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02-25-14 Envision Connection Project Board of Directors Agenda Packet AGENDA Envision Connection Project Executive Board Regular Meeting February 25, 2014 7:30 pm Golden Valley City Hall, 7800 Golden Valley Road Manager's Conference Room 1. Call to Order* 2. Approval of Agenda** 3. Approval of Regular Meeting Minutes —January 16, 2014 (5 minutes) 4. Work Plan and Budget � Review Great Idea form (5 minutes) • Budget management (10 minutes) � Review Lilac Committee draft minutes 5. Projects and Council Updates (20 minutes) • Bridge Builders � March Quarterly Event • Envision Award � Don Brown update • Lilac Committee nomination 6. New Business (10 minutes) 7. Upcoming Meetings • March 20, 2014 • Apri117. 2014 • May 15, 2014 8. Adjourn *Meeting will not be held without a quorum. ** To add something to the agenda, mention it at the time the agenda is approved. MINUTES Envision Connection Project Executive Board January 16, 2014 7:30 pm City Hall Council Conference Room Directors Present: Lynn Gitelis, Sharon Glover, Jim Heidelberg, Cindy Inselmann, Helene Johnson, Philip Lund, Dean Penk, Wendy Rubinyi, Marshall Tanick, Blair Tremere Directors Absent: Mike Berger, Mike Schleif Other: Cheryl Weiler (Staff Liaison) 1. Call to Order Chair Gitelis called the meeting to order at 7:35 pm with a quorum. 2. Approval of Agenda Johnson added Vista Volunteers under New Business. Penk moved the approval of the agenda and Lund seconded. Motion carried unanimously. 3. Approval of December 19, 2013 Minutes Johnson moved approval of the minutes, Penk seconded, motion carried. 4. Work Plan and Budget Envision Commission 2013 Year End Report Chair Gitelis asked if there were changes or corrections. Johnson added item #10. "Global Golden Valley successfully hosted a Naturalization Ceremony at City Hall July 4 and a program featuring Robbinsdale Armstrong High School students who had traveled to Japan." Gitelis commented that in 2014 it must be clear that the Envision Board is here to connect, not vet ideas, and to be facilitators. Tremere said he has the draft document he and Lund worked on to use the Envision Board as a speaker's bureau to help connect people. He suggested it be added to the 2014 Work Plan. 2014 Work Plan Board members reviewed the revised 2014 work plan. Lund asked about the Marketing Advisory Group, and Gitelis explained that Schleif had mentioned at the December meeting that the mayor had formed a Marketing Advisory Group, which came out of the mayor's think tank. Heidelberg asked for clarity about item #8 Communications/Marketing, and Johnson said item #3 Volunteer Facilitation seemed vague. Heidelberg said the 2014 work plan would define it. Modification of Proiect/Plan Proposal Form The group asked about the purpose of the form. Gitelis explaining the Connection Form was to track incoming ideas, and that the group needed to tweak it until it works. Heidelberg questioned the function of the form. The group discussed ways to use it, who fills it out, and suggested the following changes: rename it Golden Valley Great Ideas and add a note explaining the purpose of the form (`Please fill out this form so we can help you connect."), remove all general information except name and date and ask people how they'd like to be contacted, remove project information section, change the description area to "Describe Your Great Idea and Goals," and add section asking "How will you know you've achieved your goals?" The Tennyson warning will also be added to let people know the information on the form is public. Rubinyi suggested creating a separate interest form for what people want to participate in and discussed the need for getting the word out. The group talked about ways to steer people to the volunteer form already on the City website. Gitelis steered the discussion back to the Great Ideas form and pointed out that the point of Envision is to start new things. Heidelberg pointed out the function of the form is to collect new ideas. Gitelis said new ideas could be sent to the City's volunteer coordinator so she could connect people who want to get involved. Gitelis added the form needs to be able to help with ideas like Global Golden Valley, or Market in the Valley. Weiler recorded the modifications and will bring them to the group at the February meeting. Rubinyi suggested bringing the form into schools to generate ideas—sixth grade classrooms, for instance—as a way to educate and generate grass roots participation. Budqet Manaqement Gitelis distributed the Budget