11-20-18 CC Agenda Packet (entire) AGENDA
Regular Meeting of the
City Council
Golden Valley City Hall
7800 Golden Valley Road
Council Chamber
November 20, 2018
6:30 pm
1. CALL TO ORDER PAGES
A. Pledge of Allegiance
B. Roll Call
C. Proclamation for School of Engineering & Arts Blue Ribbon Award 2-3
2. ADDITIONS AND CORRECTIONS TO AGENDA
3. CONSENT AGENDA
Approval of Consent Agenda - All items listed under this heading are considered to be
routine by the City Council and will be enacted by one motion. There will be no discussion
of these items unless a Council Member so requests in which event the item will be
removed from the general order of business and considered in its normal sequence on the
agenda.
A. Approval of Minutes:
1. Council/Manager Meeting - August 15, 2018 4-5
2. City Council Meeting - November 7, 2018 6-8
B. Approval of City Check Register 9
C. Minutes of Boards and Commissions:
1. Planning Commission - October 22, 2018 10-18
2. Bassett Creek Watershed Management Commission - October 18, 2018 19-23
D. Bids and Quotes:
1. Award Contract for 2019-2020 Trimming and Removal of Trees on Public Property,
Project No. 19-03
24-29
E. Approval of Plat - Jean And Dennys Annex (1711 Xerxes Avenue North) 18-73 30-32
F. Receipt of October 2018 Financial Reports 33-47
4. PUBLIC HEARINGS
5. OLD BUSINESS
6. NEW BUSINESS
All Ordinances listed under this heading are eligible for public input.
A. Presentation of Crisis And Critical Issues Communications Plan 48-69
B. Review of Council Calendar
C. Mayor and Council Communications
7. ADJOURNMENT
Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
1. C. Presentation - Proclamation for the School of Engineering and Arts
Prepared By
Tim Cruikshank, City Manager
Summary
The School of Engineering and Arts, located in Golden Valley, was named one of the 2018
National Blue Ribbon Schools for their overall excellence in education. Representatives from the
school will be in attendance to accept the proclamation.
Attachment:
• Proclamation for the School of Engineering and Arts (1 page)
CITY OF GOLDEN VALLEY
PROCLAMATION FOR THE
SCHOOL OF ENGINEERING AND ARTS
WHEREAS, the School of Engineering and Arts is a school within the Golden
Valley community; and
WHEREAS, the School of Engineering and Arts is 1 of 8 schools in the state of
Minnesota to be named a 2018 Blue Ribbon School; and
WHEREAS, the School of Engineering and Arts was among 349 schools total
from across the United States of America to be named a 2018 National Blue Ribbon
School based on their overall excellence in education; and
WHEREAS, the School of Engineering and Arts received national recognition for
exemplary high performance in education on November 8, 2018, in Washington DC at
the National Blue Ribbon Ceremony by the Secretary of Education, Betsy DeVos; and
WHEREAS, the National Blue Ribbon Award affirms the hard work of students,
educators, volunteers, families, and communities in creating safe and welcoming
schools where students master challenging content.
NOW, THEREFORE, let it be known, that the Mayor and City Council of the City
of Golden Valley hereby congratulates the School of Engineering and Arts on being
named a 2018 National Blue Ribbon School.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the great
seal of the City of Golden Valley to be affixed this 20th day of November, 2018.
__________________________
Shepard M. Harris, Mayor
OFFICIAL MINUTES
COUNCIL/MANAGER MEETING
GOLDEN VALLEY, MINNESOTA
August 15, 2018
The meeting began at 6:30 pm in the Council Conference Room.
Present: Mayor Harris and Council Members: Clausen, Fonnest, Rosenquist and Schmidgall.
Also present were: City Manager Cruikshank, Physical Development Director Nevinski, City
Attorney Cisneros, Finance Director Sue Virnig, and Police Chief Sturgis.
Discussion on Gun Safety
City Manager Cruikshank updated the Council on meeting held with School Superintendents.
City Attorney Cisneros provided an overview of zoning law regarding gun facilities. Police
Chief Sturgis reviewed the process for receiving and destroying private and public firearms
received, department firearms, Community Service Officers role at schools,
Staff requested the City Manager meet with the League of Women Voters (LWV) to discuss
the possibility of collaborating with the LWM to conduct a forum.
Review of 2018 Goals
City Manager Cruikshank reviewed a PowerPoint presentation, which outlined the status of
the 2018 goals. The Council was requested to submit questions to the City Manager. The
City Manager will meet with each Council Member individually to answer their questions. The
Council will conduct a 2019 Goal Setting meeting in the future.
Biennial 2019-2020 Proposed General Fund Budget (60 minutes)
Finance Director Virnig presented a PowerPoint presentation for the 2019-2020 General Fund
Proposed Budget. She reviewed the schedule of dates for the 2019 budget, how the City is
doing regarding revenue and expenditures in 2018, the 2019 city departments general fund
proposed expenditures, the total proposed 2019 levy and total tax capacity in the City and
answered questions from Council. City Manager Cruikshank answered questions from Council.
The Council discussed the proposed budget and discussed specific items they would like
brought back to a future meeting for further review which include police officer, neighborhood
events, Fire feasibility study, TH 55/Douglas Drive study and Cadet program.
Waste Collection - Public Engagement
Physical Development Director Nevinski outlined the waste collection public engagement
process. The proposal is to conduct a facilitated panel discussion that will include
representatives from the hauling industry, city staff, other officials which knowledge and
experience in waste collection.
Official Council/Manager Minutes -2- August 15, 2018
The Council requested that staff put an article in the newsletter and social media outlets to
inform residents about the upcoming informational meeting.
Discuss Curbside Recycling - Recycling Contract Extension and 201-2020 Proposed
Recycling Fund Budget
Physical Development Director Nevinski provided an overview of the proposed contract
including, costs, organics collection, and recyclables market. Finance Director Virnig
presented an overview of the Conservation/Recycling Division Budget. Nevinski, Cruikshank
and Virnig answered questions from the Council.
Staff will negotiate a contract extension with Republic Services for curbside recycling
including: fixed rate structure as outlined by staff, 50/50 revenue share, three-year contract
extension, and provision to negotiate curbside organics collection if desired before the end of
the contract.
The contract will be placed on a future City Council meeting for consideration.
Council Review of Future Draft Agendas: City Council August 21, City Council
September 4 and Wednesday, Council/Manager September 12, 2018
Add Approval of Amendment to City Manager Employment Agreement to the next City
Council agenda for consideration. No other changes were submitted for the future draft
agendas.
The meeting adjourned at 9:26 pm.
_______________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Judy Nally, Administrative Assistant
UNAPPROVED MINUTES
CITY COUNCIL MEETING
GOLDEN VALLEY, MINNESOTA
November 7, 2018
1. CALL TO ORDER
Mayor Harris called the meeting to order at 6:30 pm.
1A. Pledge of Allegiance led by Webelos Scout Pack 751
1B. Roll Call
Present: Mayor Harris, Council Members Joanie Clausen, Larry Fonnest, Gillian Rosenquist and
Steve Schmidgall. Also present were: City Manager Cruikshank, City Attorney Cisneros and City
Clerk Luedke.
2. ADDITIONS AND CORRECTIONS TO AGENDA
MOTION made by Council Member Fonnest, seconded by Council Member Clausen to approve
the agenda of November 7, 2018, as submitted and the motion carried.
3. APPROVAL OF CONSENT AGENDA
MOTION made by Council Member Rosenquist, seconded by Council Member Schmidgall to
approve the consent agenda of November 7, 2018, as revised: removal of 3G-Approve Joint
Powers Cooperative Agreement Cajun Twist LLC with Minneapolis and the motion carried.
3A1. Approve Minutes of Council/Manger Meeting - July 10, 2018
3A2. Approve Minutes of Executive Session - October 16, 2018
3A3. Approve Minutes of City Council Meeting - October 16, 2018
3B. Approve City Check Register and authorize payment of the bills as submitted.
3C. Receive and file the gambling license exemption and approve the waiver of notice
requirement for Sons of American Legion.
3D. Accept for filing the Minutes of Boards and Commissions as follows:
1. Planning Commission - October 8, 2018
2. Human Rights Commission - August 28, 2018 and September 25, 2018
3. Human Services Commission - August 13 and September 13, 2018
4. Open Space & Recreation Commission - July 23 and September 24, 2018
5. Bassett Creek Water Management Commission - September 20, 2018
3E1. Approve purchase of 468 Galaxy HRE Modules from Metering and Technology Solutions
in the amount of $99,216.
3F. Receive and file the September 2018 Financial Reports.
3G. Approve Joint Powers Cooperative Agreement Cajun Twist LLC with City of Minneapolis
3. ITEMS REMOVED FROM THE CONSENT AGENDA
3G. Approve Joint Powers Cooperative Agreement Cajun Twist LLC with City of
Minneapolis
City Attorney Cisneros stated that a change had been made to the agreement since the package
was sent. The change included a clarification of the statutory limits on liability and a description
of the project in attachment A. She answered questions from Council.
MOTION made by Council Rosenquist, seconded by Council Member Clausen to approve the
amended Joint Powers Cooperative Agreement Cajun Twist LLC with City of Minneapolis and
the motion carried.
Unapproved City Council Minutes -2- November 7, 2018
4. PUBLIC HEARINGS
4A. Public Hearing - Minor Subdivision Approval - 1711 Xerxes Avenue North
Planning Manager Zimmerman presented the staff report and answered questions from Council.
Mayor Harris opened the public hearing.
Ms. Hribar, 1715 Xerxes Avenue North, said she is lives next door to the property and felt it
would be a good idea to sell to the property to her neighbor.
Mayor Harris closed the public hearing.
MOTION made by Council Member Clausen, seconded by Council Member Fonnest to approve the
Minor Subdivision for 1711 Xerxes Avenue North, subject to the following conditions and the motion
carried.
1. The City Attorney will determine if a title review is necessary prior to approval of the Final Plat.
2. A park dedication fee of $1,980 shall be paid before release of the Final Plat.
4B. Public Hearing - Conditional Use Permit 119, Amendment 3 - 800 Boone Avenue
North
Planning Manager Zimmerman presented the staff report and answered questions for Council.
MOTION made by Council Member Fonnest, seconded by Council Member Schmidgall to
continue consideration of Conditional Use Permit 119, Amendment 3, 800 Boone Avenue North,
to the December 18, 2018, City Council meeting and the motion carried.
MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to extend
the stay of the revocation of Conditional Use Permit 119 until December 18, 2018, and the motion
carried.
5. OLD BUSINESS
6. NEW BUSINESS
6A. Review of Council Calendar
Some Council Members may attend the 100-year Anniversary of World War I on November 11,
2018, at 10 am located at the Victory Flagpole located at 45th Avenue North, Robbinsdale.
City Offices will be closed on November 12, 2018, in observance of Veteran’s Day.
The next Council/Manager meeting will be held on November 13, 2018, at 6:30 pm.
Some Council Members may attend the League of Women Voters 2020 Census event on
November 15, 2018, at 7 pm at the New Hope City Hall located at 4401 Xylon Avenue North.
The next City Council meeting will be held on November 20, 2018, at 6:30 pm.
City Offices will be closed on November 22 and 23, 2018, in observance of Thanksgiving.
Unapproved City Council Minutes -3- November 7, 2018
6B. Mayor and Council Communication
Council Member Schmidgall stated that the Golden Valley Historical Society general
membership meeting will be held at the Historical Society on November 8, 2018, at 7 pm.
Council Member Clausen stated now that it is getting dark earlier, residents should carry a light
while trick and treating or walking their dog so that they are more visible to traffic.
City Clerk Luedke provided information regarding the 2018 General Election turnout results.
Council thanked staff and the election judges for their assistance during the election and the
Golden Valley community for getting out and voting.
Mayor Harris stated that the final leaf drop off will be held this weekend.
7. ADJOURNMENT
MOTION made by Council Member Clausen, seconded by Council Member Rosenquist and the
motion carried to adjourn the meeting at 6:58 pm.
_______________________________
Shepard M. Harris, Mayor
ATTEST:
__________________________
Kristine A. Luedke, City Clerk
Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
3. B. Approval of City Check Register
Prepared By
Sue Virnig, Finance Director
Summary
Approval of the check register for various vendor claims against the City of Golden Valley.
Attachments
• Document is located on city website at the following location http://weblink.ci.golden-
valley.mn.us/Public/Browse.aspx?startid=692131&dbid=2. The date of the council meeting is
the current register that will be considered.
Recommended Action
Motion to authorize the payment of the bills as submitted.
Regular Meeting of the
Golden Valley Planning Commission
October 22, 2018
A regular meeting of the Planning Commission was held at the Golden Valley City Hall,
Council Chambers, 7800 Golden Valley Road, Golden Valley, Minnesota, on Monday,
October 22, 2018. Chair Baker called the meeting to order at 7 pm.
Those present were Planning Commissioners Angell, Baker, Blum, Brookins, Johnson,
Pockl, and Segelbaum. Also present were Finance Director Sue Virnig, Planning Manager
Jason Zimmerman, Associate Planner/Grant Writer Emily Goellner, and Administrative
Assistant Lisa Wittman.
1. Approval of Minutes
October 8, 2018, Regular Planning Commission Meeting
MOVED by Brookins, seconded by Johnson and motion carried unanimously to approve
the October 8, 2018, minutes as submitted.
2. Conditional Use Permit Amendment – 800 Boone Avenue North – CU-119,
Amendment #3
Applicant: Home Health Care, Inc.
Address: 800 Boone Avenue North
Purpose: To explore possible modifications to the current Conditional Use
Permit in regard to social events being held at the facility.
Zimmerman reminded the Planning Commission about the discussion they had regarding
this Conditional Use Permit (CUP) at their last meeting. He stated that the City Council
voted to revoke this CUP, stay the revocation until November 7, and send it to the
Planning Commission to consider amendments to the existing CUP to allow the main use
to go forward while addressing the concerns.
Zimmerman gave a brief history of the property and stated that the CUP was originally
approved in 2007 with a condition that allowed for “occasional evening social functions.” A
Zoning Code Text Amendment was proposed in 2009 to allow banquet/catering halls as a
permitted use in the Light Industrial Zoning District but the City Council did not support the
proposed amendment. In 2011 the CUP was amended to increase the number of clients
served at the facility.
