2001-03-26 EC Agenda PktAGENDA
GOLDEN VALLEY ENVIRONMENTAL COMMISSION
Regular Meeting
Golden Valley City Hall, 7800 Golden Valley Road
Council Conference Room
Monday, March 26, 2001
7:00 P.M.
I. Call to Order
II. Approval of Minutes — February 26, 2001
III. Commission Guidelines
• Mary E. Anderson, Mayor
• Marti Micks, Council Member
IV. Hydrologic/Hydraulic and Pollutant Loading Model of the Minnehaha
Creek Watershed
V. Environmental Communications Plan Update
VL General Mills EAW for New Office Tower
VII. Discuss Management of City Nature Areas
VIII. Other Business
IX. Adjourn
GAEnvironmental Commissionftendas\032601.doc
GOLDEN VALLEY ENVIRONMENTAL COMMISSION
Regular Meeting
Minutes
February 26, 2001
Present: Richard Baker, Alicia Brown, David Fellman, Sue Hess, Dawn Hill
City Staff: Jeff Oliver, City Engineer; Al Lundstrom, Environmental Coordinator
Absent: Nancy Burke, Alan Kuentz, Deb Somers, Administrative Secretary
I. Call to Order
Called to order at 7:25 p.m.
II. Approval of Minutes — January 22, 2001
No changes.
MOTION: Moved by Baker, seconded by Fellman, approve the minutes of the January
22, 2001 meeting as submitted.
III. Surface Water Management Plan — Second Generation Planning:
Stormwater Plan Phase II Final Rule:
The Phase II is important to this Commission because the Environmental Protection
Agency (EPA) is implementing the rule that will affect cities with populations of greater
than 10,000. The Minnesota Pollution Control Agency (MPCA) is administering it and
they may be a public comment period this summer.
Lundstrom distributed an overview of federal rules and the process the on the State will
take to implement the Phase II rules.
Phase I of the stormwater rule encompassed cities of over 100,000, which included
Minneapolis and St. Paul. Phase I also required construction projects disturbing over 5
acres to get NPDES permits.
Phase II covers cities greater than a population of 10,000. The cities are called MS4s,
municipal separate storm sewer systems. It will also incorporate a new NPDES
stormwater permit for construction greater than one acre. The City of Golden Valley
and the local watershed have already established programs that meet many of the
Phase II requirements.
Lundstrom discussed the six permit requirements that Golden Valley will be required to
do as a MS4 that will have to follow Phase II rules. This summer the MPCA will be
sending information to the cities requesting input on these six permit requirements and
how extensive they should require cities like Golden Valley to have to be involved in
them. Once staff receives this information from the MPCA it will forward to the
Commission.
a. Public Education and Outreach
Distributing educational materials and performing outreach to inform citizens about
the impacts polluted stormwater runoff discharges can have on water quality.
The Commission has already seen Golden Valley's environmental education plan,
newsletter that includes two pages per issue regarding environmental issues, new
pamphlets and phosphorous video. With these materials, Golden Valley has an
excellent start on this permit requirement.
b. Public Participation/Involvement
Providing opportunities for citizens to participate in program development and
implementation, including effectively publicizing public hearings and/or encouraging
citizen representatives on a stormwater management panel.
Providing citizens with the opportunity to participate is what the BCWMC is doing
now with its second generation planning process. Lundstrom, Kuentz and Fellman
are on the Citizen Advisory Committee.
Many requirements for public involvement were met during the development of the
City surface water management plan.
An example of other public participation items that Golden Valley is considering is
"education in a box" type programs.
C. Illicit Discharae Detection and Elimination
Developing and implementing a plan to detect and eliminate illicit discharges to the
storm sewer system (includes developing a system map and informing the
community about hazards associated with illegal discharges and improper disposal
of waste).
This measure concerns dumping pollutants down storm sewers, but more so under
direct connections in commercial and industrial to the storm sewer system, also
known as point source polluters. Golden Valley has not yet developed a program.
d. Construction Site Runoff Control
Developing, implementing, and enforcing an erosion and sediment control program
for construction activities that disturb 1 or more acres of land (controls could include
for example, silt fences and temporary stormwater detention ponds).
Golden Valley has a grading, drainage and erosion control ordinance that is fairly
strict. The BCWMC has erosion control BMP requirements within their water quality
policy. Golden Valley is in good shape for this requirement.
e. Post -Construction Runoff Control
Developing, implementing, and enforcing a program to address discharges of post -
construction stormwater runoff from new development and redevelopment areas.