Request Form for group discussion. After many questions about the purpose of the form and the need for it, Gitelis explained it was needed to track spending and donations. Weiler explained all expenditures and donations need to be reported to the City Council. It was also explained that all purchases need to be approved by the Board before money is spent, and all donations need to be tracked and formally accepted by the City. The group decided the form should be renamed "Purchase and Donation Tracking Form." Penk suggested an area be added to the form regarding the reimbursement process. Weiler will ask Finance Director Sue Virnig for clarification of the process. Rubinyi suggested the group consider a way to value partial donations or at-cost or in-kind donations. Weiler will check City policy with Virnig. 5. Projects and Council Updates Bridqe Builders Lund reported he secured the Wirth Chalet for the next quarterly Bridge Builders event, which will be Saturday, March 8, 10 am to noon. He worked with Andrea Webber to get David Smith, the historian who works with the Minneapolis Park Board, as a guest speaker. Smith will give a presentation on the history of the Wirth Chalet, and Lund will give the tour. VISI Award Tremere will contact Linda Loomis to coordinate with VISI nominee Don Brown for a presentation date before the City Council. Tremere then added that Tanick has contacted the old Hall of Fame Committee to see if any of them have any concerns moving forward with the Hall of Fame process. Gitelis reminded the group of subcommittee rules. For example, the Bridge Builders event must be publicly noticed. Heidelberg moved to create a permanent Hall of Fame Subcommittee of Tanick, Penk, and Tremere. Inselmann seconded. Motion passes. Tanick will tell Weiler meeting dates, locations, and times and will take notes at the meetings. 6. New Business Vista Volunteers Johnson presented a notice from the League of Minnesota Cities about an upcoming program regarding volunteers and getting a free volunteer coordinator to help build a program. Lund moved that the Envision Board supports the idea of a Vista Volunteer and that Johnson send the email to Gitelis to forward to the mayor asking that special action be taken. Seconded by Gitelis. Motion passes. Tanick, Gitelis, and Heidelberg will meet with the City Parks and Recreation staff to discuss the Ice Cream Social. 7. Upcoming Meetings Weiler indicated that the February 20 meeting needed to be changed to a different date due to staff conflicts. The group agreed upon February 25. 8. Adjournment Moved by Tremere and seconded by Tanick. Motion carried unanimously. The meeting adjourned at 9:30 pm. Lynn Gitelis, Chair ATTEST: Cheryl Weiler, Staff Liaison ��t N _ T1 NG I h 1/ II Go de a e , y ��i��ii� �` � Great Ideas �. G COMMUNITY Please fill out this form so we can help you connect. � BV��pIPi �� ' P��` Name First �ast Age(if under 18) How would you like to be contacted? � �^ � - � - • � - s '�' � x y` �; � ��-�.: "��.� �� f� NS�ci £ , ��r� � �,�.. f ... at are your goa s,or w at is t e esire outcome. � trr � � � �.. ��.`z""' � �;, �� ;�~��,,, ow wi you now you ve ac ieve your goa s. � , � �� ' � xG�,. �� #.<.- ��_:� � �� . � t �', h� °� �� '�`'� � 3he information� rovided'b � � ` "�� " � � p y you will be u"sed for comrriunlcations�-elated to the��vi�iotr Connection Pr»ject."YOUr��. � _ � participation in the,Cvnnect+Qn Prc�jeet is pubiic data;��however,as your participation is strictly voluntary,you are not �" �,�� required by law:#4,furnish any information requested:If you do not furnish.this informatibn,communications tp you � � �� regarding tfie Conr�ec�rbn proj�ct,a�id your participatian,may i��f mi,ted itifs�r�nati�r��in thi�form wiN be shared with hr � ° the Cit.y.�ouncit;�appro.priate City St�ff;.�nd;other volunte€�rs:By Signing�his�eie�s�f�rrri,you also indicate your f �, : � ;• . understarading-�Sf:th�v�il�ritary natur�of your participation in the,:Cdnnettiort Frn,��ct ;. ': � � � �� r � � �� Signature � Date � ` ��'�'S ��y�'��,x: p�� Js7 � � �t�yof�� goldvalle 7800 Golden Valley Rd,Golden Valley, MN 55426 �T 763-593-8004 � www.goldenvalleymn.gov ��;. Mi� �� i�!' ;�,� �t�� Purchase & ��,�� 'en ��a��e� . . Donat�on Track� ng t'��IR �GAl�lttlNlT'�T�"]t�14Y J�hlt7 T�9�1�RRUW (Please Print Plainly) Item: Quantity: Description/Reason: Unit Price: Total: (Attach bid or quote, if available. Purchase order will be issued after approval.) . . Donated Item/Dollar Amount: Value of Donation Donor Name: $ Contact Person: Address: Phone: Email: Would donor like