Zimmerman explained that earlier this year the Police Department alerted staff to
complaints about activity at the property including: loud parties taking place in the late
night and early morning hours, activity and noise spilling out into the parking lot, alcohol
being consumed without a liquor license, and events being advertised on Facebook that
were open to the general public. He stated that staff reached out to the property owner to
understand the scope of the events that were taking place. The owner provided a
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 2
calendar that showed 29 events scheduled between June and December of 2018 with
activities that included large numbers of attendees at conventions and parties that were
beyond the “cultural and social” events offered for those in the adult day care program.
Zimmerman added that staff proposed a set of mutual clarifying statements allowing for
occasional social events but the owner declined to agree to the revised conditions so the
issue was brought to the City Council to consider revocation of the CUP.
Zimmerman noted that the Council findings for revocation included that the number of
social events exceeded what would reasonably be considered “occasional,” the timing
and length of the events exceeded what would reasonably be considered “evening”
hours, alcohol was being consumed absent a liquor license in violation of Minnesota
statutes, and the use of the facility as a banquet/catering hall is in violation of the Light
Industrial Zoning District regulations.
Zimmerman stated that staff has met with the applicant, as well as with the City Attorney
and Police Chief. The following conditions are now being recommended for consideration:
1. Regular adult day care operating hours would be Monday thru Friday, 7 am to 5:30
pm.
2. Limit events not associated with the adult day care to indoor informational/marketing
activities only and restrict the frequency to four times a year.
3. The informational/marketing activities must conclude by 10 pm.
4. No alcohol can be consumed or distributed without the proper license or permit.
5. The adult day care space within the building cannot be used by entities other than the
adult day care, employees of other businesses in the building, or the general public.
Zimmerman stated that the applicant would like the Planning Commission to consider the
following:
1. Allowing informational/marketing activities to be conducted on the weekend.
2. Allowing the other businesses in the building to conduct informational/marketing
activities in the adult day care space.
3. Allowing for greater frequency of those activities.
Zimmerman stated that there are other issues that have been brought to the attention of
staff to follow-up on including: the removal of trees in the Shoreland Overlay area along
Bassett Creek in order to clear space for community gardens and a paved area with
benches, the parking along the driveway to the south of the building does not meet Fire
Code, and buses parking on Boone Avenue are restricting the sight lines from existing
driveways.
Zimmerman stated that staff is recommending approval of the Conditional Use Permit
amendment with the following amended conditions:
1. The adult day care shall be limited to the number of clients specified by the Minnesota
Department of Human Services.
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 3
2. All necessary licenses obtained by the Minnesota Department of Human Services and
the Minnesota Department of Health shall be kept current.
3. The hours of normal operation for the adult day care shall be from 7 am to 5:30 pm,
Monday thru Friday.
4. The adult day care facilities may be used by the adult day care or other entities in the
building for indoor informational/marketing events to promote their businesses up to
four times per calendar year and not more than once per quarter. All such events must
conclude by 10 pm, Monday thru Thursday, and 5:30 pm, Friday thru Sunday.
5. Except as described in condition 4, the adult day care facilities shall not be used for
any evening or weekend events that are not permitted in the Zoning Code.
6. All buses shall be parked in the parking lot and shall not be parked on Boone Avenue.
No buses may be parked in the angled parking stalls or in the first 21 perpendicular
stalls located south of the building along the drive aisle.
7. No alcohol shall be served or distributed without first obtaining the proper license or
permit.
8. All outdoor trash and recycling containers shall be screened in a manner acceptable to
the Physical Development Department.
9. The applicant shall provide an on-site bicycle rack allowing parking for a minimum of
five bicycles.
10. The requirements found in the memo to Mark Grimes, Director of Planning and
Zoning, from Ed Anderson, Deputy Fire Marshal, and dated May 17, 2011, shall
become a part of these requirements.
Segelbaum stated that a couple of the proposed conditions are already required by law
and asked if there is a reason to include them. Zimmerman said he thought it was a good
idea to be specific considering the issues that have been occurring. Segelbaum
suggested adding a catch all provision that states all laws/rules have to be followed.
Zimmerman stated that Conditional Use Permits do have a statement on them that says
the CUP does not exempt the property owner or occupant from compliance with all
provisions of city code, or any other applicable regulations, laws, and ordinances. Blum
said he thinks the revised conditions are appropriate and he thinks it is important to point
out specific issues in this particular CUP.
Baker noted that there has been a misunderstanding by the applicant regarding the uses
by the other businesses in the building and asked if that was adequately addressed in the
proposed new conditions. He stated that he wants to mention that the prohibited uses
apply to the other businesses as well. Zimmerman stated that anyone using the facility has
to follow the conditions in the CUP and that the space can’t be used as banquet space.
Baker referred to the buses parking on the south side of the property and on Boone
Avenue and asked how that relates to the City’s parking regulations. Zimmerman stated
that there is enough space in the parking lot to park the buses in the back.
Johnson asked why proposed condition number four specifies “indoor” events as opposed
to just events. Zimmerman stated that in the past the applicant has had events and parties
that have spilled out into the parking lot so staff is trying to avoid that from happening.
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 4
Johnson asked if there is a definition for “informational/marketing events.” Zimmerman
said there is not, but it is referring to events such as open houses, and tours, etc. that
have to do with marketing the adult daycare. Johnson said that is ambiguous.
Johnson asked if outdoor events would be prohibited. Zimmerman stated that under the
proposed conditions outdoor events would be prohibited.
Baker suggested adding the word “only” before the word “for” in condition number four to
be clear that events can “only” occur indoors.
Johnson asked if there is a definition for buses because one could argue that the pictures
shown were vans, not buses. Zimmerman said he would look into the definitions and
classification of vehicles.
Segelbaum noted that this CUP is related to adult day care services and questioned if the
Planning Commission is allowed to go as far as prohibiting the outdoor use of the property.
He asked what would happen if one of the businesses chooses to have an event outdoors.
Zimmerman said the CUP is regarding the adult day care use and the regulations should
be crafted around that. He added that there are probably going to be events held that fall
outside of the adult day care use and the conditions in the CUP, but complaints about
those events would be handled the same way any other similar complaints would be
handled.
Angell asked if the Police Department expressed a desire to be notified of events happening
at this location. Zimmerman said they would like notification and that staff can let them know
about the informational/marketing events that would be allowed four times per year, but if
there is a party occurring they would handle it like any other complaint.
Blum referred to condition number seven regarding serving alcohol and asked if that could
be worked around with a catering license. Zimmerman stated that staff thought about that
but the applicant should not be having banquets so there should be no need for catering.
David Olshansky, Applicant, thanked the Planning Commission for helping to clear up
issues that were misunderstood. He stated that they have cancelled all of the parties that
were scheduled for the rest of this year and early next year. He referred to the issue of
buses parking on Boone Avenue and said buses do park there for drop-offs and pick-ups.
He said they are considering adding another entrance to the front of their building to have
less disturbance on Boone Avenue and to bring the clients closer to the building entrance.
He stated that in regard to the gardening area he has clients who want to have community
gardens and that the clients eat the produce themselves, they do not sell it. He added that
in regard to social events he came to the conclusion that it would be appropriate to have
informational/marketing events.
Pockl asked Olshanksy what his interpretation of indoor informational/marketing events is.
Olshansky stated for example they have art and painting classes and they invite people to
come to the facility like a gallery which is an informational event. He said they also have
special activities on Saturdays like Chinese New Year where they try to involve more
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 5
customers. Pockl asked if catering is provided at these types of activities. Olshansky said
no, they have their own kitchen.
Pockl stated that the applicant’s examples are not tailored to only market the adult day
care. Olshansky said the adult day care has its own marketing activities three or four
times per year that don’t go later than 5:30 pm so he thinks the proposed language
stating that events must conclude by 10 pm would be fine.
Brookins asked about the use of the current banquet space Monday to Friday. Olshansky
said that is used for adult day care. Brookins asked Olshansky if his interpretation is that
the proposed CUP conditions only apply to that space. He also asked if the adult day care
space is used outside of normal business hours. Olshansky said other businesses use
the adult day care space after 5:30 pm. Segelbaum asked what other businesses use the
space for. Olshansky said it is used for meetings, therapy, conference room space, and
continuing education for social workers, nurses, doctors, etc. Segelbaum asked if it is only
employees that use the space. Olshansky said yes. Segelbaum asked if some of the
events could include a social hour afterwards. Olshansky said they could, but they usually
do not. Segelbaum asked if these are catered events. Olshansky said yes usually with
pizza, etc. He added that only related businesses use the space and that they also have
scheduled events for employees such as Christmas parties or employee appreciation
events.
Baker opened the public hearing. Seeing and hearing no one wishing to comment, Baker
closed the public hearing.
Zimmerman stated that the description of the types of events are different than the
conversations he’s had with the applicant. He said his understanding was that there
would be open house types of events for new clients, not art gallery events, or catered
events with 100 people attending. He said he would like some more clarification.
Baker noted that the CUP does not apply to the other businesses who are using the
space. He said he is concerned that there has been abuse of the CUP.
Segelbaum asked Zimmerman if he believes the proposed amended CUP addresses the
after-hours events they’ve been discussing. Zimmerman said he now thinks the
conditions need to be made clearer. Segelbaum suggested the language focus on the
use rather than the space. Baker stated that it should define the physical space too.
Segelbaum said it still feels like there is a disconnect and questioned if it would be better
to let staff do some more work on the CUP language and bring it back to the Planning
Commission to review.
Johnson suggested language be added stating that the property is not for use by other
facilities. Segelbaum suggested defining “events.” Zimmerman agreed.
Blum said he noticed a few themes which include: the timing of events late into the night
and early morning, the use of alcohol without a permit, noise, and parking/traffic
violations. He said he would like to address these things but he doesn’t know if the City
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 6
needs to be specific about what’s going on inside the building. He added that a lot of the
complaints they’ve heard would be mitigated by not allowing outdoor events.
Johnson said he doesn’t want to put a burden on the other businesses who aren’t a part
of this CUP. Baker stated that they are talking about the space, not the businesses.
Segelbaum suggested not constraining it but just stating that the space can be used
between certain hours because laws will cover the other issues.
Johnson said the issue of safety and parking on Boone Avenue should be addressed
before anything else. He said the Planning Commission should focus on whether or not
this is a safe plan. Baker said the City Council specifically assigned the Planning
Commission to consider the amended CUP conditions. Blum stated that parties occurring
outside suggests a safety issue as well. Johnson said he is concerned about emergency
vehicles getting in and out and he would like to further explore the Fire Department’s
concerns about the drive aisle width and the parking of buses on Boone Avenue. Baker
added that condition number six deals with the parking and drive aisle width issues.
Brookins asked how the kitchen is regulated. Zimmerman stated that Hennepin County
regulates kitchens and food. The issue in this case is who the food is for and using the
building as an event center. Baker stated that it would be good to know the different
businesses occurring, who is using the space, and how the space is being used.
Brookins said he would also like to see the Commercial Zoning District language.
MOVED by Segelbaum, seconded by Pockl, and motion carried to table this item for one
month and to recommend that an extension of the stay be approved by the City Council.
3. Presentation of Capital Improvement Program 2018-2022 (CIP) – Sue Virnig,
City Finance Director
Zimmerman explained that the CIP is a five-year fiscal planning instrument used to
identify needed capital projects and to delineate the financing and timing of the
associated projects and is presented to the City Council with the biennial budget.
Zimmerman stated that the CIP is included as a part of the Comprehensive Plan and the
Planning Commission’s charge is to review major capital improvement plans against the
goals and objectives incorporated into the Comprehensive Plan and determine if they are
consistent. He added that it is not the role of the Planning Commission to suggest CIP
projects, only to look for Comprehensive Plan consistency of those included in the CIP.
Zimmerman highlighted some of the key items in the CIP and discussed how they meet
the Comprehensive Plan goals. The first item he discussed was water resources. The CIP
stormwater section calls for DeCola Ponds projects that will sustain and improve water
quality, reduce stormwater runoff, and minimize the risk of flooding along Bassett Creek,
among other things.
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 7
The next item Zimmerman highlighted was the Water and Sanitary Sewer Utilities section
of the CIP. He noted that the CIP calls for a radio meter reading system which addresses
the Comp Plan goal of balancing water usage and consumption. The proposed Winnetka
Avenue Utility Rehabilitation Project and the Highway 55 Lift Station Relocation
addresses the Comp Plan goal of maintaining and rehabilitating infrastructure.
The next item Zimmerman highlighted was the Streets section of the CIP. He stated that
the ongoing Pavement Management Program addresses the Comp Plan goal of
preserving and enhancing the transportation system and the Zane Avenue and Lindsay
Street Reconstruction Project improves the functionality and safety of the roadway
network. He added that there are also sidewalk, trail, and bike facility upgrades planned
that will maximize safety, comfort, and convenience for bicyclists and pedestrians as
called for in the Comp Plan.
Sue Virnig, added that next year the City will consider going to a 10-year CIP to correlate
with the Comp Plan Update schedule.
Johnson questioned if the Comp Plan and CIP do enough to address the replacement of
the aging infrastructure and sewer lines in the City. Virnig stated that Golden Valley is
ahead of some cities, and behind other cities. She stated that the City is considering a 40-
year Infrastructure Renewal Program that looks at the base of the streets and the utilities
underneath, but there are emergencies that occur that take away from the funding of day-
to-day operations and there are some areas that are worse than others that need to be
fixed first.
Blum said he appreciates the format of the staff report and he feels the appropriate
amount of detail was given for the Planning Commission to make their recommendation.
Zimmerman reminded the Commission that their charge is to determine if the CIP plans
are consistent with the Comprehensive Plan goals.
Johnson questioned how the Commission defines “consistent.” He asked what they
should do if the CIP and Comp Plan are not doing enough, or if more should be done.
Baker stated that it is not the role of the Commission to suggest CIP projects, only to look
for consistency between the Comp Plan and the CIP. Johnson asked if the definition of
consistent is if there is justification in the Comp Plan for what the CIP is doing and if that
is what the Commission is limited to voting on. Baker said yes.
MOVED by Blum, seconded by Brookins and motion carried unanimously to recommend
approval of the 2019-2023 Capital Improvement Program as it is consistent with the goals
and policies of Golden Valley’s Comprehensive Plan.
--Short Recess--
4. Reports on Meetings of the Housing and Redevelopment Authority, City
Council, Board of Zoning Appeals and other Meetings
No reports were given.
