07-09-13 CM Agenda Packet AGENDA
Council/Manager Meeting
Golden Valley City Hall
7800 Golden Valley Road
Council Conference Room
July 9, 2013
6:30 pm or immediately following the HRA Meeting
Pages
1. Bottineau Light Rail Transitway Station Area Planning Steering Committee 2-4
2. Board/Commission Guidelines 5-16
3. Neighborhood Meetings 17
4. Biennial 2014-2015 Proposed General Fund Budget 18
Council/Manager meetings have an informal, discussion-style format and are designed
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provide general directions to staff. No formal actions are taken at these meetings. The
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participation is allowed by invitation of the City Council.
T�i�d�cument is av�ilab�e in'al#ernate f�rmats upon��`2'-hour request:Please call
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Planning Department
763-593-8095/763-593-8109(fax)
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Executive Summary
Golden Valley Council/Manager Meeting
July 9, 2013
Agenda Item
1. Bottineau Light Rail Transit Station Area Planning Advisory Committee
Prepared By
Joe Hogeboom, City Planner
Summary
At the May 14 Council/Manager meeting, the City Council discussed creating a committee to
guide the City's participation in the Station Area Planning process for two potential Bottineau
Light Rail Transit(LRT) station locations in Golden Valley. The Station Area Planning process for
the Golden Valley Road and Plymouth Avenue stations will be conducted in partnership between
Golden Valley, Minneapolis and Hennepin County. It will include conceptual plans for the station
locations, parking considerations,trail and pedestrian access, bicycle access and storage,
pickup/drop-off accommodations, lighting and other considerations. It will also include planning
for transit and pedestrian conneetions to stations and planning long term land uses in the
surrounding areas. The Station Area Planning will also provide an opportunity to consider
adjustments to the City's planning and zoning requirements that address LRT station
considerations.
Staff from Hennepin County and the Cities of Golden Valley and Minneapolis have met and would
like to begin Station Area Planning for the Golden Valley and Minneapolis station locations later
this summer. We would like to hold a community meeting(exact date and location to be
determined) in early August to explain the planning process and to identify issues to be explored.
In May, the Council discussed the role of an advisory committee. Based on Council feedback, staff
recommends naming the committee the 'Bottineau LRT Planning Advisory Committee.' It is
recommended that the committee be used to help in the Station Area Planning process and also
in further Bottineau LRT planning-related activities that have yet to be identified.
Establishment of the Committee
Based on the success of the 2008 Comprehensive Plan update process, staff recommends
comprising the Bottineau LRT Planning Advisory Committee with members of the Planning
Commission, the Environmental Commission and the Open Space and Recreation Commission. In
addition, staff recommends reserving space on the Committee for residents who are interested in
participating in the process. As was the case with the Comprehensive Plan update process, the
Committee would also include any interested members of the City Council and various members
of City staff. Specifically, staff recommends that the Committee include:
• 2 members of the Planning Commission
• 2 members of the Environmental Commission
• 2 members of the Open Space and Recreation Commission
• 2 members of the community at large (to be appointed by the City Council)
• 1-5 members of the City Council
• City staff
• Staff representative from Hennepin County
Role of the Committee
Hennepin County will lead the procurement and funding for the Station Area Planning efforts.
The Advisory Committee would assist in refining goals and objectives for planning of the Golden
Valley station sites. The Advisory Committee would also recommend planning activities.
Specific duties of the Advisory Committee could include the following items:
1. Identify all impacts of the Bottineau LRT on roads, sidewalks and trails.
2. Identify effects on the existing transit system in northeastern Golden Valley.
3. Identify station parking issues, availability and opportunities.
4. Meet with key property owners and other stakeholders near both proposed station
locations to understand long-term plans for the area.
5. Identify impacts to natural resources and plans for mitigation of the impacts.
6. Establish long-term tand use goals for areas adjacent to both of the proposed station
locations.
7. Work with Hennepin County to ensure that there is an adequate method of
communication to Golden Valley property owners.
8. Meet with residents living near the Bottineau LRT corridor and identify issues and
concerns.
9. Review and offer comments on station area planning analysis, results and
recommendations.
10. Review and offer comments to land use plans for areas adjacent to the station locations.
City staff would serve on the Committee in a technical advisory capacity. However, staff would
not participate in voting actions.
Next Steps
Station Area Planning would take approximately one year to complete. The end product would be
a document that gives goals and objectives for land use and transportation near the proposed
station locations. The Station Area Plan would likely be incorporated into the City's
Comprehensive Plan. The General Land Use Plan Map could also be amended to reflect
recommendations from the study.
In anticipation of beginning the Station Area Planning efforts in August, staff recommends
bringing this issue to the Augus# 7 City Council meeting for formal creation of the Advisory
Committee. Following the creation of the Advisory Committee, staff from the Community
Development Department would arrange to be present at Planning Commission, Environmental
Commission and Open Space and Recreation Commission meetings to explain the duties of the
Advisory Committee and request that the commissions each appoint two members to serve.
Staff seeks direction from the City Council in allowing the Bottineau LRT Planning Advisory
Committee to be formed.
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City Administration/Council
763-593-3989/763-593-8109(fax}
Executive Summary For Action
Golden Valley Council/Manager Meeting
July 9, 2013
Agenda Item
2. Guidelines for Advisory Commissions, Committees, Boards and Councils
Prepared By
Chantell Knauss, Assistant City Manager
Summary
Council Members requested the Guidelines be brought forth for discussion, as well as camparing
the bylaws for the various commissions, committees, and boards.
Attachments
• Compilation of the Guidelines and Bylaws (5 pages)
• Guidelines for Advisory Commissions, Committees, Boards and Councils (6 pages)
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CITY OF GOLDEN VALLEY
Guidelines for Advisory Commissions, Gommittees,
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 advisor� 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 faws 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 dissoive 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 ineeting dates and times at the City Hall.
Scheduling of ineetings 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 ineetings 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. or 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 ineetings 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
orientatron.)
E. Acting as a private citizen: A commission member testifying before the Council as a
private citizen should clearly note before testimony that he/she is testifying as a private
citizen.
, ,
• ,
Section 2,71 Repealed
Source Ordinance No. 381, 2"d Series
Adopted: 8-21-07
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 iiaison 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.
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
Guidelines for Advisory Commissions, Committees, Boards and Councils
Page 6
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 Request,s to Coancil: 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
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City Administration/Council
763-593-8003/763-593-8109(fax)
Executive Summary
Golden Valley Council/Manager Meeting
July 9, 2013
Agenda Item
3. Neighborhood Meetings
Prepared By
Thomas Burt, City Manager
Summary
Council Member Pentel requested this item be placed on the agenda.
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�iI
Fin n rtment
� �� �tr�
763-593-80131763-593-81 Q9(fax)
Executive Summary
Golden Valley Council/Manager Meeting
July 9, 2013
Agenda Item
4. Biennial 2014-2015 Proposed General Fund Budget
Prepared By
Sue Virnig, Finance Director
Summary
At the July 9 Council/Manager meeting,the Council will be reviewing the following divisions:
-Council (001)
-City Manager (003)
-Transfers Out (004)
-Administrative Services (005)
-Legal (006)
-Risk Management (007)
-Community Development (016)
-Fire (023)
-Park and Recreation (066)
-Recreation Programs (068)
Appropriate staff will be in attendance to discuss the proposed budgets for these divisions and
answer questions from the Council.
Attachments
• Bring your Biennial 2014-2015 Proposed General Fund Budget (previously distributed)