to be acknowledged? � yes D no If yes, indicate who is to be acknowledged(as you'd like it to appear in publications): Submitted by: Date: Commission Member's Name Approved by: Date: Send this form to Cheryl Weiler at City Hall (fax: 763-593-8109). city of 7800 Golden Valley Road gold ,r� Golden Valley, MN 55427 en 763-593-8004 2-24-14 valley ��9oldenvalleymn.gov Minutes Bridge Builders Lilac Planting Planning Team Tuesday, January 7, 2014 7:10 pm Brookview Community Center—Sumac Room Members Present: Dwight Townes, Chair; Linda Loomis, Phil Lund, Margaret Macneale, Sharon Soike, Not Present: Kathy Julius, Susan Thompson, Blair Tremere, Cathy Waldhauser �� \ y. Staff Liaison: Sandy Werts, Tim Teynor �� \�, I. Welcome � � � \� The Meeting was called to order at 7:20 pm by ct�air Dwight Townes �� :. II. Approval of Agenda of January 7,2014 ,\�\\ �� The agenda was approved as present�t� ,� � � �, . � ; � �� III. Approval of Minutes of the Minutes of \�e� ,��13 Meeting ti� ,�� '�� \�� . The minutes were app "` itten. � � / � � �� %a ` � ,;l � �� h�� IV. Future Planting Ar � _ ��° �y c = �� i �� ; �� ; • Discussion of Locati �-L �'m��lanning , �\� �:. \ ��' � ` :: � �� Tod�� : �� \.: �rc��prep 'st of ��le plantir��F��on`��oting the pros and cons for each site. They :� �.�� `°�� .��., -�� ar��_ �d the commit�� omm��ations are as��3ws: \�� : ��\,.. : \\\ 1. The h or south side hway 5��`�tween Douglas and the railroad to the east. This is a small � �, area wi �c�ite a bit of exP� ',e. �� • Pro's "1'��-\oad is on a ��ent and flat, so our clear zone should only be 28'from the travel lane. Dependin r�.:the city, W.'\��ould fit trees and some shrubs(lilac or others)for quite a bit of color coming up to ��glas �'��e the area is flat, should be easy to work. • Cons—Busy on ��T�i`frontage side. Businesses may object to taller shrubs. Soil could be more compacted . • Committee recommendation: North side of Hwy 55 from Douglas to the railroad to the east—maybe South Side—Yes 2 a.The South side Highway 55 going WEST from Railroad to Highway 100. This is a prominent location along the noise wall that could be planted with shrubs or vines along the wall for a great amount of color • Pro's—Clear zone would allow for shrubs and vines. Space is wide for a good planting location. Flat area for easy planting • Cons—Busy area along Highway 55. A little harder access for watering and maintenance. 2 b: Back Side of Noise wall. This is a quiet neighborhood location and we could plant shrubs or vines along the base of the wall to help soften the hard edge of the wall. • Pro- lower volume of traffic. Ease of maintenance for watering/weeding. Good neighborhood volunteer effort. � Con- not as visible to other portions of GV. ,,. • Committee recommendation: ' 2a.—Maybe 2b. No—This area was landscaped by MCES Project��p� ��113. This area could be a . . maintenance project � �,,, i�� <,� �j�� °� 3:The North side of Highway 55 above retainmg W��,, long with south plariting, could provide a lot of color along the perceived entrance to Golden Va�1�� • Pro's—No highway clear zone, because up t�r��p of wall. S�rubs could cle��i�p the weedy look. Need to use narrower or short shrub. Easy acC' r v �"��rs. • Con's—Tight area for plantir��MnDOT mainten . � 't want vines on the f€nce. ,, • Committee recommendat►on:��Qr�h�i,de of Highwa'��bove retaining wall—No ��,; �� ,. � ,,,�,� 4: North West or South East Quadrant of F1lghway�.��d Highwa�r��. Large areas already planted but could easily plant more c�r add for more cohesiveness �'��.. • Pro—large a� �f��pla�ting. Could h�v�easy aG�s£��N;x d to coi�`centrate on one side or the other at or��• • Con—Large �`� .;„.or mainter��nce, in the future. ��. • Committee Rec�mmendat�� ! , �� 't�west Quac�rant��'rt� 1Q0—Yes r ;�� i��ie�� uadran�C No `�° ��;l � ;.; %�� . �4� ding to Carroll,��IDOT kn�ws about areas 1 to 4, at least one or two years out,they can begin to��9� for noxious we�t��nd try to��t a handle on those before any planting project begins. „ '�= � , � The last fwq��,,reas would re��fie a little more coordination and effort. ��:,�,, " ,�,, 5:The four triangU��j�uadrant��fi'Highway 100 and Highway 55. I don't believe we have a site line or clear zone issue, but r�r��rrg�►�k��'have some water quality issues and of course the cost for removing concrete. Committee recommendation: • The four triangular quadrants at Highway 100 and 55—Yes To work this area concrete would have to be removed and soil brought in. All four quadrants would need to be done at once and would need major funding and planning. Loomis