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 8
5. Other Business
• Discussion – Zoning Overlay Districts
Zimmerman noted that he included information on overlay districts in the agenda packet
because it is one of the topics the Commission said they would like more information on.
He stated that there will be future discussions regarding overlay districts such as how to
use one on Douglas Drive.
• Council Liaison Report
Schmidgall reported on an open house he attended in Minneapolis about bike lanes on
Golden Valley Road. He said it was nice to see aerial photos of how those plans tie into
what Golden Valley has been doing.
Schmidgall stated that he was invited to a meeting with a developer regarding the
northwest corner of Highway 55 and Douglas Drive. He said he would like the City to
start thinking about uses, including housing for that site.
• Additional Discussion
Johnson asked about the southeast corner of Highway 55 and Winnetka Avenue.
Zimmerman said his understanding of Johnson’s question is that the properties between
Harold Avenue and Winnetka Avenue are proposed to be guided for higher density and
Johnson would like to know how that was triggered and why the area further west on
Highway 55 and Wally Street was not designated for higher density. Johnson agreed
and questioned if residents are being engaged enough.
Zimmerman explained that during the last Comp Plan Update higher density was
proposed for the southeast corner of Highway 55 and Winnetka Avenue. When it came
to rezoning the properties to match the Comp Plan designation several property owners
in the area were concerned about traffic and what that rezoning would mean for their
properties. Ultimately the City Council guided the area back to Low Density Residential.
Now, during this current Comp Plan Update the Council has stated that it may be time
to look at guiding this area for higher density given its proximity to downtown. He
explained that the Highway 55 and Wally Street area isn’t proposed to be reguided for
higher density because of the desire to protect that existing neighborhood, the access
doesn’t work, and the traffic volumes and congestion are issues with the potential BRT
line. He added that just because a single family neighborhood is along Highway 55 it
doesn’t mean that they are all treated the same way.
Johnson asked if the Highway 55 and Winnetka Avenue area has been designated for
higher density on the draft maps for this Comp Plan Update. Zimmerman said yes. He
added that when specific properties are proposed to be rezoned there will be outreach
to each property owner. Johnson stated that the two areas still look very similar to him.
Blum agreed and asked if it would be worth considering higher density on the one block
Minutes of the Golden Valley Planning Commission
October 22, 2018
Page 9
of larger lots that border Highway 55, or to have a transitional or buffer area on the east
side of Brookview Condominiums. Zimmerman stated that the public hearing for the
Comp Plan will be brought to the Planning Commission in November.
6. Adjournment
The meeting was adjourned at 8:57 pm.
____________________________ __________________________
Ron Blum, Secretary Lisa Wittman, Administrative Assistant
1. CALL TO ORDER and ROLL CALL
On Thursday, October 18, 2018 at 8:30 a.m. in the Council Conference Room at Golden Valley City Hall (7800 Golden
Valley Rd.), Vice Chair Prom called the meeting of the Bassett Creek Watershed Management Commission (BCWMC) to
order.
Commissioners and city staff present:
City Commissioner Alternate Commissioner Technical Advisory Committee
Members (City Staff)
Crystal Dave Anderson Vacant Position Mark Ray
Golden Valley Absent Jane McDonald Black Jeff Oliver
Medicine Lake Clint Carlson Absent Absent
Minneapolis Michael Welch Vacant Position Liz Stout
Minnetonka Mike Fruen Absent Absent
New Hope Absent Pat Crough Megan Albert
Plymouth Jim Prom John Byrnes Ben Scharenbroich
Robbinsdale Michael Scanlan Absent Richard McCoy and Marta Roser
St. Louis Park Absent Patrick Noon Erick Francis
Administrator Laura Jester, Keystone Waters
Engineer Karen Chandler and Michelle Kimble, Barr Engineering
Recorder Absent
Legal Counsel Troy Gilchrist, Kennedy & Graven
Presenters/
Guests/Public
Terrie Christian and Mark Sommerfeld, Plymouth residents
Bassett Creek Watershed Management Commission
Minutes of Regular Meeting
Thursday, October 18, 2018
8:30 a.m.
Golden Valley City Hall, Golden Valley MN
BCWMC October 18, 2018 Meeting Minutes
Page 2 of 5
2. CITIZEN FORUM ON NON-AGENDA ITEMS
Terrie Christian and Mark Sommerfeld, residents in the City of Plymouth, showed photos and described flooding that
occurs during large rains along South Shore Drive on the south side of Medicine Lake. They noted the problem goes back
30 years and is getting worse. They reported they had engaged staff and council members with the City of Plymouth and
in 2014 were told the problem would be reviewed. Ms. Christian and Mr. Sommerfeld said at the time city staff indicated
that a wet detention pond would be needed to alleviate the flooding but that nothing has happened.
Commission Engineer Chandler reported that the Commission’s new hydrologic model could be used to determine where
the water is coming from and noted some preliminary investigation indicates water during a 100-year event is coming
from Golden Valley and Plymouth, making it an intercommunity drainage issue which is appropriate for the Commission
to address and may even be eligible for a CIP project.
Vice Chair Prom thanked Ms. Christian and Mr. Sommerfeld for the information.
3. APPROVAL OF AGENDA
MOTION: Alternate Commissioner McDonald Black moved to approve the agenda. Commissioner Scanlan seconded the
motion. Upon a vote, the motion carried 9-0.
4. CONSENT AGENDA
The following items were approved as part of the consent agenda: September 20, 2018 Commission meeting minutes,
acceptance of the October 2018 financial report, payment of invoices, approval to send Administrator Jester to
Minnesota Association of Watershed Districts Annual meeting, and approval of Sweeney Lake Aeration Study Final
Report.
The general and construction account balances reported in the October 2018 Financial Report are as follows:
Checking Account Balance $ 546,577.84
TOTAL GENERAL FUND BALANCE $ 546,577.84
TOTAL CASH & INVESTMENTS ON-HAND (10/10/18) $ 3,181,518.01
CIP Projects Levied – Budget Remaining ($4,035,437.41)
Closed Projects Remaining Balance ($ 853,919.40)
2012-2016 Anticipated Tax Levy Revenue $ 4,537.93
2017 Anticipated Tax Levy Revenue $ 3,895.88
Anticipated Closed Project Balance ($845,485.59)
MOTION: Alternate Commissioner McDonald Black moved to approve the consent agenda. Commissioner Welch
seconded the motion. Upon a vote, the motion carried 9-0.
5. BUSINESS
A. Review Draft Feasibility Study for Bryn Mawr Meadows Water Quality Improvement Project via Ridgedale Drive
(BC-5)
Administrator Jester reviewed that at the September 2017 Commission meeting, a proposal to develop a feasibility
study for this 2020 CIP project was approved. She noted the Commission Engineer has been in close communication
with the Minneapolis Park and Rec Board as this project coincides with a park reconstruction project in 2022. The
BCWMC October 18, 2018 Meeting Minutes
Page 3 of 5
draft feasibility study offers three concepts for the Commission to discuss and consider. Commission Engineer
Kimble presented the draft feasibility study and the three concepts.
She noted that Bryn Mawr Meadows Park is located in the southeast corner of the Bassett Creek watershed and that
much of the drainage area is supposed to flow through a MnDOT pond called Penn Pond, when then flows in a storm
sewer under Morgan Ave. She noted there is little or no stormwater treatment and the storm sewer outlets into
Bassett Creek. She reported that Penn Pond is undersized and not treating the stormwater runoff from the south of
highway 394.
Commissioner Welch added that this area is very low. Commission Engineer Kimble said that some of the park to the
north is in a 10-year and 100-year floodplain where soils are fill, clay, and organic. She noted that the park area was
likely an old wetland and the groundwater is shallow.
Commission Engineer Kimble noted there is a second unnamed MnDOT pond beneath I-394. This pond does not
show up on any of the MnDOT plans and it is not clear how the pond functions with Penn Pond and the downstream
storm sewer located along Morgan Avenue. She reported that information gathered on a site visit showed an
incoming storm sewer, but no outlet structure. She stated further investigation is required to determine if the pond
is providing additional water quality benefits prior to the runoff flowing downstream to Morgan Avenue and Bryn
Mawr Meadows Park.
Commission Engineer Kimble reported that the Commission Engineer participated in a design meeting with the
Minneapolis Park and Rec Board (MPRB) where they provided input on where stormwater treatment makes sense
within the park. She noted there has been considerable stakeholder input with MPRB and a technical stakeholder
meeting, but no permits from the Army Corps of Engineers are required for the CIP project. She also reminded
commissioners that the park reconstruction project will require stormwater treatment, but the CIP project would
provide treatment above and beyond requirements. She also reported that public input has been sought in
conjunction with MPRB engagement on the park reconstruction project.
Commission Engineer Kimble presented the proposed concepts, noting they will reduce sediment and phosphorus
loading to Bassett Creek and all downstream water bodies. Multiple alternatives were evaluated for removing
sediment and improving water quality. The measures considered for potential implementation include the following:
• Diverting runoff from a 15.9-acre residential area west of the park into a stormwater pond (Concept 1 – Northwest
Neighborhood Diversion)
• Diverting low flows from Penn Pond discharge and 29.2-acre residential area west of the park into a stormwater
pond (Concept 2 – Penn Pond Low Flow Diversion). The engineer considers this option to be the most cost
effective.
• Combine Concepts 1 and 2 (Concept 3 – Northwest Neighborhood Diversion and Penn Pond Low Flow Diversion)
• Other concepts considered, but not developed (treatment of full flows, infiltration, iron enhanced or other
filtration)
Commission Engineer Kimble reported that infiltration isn’t possible due to high groundwater and poor soils and that
iron-enhanced infiltration systems were considered but are not a good option for this site. She noted that estimated
costs assume excavated soils need to be landfilled and that costs could be reduced by about half if the soils don’t
need to be landfilled.
TAC Member Stout and Commissioner Welch noted that it’s not appropriate for a “first flush” of runoff from MnDOT
property and highways to be treated in open water systems within a park. There was discussion about the
responsibility of MnDOT to maintain Penn Pond and ensure that it is functioning properly. There was consensus that
the Commission shouldn’t put CIP funding into a project that addresses a MnDOT issue, if at all possible.
Administrator Jester suggested that the Southwest LRT Project may also be working in the area near Penn Pond.
Commissioner Scanlan asked about neighborhood meetings. Administrator Jester and Commissioner Welch
commented that there were no impacts to neighbors.
BCWMC October 18, 2018 Meeting Minutes
Page 4 of 5
Alternate Commissioner McDonald Black stated that Concept #3 is a good value for cost per pound of pollutant
removal when compared with other CIP projects. Jester reiterated that MnDOT needs to maintain their ponds.
MOTION: Alternate Commissioner McDonald Black moved to continue analyzing Concept #3 and engage MnDOT
regarding the survey and maintenance of Penn Pond and other adjacent stormwater management features.
Commissioner Scanlan seconded the motion. Upon a vote, the motion carried 9-0.
B. Review Draft Bassett Creek Watershed Sign at Westwood Hills Nature Center
Administrator Jester showed and described components of the latest draft of the BCWMC sign that will be installed
at the Westwood Hills Nature Center. She noted the sign is 5.5’x 2.5’ and that the audience is both adults and
children. Alternate Commissioner McDonald Black commented that a more specific action or stronger language
should be used rather than “use less salt.” She suggested “avoid salt.” Alternate Commissioner Byrnes pointed out
that the sign is already fairly wordy. Commissioner Fruen suggested not listing all nine cities, since they can be
shown on the map. Changing around the graphics and reducing redundancy was also discussed. Commissioner
Welch liked the specifics and didn’t think there was too much text.
Commissioner Scanlan brought up that there is an “Adopt a Drain” program that is being implemented metro-wide
in 2019. It was agreed the website for that program should be included on the sign.
C. Update on Local Water Management Plan Reviews
i. Commission Comments on New Hope Local Surface Water Management Plan
ii. Commission Comments on Minnetonka Water Resources Management Plan
Administrator Jester updated the Commission on the status of the local plan submittals to the Commission and
reviews noting that Golden Valley’s plan was approved at the September meeting; Minneapolis, New Hope,
Minnetonka, and Plymouth had submitted draft plans; that Crystal submitted an initial draft plan (pre-comment
period); and that Robbinsdale, Medicine Lake and St. Louis Park had yet to submit draft plans. She reported the
Commission is providing comments on plans as quickly as possible and is automatically requesting extensions to the
comment period. She noted that if commissioners have any comments on the New Hope and Minnetonka plans in
addition to those provided already by staff, they should let her know. Attorney Gilchrist wondered if action was
needed to allow for formal submittal of comments between Commission meetings. Administrator Jester responded
that a local plan will not be approved except for at a Commission meeting with a formal resolution. There was
consensus that commissioners were comfortable with the process so there is no need for a motion.
D. Discuss Invitation to Officially Join Minnesota Association of Watershed Districts
Administrator Jester reported that the Minnesota Association of Watershed Districts (MAWD) is a nonprofit
organization that represents the local governments that focus on the management of water on watershed
boundaries rather than political boundaries, such as cities and counties. She noted that until now, only watershed
districts, and not watershed management organizations, could be members. She noted that MAWD is now inviting
WMOs to be members for an initial fee of $500. She reviewed a fact sheet included with meeting materials which
indicates that MAWD members benefit from having an organization that provides a unified voice for watershed
management and that works diligently to maximize the availability of the tools and resources that allow members to
most effectively and efficiently meet their water management goals. It notes that primary areas of focus include
providing education and training opportunities, lobbying and advocacy services, and regular communications.
Administrator Jester noted that her recommendation is not to join MAWD at this time, mostly because WMOs would
not be given voting rights at MAWD business meetings. Commissioner Welch encouraged Administrator Jester to
advocate for WMOs to get voting rights. He suggested that she write a letter to MAWD on the subject for review at
the November Commission meeting. He also noted that a subset organization, Metro MAWD, meets quarterly and
that the Commission should be invited to those meetings and consider attending.
