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11-15-12AGENDA Envision Connection Project Executive Board November 15, 2012 7:00 p.m. Brookview Community Center, Conference Room Board of Directors: Shep Harris, Chair, Blair Tremere, Vice Chair, Lynn Gitelis, Sharon Glover, Jim Heidelberg, Cindy Inselmann, Helene Johnson, Philip Lund, Dean Penk, Mike Schleif, Marshall Tanick, Staff Liaison: Sandy Werts. 1. Call to Order 2. Approval of Agenda* 3. Approval of the Minutes of October 18, 2012 4. Old Business • Approve Report to City Council Regarding Envision Board per Council's April 10 request. 5. Reports and Updates A. Hall of Fame B. Envision Award C. Bridge Builder Activities 6. Communications 7. Other Business 8. Future Meetings — December 20, January 17, 2013 9. Adjournment * If you have business to bring up — let us know at the time the agenda is approved, and it will be inserted at the appropriate place on the agenda. Minutes Envision Connection Project Executive Board October 18, 2012 7:00 p.m. Brookview Community Center, Conference Room Directors Present: Blair Tremere, Vice Chair, Lynn Gitelis, Sharon Glover, Philip Lund, Dean Penk, Mike Schleif, Marshall Tanick Directors Excused: Jim Heidelberg, Cindy Inselmann, Helene Johnson, Directors Absent: Staff Liaison: 1. Call to Order Shep Harris, Chair Sandy Werts. The Meeting was called to order at 7:07 pm by vice chair Blair Tremere 2. Approval of Agenda The agenda was reordered: 4. Reports and Updates, 5. Communications, 6. Old Business. Werts asked to add item f. Ice Cream Social to Reports and Updates. A motion to approve the agenda as amended was made by Philip Lund and seconded by Dean Penk. Motion carried. 3. Approval of the Minutes of August 16, 2012 Lund asked to add the following to 4. Old business — Development of Recommendation for City Council on Envision Board role and on 2012 program priorities. Lund suggests that this Board for reference and public communications call itself by a more concise name. Currently the group is called the Envision Connection Project Executive Board, but could be called the Envision Board. Motion: It was moved by Mike Schleif and seconded by Lund to accept the minutes of August 16 as amended. The motion passed unanimously. 4. Reports and Updates A. Lilac Planting — Lund reported that the project, located on the north on-ramp from Highway 55 to 169, occurred on September 22. He said the planting went well and that it was done early. The city had the water truck on site, and watered throughout the planting. He said there could have been more volunteers. Tanick suggested having door prizes. A pin or T-shirt was also suggested. Another suggestion is to have an alternative project for kids, since youth must be 16 or older unless they are part of a Scout group. It was noted that there was good coverage from PATCH, and that the plantings are in a highly visible area. B. Hall of Fame — This committee met earlier in the evening. The committee decided the Hall of Fame should be a Bridge Builder activity, in order to receive support from the city. Tanick is working with the city to locate a permanent plaque. The area designated is on the second floor on the wall to the left of the elevator. The dedication of the plaque is planned for Tuesday, December 18 prior to the city council meeting. The committee plans to induct up to three honorees a year going forward, beginning in 2013. They are considering having the induction on the Friday before Valley Day. C. Envision Award — Lund is planning to bring a nomination for the Farmers Market to the November meeting. Werts is planning to prepare information to go to each city commission with information about the award to see if it would stimulate more nominations. D. Valley Volunteer Day — Penk reported that this occurred on October 6. There were 19 people at the Buckthorn busting event at the Historical Society. Six people helped with trail cleaning at the SEA School. The Ash Tree Tagging at Brookview Park had two people. Penk knew there was 4 adults at the pumpkin painting but did not know how many kids were there. The Lilac Weeding was not held. Penk reported that this was Jennifer Mathwig's last year. He said that the Montessori owners will manage the event in the future. E. Bridge Builder Activities — the Montessori ladies will host the next meeting in January. Tanick will get back to them. Possible locations to hold the meeting are the Highway Patrol, General Mills, Honeywell, LDI and Tenant Company. There was some discussion on whether Taste of Golden Valley should be a Bridge Builder activity. Tremere brought up a Golden Valley winter celebration being discussed by Shep Harris, Luke Weisberg and the GV Fire Relief Fund. There would be a bonfire, s 'mores and entertainment at the Golden Valley Shopping Center. There is an organizational meeting and presentation to the city council at the November 7 council meeting. The next step is to reach out through CommonPlace. City Manager Tom Burt is aware of the proposal. F. Ice Cream Social — Werts reported that the bill from Sebastian Joes for the ice cream was received the past week. The cost was $794.00. Last year the ice cream was $682.00. $500 in donations was received. The donation from the Golden Valley Foundation has not been received. 5. Communications • Hennepin County Green Partners — Gitelis distributed information about this grant program. The money is not available to cities. Grants are given out twice a year. Gitelis suggested that the Lilac Project, Valley Volunteer Day, The Chimney Swift project and Buckthorn Busting may be projects that are fundable. Information will be distributed as follows: Werts will get it to Dwight Townes Penk will follow up with Valley Volunteer Days Tremere will give it to the Garden Club. 6. Old Business • Development of Recommendation for City Council on Envision Board Role and on 2012 Program Priorities (Request by City Council at April 10 meeting, minutes attached; review of Council Resolution No. 07-35; review 1-19-12 Mayor's suggestions) Tremere emphasized that the City Council needs the Board's input so they can look at the resolution and amend it. The Board needs to let the Council know what this board is about. Tremere would like to put together an "interim" report. This would be part 1. Part 2 would be a joint meeting at a Council/Manager meeting. Tremere asked for a consensus from the Board to let him draft a report with help from Gitelis and Werts. Schleif said the report should contain four topics — 1. Who we are, 2. What we are about, 3. What we have done, 4. What we want to do. A fifth topic was suggested — How can the city help us. Tremere and Gitelis with help from Werts will draft a report based on the previously drafted recommendations and the four points listed above, including the name change. It will be sent out to the group. Tremere would like to take action on the report at the November 15 meeting. 