Applicable controls could include preventative actions such a protecting sensitive
areas (e.g., wetlands) or the use of structural BMPs such as grassed swa/es or
porous pavement.
The City has adopted the BCWMC water quality policy for new development.
Requirements for post -construction runoff control are the ponding for water quality
and rate control. In some situations, the City has allowed installation of
stormceptors to improve water quality.
f. Pollution Prevention/Good Housekeeping
Developing and implementing a program with the goal of preventing or reducing
pollution runoff from municipal operations.
Cities are required to police themselves to protect water quality by implementing
best management practices such as street sweeping. The City has an extensive
street sweeping program. Reducing phosphorous by adopting the phosphorous free
fertilizer ordinances is also a BMP the City has taken. Other good housekeeping
items include catch basin cleaning and pond maintenance programs.
In summary, Golden Valley is in fairly good shape regarding Phase II, but there may be
some additional public involvement needed. Lundstrom will advise the Commission
once that information is sent out.
Financial Impact for Local Governments in Minnesota
This describes what it will cost cities to meet the Phase II rules. If public involvement is
part of the Phase II development process, the Commission will be advised.
The overview also lists the cities, counties and townships that will be involved by the
Phase II Stormwater Rules.
The timing of this Phase II effort is important. Golden Valley will not be required to get a
actual general permit until March 2003. Once the Golden Valley gets that permit, the
City has five years after March 2003 to implement the required stormwater management
program. Lundstrom explained that the MPCA does have an extensive web site
concerning this issue.
Hill asked if the City must implement these criteria as one package, or can it list what
satisfies each step. Lundstrom responded by stating that the MPCA will determine how
cities will meet these criteria for permit implementation in the next year.
Fellman asked who would have a list of what exactly is being discharged into the lakes
and streams in Golden Valley. Oliver advised that part of the Phase 11 plan is to identify
discharges to the storm sewer system. There is currently not a complete inventory for
Golden Valley. The City can get a list of everybody that has an individual permit for
their business, but this does not identify illicit discharges. There is a list in the
stormwater management plan of the NPDES permits, but it is dated.
Oliver stated that it is very rare for any city to regularly monitor all outflows. BCWMC
does have an ongoing water monitoring process throughout the watershed at key
locations. As the City goes through the Phase II process, it will be developing the
required inventory.
Fellman asked why the pond next to Honeywell does not freeze over. Oliver explained
that Honeywell does have a permit from the health department for that discharge. He is
not sure of the permit details.
Lundstrom advised that the City always responds to these types of inquiries. One
common inquiry is why is there foam in Bassett Creek. That foam is typically caused
from the activity in the water and the time of the year. It is not a chemical; it is just what
happens when there is turbulence.
Fellman mentioned the sewer spill caused by the break in the Metropolitan Council
Environmental Services (MCES) forcemain pipe. The spill occurred near the Highway
100 and Highway 55 interchange. Sewage flowed through Schaper Park and into
Sweeney Lake. Fellman received a letter from the MCES advising residents on
Sweeney Lake that a spill had happened and the residents should stay off the lake.
Oliver advised that the flow into the lake was murky. It is unknown how many gallons of
sewage flowed into the lake, but the MCES reacted quickly to the spill. Oliver asked
Fellman to send him a copy of the letter he received from MCES.
Second Generation Plan
The BCWMC is going through the process for the second generation plan. The
Commission spent a great deal of time discussing the planning process and public
involvement.
The BCWMC has established three committees:
Citizens Advisory Committee, which includes Lundstrom, Fellman, Kuentz.
Technical Advisory Committee, includes Oliver and Bob Mayeron, Golden
Valley's alternate commissioner, Ed Silberman, the former commissioner to the
BCWMC.
Policy Advisory Committee, in which Bill Joynes, Golden Valley City Manager is a
representative.
4
Each committee has very specific responsibilities to address for incorporation into the
plan. Committee members will also be looking at a list of major issues, including:
• Understanding the condition of water bodies in the Bassett Creek watershed.
• Prioritizing the water bodes in the watershed for action by the commission and
recommending action by other agencies or organizations.
• Review and/or revision of water body classifications in the watershed.
• Review and/or revision of the water -body classification system used by the
commission and its agents.
• Runoff collection and stormwater management.
• Erosion Control.
• The effect of development and redevelopment projects on water quality and
quantity in the watershed.
• The role of the commission relative to other groups, organizations, agencies and
boards that have a stake and a role in management of water in the Bassett Creek
watershed.