6. COMMUNICATIONS
BCWMC October 18, 2018 Meeting Minutes
Page 5 of 5
A. Administrator’s Report – Administrator Jester noted that her written report was in the meeting packet and added
the following points:
i. Loppet Foundation – Urban Portage Event – Administrator Jester reported that this event that took place
on October 13th originally planned to include paddlers moving through several lakes within the Minneapolis
Chain of Lakes and then into Wirth Lake, Bassett Creek, Sweeney Lake and Twin Lake – with portaging in
between. She reported that several groups were very concerned about AIS being transferred from infested
waters into Sweeney and Twin Lakes. She reported a large meeting of all stakeholder groups was held and
that plans for a decontamination station before Sweeney Lake were agreed upon. However, she reported
that at the last minute, the race course was changed not to include Sweeney or Twin Lakes. She reported
that considerable time was spent on this issue including Commission engineering time.
ii. Smart Salt Certification Course – Administrator Jester reported that about 15 people attended the course
and that it went really well.
iii. Workshop for Lake Groups: Options for Organizing – Administrator Jester reported that 17 people from 5
different lakes attended the meeting and that a full report would be provided at the November meeting.
iv. Reminder of WEDNESDAY November 14th Commission Meeting
B. Chair
Nothing to report
C. Commissioners
Commissioner Scanlan shared his thoughts about the Smart Salting Training and salting practices in general.
D. TAC Members
i. Marta Roser complimented Administrator Jester on her AIS presentation at the Water Resources
Conference.
E. Committees
i. Administrative Services Committee – Scheduled for October 24th to evaluate staff. Administrator Jester was
directed to send the evaluation form to TAC members and commissioners and ask them to send any
comments to Chair de Lambert.
ii. CIP Prioritization Committee – Meeting scheduled for November 5th
F. Legal Counsel
Attorney Gilchrist noted that the letter to BWSR which he was directed to write at the last meeting was included
with” information only” materials. He noted he has not received a reply.
G. Engineer - Engineer Chandler gave the following reports:
i. Tunnel Inspection will probably not happen on Oct. 30th due to delays with the Army Corps of Engineers
ii. Schaper Pond Carp Survey update: Tagged 18 adults and 51 young of year in Schaper Pond and 133 adults in
Sweeney Lake.
iii. Sediment Sampling in Jevne Park— It was decided this was not needed, based on review of sediments
during wetland delineation.
iv. Sweeney Lake Aeration Study — The report included in the consent agenda includes information on alum
treatment costs and recommendations on aquatic plant management.
7. INFORMATION ONLY (Information online only)
A. Administrative Calendar
B. CIP Project Updates http://www.bassettcreekwmo.org/projects
C. Grant Tracking Summary and Spreadsheet
D. Sun Sailor Article: DeCola Ponds B & C Improvement Project
E. Letter from Commission Legal Counsel to BWSR
F. West Metro Water Alliance Water Links Newsletter
8. ADJOURNMENT
The meeting adjourned at 10:04 a.m.
____________________________
Signature/Title Date
Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
3. D. 1. Award Contract for 2019-2020 Trimming and Removal of Trees on Public Property,
Project No. 19-03
Prepared By
Al Lundstrom, Park Maintenance Supervisor and City Forester
Tim Teynor, Assistant City Forester
Summary
Two companies requested the Project Manual & Specifications to bid for the 2019-2020 Tree
Trimming and Removal of Trees and Stumps Project. One bid was received and opened on
November 8, 2018. The following bid adjusted for estimated quantities was received:
Annual Base Bid Total Over 2 Years
Tim’s Tree Service $ 81,950 $163,900
The 2019 Park Maintenance Budget (1646.6440) includes $107,750 identified for annual
contractual services related to tree trimming, removal, planting, and mulching.
Public Works staff completed the evaluation of the bid and determined that Tim’s Tree Service
meets the minimum qualifications for the project.
Attachments
• Contract for the 2019-2020 Tree Trimming and Removal Project (5 pages)
Recommended Action
Motion to award the 2019-2020 Trimming and Removal of Trees on Public Property to Tim’s Tree
Service in the amount of $163,900.
PROJECT NO. 19-03
CONTRACT FOR 2019 - 2020 TREE TRIMMING AND REMOVAL PROJECT
7-1
THIS AGREEMENT, entered into the 20th day of November, 2018 between the City of
Golden Valley, a municipal corporation, existing under the laws of the State of
Minnesota, hereinafter referred to as the Municipality, party of the First Part, and Tim’s
Tree Service, a corporation, under the laws of Minnesota, hereinafter called the
Contractor, party of the Second Part.
ARTICLE 1. The Contractor, for and in consideration of one dollar and other good and
valuable considerations received including the payment, or payments herein specified,
and by the Municipality to be made, hereby covenants and agrees to furnish all
materials, all necessary tools and equipment, and to do and perform all the work and
labor necessary for the 2019-2020 Tree Trimming and Removal Project No. 19-03
according to Plans and Specifications on file in the office of the City Clerk.
The Plans and Specifications, the proposal of the Contractor and the Contractor's bond,
the General Conditions and the Special Provisions, together with this contract, shall
together constitute the Contract documents, and herein are referred to as the Contract
Documents.
ARTICLE 2. The Contractor agrees to commence said work and conclude the same in
accordance with the Proposal and Bid heretofore filed with the Municipality and in
accordance with the time schedule for commencement and completion of the work set
forth in the Contract Documents, time being of the essence of this agreement, and to
complete said work in every respect to the satisfaction and approval of the
Municipality.
ARTICLE 3. The Contractor further agrees to make, execute and deliver to the
Municipality corporate surety bonds approved by the Council of the Municipality, both in
the sum of one hundred sixty-three thousand, nine-hundred dollars and no cents
($163,900) for the use of said Municipality and of all persons doing work on furnishing
skill, tools, machinery or materials under or for the purpose of this Contract to secure
the faithful performance and payment of the Contract by said Contractor and to be
conditioned as required by law, and this contract shall not become effective unless and
until said bonds have been received and approved by the Council of the Municipality.
ARTICLE 4. In consideration of the covenants and agreements stated above, the
Municipality agrees to pay the Contractor the sum stated in the Proposal or Bid of said
Contractor. Installment payments, if any, on account of work done and materials
furnished by said Contractor under this Contract and actually in place is said
improvements, shall be made in accordance with the provisions of the General Contract
conditions and final payment, therefore, shall be due and payable on or before ten (10)
days after receipt by the Council of the Municipality of: (a) a certificate by the City
Engineer that the work has been fully completed and this contract fully performed by
the Contractor; and (b) an opinion of the Municipality's attorney that the Municipality is
then obligated to pay the sum contracted for herein.
PROJECT NO. 19-03
CONTRACT FOR 2019 - 2020 TREE TRIMMING AND REMOVAL PROJECT
7-2
ARTICLE 5. It is understood and agreed by the Contractor that the City, through its
authorized agents shall be the sole and final judge of the fitness of the work and its
acceptability, and no payment shall be made to the Contractor hereunder until the work
shall have been found acceptable by the Municipality through its authorized agents.
ARTICLE 6. It is understood and agreed by the Contractor that, with respect to all
work, the Contractor will keep as complete, exact and accurate an account of the labor
and materials used as is possible, and in submitting the final statement will itemize and
allocate the costs of said work.
ARTICLE 7. All payments to the Contractor shall be made payable to the order of Tim’s
Tree Service, LLC and the Municipality does not assume and shall not have any
responsibility for the allocation of payments or obligations of the Contractor to third
parties.
ARTICLE 8. The City reserves the right to cancel the award of any contract at any time
before the execution of the contract by all parties without any liability against the City.
ARTICLE 9. The City may by written notice terminate the contract or any portion
thereof when it is deemed in the best public, state or national interest to do so; or the
City is unable to adequately fund payment for the contract because of changes in state
fiscal policy, regulations or law; or after finding that for reasons beyond the Contractor’s
control the Contractor is prevented from proceeding with or completing the contract
work within a reasonable period of time.
In the event that any work is terminated under the provisions hereof, all completed
items or units of work will be paid for at Contract Bid Prices. Payment for partially
completed items or units of work will be made in accordance with the procedure on
attached Exhibit A and as otherwise mutually agreed to.
Termination of the Contract or any portion thereof shall not relieve the Contractor of
responsibility for the completed work, nor shall it relieve the Contractor’s Sureties of
their obligations for and concerning any just claims arising out of the work performed.
PROJECT NO. 19-03
CONTRACT FOR 2019 - 2020 TREE TRIMMING AND REMOVAL PROJECT
7-3
IN WITNESS WHEREOF, both parties hereto have caused these presents to be signed
on their respective behalf’s by their duly authorized offices and their corporate seals to
be hereunto affixed the day and year first above written.
THE CITY OF GOLDEN VALLEY
BY
Shepard M. Harris, Mayor
BY
Timothy J. Cruikshank, City Manager
CONTRACTOR
BY
7-4
EXHIBIT A
Elimination of Work
Should any contract items be eliminated from the contract or any work be deleted or
ordered termination on a contract item before completion of the construction unit, the
contractor will be reimbursed for all costs incurred prior to notification, that are not
the result of unauthorized work. Compensation will be made on the following basis:
(1) The accepted quantities of work completed in accordance with the
contract will be paid for at the contract prices.
(2) For materials that have been ordered but not incorporated in the work,
reimbursement will be made in accordance with the procedure set out
below for surplus material.
(3) For partially completed items, the accepted work will be paid for on the
basis of a percentage of the contract bid price equal to the percentage
of actual accomplishment toward completion of the item. In arriving at
this percentage, the value of materials incorporated in the partially
completed items will be considered to be the actual purchase price of
the materials, plus transportation costs, to which will be added 15
percent of the sum thereof.
(4) The contractor will also be reimbursed for such actual expenditures for
equipment, mobilization, and overhead as the City considers directly
attributable to the eliminated work and that are not recovered as part of
the direct payment for the work.
Payment for completed work at the contract prices and for partially completed work
and materials in accordance with the above provisions, together with such other
allowances as are made for fixed costs, shall constitute final and full compensation
for the work performed as contract items that have been partially or totally eliminated
from the contract.
Payment for Surplus Material
Payment for materials that have been ordered for the work, but that are not to be
used because of cancellation of the contract or a portion thereof, because of an
order to terminate the work before completion of the entire unit, or because the
quantity ordered by the engineer was in excess of the quantity needed, will be made
in accordance with the following provisions, unless the contractor or supplier elects to
take possession of the surplus material without expense to the City:
(1) Payment for surplus materials that have been purchased and shipped
or delivered to the project will be made at the contract bid price when
the pay item covers the furnishing and delivering of the material only.
7-5
(2) When the contract bid price covers the furnishing and placing of the
material, the City will take possession of the surplus materials that have
been purchased and shipped or delivered to the project, or will order
the material returned to the supplier for credit and will pay the
contractor the actual purchase price of the material plus transportation
costs, to which will be added 15 percent of the total thereof, and from
which will be deducted any credits received by the contractor for
materials returned.
(3) Materials that have been ordered but have not been consigned for
shipment will be paid for upon delivery the same as materials in transit
or delivered only when the supplier is unwilling to cancel or modify the
order such as in the case of materials requiring special manufacture,
fabrication, or processing so as to be unsuitable for general use.
In no case will payment for surplus materials exceed the contract bid price for the
materials complete in place. The contractor shall furnish receipted invoices or an
affidavit showing the purchase price and transportation charges on materials to be
taken over by the City.
Surplus materials that are taken over by the City shall be delivered to the storage
sites designated by the engineer.
Except as provided above, no payment will be made to the contractor for any
materials that are not incorporated in the work. Materials are to be ordered in the
quantities needed unless a specific quantity is to be furnished by direct order of the
engineer.
No payment will be made for surplus materials that have not been inspected, tested,
and accepted for use, nor will any payment be made for accepted materials that
have not been properly preserved, stored, and maintained to the date on which they
are delivered to the City.
Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
3. E. Approval of Plat - Jean And Dennys Annex (1711 Xerxes Avenue North)
Prepared By
Jason Zimmerman, Planning Manager
Summary
At the November 7, 2018, City Council meeting, the Council held a public hearing on the
Preliminary Plat for the minor subdivision of Jean And Dennys Annex (1711 Xerxes Avenue
North). After the hearing, the Council approved the Preliminary Plat which will allow two lots. The
Final Plat has now been presented to the City. Staff has reviewed the Final Plat and finds it
consistent with the approved Preliminary Plat and the requirements of City Code.
Attachments
• Resolution for Approval of Plat - Jean And Dennys Annex (1 page)
• Final Plat of Jean And Dennys Annex (1 page)
Recommended Action
Motion to adopt Resolution for Approval of Plat - Jean And Dennys Annex.
RESOLUTION NO. 18-73
RESOLUTION FOR APPROVAL OF PLAT –
JEAN AND DENNYS ANNEX
WHEREAS, the City Council for the City of Golden Valley, pursuant to due notice,
has heretofore conducted a public hearing on the proposed plat to be known as Jean And
Dennys Annex covering the following described tracts of land:
Lots 3, 4, 36 and 37, Block 3, “McNair Manor, Hennepin County, Minnesota”
WHEREAS, all persons present were given the opportunity to be heard;
NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Golden
Valley, that said proposed plat be, and the same hereby is, accepted and approved, and
the proper officers of the City are hereby authorized and instructed to sign the original of
said plat and to do all other things necessary and proper in the premises.
Adopted by the City Council of Golden Valley, Minnesota this 20th day of November, 2018.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Kristine A. Luedke, City Clerk
KNOW ALL PERSONS BY THESE PRESENT: That Jack W. Benson, a single person, is fee owner of the following described property situated in the State
of Minnesota, County of Hennepin to wit:
Lots 3, 4, 36 and 37, Block 3, "McNair Manor, Hennepin County, Minnesota"
Has caused the same to be surveyed and platted as JEAN AND DENNYS ANNEX and does hereby dedicate to the public for public use forever the easements
for drainage and utility purposes as shown on this plat.
In witness whereof said Jack W. Benson, a single person, has caused these presents to be signed by its proper officer this
day of , 20
Jack W. Benson
STATE OF MINNESOTA
COUNTY OF
The instrument was acknowledged before me this day of
(Signature)
(Print)
Notary Public, County, Minnesota
My Commission Expires
20 by Jack W. Benson.
I Wayne W. Preuhs do hereby certify that this plat was prepared by me or under my direct supervision; that I am a duly Licensed Land Surveyor in the State of
Minnesota; that this plat is a correct representation of the boundary survey; that all mathematical data and labels are correctly designated on this plat: that all
monuments depicted on this plat have been or will be correctly set within one year; that all water boundaries and wet lands, as defined in Minnesota Statutes
Section 505.01, Subd. 3, as of the date of this certificate are shown and labeled on the plat; and that all public ways are shown and labeled on the plat.