7. Other Business -None 8. Future Meetings — November 15, December 20 9. Adjournment A motion to adjourn the meeting was made at 9:05 pm by Gitelis and seconded by Schleif. Motion carried. [11-13-1212 n' DRAFT FOR BOARD REVIEW AND APPROVAL Report to the Golden Valley City Council from the Envision Connection Project Executive Board November, 2012 BACKGROUND AND DIRECTION The Executive Board of the Golden Valley Connection Project (hereinafter, Envision Board) was established by the City Council under Resolution No. 04-69 in 2004 as a result of the 2002 community visioning event known as Envision Golden Valley. The Council desired community involvement in carrying forward ideas brought forth as part of the visioning. The Council identified the "Golden Valley Connection Project' as a way to provide for citizen involvement, and appointed the Envision Board to study and recommend options as to how citizens could be included in the establishment of the Connection Project. • The Council adopted Resolution 06-08 in 2006 after reviewing a report from the Envision Board, "Recommended Direction for Envision Connection Project." The resolution extended the scope of the Envision Board to implement the strategies identified in the report; and, the resolution adjusted the composition, charge, and term of the Envision Board to relate to the updated mission and responsibilities. • The Council adopted Resolution 07-35 in 2007, continuing the tenure of the Envision Board from the one established in Resolution 06-08, and extending the scope of the Envision Board. • The January, 2012 Board meeting was convened by Mayor Shep Harris who, by the terms of Resolution 07-35, is a member and the chair of the Envision Board. He discussed revising the resolution establishing the Envision Board. He indicated that he would propose having the chair elected by the Board with a liaison member from the City Council. He discussed prospective goals and priorities that the Board could consider before adopting goals for 2012. • The Envision Board continued discussion of goals and the Mayor presented a list of program priorities and said these could be discussed in depth and a report could be developed. He suggested that a Board member should present findings at the City Council -Manager study meeting then scheduled for March. • The City Council at the April 10, 2012 Council -Manager study meeting considered a staff request that the Council review the role and responsibility of the Board, and give direction to staff if the desire is to continue the Connection Project. There was a discussion about the status of the Envision Board and the Connection Project. Board members Dean Penk, Helene Johnson, and Blair Tremere were present and answered questions. The Council determined that it would be helpful to receive a presentation from the Envision Board about what the Board had done and any proposed goals, needs, or recommendations they may have, before the Council makes a decision whether to go forward. • The Envision Board accordingly prepared this report and approved it at its November, 2012 meeting for submittal to the Council. ACCOMPLISHMENTS The Envision Board spent substantial time initially to define its role as part of the original assignment to study and recommend options as to how citizens could be included in the establishment of the Connection Project. The 2006 report to the Council recommended that the Board should be continued as there was evidence that progress was being made, though a volunteer -based community program was very challenging. The following is a fairly inclusive list of projects and programs achieved since the Board's inception. • Established the Bridge Builders program and provided training for those individuals and groups who plan and implement projects, events and activities to accomplish the Connection Project objectives. Examples are: o The Annual Ice Cream Social – started in 2007 o The Lilac Planting Project – installing lilacs and other vegetation along Highway 55 annually since 2008-- restored the city's claim to the earlier Highway 100 "Lilac Way." This volunteer -based project has been guided by a committee of residents, city staff, and a representative of the state Transportation Department. o Valley Volunteer Day – since 2011—performing a variety of projects including buckthorn busting and cultural activities for kids o Endorsement and support of the Market -in -the Valley in the parking lots adjacent to city hall on Sundays o Global Golden Valley – sponsoring its first international day at the Market - in -the -Valley in 2012 o Neighbors -Helping -Neighbors – a consortium of two churches, the City and social service agencies to help residents maintain their property. o Promotion of the placement of chimney swift towers around the community as part of projects by individual Scouts and groups • 125th Anniversary Celebration – Established a committee of volunteers who planned and raised funds for a variety of activities. A major event attracting several hundred guests was held in December, 2011 at the Golden Valley Golf and Country Club. Long term accomplishments are: o The 25 -year Time Capsule and permanent marker located at city hall; the project and contents were largely contributed by local residents and businesses o The Golden Valley Hall of Fame