi" Award — Lund will nominate the Farmers Market founders after Valley Days. 5) Calendar ---Community Events and Holiday Events — Tremere said that Mayor Harris is interested in a community events calendar. Such a calendar will be set up on the Foundation Website. 6) 125th Anniversary Events — a) Time Capsule - Tremere reported that a group from the 125th Anniversary Committee is focusing on a location for the time capsule. Three locations have been suggested on the City Hall Campus. The date has not been set for the event. The city will dig a hole, line it with a concrete culvert and put a city logo cover on it. There will also be a marker. One date they are looking at is the first day of the market. b) Hall of Fame — Marshall reported that they are working on ideas. He showed some examples for a plaque. 7) Bridge Builders Group — The next quarterly meeting is coming up — Penk said they wanted to have a planning meeting before the next meeting. A venue is needed. There will be a planning meeting in June for the meeting in July. 8) Ice Cream Social — this is set for July 16. The Sousa Band has been contracted. Sebastian Joes will provide the ice cream. They sell it to us at the wholesale price. Tanick will contact potential sponsors. 9) Lilac Planting — Werts reported that there will be a Lilac Maintenance Morning on Saturday, May 26 from 9 am to Noon. This will take place in the area planted in 2010. The Fall planting will occur on September 22. 10) Farmers Market — The Farmers Market starts on Sunday, June 24 from 9 am to 1 pm. Envision requested space on the following dates: June 24, July 22, August 19, September 16, October 7 The Board needs to arrange for the set up of its booth. Last year Linda Loomis had a key. Gitelis suggested that the board should put together a list of what the city has provided. Tanick suggested that the Board cut back on dates. 11) Valley Volunteer Day — This will occur on October 6 and will include some of the same activities. Instead of sidewalk chalk drawings, the children will be painting pumpkins. 12) Youth Engagement/Summit — No report 13) The Arts —no report 14) Recruitment of Board Members — take off agenda B. Other Groups and Activities 1) Golden Valley Days - Penk would like to get a banner for Valley Day. In discussing staffing the Valley Days booth, everyone on the committee has other obligations on Valley Days. It was decided that Envision, Bridge Builders, the Foundation and Lilac Planting be in two tents side by side. 2) Community Foundation — Penk reported that the Foundation Board is identifying groups to solicit for funding. Tremere said there is to be a meeting of the city management, the Human Services Fund and the Foundation Board to resolve how to transition funds so that in the future the Run in the Valley and the Golf Tournament are part of the Foundation. The website has be formalized — gvfoundation.org. A donation site has not been developed. Money now goes into a Golden Valley Foundation fund at Wells Fargo bank. Money is designated in the following areas: Envision, Foundation, Human Services Fund and Golden Valley Days. 5. Communications • Board and Commission Dinner — a memo with details was included in the packet. The date is May 30 at 6:30 pm at Brookview. 7. Other Business • Tanick will check with the Golden Valley Country Club for a date in July for the Bridge Builders. 8. Future Meetings — May 10, Brookview; June 21; July 19 Motion: It was moved by Heidelberg and seconded by Penk that be only two items on the May 10 agenda. These will be discussion on Golden Valley Day and the Resolution. The motion carried. • Gitelis will be having surgery on May 1 and will not be at the May 10 meeting. • Heidelberg will be out of town on May 10. 9. Adjournment- The meeting was adjourned at 9:15 pm.