Dated this day of 20
w ayne w . rreuns, Licensea Lana aurveyor
Minnesota License Number 43503
STATE OF MINNESOTA
COUNTY OF
The instrument was acknowledged before me this day of
(Signature)
(Print)
Notary Public,
My Commission Expires
County, Minnesota
CITY COUNCIL, GOLDEN VALLEY, MINNESOTA
20 by Wayne W. Preuhs
This plat of JEAN AND DENNYS ANNEX was approved and accepted by the City Council of the City of Golden Valley, Minnesota, at a regular meeting
thereof, held this day of , 20, and said plat is in compliance with the provisions of Minnesota Statutes, Section 505.03, Subd. 2.
CITY COUNCIL, CITY OF GOLDEN VALLEY, MINNESOTA
Mayor
Clerk
RESIDENT AND REAL ESTATE SERVICES, Hennepin County, Minnesota
I hereby certify that taxes payable in 20_ and prior years have been paid for land described on this plat, dated this
Mark V. Chapin, County Auditor by Deputy
SURVEY DIVISION, Hennepin County, Minnesota
Pursuant to MN. STAT. Sec. 383B.565 (1969), this plat has been approved this day of
Chris F. Mavis, County Surveyor by
REGISTRAR OF TITLES, Hennepin County, Minnesota
I hereby certify that the within plat of JEAN AND DENNYS ANNEX was filed in this office this day of
.M.
Martin McCormick, Registrar of Titles By:
Deputy
day of
20
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GRAPHIC SCALE
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DRAINAGE AND UTILITY EASEMENTS SHOWN THUS:
BEING 6 FEET IN WIDTH AND ADJOINING LOT
LINES UNLESS OTHERWISE SHOWN ON THIS PLAT
AND 10 FEET IN WIDTH AND ADJOINING RIGHT OF
WAY LINES AS SHOWN ON THE PLAT.
O DENOTES FOUND IRON MONUMENT (SIZE AND TYPE AS SHOWN)
DENOTES 1/2 INCH BY 14 INCH IRON PIPE MONUMENT SET
AND MARKED BY MINNESOTA REGISTRATION NUMBER 43503
(100.0) DENOTES DISTANCE PER THE PLAT OF "MCNAIR MANOR, HENNEPIN COUNTY, MINNESOTA"
ORIENTATION OF THIS BEARING SYSTEM IS
BASED ON THE NORTH LINE OF LOTS 36
& 4, BLOCK 3, "MCNAIR MANOR,
HENNEPIN COUNTY, MINNESOTA" HAVING
AN ASSUMED BEARING OF NORTH 89
DEGREES 42 MINUTES 12 SECONDS WEST.
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Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
3. F. Receipt of October 2018 Financial Reports
Prepared By
Sue Virnig, Finance Director
Summary
The monthly financial report provides a progress report of the following funds:
∼ General Fund Operations
∼ Conservation/Recycling Fund (Enterprise Fund)
∼ Water and Sewer Utility Fund (Enterprise Fund)
∼ Brookview Golf Course (Enterprise Fund)
∼ Motor Vehicle Licensing (Enterprise Fund)
∼ Storm Utility Fund (Enterprise Fund)
∼ Equipment Replacement Fund (Capital Projects Fund)
∼ Brookview Center (Special Revenue Fund)
∼ Human Services Commission (Special Revenue Fund)
∼ Building Improvement Fund (Capital Projects Fund)
∼ Park Improvement Fund (Capital Projects Fund)
∼ Brookview Facility Financing (Capital Projects Fund)
General Fund Operations: As of October 2018, the City has used $3,085,302 of fund balance to
balance the General Fund Budget.
Ending 2017 Fund Balance $12,403,849
2018 Expenditures (60%) $12,369,840 need $14,409,248
($3,085,302) + $12,369,840
Attachments
• October 2018 General Fund (2 pages)
• October 2018 Conservation/Recycling Fund (1 page)
• October 2018 Water and Sewer Utility Fund (1 page)
• October 2018 Brookview Golf Course (1 page)
• October 2018 Motor Vehicle Licensing (1 page)
• October 2018 Storm Utility Fund (1 page)
• October 2018 Equipment Replacement Fund (1 page)
• October 2018 Brookview Center Fund (1 page)
• October 2018 Human Services Commission (1 page)
• October 2018 Building Improvement Fund (1 page)
• October 2018 Park Improvement Fund (1 page)
• October 2018 Brookview Facility - New Building Financing (1 page)
Recommended Action
Motion to receive and file the October 2018 Financial Reports.
Over %
2018 October YTD (Under)Of Budget
Budget Actual Actual Budget Expend.
001 Council $370,935 38,748 283,384 ($87,551)76.40%(3)
003 City Manager 813,410 56,642 614,136 (199,274)75.50%
004 Transfers Out 1,982,580 0 1,982,580 0 100.00%(1)
005 Admin. Services 1,986,970 125,880 1,623,099 (363,871)81.69%
006 Legal 158,100 13,992 172,069 13,969 108.84%(2)
007 Risk Management 310,000 90,750 328,780 18,780 106.06%(5)
011 General Gov't. Bldgs.732,680 56,726 518,492 (214,188)70.77%
016 Planning 409,655 29,207 263,536 (146,119)64.33%
018 Inspections 811,280 59,316 613,730 (197,550)75.65%(4)
022 Police 6,204,575 434,041 4,501,256 (1,703,319)72.55%
023 Fire 1,561,150 111,626 1,078,886 (482,264)69.11%(3)
035 Physical Dev Admin 309,505 18,597 241,584 (67,921)78.05%
036 Engineering 776,095 70,326 576,355 (199,740)74.26%
037 Streets 1,790,925 109,323 1,515,560 (275,365)84.62%
066 Park & Rec. Admin.737,210 52,544 593,208 (144,002)80.47%
067 Park Maintenance 1,215,945 100,371 978,383 (237,562)80.46%
068 Recreation Programs 445,385 25,972 304,368 (141,017)68.34%
TOTAL Expenditures $20,616,400 $1,394,061 $16,189,406 ($4,426,994)78.53%
(1) Transfers were made in June, 2018 except for Equipment Transfer of $882,580.
(2) Legal services are billed thru June. Staff Attorney started 7-16.
(3) 2017 Fund Balance Assigned -$65,,000 Fire ;$20,000 Council April 17, 2018
(4) 2018 Fund Balance Amended -$42,,000 Inspections Council April 3, 2018
(5) Dividend is sent in December.
City of Golden Valley
Monthly Budget Report - General Fund Expenditures
October, 2018 (unaudited)
Division
83.00%
Over %
2018 October YTD (Under)of Budget
Type Budget Actual Actual Budget Received
Ad Valorem Taxes $17,253,460 0 9,520,623 ($7,732,837)55.18%(1)
Licenses 220,980 4,860 213,060 ($7,920)96.42%
Permits 929,785 125,011 1,426,593 $496,808 153.43%
State Aid 52,375 10,440 80,370 $27,995 153.45%(2)
County Aid 0 1,319 $1,319
Charges For Services:
General Government 25,250 509 24,827 ($423)98.32%
Public Safety 160,900 13,216 183,538 $22,638 114.07%
Public Works 163,600 14,478 153,339 ($10,261)93.73%
Park & Rec 415,550 37,053 358,585 ($56,965)86.29%
Other Funds 691,500 78,770 649,184 ($42,316)93.88%
Fines & Forfeitures 320,000 31,656 298,565 ($21,435)93.30%(3)
Interest On Investments 75,000 0 0 ($75,000)0.00%(4)
Miscellaneous Revenue 193,000 17,321 169,101 ($23,899)87.62%
Transfers In 30,000 2,500 25,000 ($5,000)83.33%(5)
TOTAL Revenue $20,531,400 $335,814 $13,104,104 ($7,427,296)63.82%
Notes:
(1) Payments are received in July, December, and January (delinquencies).
The first payment for taxes included some payments in full.
(2) Police Training will be paid in August. Safe and Sober is billed on time spent.
LGA is paid in July, Dec ($37,185 total).
(3) Fines/Forfeitures are thru for September 2018.
(4) Investment income is allocated at year end.
(5)Transfers are monthly.
Percentage Of Year Completed
City of Golden Valley
Monthly Budget Report - General Fund Revenues
October 2018 (unaudited)
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Hennepin County Recycling Grant 42,875 0 47,900 5,025 111.72%(4)
Recycling Charges 382,520 34,456 293,702 (88,818)76.78%(2)
Miscellaneous Revenues 8,000 10,362 10,362 2,362
Interest on Investments 4,000 0 0 (4,000)0.00%(1)
Total Revenue 437,395 44,818 351,964 (85,431)80.47%
Expenses:
Recycling 461,605 32,267 314,659 (146,946)68.17%(3)
Total Expenses 461,605 32,267 314,659 (146,946)68.17%
(1) Interest Earnings are allocated at year-end.
(2) Includes utility billings thru October 2018.
(3) This includes the recycling services thru September 2018.
(4) Grant reduced due to no compost program.
Further information about projects and financing are located in the 2018-2022 CIP and 2018-2019 Budget.
City of Golden Valley
Monthly Budget Report - Conservation/Recycling Enterprise Fund
October r2018 (unaudited)
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Water Charges 4,571,280 589,931 3,703,752 (867,528)81.02%(1)
Emergency Water Supply 183,080 26,884 168,237 (14,843)91.89%
Sewer Charges 3,512,300 337,995 3,020,576 (491,724)86.00%
Meter Sales 20,000 5,693 25,488 5,488 127.44%
Penalties 130,000 2,943 138,813 8,813 106.78%
Charges for Other Services 100,000 22,016 228,956 128,956 228.96%
State Water Testing Fee Pass Through 46,000 3,430 30,782 (15,218)66.92%
Sale of Assets 10,000 0 3,459 (6,541)34.59%
Franchise Fees 1,000,000 0 0 (1,000,000)0.00%
Certificate of Compliance 75,000 8,200 64,900 (10,100)86.53%
Interest Earnings 25,000 0 0 (25,000)0.00%
Total Revenue 9,672,660 997,092 7,384,963 (2,287,697)76.35%
Expenses:
Utility Administration 2,930,400 178,421 1,834,441 (1,095,959)62.60%
Sewer Maintenance 3,088,750 244,405 2,647,966 (440,784)85.73%
Water Maintenance 4,712,065 393,805 3,458,191 (1,253,874)73.39%
Total Expenses 10,731,215 816,631 7,940,598 (2,790,617)74.00%
City of Golden Valley
Monthly Budget Report - Water and Sewer Utility Enterprise Fund
October 2018 (unaudited)
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Green Fees 920,950 47,368 805,036 (115,914)87.41%
Driving Range Fees 180,000 4,050 160,120 (19,880)88.96%
Par 3 Fees 170,000 7,298 149,139 (20,861)87.73%
Lawn Bowling 30,000 3,432 43,658 13,658 145.53%(4)
Pro Shop Sales 90,000 7,328 85,034 (4,966)94.48%
Pro Shop Rentals 300,000 19,896 294,206 (5,794)98.07%
Concession Sales 889,960 92,371 1,175,245 285,285 132.06%
Other Revenue 182,500 508 200,989 18,489 110.13%(3)
Interest Earnings 5,000 0 0 (5,000)0.00%(1)
Less: Credit Card Charges/Sales Tax (30,000)0 (4,425)25,575 14.75%
Total Revenue 2,738,410 182,251 2,909,002 170,592 106.23%
Expenses:
Golf Operations 802,410 51,483 603,867 (198,543)75.26%(2)
Course Maintenance 1,219,520 53,452 1,049,905 (169,615)86.09%
Pro Shop 124,400 9,699 137,121 12,721 110.23%
Grill 647,710 86,844 1,118,530 470,820 172.69%
Driving Range 74,300 3,303 60,517 (13,783)81.45%
Par 3 Course 26,640 437 26,876 236 100.89%
Lawn Bowling 8,380 911 11,742 3,362 140.12%
Banquet Staffing 25,400 1,188 29,595 4,195 116.52%
Total Expenses 2,928,760 207,317 3,038,153 109,393 103.74%
(1) Interest Earnings are allocated at year-end.
(2) Depreciation is allocated at year-end.
(3) Includes the trade-in of golf carts -$100,500.
(4) Lawn Bowling opened August 1.
Further information about projects and financing are located in the 2018-2022 CIP and 2018-2019 Budget.
Fund Balance at end of 2017 was $919,024.
Fund Balance should be a minimum of $1,000,000 (4 months reserve). Cart purchase lowered this amount.
City of Golden Valley
Monthly Budget Report - Brookview Golf Course Enterprise Fund
October 2018 (unaudited) Course opened April 27
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Interest Earnings 2,880 0 0 (2,880)0.00%(1)
Charges for Services 469,965 34,658 378,440 (91,525)80.53%
Total Revenue 472,845 34,658 378,440 (94,405)80.03%
Expenses:
Motor Vehicle Licensing 423,335 34,501 357,999 (65,336)84.57%
Total Expenses 423,335 34,501 357,999 (65,336)84.57%
(1) Interest Earnings are allocated at year-end.
City of Golden Valley
Monthly Budget Report - Motor Vehicle Licensing Enterprise Fund
October 2018 (unaudited)
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Interest Earnings 50,000 0 0 (50,000)0.00%(1)
Interest Earnings-Other 0 25,087 26,087 26,087
Storm Sewer Charges 2,475,000 210,278 1,970,998 (504,002)79.64%
Bassett Creek Watershed 0 0 149,429 149,429 (5)
Miscellaneous Receipts 313,300 75 140,576 (172,724)
Sale or Loss of Assets 0 0 1,500 1,500
Total Revenue 2,838,300 235,440 2,288,590 (549,710)80.63%
Expenses:
Storm Utility 2,707,450 71,473 1,159,758 (1,547,692)42.84%(2) (3)
Street Cleaning 128,595 6,190 68,986 (59,609)53.65%
Environmental Control 336,790 108,849 337,304 514 100.15%
Debt Service Payments 65,000 0 63,500 (1,500)0.00%(3)
Total Expenses 3,237,835 186,512 1,629,548 (1,608,287)50.33%(4)
(1) Interest Earnings are allocated at year-end.
(2) Depreciation is allocated at year-end and.
(3) Debt service payments and Medicine Lake Rd Improvements will be reimbursed by TIF.