said this could be a TMDL Project (Total Maximum Daily Load) affecting the water quality of Sweeny Lake. Major funding would be necessary to complete this project. - 6:Theodore Wirth Park area on the east end of Town. I had a request from the Minneapolis Park Board to work on this area, but we were not impressed with the design and our time frame didn't work out. This could be a good collaborative effort with MPRB. Committee Recommendation: Theodore Wirth Park area—No &. From highway 100 east to Wirth Parkway—North and South Side—Yes in the future. Discussion Points for Council Presentation: • The Lilac Plantings have improved the appearance of Highway 55 • It is a citizen initiated and led project using volunteers .. �� ,,� • The project fosters good will with the city. �`;; ; • Participants have ownership in the project ��'�� ,.�� `� \\\ \.., The project started with a vision that Dwight Town�� The G�t�!'i�f the Envision Connection Project is to creatively connect people places and things�r�d;create commut��\ hich this project has accomplished. '' , The committee will present their recommendatit��s at the February 11 Coun�� ,anager Meeting. The meeting materials will include a map of areas plar��ed ant� areas left to plan��\\ memo should also contain some statistics on th��tumber of volunteer��at�iaunt of material plant��'�nd the costs. �, �� Macneale and Lund will share the��ent�� °� � k = �� ' Werts will prepare a ��,of the memo��'"��I send o�� dditionat recommendations. s �� y �i �\�� _r ' t, � / �� ' V. LongTerm Mainte►�� ?� �,;�� s , �, �� j�i, • Priority locations � d to ne ,� eetmg � �. �.� ' �\\�,� �; �� VI. Selectio�d�� °� � � v � ... ,�'� ° � �� faintenance ,��turda�� 24 and��i �� `� Planting—Saturd�g��epter�ibe�27 s �, �� K�;i i, �vk�;r. VII. Other Toj�� • Committ��;embership—� � , d � a�� G �� X. Next Meeting—M�`��ji, Febru��4 at 7:10 pm ��:� ��.. \�` ��0��: �� \��o�. XI. Adjournment The meeting was adjourned at 8:47 pm Visi Award Nomination #8 Your Name * Sandy Werts Email * swerts@goldenvalleymn.gov Address * Q 200 Brookview Parkway Golden Valley, MN55426 United States Day Phone Number * (763) 512-2341 Evening Phone Number Are you nominating an individual or a Group group?* Name of Nominee * Nominee's Address Nominee's Phone Number * Nominee's Email Address Name of Nominated Group * Golden Valley Lilac Project Planning Team Address of Group or Group � Dwight Townes, 16 Meadow Lane Representative * Golden Valley, MN55416 United States Phone Number of Group or Group (763) 377-8469 Representative * Email of Group or Group Representative cdwighttownes@hotmail.com What was done? Include general timeframe and location. * The Lilac Project Planning Team has been meeting since 2008 to plan the annual Lilac Project in conjunction with MNDOT. The 2013 team includes: Dwight Townes, Chair; Kathy Julius, Linda Loomis, Phil Lund, Margaret Macneale, Sharon Soike, Susan Thompson, Blair Tremere and Cathy Waldhauser Six of the current team members have either been on the committee or involved with the project since 2008. The committee meets approximately 6 to 7 times a year to plan for the planting project. They work with MNDOT to identify the planting area, organize the celebration, solicit and welcome volunteers, seek sponsors and work with adjacent landowners on the planning and help assure the plants with thrive over time. Members serve as team leaders on the planting day and have been the core of the volunteers for both maintenance and the planting project. The committee members give many hours beyond attending planning meetings. They have been tireless volunteers and deserve the recognition for their efforts How did this benefit Golden Valley? * The Lilac Project was developed to beautify Highway 55 through Golden Valley by planting lilacs along the right -a- way; in an effort to make it the new"lilac way."This is a major community engagement effort in Golden Valley each year. There have been 40 to 80+ volunteers who come together each year to help with the planting. In addition there have been corporate groups that worked on maintaining beds. There are many volunteers who come back year after year for both the planting and the maintenance days. When you drive along Highway 55 in the spring, the lilacs and the daffodiis add beauty and color to the corridor. It also gives the volunteers an opportunity to say"I had a hand in making this happen. Which of the six Envision categories did • Community Engagement this accomplishment address/enhance? . 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