whose initial five inductees will be memorialized on a plaque to be located in city hall in 2012. • Established the Golden Valley Community Foundation, an independent, non- profit organization created with the goal of providing financial support for a variety of community endeavors. • Created community digital communication, initially through "I -Neighbors" and, more recently through the "CommonPlace Community" networks (an online social networking venue that provides an outlet for local events and neighborly help. It has 438 members in November, 2012. • Work with the City's part-time volunteer coordinator hired in August, 2010 and other city staff members to foster volunteer initiatives and provide a liaison to grassroots community groups. • Established the Envision "Visi" Award in 2009, which is presented to citizens who inspire others to improve the community. Recipients are memorialized on a plaque located at city hall. GOALS The primary goal of the Envision Board has been to respond to the city council's direction to foster and develop the Envision Connection Project, as originally stated in 2004 and subsequently expanded and continued in 2006 and 2007. The 2006 report to the council contains a number of specific ideas and proposals. More recently, the Envision Board has considered its experiences and input from Bridge Builder volunteers and the Mayor. The working list of goals listed below can serve as a framework for ongoing and new specific projects such as those accomplishments listed earlier. • Bring residents, businesses, institutions and City employees together to help realize the aspirations cited in "Envision Golden Valley," the City's published description of the visioning project, its conclusions, and of the Connection Project. • Encourage new initiatives by city residents and businesses • Encourage involvement and inclusiveness within neighborhoods, among cultures, and across generations • Link people, groups and resources that are inspired by particular visions • Sponsor events or strategies to involve more people in advancing the vision • Provide communication and support to project teams NEEDS The Envision Board's needs, like its responsibilities, are unique compared to other advisory boards and commissions. The fundamental need is to have a current statement of endorsement and direction from the City Council. Staff support from the Volunteer Coordinator as well as various other personnel is important. The in-kind support as well as financial underwriting of certain events and programs is highly valued. The Board recognizes the limitations of the city resources. It is noteworthy that a significant dividend of the Board's efforts is the substantial contribution volunteers make to the community through their time and talents. Placing an economic value on that contribution has been beyond the Board's assignment. The Board believes that a permanent liaison from the city council is vital to its success. The authorizing resolutions have designated the mayor as a member and also as the chair of the Board. A key ongoing need is promotion of the Connection Project and the principles of Envision Golden Valley by the city council. This support takes many forms and is closely tied to the daily promotion of Golden Valley. Communication with residents is vital, and the Board particularly sees a need to maintain an historical account of the Envision Connection Project that can be part of a training document or packet for residents who seek opportunities for involvement. The city staff made a significant contribution in 2011 by incorporating the six categories of the Envision Golden Valley Guide into six issues of the city "Newsletter." This should continue on a periodic basis, in addition to or in lieu of republication of the Guide, itself. FINDINGS AND RECOMMENDATIONS The Board finds that the Connection Project and the Envision Board should be continued. The Board referred mainly to Resolution 07-35 since it is the most recent formal authorization for the Board and the Connection Project. While detailed revision and updating of the 2007 Resolution is best left to the city staff and council, the Board developed and recommends the following as substitute language for the "Mission and Responsibilities" section of a revised resolution that authorizes and continues the Envision Board. A. Mission The Envision Board shall advance specific implementation strategies for the Connection Project that meets the following objectives: Promote the ideals of the Envision Connection Project by engaging and empowering citizens of Golden Valley to participate in projects and activities that strengthen the community. 2. Provide connection and networking opportunities for individuals, groups and businesses inspired by a particular vision for enhancing the quality of life in the Community. 3. Encourage interaction among city officials and employees, volunteers, and others to advance the vision. 4. Develop and promote events to involve more people in community life. 5. Create a sense of progress toward realizing a collective vision that inspires care for the community through available media and educational resources. B. Responsibilities 1. Submit a periodic report to the city council as may be requested describing activities, events and achievements. 2. Secure Council approval for proposed activities which involve city personnel, city resources, or related expenditures of public funds 3. Take leadership in implementation of Board activities or facilitate the implementation of those activities by other community organizations or individuals; 4. Identify ways to accomplish the Envision Connection Project mission and responsibilities through another entity or entities outside the scope of city government while retaining the possibility of links to the City of Golden Valley. ENVISION BOARD MEMBERS The 2012 Envision Project board members, other than Mayor Shep Harris, who are appointed by the City Council include: • Lynn Gitelis • Sharon Glover • Jim Heidelberg • Cindy Inselmann • Helene Johnson • Philip Lund • Dean Penk • Mike Schleif • Marshall Tanick • Blair Tremere