(4) Reserves are being used that were planned.
City of Golden Valley
Monthly Budget Report - Storm Utility Enterprise Fund
October 2018 (unaudited)
2018 Equipment Replacement Fund (CIP) - Fund 5700
2018 Oct YTD
Budget Total Actual Remaining
Revenues:
Sale of Assets 35,000 3,500 194,748 159,748
Miscellaneous 0 275 21,104 21,104
DUI Fund Transfer 40,000 0 130,000
Interest Earnings (allocated at year end)23,538 0 0 (23,538)
Total Revenues 98,538 3,775 345,852 157,314 (4)
Expenditures:
Program #Project Number Project Name
5701 V&E-001 Marked Squad Cars (Police)100,000 1,698 202,866 (102,866)(5)
5702 V&E-002 Computers and Printers (Finance)80,000 13,734 63,317 16,683 (1)
5706 V&E-009 Front End Loader (Street)260,000 0 192,170 67,830
V&E-022 Sign Truck (Street)120,000 0 0 120,000
5760 V&E-037 Aerial Ladder (Fire)575,000 0 905,753 (330,753)(2)
5786 V&E-060 Rescue Vehicle (Fire)90,000 41,494 41,494 48,506
V&E-095 Pickup Truck (Police)40,000 0 34,818 5,182
V&E-116 Bobcat Toolcat (Park)50,000 0 51,033 (1,033)
V&E-130 Rotary Mower (Park)25,000 0 13,996 11,004
5709 V&E-135 Body Cameras/Dash Cams/Software (Police)24,070 2,567 167,673 (143,603)(3)
V&E-145 Skid Steer Loader (Street)55,000 0 0 55,000
5710 V&E-151 Fire Pumper (Fire)600,000 0 602,461 (2,461)
Total Expenditures 2,019,070 59,493 2,275,581 (254,050)
(1) Computers are replaced every 4-5 years and purchased throughout the year based on available time.
(2) In 2017, this included $400,000 for the first half payment that was not billed until 2018.
(3) In 2016, a transfer was made to the equipment replacement fund to purchase video dash cams and body cameras together.
(4) In 2017, $1,200,000 was transferred from positive performance.
(5) In 2018, monies were transferred for an additional squad from the DUI Fund.
Further information about projects and financing are located in the 2018-2022 CIP and 2018-2019 Budget.
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Brookview CC Rentals 157,815 22,900 138,321 (19,494)87.65%
Backyard Play Area 326,500 20,378 176,654 (149,846)54.11%
Miscellaneous Revenues 5,500 0 0 (5,500)0.00%
Interest on Investments 100 0 0 (100)0.00%(1)
Total Revenue 489,915 43,278 314,975 (174,940)64.29%
Expenses:
General Area Rooms 290,790 20,050 212,076 (78,714)72.93%(2)
Indoor Play Area 107,210 5,880 52,721 (54,489)49.18%
Banquet Facility 87,945 7,071 65,053 (22,892)73.97%
Total Expenses 485,945 33,001 329,850 (156,095)67.88%
(1) Interest Earnings are allocated at year-end.
(2) Staff Time/Supplies for Brookview Rental
City of Golden Valley
Monthly Budget Report - Brookview Center Special Revenue Fund
October 2018 (unaudited)
Over
2018 October YTD (Under)%
Budget Actual Actual Budget Current
Revenue
Pull Tab (10%) Revenues 30,000 3,730 30,839 839 102.80%(3)
Fundraisers 30,000 34 30,156 156 100.52%(4)
Interest on Investments 700 0 0 (700)0.00%(1)
Total Revenue 60,700 3,764 60,995 295 100.49%
Expenses:
Supplies 17,100 25 13,248 (3,852)77.47%(4)
Allocations 60,000 5,111 52,261 (7,739)87.10%(2)
(5)
Total Expenses 77,100 5,136 65,509 (11,591)84.97%
(1) Interest Earnings are allocated at year-end.
(2) Allocations in 2018 are $60,000.
(3) Pull Tab revenues are thru Aug.
(4) Solicitation Letters -$2,784.36-YTD; should be allocated to designation
(4) Run/Walk -$11,176 YTD (net)
(4) Golf Tourney/Lawn Bowling -$3,257 YTD (net)
(5) Crisis Connection is closing June 30. The $1750 will be reallocated in 2019.
Fund Balance at 12/31/17 was $213,524.
City of Golden Valley
Monthly Budget Report - Human Services Commission
October, 2018 (unaudited)
2018 Building Improvement Fund (CIP) - Fund 5200
2018 October YTD
Budget Total Actual Remaining
Revenues:
Transfer from General Fund 350,000 0 350,000 0 (1)
Interest Earnings (allocated at year end)7,718 0 0 (7,718)
Total Revenues 357,718 0 350,000 (7,718)
Expenditures:
Project Name
5211 Carpet Replacement-City Buildings 30,000 0 19,880 10,120
Generators 35,000 0 0 35,000
Air Compressor 10,000 0 0 10,000
5215 Installation of Building Security Systems 30,000 0 17,634 12,366
5201 Public Buildings Roof Replacement 270,000 0 33,785 236,215
5208 Workstation Replacements 40,000 0 54,913 (14,913)
Window Replacements-Various Buildings 25,000 0 0 25,000
Total Expenditures 440,000 0 126,212 313,788
(1)Transfer were made in June.
2018 Park Improvement Fund (CIP) - Fund 5600
2018 October YTD
Budget Total Actual Remaining
Revenues:
Transfer from General Fund 300,000 0 300,000 0
Park Dedication Fee 0 0 0 0
Hennepin County Youth Sports Grant 150,000 0 150,000 0
Little League/Youth Associations/Play Eq Grants 15,000 20,000 20,000 5,000
Other Donations 0 0 350 350
Interest Earnings (allocated at year end)4,915 0 0 (4,915)
Total Revenues 469,915 20,000 470,350 435
Expenditures:
Project Name
Bleacher, Etc Replacement 25,000 0 23,288 1,712
Park Trail and Parking Lot Improvements 40,000 19,773 67,264 (27,264)
Play Structure Replacement 55,000 0 15,921 39,079
Ball Field Lighting 250,000 0 261,727 (11,727)
Outdoor Basketball and Hoop Replacement 28,000 0 5,955 22,045
Park Signage Replacement 10,000 0 10,658 (658)
Sun Shelter Replacement/Additions 50,000 0 52,572 (2,572)
Tennis & Pickle Ball Court Resurfacing 30,000 48,758 459,526 (429,526)
Wildwood Pickleball Courts 60,000 0 0 60,000
Relamp Athletic Field and Rink Lights 25,000 0 17,975 7,025
Dugout, Fence and Field Replacement 55,000 14,630 36,613 18,387
Tennis Court Reconstruction 150,000 0 0 150,000
Total Expenditures 778,000 83,161 951,499 (173,499)
Further information about projects and financing are located in the 2018-2022 CIP and 2018-2019 Budget.
2018 Building Improvement Fund (CIP) - Fund 5500
YTD
Actual
Revenues:
Bond Proceeds 18,200,000
Centerpoint Rebates 8,825
Interest Earnings (allocated at year end)130,043
Total Revenues 18,338,868
Expenditures:
Project Name
5550 Building & Furnishings 18,274,403
Total Expenditures 18,274,403
Remaining Funds 64,465 (1)
Contracts remaining not in balance:
General Sheet Metal (final remaining)83,427.06
Fireside 1,132.19
(1)Discussion will remain on financing the shortfall.
Executive Summary For Action
Golden Valley City Council Meeting
November 20, 2018
Agenda Item
6. A. Presentation of Crisis And Critical Issues Communications Plan
Prepared By
Cheryl Weiler, Communications Manager
Summary
At the November 13 Council/Manager meeting, staff presented a City crisis communications plan
that meets the needs and expectations of today’s community stakeholders. To develop the plan,
which will prepare the City to manage crises and critical issues, staff used protocols, materials,
and training provided by Padilla, a communications consultant with an international client base.
The resulting Crisis And Critical Issues Communications Plan outlines detailed step-by-step
procedures for analyzing incidents and managing all necessary communications.
Attachment
• Crisis And Critical Issues Communications Plan (21 pages)
Recommended Action
Motion to approve the City’s Crisis And Critical Issues Communications Plan.
1
City of Golden Valley Crisis And Critical Issues Communications Plan
Crisis And Critical Issues
Communications Plan
For Internal Use Only
2
City of Golden Valley Crisis And Critical Issues Communications Plan
Introduction: What To Expect During A Crisis .....................................................................3
Initial Stages ....................................................................................................................................4
Golden Valley Crisis Communications Management Team ...........................................6
Team Structure And Team Roles ..............................................................................................8
Crisis Team Leader .....................................................................................................................8
Internal Communications Team ...........................................................................................8
External Communications Team ..........................................................................................8
Legal Team ...................................................................................................................................9
Incident Commander ...............................................................................................................9
Extended Team Responsibilities ..........................................................................................9
Situational Assessment ...............................................................................................................10
Determine Crisis Level And Identify Necessary Response Time ...............................10
Client Internal Communication Outreach Assessment ..................................................11
Audience Identification ...............................................................................................................12
Social Media Outreach ................................................................................................................14
Message Development ...............................................................................................................15
Stakeholder Outreach ..................................................................................................................17
Publicity Policy ...............................................................................................................................17
Media Spokesperson ....................................................................................................................18
Media Outreach .............................................................................................................................19
Press Statements .......................................................................................................................19
Press Releases .............................................................................................................................19
Media Advisories .......................................................................................................................19
News Conferences .....................................................................................................................20
Media Interviews .......................................................................................................................21
Media Contact Log ....................................................................................................................21
Appendix 1: Analysis Worksheets ............................................................................................23
Appendix 2: Media And Messaging Worksheets ................................................................25
Contents
3
City of Golden Valley Crisis And Critical Issues Communications Plan
Introduction:
What To Expect During A Crisis
Time is critical when a crisis hits. No matter how prepared you are, you can expect the following:
• The first few hours and stages of the crisis will be the most critical (see Initial Stages Checklist on page 4).
• All of the information you need may not be immediately available.
• You may have to make a rapid series of decisions.
• The outside spotlight may be on you.
• Internally, you may encounter conflicting advice.
• It may be difficult to maintain a long-term perspective.
• There may be a difference between facts and perception.
• You will not have total control.
This plan includes the most important steps to follow to engage crisis communication management
immediately.
4
City of Golden Valley Crisis And Critical Issues Communications Plan
Initial Stages
The first stages of a crisis are the most crucial. This stage-by-stage summary of what should occur will serve as a
guide for most crisis situations (see Initial Stages Checklist in Appendix 1A). It should be reviewed and up-
dated as needed.
Stage 1
Contact The First Alert Team
The members of the First Alert Team are the Crisis Communica-
tions Management Team’s leaders and should be the first team
members contacted in a crisis situation (see Crisis Communica-
tions Team Contact Information in Appendix 1B). They will help
determine if the situation is an actual or potential incident (see
Incident Checklist in Appendix 1C), if the City Council should
be notified, and if the Crisis Communications Management Team
should be convened to manage the City’s message. They will be
the points of contact before, during and after the crisis.
First Alert Team Responsibilities
• Receive initial notification of an incident that may have significant impact and determines if a crisis exists.
• Determine if it is appropriate to assemble the Crisis Communications Management Team for addressing the
issue.
• Notify City Council
• Convene the Crisis Communications Management Team to address the issue as needed.
• Determine if it is appropriate to contact Padilla’s Crisis Communications Team.
Assemble The Crisis Communications Management Team
Led by the First Alert Team, the Crisis Communications Management Team meets (in person and/or using the
Crisis Phone Line) and works through the following questions using the Incident Response Form in
Appendix 1D).
• Is there continuing danger/fallout/ramifications?
• What important information is missing or in con-
flict?
• What is the customer risk?
• What is the consumer risk?
• What is the public risk?
• What is the employee risk?
• What is the legal risk?
• Who else needs to be involved (HR, legal, opera-
tions, etc)?
• Assign roles and responsibilities.
• Assess operational issues.
• Notify appropriate local, state, or federal public
safety and regulatory officials.
• Establish on-site crisis management center, if ap-
propriate.
• Check Internet/social media for coverage sur-
rounding the crisis (ongoing).
• Remind employees/elected officials about the
media policy not to speak with media.
Tim Cruikshank, City Manager
Cheryl Weiler, Communications Manager
First Alert Team
Crisis Line available 24/7
Bob McNaney
Padillia
Crisis Communications Team
5
City of Golden Valley Crisis And Critical Issues Communications Plan
In conjunction with the First Alert Team:
• Prepare key messages and public statement or
response(s) to key audiences. All public/media
statements and key messages must first be re-
viewed by the First Alert Team.
• Follow social media postings to assess whether a
response is needed and what that response will
be.
• Prepare a script for office and front desk staff to
direct inquiries to appropriate contacts.
• Assign and prepare a media spokesperson to
answer questions.
• Coordinate public statements.
• Respond to media calls and keep track of calls
with the Media Contact Log.
• Evaluate need for internal communication.
Stage 2
• Determine method of communicating with
media (eg, press statement, news briefing, indi-
vidual interviews, news release, etc).
• Prepare news conference space (if needed),
assess backdrop, entrance/exit space for media
spokesperson(s), and audio capabilities.
• Distribute statement to key media.
• Determine communications for website and so-
cial media channels (including GV Emergency). A
“dark site” is a crisis website prepared in advance
of a crisis that remains dark and becomes live
and visible on the web only when a crisis oc-
curs. The dark site is housed on an off-site server;
it will be a place to post statements and other
pertinent information about the crisis going
forward.
• Notify other appropriate audiences.
• Respond to media calls.
• Monitor and react, as necessary, to media and
internet coverage.
• Continue tracking media and social media cover-
age
Stage 3 And Ongoing
• Continue notifying key audiences.
• Review/update public statement.
• Distribute updated communications to appropri-
ate audiences.
• Continue responding to media calls.
• Continue tracking media and social media cover-
age.
• Re-evaluate need for internal communication or
updated internal communication.