• The development of goals, as well as strategies and tactics for achieving them.
• The development and implementation of commission policies.
Each committee operates under a schedule and work program for the second
generation plan.
Oliver advised that there are a lot of policy decisions that the BCWMC has to make, for
example, who will have to pay for what and how much. Other issues include, stream
bank stabilization, water quality, competing interests, how do we control the dollars and
work efforts of the BCWMC, and flooding. These things will all be sorted through during
the process.
Oliver stated that committee members would be bringing information back to the
Environmental Commission regarding the process and most likely there will be points
where there is input opportunities.
IV. Discuss Management of City Nature Areas:
This item is being tabled without discussion. Oliver explained that Tom Klatt, Public
Works Maintenance Manager, was unable to attend the meeting.
V. Other Business:
Commission Guidelines:
Hill discussed the Commission Guidelines included in the agenda that were received
from Mayor Mary E. Anderson. Council members who are the liaisons to each Advisory
Commission will schedule a meeting with the commission in March or April. This item
will be put on the agenda whenever the Council member liaison can attend.
New General Mills Environmental Assessment Worksheet (EAW):
Oliver explained that the original EAW for the Bassett Creek Nature Preserve is not
officially off the board yet, until there is a written agreement with the DNR on an
extension of the ground water appropriation permit. General Mills will be making an
official submittal to the City for another EAW for the expansion of their main campus to
build approximately 600,000 of new office space, including a four-story parking structure
and a new cooling system for not only the new buildings, but the existing buildings and
a gradual phase out of the once through cooling system. The building construction
would occur in phases and could take up to 10 years.
The City Council has scheduled a public information meeting on March 20, 2001
regarding the new EAW. The 30 -day comment period begins April 2 and ends May 2,
2001.
If the Environmental Commission wishes to review the EAW, it can be added to the next
agenda and all members are free to go to the informational meeting on March 20, 2001.
MOVED by Fellman, seconded by Baker, and the motion carried unanimously to see
and review the new General Mills EAW.
Brown commented that it would be good for the Commission to review this EAW as a
follow through from the Bassett Creek Nature Preserve EAW. Hopefully this EAW will
not be difficult as the first EAW and all can adjust to it easier.
Discussion ensued as to whether or not the Environmental Commission should see all
EAW's presented to the City. Fellman suggested a policy stating that the Commission
be informed of all EAW's and reviewed at the discretion of Commission.
MOVED by Fellman, seconded by Brown, and the motion carried unanimously that the
Environmental Commission request to be informed of all EAW's presented to the City.
Oliver will check with the City Manager to be sure it is appropriate for the Commission to
make this request. The City Council will need to consider the Commission motion to be
informed of all EAW's presented to the City and decide whether it is or is not within the
scope of the responsibilities for this Commission.
Hidden Lakes Peninsula Addition:
Baker asked if the Commission has any say in the development of the Hidden Lakes
peninsula, as it is one of the last nature areas within Golden Valley. Oliver advised that
review of development proposals is not in the scope of the Environmental Commission.
Oliver agreed that once the City receives the official submittal from Hidden Lakes, he
will call Baker and go through the submittal with him. This is also available to any other
Commission members if they are interested.
Sweeney Lake Water Quality:
Fellman advised that Sweeney Lake has dropped two levels in the water quality rating
system. It is no longer swimmable. Oliver clarified that the water body classification
has not been lowered. It is still a Level 1 water body. As part of the ongoing monitoring
process, the samples that were taken last year were below the target levels, down to a
level 3, directly attributable to the upstream construction on Highway 100.
Fellman informed the Commission that MnDOT did not construct the ponds before they
got to the point of construction they are in now. He is concerned with the lack of
enforcement and the lack of information to the residents.
The City and the BCWMC are currently considering options with MnDOT regarding their
erosion control efforts. The City will update the Commission regarding options.
Fellman believes someone should advise the residents on Sweeney Lake of the status
of the water quality of the lake. Brown believes this information should be passed on to
residents through the City newsletter.
VI. Adjourn
MOVED by Hess, seconded by Fellman, and motion carried unanimously to adjourn the
meeting.
The next meeting will be held on March 26, 2001 at 7:00 p.m.
The meeting was adjourned at 8:32 p.m.
