Loading...
10-17-13 Commection Project Board of Director Minutes s 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 Budaet 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 request. 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. t 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 it's 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 contemplating 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 waiting 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 backa 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. Bridae Builders Lund reported the next 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. Five 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 Valley 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. Mo�ion carried. The meeting adjourned at 9:15 pm. r � — , '' Jim Heidelberg, ` ce Chair , � F AT ST: t r C I Weil , Staff Liaison