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11-21-13 Envision Connection Project Board of Directors Agenda Packet AGENDA Envision Connection Project Executive Board Regutar Meeting November 21, 2013 7 pm Golden Valley City Hall, 7800 Golden Valley Road Council Conference Room 1. Call to Order* 2. Approval of Agenda** 3. Approval of Regular Meeting Minutes—October 17, 2013 (5 minutes) 4. Work Plan and Budget • 2014 work plan (20 minutes) • 2013 accomplishments (40 minutes) 5. Projects and Council Updates (30 minutes) • Bridge Builders • January Quarterly Event • Envision Award • Trees For Tyrol • Don Brown • Global Golden Valley 6. New Business (10 minutes) 7. Upcoming Meetings • December 19, 2013 • January 16, 2014 • February 18, 2014 8. Adjourn *Meeting will not be held without a quorum. ** To add something to the agenda, mention it af the time the agenda is approved. MINUTES Envision Connection Project Executive Board October 17, 2013 7:30 pm City Hall Council Conference Room Directors Present: Jim Heidelberg (Vice-Chair), Mike Berger, Helene Johnson, Philip Lund, Dean Penk, Wendy Rubinyi, Mike Schleif, Blair Tremere Directors Absent: Lynn Gitelis (Chair), Sharon Glover, Cindy Inselmann, Marshall Tanick Other: Cheryl Weiler(Staff Liaison), Shep Harris (Council Liaison) 1. Call to Order The meeting was called to order by Heidelberg at 7:15 pm with a quorum. Mayor and Council Liaison Harris performed the swearing in ceremony for Mike Berger, the newly appointed board member. 2. Approval of Agenda Harris added Teen Project and Johnson added Naturalization Ceremony. Approval of agenda moved by Tremere and seconded by Schleif. Motion carried. 3. Approval of September 19, 2013 Minutes Moved by Tremere; seconded by Johnson. Motion carried. 4. Work Plan 2014 Work Plan and Budqet Weiler distributed copies of the 2014 budget. Heidelberg asked about budget figures, which Weiler said includes staff time for the Lilac Project but not for other projects, and whether the Board has oversight over staff time aspect. Tremere clarified that perhaps the City amount for staff isn't so much City vs Envision as Envision oversight and formality. Weiler was asked to clarify and report back (see follow-up email to Board).* Lund said even though the Lilac Project came out of Envision, this reflects the cost of City involvement. He also questioned staff involvement in Valley Days and Market In The Valley, and where that fits in. Harris said he thought Valley Volunteer Days was a Golden Valley Community Foundation Event and if so, why is it on this budget. He then suggested starting with the work plan, then moving to each budget figure. Moving on to the work plan, Johnson asked if the $2,000 allocated for Bridge Builder training could be used for other items, like Global Golden Valley. Lund said he'd like a small amount allocated for Bridge Builder quarterly meetings. Tremere suggested looking at events and clarifying the relationship with the Golden Valley Foundation. Harris asked the group to not get caught up in what is Foundation or what is Envision, but rather what is best for the community. He said occasionally the Council has talked about whether some events are worth it, like the Lilac Project. Tremere suggested that training should be a line item under Bridge Builders. Penk said if the Board wants to support volunteering, then it should support training. Heidelberg asked about the amount needed to run quarterly Bridge Builder meetings. Lund suggested $75 per meeting. Penk wondered about covering the cost of communications—would it all be by email? Board discussed various communications mediums and costs. Penk asked how these costs are accounted for. Heidelberg suggested the Board decide what is needed, how much staff is needed for each event, then present it to the Council as a requesta Group agreed, then discussed how to fund possibilities when the Board isn't sure what will occur. Lund moved $2,000 for training, $300 for quarterly meetings, and $700 for new initiatives and efforts. Scheif seconded. Motion carried. Tremere suggested looking at what items the City has taken over, like Neighbors Helping Neighbors, vs other items. Harris explained that if they're going to add anything to the budget, now is a good time for the Council to consider it (see follow-up email to Board).'