6
City of Golden Valley Crisis And Critical Issues Communications Plan
Golden Valley
Crisis Communications Management Team
Role Of Crisis Communications Management Team
This team will convene immediately to respond to warning signals of a crisis and to execute the City’s Crisis
Communications Plan in emergency situations. The Team will:
• analyze the situation
• formulate a plan to mitigate damage of the City of Golden Valley brand
• implement the plan of action
• inform the City Council
Subject matter experts may be added to the Crisis Communications Management Team based on the nature
and scope of the crisis and the need for additional experts or spokespersons on the subject.
After initial assessment, the Crisis Communications Management Team will determine involvement from other
departments and the City Council. The Extended Team will support the Crisis Communications Management
Team, carrying out specific tasks as directed/needed.
Crisis Communications Management Team
Extended Team
Finance Legal CommunicationsPublic Safety
(Fire/Police/
Public Works)
HR IT
First Alert Team
Crisis Communications Management TeamCity Council
7
City of Golden Valley Crisis And Critical Issues Communications Plan
Golden Valley Crisis Communications Management Team
Title Name Work Phone
City Manager Tim Cruikshank 763-593-8003
City Attorney Maria Cisneros 763-593-8096
Communications Manager Cheryl Weiler 763-593-8004
Finance Director Sue Virnig 763-593-8010
Fire Chief John Crelly 763-593-8065
Human Resources Director Kirsten Santelices 763-593-3989
Parks & Recreation Director Rick Birno 763-512-2342
Police Chief Jason Sturgis 763-593-8059
Public Works Director Marc Nevinski 763-593-8008
Padilla Senior Vice President Bob McNaney
Golden Valley Extended Team (Subject Matter Experts)
Title Name Work Phone
Brookview Facility Supervisor Greg Simmons 763-512-2367
Catering & Restaurant Manager Kim Straw 763-512-2314
City Engineer Jeff Oliver 763-593-8034
Deputy Fire Chief Ted Massicotte 763-593-8080
Golf Maintenance Supervisor Mike Ward 763-512-2356
Golf Operations Manager Ben Disch 763-512-2315
IT Manager Beth Yurchisin 763-593-3975
Police Commander Steve Johnson 763-512-2505
Police Commander Dave Kuhnly 763-512-2503
Park Maintenance Supervisor Al Lundstrom 763-593-8046
Public Works Maintenance Manager Tim Kieffer 763-593-3960
Street and Vehicle Maintenance Supervisor Marshall Beugen 763-593-8085
Utilities Maintenance Supervisor Joe Hanson 763-593-8038
Golden Valley City Council
Title Name Phone
Mayor Shep Harris 612-219-8531
Council Member Joanie Clausen 763-535-1212
Council Member Larry Fonnest 763-272-5727
Council Member Gillian Rosenquist 763-529-9279
Council Member Steve Schmidgall 612-419-8142
8
City of Golden Valley Crisis And Critical Issues Communications Plan
Team Structure And Team Roles
Crisis
Communications
Team Leader
Leads crisis response. Directs
teams without getting into the
work. Orchestrates the work
but does not necessarily make
every decision.
• Works with entire Crisis Team
to develop the appropriate
response strategy.
• Directs the respective ac-
tions by each team.
• Approves and oversees all
communication actions
taken related to an incident.
• Serves as a primary spokes-
person.
• Ensures the team is follow-
ing company values and
crisis guidelines.
• Other responsibilities:
Internal
Communications
Team
Responsible for communica-
tion to all internal audiences
(typically defined as employees,
employee families, volunteers,
and council members). Also re-
sponsible for all communication
regarding benefits impacted by
the issue. This role is typically
filled by someone in human
resources.
• Coordinates all internal com-
munications to staff, volun-
teers, council members, etc.
• Ensures all relevant policies
and procedures are followed
during the incident; secures
all necessary documentation
that may be needed for legal
claims.
• Other responsibilities:
External
Communications
Team
Responsible for managing
all aspects of the response to
customers and media, including
social channels. Also serves as
one of the primary spokesper-
sons for the company. This role
is typically filled by a person in
PR, marketing, or sales.
• Works with the internal and
legal teams to develop all
messaging and materials to
be used in communicating
to all key audiences.
• Prioritizes communication to
key customers.
• Tracks media and social me-
dia coverage and provides
updates to the entire team.
• Coordinates or handles all
media interviews.
• Other responsibilities:
Crisis Communications Team Leader
Internal
Communication
External
Communication Legal Incident
Commander
9
City of Golden Valley Crisis And Critical Issues Communications Plan
Extended Team Responsibilities
Communications
• Communicate with regulatory
bodies and provide required
reporting.
• Brief crisis team leadership on
potential short- and long-
term impacts.
Legal
• Identify legal resources in
area(s) where company oper-
ates.
• Advise on legal aspects of
situation.
• Manage documents during
crisis for potential use in legal
proceedings.
Finance
• Brief crisis team on financial
ramifications of actions.
• Track all expenses related to
crisis.
• Identify financial resources in
area(s) where company oper-
ates.
Human Resources
• Maintain copies of all person-
nel records.
• Answer pay and benefit ques-
tions.
• Monitor employee morale;
advise team on employee
communications.
• Provide links to employee
assistance plans and other
external resources.
IT
• Maintain active disaster
recovery plan for all technical
services in keeping with IT
corporate plan.
• Coordinate resources to en-
sure resumption/continuation
of IT services.
• Ensure redundancies of sys-
tems and backups of key data
kept at various
locations.
Public Safety (Fire/
Police/Public Works)
• Establish command post.
• Evaluate scene and campus
security. Coordinate with
other agencies for additional
staff. Establish route security
for offsite relocation of critical
assets if needed.
• Evaluate infrastructure.
• Identify ongoing life-threat-
ening issues.
• Inform proper higher authori-
ties (BCA, HCSO, FBI, MDH,
MPCA, DNR, etc) if warranted.
• Ensure continuation of emer-
gency services, may require
other agencies to help.
External Counsel
• Outside legal counsel as
required
• Padilla
Legal Team
Handles all communication to government leaders
or legal representatives. Also leads the investiga-
tion into the issue. This role is usually filled by the
company’s legal department.
• Quickly reviews all messaging and communica-
tion materials prior to distribution.
• Provides legal guidance to the Crisis Team as
needed.
• Leads the investigation into the incident.
• Ensures all applicable laws are being followed.
• Other responsibilities:
Incident Commander
Manages the incident on the ground with a focus
on operations. Often used in situations like natural
disasters, active shooter, major accidents. Manages
the response to the crisis, including coordination
with local emergency responders. This role is typi-
cally handled by someone in operations.
• Completes Incident Report Form.
• Manages all operational aspects of the incident
(police, fire, rescue).
• Responsible for returning the facility back to
normal operating procedures.
• Other responsibilities:
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City of Golden Valley Crisis And Critical Issues Communications Plan
Situational Assessment
The Crisis Communications Management Team will assess the situation, determine facts, and begin delegation.
After this assessment, it may be appropriate to add subject matter experts to the Crisis Communications Man-
agement Team (both internal and external).
* Note: In some cases, the media may be alerted to the situation before all of the facts can be determined and
the situational assessment complete. In this case, it is important to provide the media with a statement indi-
cating the situation is under investigation, and that as soon as more information is available it will be provided.
If appropriate, a social media update should also accompany this brief media statement outreach.
Determine Crisis Level And Identify Necessary Response Time
Level Characteristics Response Time
4
HIGHLY
INTENSE
Media have immediate and urgent need for informa-
tion about the crisis.
Immediate response (0-1 hour)
required. Opening statement of
empathy/caring may need to
come before key messages are
developed (within 30 minutes).
One or more groups of individuals express anger or
outrage.
Broadcast and print media appear at location for live
coverage.
3
INTENSE
Crisis causes growing attention from local and regional
media.
Immediate response (1-2 hours)
required.
Media, stakeholders, and community partners are
present at location.
Affected and potentially affected parties threaten to
talk to the media.
2
MODERATELY
INTENSE
Crisis situation may/may not have occurred; the situa-
tion is attracting slow, but steady media coverage.
Respond if necessary (24-72
hours). Continue to monitor the
situation, develop messaging, and
be prepared to respond quickly if
situation escalates.
External stakeholders (government agencies, industry
trade organizations) receive media inquiries.
The public at large is aware of the situation/event, but
it is attracting very little attention.
1
MINIMALLY
INTENSE
Crisis attracts little or no attention.Crisis Communications Manage -
ment Team should monitor the
situation closely. Pre-event information requests are received.
Public and/or media are virtually unaware of the crisis.
11
City of Golden Valley Crisis And Critical Issues Communications Plan
Client Internal Communication
Outreach Assessment
The Crisis Communications Management Team will assess the situation, determine facts, and begin delegation.
Each situation will require an assessment for communicating throughout the organization (see Communication
Outreach Assessment form in Appendix 1E).
Communications shared with the City‘s communications targets are NOT intended to be shared with others
internally or externally unless noted in the communication.
Level Characteristics Golden Valley
Communication Targets
4
HIGHLY
INTENSE
Media have immediate and urgent need for informa-
tion about the crisis.
All staff, elected, and appointed of-
ficials
(Communications updated ASAP)One or more groups of individuals express anger or
outrage. Perhaps safety is at the heart of the issue.
Widespread internal and external discussion (ie,
shooting at location).
3
INTENSE
Crisis causes growing attention from local and re-
gional media.
All staff (where issue is occurring),
elected officials, pertinent appoint-
ed officials
(Communications updated 1-2
hours)
Media, stakeholders and community partners are
aware and discussing situation.
Traditional and mainstream media active. (ie, nation-
wide story).
2
MODERATELY
INTENSE
Crisis situation may/may not be attracting media
coverage or discussion with key stakeholders. Cover-
age/discussion is likely to intensify (ie, upcoming
news story).
Direct communications to Crisis
Communication Management Team
and staff (where issue is occurring),
elected officials, pertinent appoint-
ed officials
(Communications updated daily/
TBD by situation developments)
External stakeholders (government agencies, in-
dustry trade organizations/partners) receive media
inquiries.
The public at large is aware of the situation/event,
but it is attracting very little attention.
1
MINIMALLY
INTENSE
Crisis attracts little or no attention.Direct communications to Crisis
Communication Management Team
and staff (where issue is occurring)
(Likely single communication)
Pre-event information requests are received.
Public and/or media are virtually unaware of the
crisis. Internal discussion is minimal (ie, workplace
accident).
12
City of Golden Valley Crisis And Critical Issues Communications Plan
Audience Identification
After gathering as much information as possible about the crisis, it is important to understand which audiences
the City needs to reach with it. There are many potential audiences that will want information during and follow-
ing an incident, and each has its own needs. Consider the level of the crisis and how potential audiences would
want to be informed.
1. Identify potential audiences.
2. Determine their need for information.
3. Identify who within the City is best able to communicate with that audience and appoint that person as audi-
ence spokesperson.
Compile contact information for each audience in advance of any crisis so it is immediately accessible during an
incident. Lists should be updated regularly, secured to protect confidential information, and available to autho-
rized users/members of the Crisis Communications Management Team.
Internal Audiences
City of Golden Valley
City Council/Employees/Staff
Based on the level of the crisis, this audience can
include all City of Golden Valley elected officals,
employees, and their families. Low-level crises may
not require notification of all employees.
If there is potential for an employee or employee
group to hear about the crisis from the news media,
it is important they be included as an audience.
Remind elected officials and staff that all media
inquiries should be referred to the designated
spokesperson and that they should refrain from
commenting.
If the incident involved death or serious injury, close
coordination between the City of Golden Valley
management, human resources, and public agen-
cies is needed.
Appropriate channels of communication: In-Per-
son, Phone, Email (for lower-level crises)
Recommended spokesperson: City Manager
External Audiences
County Officials (ie, Hennepin County)
Communications with county officials (Hennepin
County) depends on the nature and severity of the
incident and regulatory requirements. On-site inju-
ries and/or deaths, environmental incidents, and ac-
tions involving tampering, contamination, or quality
require notification of appropriate county officials.
Appropriate channels of communication: Phone,
In-Person
Recommended spokesperson: City Manager
State Officials (State Reps, Senators,
etc)
Communications with state officials depends on the
nature and severity of the incident and regulatory
requirements. On-site injuries and/or deaths, envi-
ronmental incidents, and actions involving tamper-
ing, contamination, or quality require notification of
appropriate government officials or regulators.
Appropriate channels of communication: Phone,
In-Person
Recommended spokesperson: City Manager
13
City of Golden Valley Crisis And Critical Issues Communications Plan
Citizens/Community
If the crisis could impact the surrounding commu-
nity, then the community becomes an important
audience. The message should include advisements
to the public of hazards, risks, and any actions they
should take to protect themselves.
Appropriate channels of communication: Media
Statement, News Conference
Recommended spokesperson: City Manager
League of Minnesota Cities
The League of Minnesota Cities may be an impor-
tant audience depending on the situation.
Appropriate channels of communication: Phone,
In-Person
Recommended spokesperson: City Manager
News Media
If the incident is a high-level crisis, the news media
will be on scene or calling to obtain details. There
may be numerous requests for information from lo-
cal, regional, or national media. Prioritizing requests
and developing press releases/talking points can
assist with the need to communicate quickly and
effectively. Remember, any information released to
the news media can and likely will reach all afore -
mentioned audience segments.
Appropriate channels of communication: Media
Statement, News Conference, Press Release
Recommended spokesperson: City Leader (TBD
based on issue)
14
City of Golden Valley Crisis And Critical Issues Communications Plan
Social Media Outreach
Social media is an effective tool for monitoring and
engaging public response during a crisis. During a
crisis, being active on social channels can counterbal-
ance negative or inaccurate information provided by
outside sources. Messages should be participatory in
nature and conversational, not simply a push of infor-
mation. In high-level crises it is mandatory that the
City of Golden Valley include social media communi-
cations. Failure to do so demonstrates disorganization
and disinterest.
Use social media during a crisis to:
• disseminate key messages to the public
• share video feeds of statements/news conferences
for public viewing
• respond to posts/comments/tweets with approved
key messages
• monitor what the public is saying (see Social Me -
dia Monitoring Report in Appendix 1E)
Messaging
Messages should be based on the key and supporting
messages developed by the Crisis Communications
Management Team, and they should be brief and
pertinent. They should be conversational in tone and
designed to inform and collaborate with the public,
not command and control.
Monitoring & Response
During a crisis, social media will be used as an avenue
by many stakeholders to express thoughts on the
crisis. Rather than simply using social media to push
out information, the City of Golden Valley should
welcome public input by engaging with commenta-
tors on social channels, and both participating in and
leading conversations. Responses to social media
conversations should be based on key messages.