Respectfully submitted,
�Dj I L 1��
Deb Somers
Administrative Secretary
Department of Public Works
2°' Draft (11rz7lUo)
DRAFT
Comprehensive Environmental Communications Plan
1. Focus Areas
Water Resources
Forestry (Trees, Weeds, and Plants)
Waste Reduction (Recycling and Garbage)
2 Mission
To educate the Golden Valley codnf-nu!,Ay residents and raise awareness about the
importance of environmental responsibility, and create a sense of collaboration between
reSid-ents and the Gity in the spirit of making and keeping Golden Valley an
environmentally healthy G€ty unity.
3. Goals and Objectives
• Educate the Golden Valley cornry,unity citizens of personal responsibility for the
environment, locally, nationally, and worldwide.
• Encourage public recognition of our environment as a valuable, non-renewable
resource.
• Inform the 'community pity Sec a of City participation in state and federal
environmental activities and campaigns, and encourage their participation.
• Keep the COMM pity eitiaens informed on changes in City ordinances.
4. Potential Strategies
• Develop theme or catch phrase to identify City's environmental materials.
• "Publish one article in each City newsletter (CityNews) regarding the environment.
• Publish annual insert in CityNews specifically targeted toward environmental
education.
• Recognize and publicize v€ty success st,C!",es.
• Create several Presentations in a Box to be used by neighborhood groups and
volunteers.
• Use staff and qualified volunteers and Environmental Commission members to
speak at schools, libraries, and special events to educate citizens, especially the
youth, seniors, businesses, and shoreline residents in the community.
• Use volunteers to stencil catch basins throughout the City to identify where the storm
water run-off goes.
• Establish an essay contest for all grade levels addressing why the environment is
important.
• Establish an image contest for all grade levels with an environmental theme. Winners
could be used in City environment communications.
2nd Draft (11R7/m)
4. Potential Strategies (cant)
• Create an environmental folder, much like the new resident folder, containing
brochures and one-page tip sheets addressing all City environmental
actions/initiatives (ie, the Recyclopedia, recycling, waste reduction efforts, pollution
tips, non -indigenous weed control, shade tree management, etc) and helpful hints.
• Develop traveling environmental displays for use at community events and open
houses.
• Direct mailings of water -related information (ie, brochures and tip sheets on natural
buffer zones and phosphorous -free fertilizers) and personal visits to neighborhood
groups and associations.
• Produce video with on Environmental Issues in Golden Valley, such as waste
reduction and the Surface Water Management Plan, to be aired on public access
and used by Environmental Commission members in presentations.
• Obtain educational/informational videos from other sources (ie, DNR, etc) to replay
on Cable 16.
• Post all information, initiatives, and projects on the City web site.
• Create and distribute City-wide Environmental Calendars, including most/all
information from web site, brochures, tip sheets, contact lists, articles, etc. (See
Brooklyn Park example).
• List state, national, and international environmental initiatives, such as the Minnesota
waste reduction campaign, Earth Day, World Water Day, and World Environment
Day on all City calendars (web site, newsletter, cable N, etc).
•USS --local g3 ocery Store_ bags to otuff ott and cr..rxk?,'T?unicate env {?old€T"Re€€tat educati(D4-?
materials
• Use the local phone booK to promote, and. coir? nunicate er vror?mei�tal education
materials.
Date: February 22, 2001
To: Golden Val.hey Commissions, Boards and Foundation
From: Mary E. Anderson, Mayor
Subject: Commission Guidelines
The Golden Valley City Council has reviewed and revised the Guidelines for Advisory
Commissions. Attached are the proposed updated Guidelines. We are asking each
Commission, Board and the Foundation to review. The Council Members who are the
liaisons to each Advisory Commission will schedule a meeting with the commission in March
or April. At that time, Commission Members may share their questions and comments. The
Civil Service Commission, Board of Zoning Appeals and Building Board of Review do not
have Council liaisons. These groups may send comments through their staff liaison. If they
wish the Mayor or a Council Member to meet with them, please contact the Mayor and
request a meeting. The Council will then review and consider the comments and questions
before finalizing the Guidelines. After the Council formally adopts the Guidelines, each
Commission, Board, and Foundation member will receive a copy.
We ask that all comments and questions be submitted to the Mayor by the end of April.
Y-' CURRENT GOLDEN VALLEY STANDING
COMMISSIONS AND BOARDS:
The Golden Valley City Council currently has four standing advisory commissions.
They are:
Environmental Commission
Human Rights Commission
Open Space and Recreation Commission
Planning Commission
There is one advisory foundation:
Golden Valley Human Services Foundation
The Civil Service Commission is an independent commission that has absolute control
and supervision over the employment, promotion, discharge, and suspension of police
officers of the Public Safety Department.