` Johnson moved acceptance of rest of budget. Lund questioned if$100 was enough for VISI Awards. Penk suggested budgeting for six plaques per year at around $250. Schleif moved, Penk seconded, motion carried. Tremere suggested keeping the Lilac Project going as long as the City supports it. Lund moved, Schleif seconded, motion carried. Harris asked if Valley Volunteer Day is a City or a Foundation program. Penk clarified it was a City program. Discussion ensued about need for more staff support from the City's volunteer coordinator and need for a more unified approach for working with volunteers. Lund asked what the Board was funding and reminded group that the last batch of T-shirts was funded by the Foundation. Schleif reminded group this is a starting point and moved to continue Valley Volunteer Days with a budget of$600. Tremere seconded. Notion carried. Heidelberg asked if the Board wants to ask the City to allocate more staff time, and Johnson wondered how to be more efficient and effective with current staff time. Penk asked if the City is going to support volunteerism, will it support more staff time? Harris suggested adding more efficient volunteer programming to the work plan and providing the Council with justification to increase the volunteer coordinator's time. Tremere moved to approve Ice Cream Social budget of$900. Schleif seconded. Motion carried. Tremere updated Hall of Fame needs for community contacts, selection, and the event. Cost for the 2013 event was $700, which Tanick paid personally and was reimbursed for by a Foundation grant. Schleif moved to approve the budget of$1,000, Lund seconds, motion carries. Heidelberg asked if there were any other projects for the work plan/budget, and it was agreed the Board had a full plate. Signage to promote events had been discussed at a previous meeting, and the group agreed to add it to the work plan. Tremere asked if signs could be used interchangeably with other City programs. Weiler said she would research options. Schleif suggested budgeting $1,000. Rubinyi amended it to $1,500, Schleif seconded, motion carried. Rubinyi asked to add to the budget a survey to gauge community interest for greenway ideas as well as for a community meeting to rally support and educate people about how to safely create connections over Hwy 55. Harris said to not worry about the budget piece if iYs something the Board wants the Council to consider because the 2014 City budget has $100,000 for a community center assessment. He said the Board could recommend that the assessment include a discussion on greenways. Rubinyi asked for support to put the idea on the work plan. Harris provided background on the earlier greenway presentation to the Council and Hennepin County's lack of interest. Tremere reminded everyone that the Board has endorsed the idea but it should be under the purview of the Open Space and Recreation Commission. Harris and Rubinyi said the idea goes beyond Open Space and Recreation, that it's larger than that. Rubinyi proposed a greenway survey as part of the work plan. Johnson said this idea relates to some ideas in the original Envision report. Harris said the community center project will be a big conversation in the community and encouraged the Envision Board to be part of it. Rubinyi moved that the greenway/safe crossings issue be added to the survey the City is contempiating for the community center and that community meetings be held. Heidelberg asked where the item fit on the work plan, and the group agreed it is a separate item. Penk seconded, motions carried. Weiler will find out the proper procedure for adding the greenways issue to the community center survey (see follow-up email to Board).�` Heidelberg asked when to deliver the budget (now) and the work plan (Harris suggested vvaiting until the new Council is seated in January). 5. Projects and Council Updates Teen Proiect Update Harris provided an update on the Teen Advisory Board project. One student will follow up, get participants, and report back. Harris suggested adding the Teen Advisory Board to the work plan under Mentorship. Naturalization Ceremonv Harris provided an update on the July 4 Naturalization Ceremony and asked if the Board wants to continue it. He said staff time was minimal, sponsors provided cake and supplies. Johnson suggested adding it to the work plan and said Global Golden Valley would assist. Bridqe Builders Lund reported the ne� Bridge Builder quarterly event is going to be in January. Schleif suggested planning the dates for an entire year. VISI Award Penk reported on his nomination of the Trees For Tyrol project for an Envision Award. Six people will accept on behalf of the neighborhood. Tremere moved approval of award, Schleif seconded, motions carried. Penk will work with Weiler on language for the plaque. Global Golden Vallev Johnson reported that the Global Golden Valley event with the Armstrong students studied in Japan is set for November 16, 1-2:30 pm, at the Golden Valley library. 