Note: Those who have displayed interest by follow-
ing or commenting on a crisis, although possibly not
previously considered stakeholders, should be con-
sidered an audience and should be included in future
communication strategies during the crisis.
Tips for Responding To Comments Dur-
ing Crisis:
• Decide which comments warrant a response and
which do not.
• Do not argue and do not delete comments.
• Demonstrate empathy, emotion, and understand-
ing.
• Never send a third reply to the same party, this is
arguing (take it offline).
Identifying Social Channels And Their Uses In Time Of Crisis
Type Of Social Media Channels Use
Social Networking Facebook, LinkedIn, Instagram, Google+Enhance coordination, provide up-
dates, and share information
Content-Sharing Media You Tube, Flickr, Vimeo Situational awareness of crisis devel-
opment in real time
Collaborating Knowledge Wikis, Podcasts, Forums Develop dialogue between stake-
holders
Blogging Social Media Twitter, Blogger, Tumblr Share facts, rapid information dis-
semination
15
City of Golden Valley Crisis And Critical Issues Communications Plan
Message Development
During a crisis, it is important that spokespeople do
not “wing it” when it comes to relaying important
information about the incident.
To prepare spokespeople and the organization,
the Crisis Communications Management Team will
develop key messages to be used for communication
during the specific crisis. Messages should only be
developed after the situational assessment has been
conducted and facts gathered.
The key messages should be used to communicate
with all identified audiences. The consistency of mes-
sages across audience groups is imperative.
Messages should follow this format:
Key Messages
Key messages demonstrate the City’s response to the
situation. To be useful, key media messages must:
• be few, usually no more than two or three. During
an emergency, people will be upset. They will have
difficulty remembering lots of information. Get the
important facts out first. In time, the public will
want more information.
• be short and concise, generally no more than a
sentence or two each. Short messages are easier
for spokespeople and the public to remember and
are more likely to be conveyed without editing by
the media.
• be in writing. Writing the key messages down
ensures they are short, concise, and understand-
able. It also serves as reference for the entire team
throughout the crisis.
Supporting Messages
After identifying the two to three appropriate key
messages, supporting messages should be developed
for each of them. Supporting messages are action
statements that show what the City of Golden Valley
is doing to respond to the situation or what response
the community and/or stakeholders should be taking.
Examples of communications that should be devel-
oped from the key messages:
• Media statements/press releases
• Website updates and/or notification
• Talking points and script for Call Center
• Talking points and script for office staff
• Email notifications
• Social media updates (Facebook, Twitter, etc)
• Internal notification
• Letters/communications/talking points to key
stakeholders
• News conference preparation
* Note: As additional information becomes available,
key messages may need to be further developed
and updated. Always make sure all spokespersons
have the latest messages and all communication
channels are updated.
Message Development Musts
State relevant information only. Do not start
with massive amounts of background information.
Acknowledge uncertainty. Sounding more
confident than you are rings false, sets you up to be
proven wrong, and provokes debate with those who
disagree. It is better to say what you know, what you
do not know and what you are trying to learn more
about.
Give positive-action steps. Instead of negatives,
use positive messages, such as “In case of fire, use
stairs,” and “Stay calm.” Negative messages are “Do
not use elevator” and “Don’t panic.”
Create action steps in threes. During a crisis
people remember fewer bits of information.
Use personal pronouns for the City of Golden
Valley. “We are committed to” or “We understand
the need for.”
ActionSituationResponse
16
City of Golden Valley Crisis And Critical Issues Communications Plan
Be careful about speculation. Try to stick to the
known facts. Keep in mind that too much specula-
tion weakens credibility, but people want answers.
Concentrate on describing the steps in place to get
the facts and help the audience deal with the uncer-
tainty while that process goes on.
Treat emotion as legitimate. In a crisis, people
are right to be fearful and miserable. To help people
bear their feelings, it is important to respect their
feelings, not negate them.
Establish your own humanity. Express your feel-
ings and wishes: “I wish we could give you a more
definite answer.” Touch upon your family and your
reactions to the crisis.
Offer people things to do. Self-protective action
helps mitigate fear.
Avoid The Following
Technical jargon. Instead of “epidemic” or “pan-
demic,” say “outbreak” or “widespread outbreak.”
Instead of “deployed” say “sent” or “put in place.”
Instead of “correlation” say “relationship.”
Unnecessary filler. Save background information
for news releases or fact sheets.
Attacks. Attack the problem, not the person or
organization. Be careful not to point fingers at a
specific person or group, but talk about the issue at
hand.
Promises/guarantees. State only what you can
deliver. Otherwise, promise to remain committed
to keeping people informed throughout the emer-
gency response.
Discussion of money. Discussion of the problem’s
magnitude should be in context with the health and
safety of the public or environment. Loss of property
and amount of money spent is not an acceptable
demonstration of concern.
Humor. Humor is never a good idea. Be especially
sensitive when speaking to the public.
Standby Statements
Sample response documents, including communica-
tion statements for likely scenarios, are included in
Sample Standby Statements in Appendix 2A. While
not all-inclusive, it provides a good representation of
statement examples.
The sample statements are based on possible sce-
narios outlined by the City for crisis and critical issue
situations. A crisis may fit into one or more of the
categories outlined. The possible scenarios are those
most likely to occur with the greatest impact on busi-
ness, brand, and reputation and include:
• Acts of Nature/Severe Weather
• Public Safety/Public Health
• Personnel
• Administrative/Legal
• Negative High-Profile Occurrences
• Officer Involved Shooting
17
City of Golden Valley Crisis And Critical Issues Communications Plan
Stakeholder Outreach
If employees and/or the City of Golden Valley management, suppliers, customers or other stakeholders are
deemed an important audience in this crisis, an internal notification should be distributed via voicemail, email,
and posted at all City of Golden Valley offices during the crisis
In high-level crises, notification should occur within 0-1 hour. Communication should always precede any media
outreach. Whenever possible, employees and stakeholders should hear about the crisis from the City of Golden
Valley, not the media. See Appendix 2B for Sample Stakeholder Communications.
Publicity Policy
The City of Golden Valley has designated its Management Team and Communications Department to make
public statements on its behalf with reporters and other media representatives regarding matters that affect the
City and its community.
Given the changing nature of electronic communications, participation by employees in a news group, chat
session, mailing list, social networking site, or similar internet-based service in a way that may constitute a public
statement violates this policy. See Appendix 2C for the City’s Social Media Policy.
18
City of Golden Valley Crisis And Critical Issues Communications Plan
Designate A Media Spokesperson
The job of the spokesperson during a crisis is to
communicate information the public wants or
needs to know. This person’s job is vital to reducing
the magnitude of the crisis.
Early in a crisis, the spokesperson is expected to
describe:
• the incident and its magnitude (who, what,
where, when, why, how)
• the risks, both current and future
• what’s being done to respond to the incident
The spokesperson should, in most cases, be a
member of executive leadership. This conveys
the message that the City of Golden Valley is fully
vested, at the highest level, in managing and resolv-
ing the crisis. In some situations it may make sense
to appoint a back-up or supporting spokesperson
who is a subject matter expert in the area of crisis.
The spokesperson and all back-up spokespersons
or subject matter experts should be knowledgeable
about the situation at hand.
The spokesperson should be briefed with the most
current information as it becomes available.
General Recommendations For
All Spokespersons In All Settings
• Know the organization’s policies about the re-
lease of information.
• Stay within the scope of responsibilities, unless
authorized to speak for the entire organization’s
responsibility.
• Tell the truth. Be as open as possible.
• Follow-up on issues.
• Use visuals when possible.
• Do not minimize or exaggerate the key
message(s).
• Discuss only the facts and do not speculate.
• Do not express personal opinions.
• Do not show off. This is not the time to display an
impressive vocabulary.
19
City of Golden Valley Crisis And Critical Issues Communications Plan
Media Outreach
The media plays an essential role in informing the
community and will do so with or without our help.
Depending on the level and duration of the crisis,
especially ones involving serious injury or death,
the number of media representatives can reach 100
or more on-site at a particular location, and numer-
ous requests for information will likely be made
by phone or email. See Appendix 2D for Media
Contacts.
Press Statements
A press statement will be the first communication
with the media following a crisis. In a highly intense
crisis, this statement will need to come before every
detail and fact is determined (within the first 30
minutes of the incident). It is important to release a
statement almost immediately so that people feel
informed and updated. The press statement can be
a written document or a verbal statement by the
media spokesperson. Additional press statements
will follow to provide additional updates – these
will be based upon key messages developed by the
Crisis Communications Management Team.
A good press statement:
• gives the City of Golden Valley’s view on the is-
sue
• has an attention-grabbing headline and first
paragraph
• includes all the necessary facts on the situation
(who, what, when, where, why, how)
• is accurate
• gives information about actions the City of
Golden Valley is taking
• invites the media to contact the City of Golden
Valley for more information
• provides the City of Golden Valley contact per-
son and phone number
• indicates when another update will be given
See Appendix 2E for the City’s press statement
template and a sample press statement.
* Note: If the initial press statement is delivered ver-
bally, it is best to decline to take questions at that
time. Questions should only be taken after all of
the facts have been gathered and key messages
have been developed.
Press Releases
A press release is designed to give all pertinent
background information on the story. It is the
preferred method of communication in a low-level
crisis. Press releases also should be used for the du-
ration of a higher-level crisis to communicate most
recent information and latest developments.
The press release should answer who, what, when,
where, why and how of the ongoing event.
Helpful Hints for Emergency
Press Releases
• Never reuse the same headline during a crisis.
• If providing a new telephone information num-
ber or website address, introduce it higher in the
press release.
• Avoid using technical terms.
• Eliminate emotionally laden words.
• Check the facts with subject matter experts.
• Do a security check—some information may be
classified.
• Do a privacy check—some information may
violate the privacy of victims/families.
See Appendix 2F for the City’s press release tem-
plate and a sample press release.
Media Advisories
The media advisory is the City of Golden Valley’s op-
portunity to alert the media to an upcoming news
conference or media briefing where we will be mak-
ing a press statement or releasing additional infor-
mation. It should be directed to reporters, produc-
ers, and editors. It should include the person(s) the
20
City of Golden Valley Crisis And Critical Issues Communications Plan
reporter can interview and what could be discussed
as well as possible photo or video opportunities.
When writing a media advisory remember:
• Include the target audience.
• Include media contact name and phone number.
• Limit advisory to one page.
• Provide a description of photo and interview op-
portunities.
• Send the advisory as early as possible before the
media event, and follow up with phone calls to
local news editors; resend advisory a few hours
prior to event, if time permits.
• If time permits, send media advisories to wire
services.
See Appendix 2G for the City’s media advisory
template and a sample media advisory.
News Conferences
A news conference can be one of the best ways to
update the media following a crisis. A news confer-
ence should be scheduled only when necessary—
when the news is important enough to affect large
populations, and when it is appropriate to dissemi-
nate urgent information to a group of reporters at
one time.
This should only be conducted after facts have
been gathered and key messages developed. All
identified City of Golden Valley spokespersons and
subject matter experts should attend the news
conference.
The purpose of the news conference is to:
• conduct media interview requests at one time
• ensure consistent information is released
• introduce the spokesperson(s) and subject mat-
ter experts to the public
• show early on that the City of Golden Valley has
a process in place to respond to the crisis
• fulfill immediate needs of the media if informa-
tion is changing rapidly or not enough is known
to issue a news release
Use the News Conference Checklist in Appendix
2H to help prepare.
Plan the date, time and location.
The news conference should occur 2–4 hours after a
crisis has occurred, depending on severity. Give the
media as much advance notice as possible. Hold the
news conference in a safe venue close to the site of
the crisis.
Alert the media.
To hold a news conference, it’s imperative to send a
media advisory email to the TV affiliates and print/
online publications that the City of Golden Valley
hopes to have attend the conference. Email is the
best method of alerting the media about a news
conference. However, making a direct phone call to
the newsroom assignment desk will also prove ef-
fective in communicating with key local influencers.
See Appendix 2D for Media Contacts.
Prepare the room.
Make sure the news conference site includes stag-
ing, chairs, a podium, and microphones. Check the
microphone and sound system. Get a mult box.
Position reporters so they can get their stories easily
without moving about. The City of Golden Valley
logo should be clearly visible on the front of the
podium or behind the speaker.
Provide media materials.
If time permits, prepare media kits including any
news releases, a list of speaker names and anything
else that is available that will help reporters write
their stories. Include fact sheets.
Be prepared.
The main spokesperson(s) should rehearse the key
messages developed for the crisis and be ready to
answer questions. Make sure the spokesperson(s)
knows what the most important information is and
how to stay focused, even if asked questions that
21
City of Golden Valley Crisis And Critical Issues Communications Plan
concern other issues. Discuss in advance which key
points will be made by each spokesperson. Des-
ignate a moderator in advance to set a clear end
time for the conference. This person will establish
any ground rules and will field reporter questions
for the spokesperson(s) to answer. Make language
spokespersons and/or translators available as nec-
essary.
Be thorough.
Make sure all questions are answered. If a spokes-
person does not know the answer to a question, a
Crisis Communications Management Team member
needs to find the answer after the news conference
and make it available to the reporter at a later time.
A member of the Crisis Communications Manage-
ment Team can ask questions during the news
conference that are important for reporters to hear.
Monitor attendance.
Have reporters check-in, and be sure to capture
their email addresses and phone numbers. This will
provide a list of who attended for follow-up infor-
mation and who did not attend so that offers for
phone interviews can be extended.
Follow up.
Identify time, place, and format for any updates.
Media Interviews
Whether conducted at the conclusion of a news
conference or as separate phone or in-person media
interviews, the Crisis Communications Manage -
ment Team will identify which questions the media
will likely ask and develop an appropriate response
for each (see Commonly Asked Media Interview
Questions in Appendix 2I and Talking To The
Media in Appendix 2J).
Reference key messages as much as possible.
Questions and responses should be documented
and distributed to the spokesperson(s) to become
familiar with and practice.
Media Contact Log
It is important to track all media inquiries received.
This will ensure follow-up with all media contacts,
establishing credibility that the situation is under
control.
The Media Contact Log (Appendix 2K) will help
evaluate the plan post-crisis. Make copies for all per-
sons who will be fielding incoming calls or emails,
and create a new log page for each inquiry.