The Board of Zoning Appeals hears requests for variances from the city zoning code.
The Building Board of Review advises and assists administrative officers of the city on
building codes and the issuance of building permits.
Short term advisory committees are appointed as needed
The attached Guidelines for Advisory Commissions, Boards and Committees apply to
each of these groups as appropriate and as permitted by the laws and ordinances which
establish them.
r'
CITY OF GOLDEN VALLEY
Guidelines for Advisory Commissions, Committees, Boards and Councils
The City Council wishes to express its appreciation to the many citizens who take time
away from their personal and professional lives to serve the community through their
membership on the Council's advisory groups. Golden Valley has had a history of
extensive citizen involvement. At present approximately 60 advisory commission,
board, and committee members participate in providing specialized expertise so that
Council decisions can be made with more complete background and knowledge than
would otherwise be possible. The Council and the entire community benefit from this
invaluable service.
Golden Valley is a Statutory city. The legislature established it as a city in the early
1970's. The State Statues provide: "In any such city, there shall be...no administrative
board or commission... the Council shall itself perform the duties and exercise the
powers and shall govern and administer the functions for which no independent boards
are authorized by statute. The Council, may, however, create boards or commissions to
advise the Council with respect to any municipal function or activity or to investigate any
subject of interest in the City." This Council, and others before it, recognizes the many
advantages to be gained from this approach.
The purpose of this document is to provide guidance to the Council's advisory
commissions. The Council is directly responsible for the actions of its advisory
commissions. It is hoped that through these guidelines the expectations of the Council,
with respect to its advisory commissions will be clearly understood and followed. The
Mayor and Council Members welcome any request for discussion or clarification of
information that is contained or thought appropriate to be contained in these guidelines.
The goals of the Council are better communication with is advisory commissions and
better service to the citizens of Golden Valley
I. LEGAL BASIS OF ADVISORY COMMISSIONS
As stated above the State Statutes govern the creation of Council advisory groups.
These groups are authorized to exercise all duties which the Council has legally
assigned to them. They are frequently authorized to conduct investigations and make
recommendations. It should be remembered, however, that advisory commissions may
not make decisions on behalf of the Council. In many cities, it is routine practice for the
Council to accept an advisory commission recommendation if the commission has done
a thorough and competent job. It must be emphasized, however, that it is the Council's
final decision on the matter and not simply the commission recommendation which is
effective to bind the municipality. No recommendation of any advisory commission
takes effect unless it has been adopted by formal action of the Council. These advisory
commissions may be organized in any manner deemed appropriate by the Council.
The City Council may create and dissolve them, appoint persons to serve on them, and
exercise powers of general supervision over them. A Planning Commission, however,
must be established by ordinance and, once established may be dissolved only by an
ordinance, which passes, by 2/3 majority vote of the Council.
1. II. OPEN MEETING LAW
All meetings of all public bodies in Golden Valley must be open to the public. There can
be no such thing as a "closed", "private", or "executive" meeting or session. The only
exceptions that have be recognized in the past are certain disciplinary action conducted
by the Police Civil Service Commission and some personnel and legal matters before
the Council.
The Minnesota Statute requiring City Council meetings to be open to the public has
been in existence for many years. A 1973 amendment and court decisions and rulings
by the Minnesota Attorney General have made commissions, subcommittees, and other
public bodies subject to the statute. Any person violating the open meeting requirement
is subject to civil penalty.
Commissions and committees should be careful to observe the requirements of holding
all meetings in public places and posting notices of meeting dates and times at the City
Hall. Scheduling of meetings with the Deputy City Clerk will help prevent conflict with
other groups over meeting times when public participation is particularly desired.
Commission, board, and committee meetings will not be held on designated legal
holidays or recognized religious holidays.
Any questions regarding the meaning or application of the Open Meeting Law should be
directed to the City Council. The Council will seek such advice from the City Attorney
as may be necessary.
COMMISSION ORGANIZATION AND PROCEDURES
A. Term of Office: Appointments to commissions are made effective March 1 of each
year. The length of each appointment is provided in the governing ordinance or
resolution and is designated by the Council at the time of the appointment. Each
permanent advisory commission should elect officers not later than its second
meeting after March 1 in each year. The term of office should be one year, unless
otherwise specified by the Council, prior to each election. (Chairpersons of special
committees shall be appointed by the Council.)