6. New Business Schleif reported that the Private Citizen Golden Vailey Calendar at goldenvalleycalendar.com is set up and ready to go. 7. Future Meetings The next meeting will be Thursday, Nov 21, 2013, 7 pm, City Hall Council Conference Room. 8. Adjournment Moved by Heidelberg and seconded by Penk. Motion carried. The meeting adjourned at 9:15 pm. Jim Heidelberg, Vice Chair ATTEST: Cheryl Weiler, Staff Liaison From: Weiler.Cher� To: Cc: Virnig. Sue; Burt.Tom Subject: Answers to Oct 17 Envision Board meeting questions about budget,Lilac Project,proposing new items to Council Date: Tuesday,Odober 22,2013 12:42:43 PM Hello, At the Oct 17 Envision Board meeting, questions were raised about increasing the budget for 2014, the amount allocated for the Lilac Project, and how to formally propose new items to the City Council. I said I'd get that information and respond to the Board. Increasing The 2014 Budget After the Council sets the City tax levy in early September, the City budget can only be decreased, not increased. Any proposed increases to the budget would have had to been included in the budget that was presented to Council in early July so they could be considered in the Council's August budget work sessions.This means the amount in the City Council's 2014 budget for the Envision Board projects is the original $20,200. Money can be moved between line items within the budget (for example, dollar amounts can moved from Bridge Builders to Valley Volunteer Day, or vice versa). Looking back,the 2014 budget and work plan has been on every Envision Board agenda since May. The May 9 meeting agenda stated that budget work papers were due May 24.The May meeting did not have a quorum, so the item moved forward to 1une. Because of upcoming deadlines, City Finance Director Sue Virnig came to the June meeting to outline the budgeting process. The June meeting did not have a quorum, but as the Council was receiving the budget in July, numbers had to be determined. The 2014 Envision budget was determined based on past expenditures and input from Board members present that night. In July,the Board ran out of time before getting to the work plan and budget agenda item and agreed to bring it back to the August meeting. The item was not addressed in August or September. The Board still needs to present a 2013 annual report and 2014 work plan to the City Council. Recommendations for additional programming and increased funding can be included in a 2015 work plan for Council consideration. Lilac Project Budget Allocation I erroneously reported that the$15,600 Lilac Project line item in the budget covered Public Works staff costs. No City staff costs are reflected in the current Envision Board budget. Most($15,000) of the Lilac Project line item pays for the actual plant materials for the Lilac Project, which are then reimbursed with revenue from a state grant. Proposing New Items/Programs To the City Council During the Golden Valley Greenways discussion, Board members asked about the procedure for bringing new programs to City Council attention. When the Board agrees to recommend a program or item to the City Council, Board members must prepare a proposal outlining the program and its costs and submit it to the City Council for consideration at either a Council/Manager or City Council meeting. Regarding budgets,the Board must follow the City's budget calendar and process, which means discussion must be finalized by the May meeting for consideration in the following year's budget. Please let me know if you have any questions. Thanks, Cheryl Cheryl Weiler � Communications Manager � City of Golden Valley r�rk�pf 7800 Golden Valley Road � Golden Valley,MN 55427� 763-593-8004 � 763-593-8109(Fax) �+��'�� 763-593-3968(TTY) � cweiler@goldenvalleymn.gov �,��j .! Please note new email address. � � � m L O � � N U a � N (�p � O C�O O � N � 0 � � � N O N � � N L � " a ;� � ....��:.', �,? . � � z � ' � c� �. � � � � p � , � . �� 13 � �; � . �, �. � : �.'. a., ,�'', d M � � � O ._ N �"' N W � M r O p N � a � � o � � Na L � M� W � 0 C" '� � N v > Q C I.IJ C O �+ �L dC 0 Q � � L W .0 � L U � � � � � � � . � O (0 � � m � d � `� > NQ c� U ° a� � � N (� N •C � J V = � m � cityo�f� D��t II� EMt) RANC� UM � . . . . �+�. E',�j City Adnunistration/Council J 763-593-8003/763-593•8109(fax) � ,.��w. , ��.��v<.,�� 9-�: ��;*� Executive Summary For Action Golden Valley City Council Meeting December 3, 2013 Agenda Item Presentation of Envision Award —Curt and Jayne Olson family, Rob and Sue Wheaton family, Katie Murphy Design, and Trees For Tyrol Donors Prepared By Cheryl Weiler, Communications Manager Summary When North Tyrol Park was devastated by a tornado in May 2011, it destroyed a park enjoyed by kids and families, including alifetime of mature trees. The following year, Curt and Jayne Olson, Rob and Sue Wheaton, and Katie Murphy rallied the neighborhood to revitalize the park. They created a marketing plan and worked with the City to fund the purchase of larger trees and plantings so the park could regain its mature status years earlier.Using flyers, yard signs, a newsletter, and word of mouth, they built neighborhood awareness and support. Local action and neighborhood participation shows that North Tyrol Hills citizens recognize the value of their local park and invested so kids and families could enjoy the shade and facilities like generations before them. It is a prime example of a public/private joint venture that enhances the community social network and adds to the quality of life in Golden Valley. Recommended Action Award an Envision Award to the Curt and Jayne Olson family, the Rob and Sue Wheaton family, Katie Murphy Design, and the Trees For Tyrol Donors for their their long-term community vision and work in developing and implementing the Trees for Tyrol campaign. � � 'H � �, � o �° +., +� � '� � � � .y y �� `y� � o +� � S � � '� � � N �� S ,� � � � � '� •ti .l' 0� � � � �' ti �' �' �' �' ti +�•i p '� � O�i +�.� '� O h p O�'i ;ti' '�, v a' �'O � � O '� � '�' � �','�S 4ai O � � � V � a � � '� � '�-� � � �' � � O .� h O +� � ,�� y O � y � � �+�, � ,� � ,� D �S' �' � �'� o O' J •,,, '� � � '� � � o � � h p .�q .{Y� � � '�� o � '� o � � � � � •H +� y� o +� o +� � �` �' `' � y w� �' � .. `� ''� p� O' 't V .l � �' �' �' � � �' 'H y a � � � '� � b4 0� � � � N � o�i � � '� � � � � �� .�� O �,� b4��'ti y � �n O O 0� •,v �' C� � � � � � � � v ti ` � d' � H 0� � � � ti � O "+ O .^QH' `1'` � � ` � � °' O S � � H � � � � '� � � � o�., ... (ti O� '� � '� � � ,�' � d' '�4 .N � .N � � O p {�y' C� �'1'�i �' `S' bq �' p `C' L' a �' 'v � � ��. �`��1•� � � � � 'S � � O �' '.�\' '� '� � O .� , N �� S� � 1.' � .b4 p � �i.�' � �' �' �' 0� � � � � v � � h � � � � � � � � � O � � � ��'�' � 'y4 v [�,�� '� .� o�'i � � � � � � � � N •� � p,� � � � � ,� 'y +�� '1 O�' �-i � '.� '� I�i �' � H Ov' � � ti � O' �O�' � 4i � •d' ..' � � � O � v � � S .l'. � '�, �� ,U � �`�' � N � ti � •N � O� o, �� m .� •� •� �� '.�, o �,�, � � � � S � �� o � � S �, .� �� ' .� � � h p � � H � ° � � � os � � °' o� �h � �� n _ � ,s � o � ° � �~°v � O +� a �� C� � � � � �� Z '� a � � � o � N � w � �o �i � 4r i � � � 'o � _ � � 0 `' �,� � � � � � � Q � � � � � v � � � N '� o� � � •� N � � � � �� o�., O � v � � � .H � y � '� N� .��N ,� � .�� ' v •.�., �_V � � � � � �V � � � h � o �i p) � .�o � � o � s � � ¢,� � � � � � � -j� � � o� o� � � � � .�. � � � w � � � Visi Award Nomination #7 Your Name * Linda Loomis Email * linda.loomis@comcast.net Address * � 6677 Olson Highway Golden Valley, Minnesota 55427 United States Day Phone Number * (763) 545-4659 Evening Phone Number Are you nominating an individual or a Individual group? * Name of Nominee * Don Brown Nominee's Address 1408 Independence Avenue North Golden Valley, MN 55427 United States Nominee's Phone Number * (763) 545-9518 Nominee's Email Address Name of Nominated Group * Address of Group or Group Representative * Phone Number of Group or Group Representative * Email of Group or Group Representative What was done? Include general timeframe and location. * Mr. Brown has been the epitome of"can do" resident of Golden Valley. I first heard of Mr. Brown before I was elected Mayor when he encouraged the city council to make the Highway 169 corridor more beautiful. Since that time he has planted shrubs and other plantings along the frontage road to enhance the beauty of his neighborhood. He has voluntarily mowed the grass of the TH 169 Right of Way and enlisted other neighbors to help him with his work. As I was running for Mayor of Golden in 2001 I more formally met Mr. Brown. He can often be found at the MacDonald's restaurant on Medicine Lake Road and that is where I met him. He told me about a project he was working on with MacDonald's. Mr. Brown told me he was concerned with the trash he found blowing around his neighborhood that was from MacDonald's as well as other trash. He had encouraged MacDonald's to provide him with gift certificate that Mr. Brown handed out to school bus drivers. The drivers would hand out the gift certificate to students who picked up trash on their way to the bus stop and the drivers would then collect the trash on the bus for later disposal. He also developed an adopt a hydrant program that he brought to the city in order to keep fire hydrants clear of snow in the winter - thus reducing the response time for fire fighters called out to winter time fires. He has been known as Mr. E-85 and has been known to use refined waste cooking oil to fuel his car. He is an original thinker and is always looking for ways to engage the community around to keep Golden Valley strong. This are just the efforts that I am aware of, I am sure that there are many others in the community that would have more to offer about Mr. Brown. How did this benefit Golden Valley? * Mr. Brown has demonstrated his care for the community of Golden Valley in looking for simple solutions to problems he identifies in the community. His many ideas always involve connecting others in the community for the common good. He is exactly the type of person Envision is looking for to recognize his efforts in making Golden Valley the great community we all enjoy and value. Which of the six Envision categories did • Community Engagement this accomplishment address/enhance? * • Environment ______�___�_ ..____ _ _____ __._______ ____ �________________� Created � ; Updated � 1 Nov 2013 � 98.240.160.252 ' 1 Nov 2013 ' 2:55:1 9 PM IP Address 3:1 2:09 PM __.__. .�._._ ___ _. ,: _._� ___ _ _ . PUBLIC I PUBLIC ; � . .. �.�.<�.. �.. .,;, �._ ,�w..n . ...... ...,.... ,.�uw�.�,.n�xr�.n..�x�..a..�.u�.. ...... �..:_..., _...�_�M ��..�...�,..�...r.�.... .. � �Oiilp�@t� �