Voluntary resignations from a commission should be communicated by letter from
the person resigning to the Mayor.
Absences in one year should not exceed three consecutive meetings or more than
25% of the total meetings for the year. (Groups meeting once a month means three
consecutive and three total. Groups meeting twice a month means three
consecutive and six total. A standardized letter of warning will be sent from the
respective chair to any member after two consecutive and two total for groups
meeting once a month. For those meeting twice a month the letter would be sent
from the chair after two consecutive or five total. If a member exceeds the allowable
number of absences the Mayor will send a standardized letter stating the member
must step down because of the importance of regular attendance and the number of
citizens interested in serving.)
B. By -Laws or Rules of Procedure: Each commission should propose By -Laws or
Rules of Procedure governing its work. Such
9 9 proposed By -Laws or Rules of
Procedure should be submitted to the Council for prior review and approval.
It shall be the responsibility of the chairperson to provide to each new member as
soon as possible after that member's appointment, a copy of the current By -Laws or
Rules of Procedure, minutes of meetings of the last one year, these Guidelines, and
any other information necessary to orientation of new members. (Note: Council
Members who are liaison to a Commission will meet with the Chairperson and new
members as part of the orientation.)
C. Acting as a private citizen: A commission member testifying before the Council as a
private citizen should clearly note before testimony that he/she is not representing
the advisory commission on which the person serves.
D. Code of Ethics: Each commission member is subject to the terms of the existing
Code of Ethics ordinance, a copy of which is attached to these Guidelines. Each
person to whom the code applies is responsible to read and understand them.
Questions regarding the meaning or application of the Code of Ethics should be
directed to the Council. If the opinion of the City Attorney is necessary or desirable,
the Council will so request.
E. Expenditures: Each Commission is authorized to incur those specific expenditures
included in its final budget, as adopted by the Council. Any other expenditures
require specific Council approval prior to the time the obligation is incurred.
F. Minutes: A person will be provided by the City to take minutes for the advisory
commissions. All such minutes are matters of public record and shall be kept at the
City Hall.
Minutes serve the dual function of making an historical record of commission
proceedings and of informing the Council regarding the commission's activities. The
minutes should, therefore, contain an accurate report of the sequence of events and
names of citizens who appear and are heard. In addition to the formal action of the
commission, a summary of the reasoning underlying such action should be included
in the minutes.
G. Staff Liaison: The Council has adopted a policy of providing a staff liaison for each
commission. The purpose of this policy is to provide direct information to each
commission regarding City policy and practices within its area of interest.
The City operates under the "Plan B City Manager" form of government, in which all
employees are hired and supervised by the City Manager, who in turn is responsible
to the Council. Neither the Council nor any commission member has the authority to
direct staff personnel. Any commission recommendations for modification of City
policy and practices should be directed to the Council.
• H. Subcommittees: From time to time, the Council may appoint subcommittees of
certain commissions in order that special attention be concentrated in specified
areas. At the same time, the Council also wants the opinion of the commission
regarding each subcommittee's recommendations.
Each subcommittee should submit any report or recommendations intended for the
Council, first to the Commission for review and comment. Such review and
comment should take place at the next regularly scheduled meeting of the
Commission. If it does not, the report or recommendation of the subcommittee shall
be forwarded to the Council without Commission consent.
The subcommittee report or recommendation, together with the commission's
comments, should be submitted to the Council at its next regularly scheduled
meeting. As in the case of commission presentations, a spokesperson for the
subcommittee should attend the Council meeting and be prepared to make a
presentation and answer questions.
The Commission is free to appoint subcommittees of their membership as the
commission sees a need.
IV. COMMUNICATIONS TO AND FROM COMMISSIONS
A: Council Requests to Commissions: From time to time, the Council will refer items to
commissions for recommendation. The purpose of such a referral is to assist the
Council in gathering all pertinent facts and sharpening the issues. The request will
be referred to the commission in writing by the Mayor.
The Council would request a written report from each commission with regard to
each such referral. The report should set forth all the pertinent facts and detailed
recommendations from the commission. The report should be submitted to the
Council Secretary the Wednesday before the Council meeting so that it may be
included in the agenda.
Any time a commission report comes before the Council, one representative of the
commission should be present to make a presentation and answer questions. In the
event there is a difference of opinion on the commission, a minority report written by
the Commission may be presented in the same manner.
B. Commission Requests to Council: Any commission request or recommendation for
Council action or legal opinion should be communicated by letter from the
chairperson to the Mayor, giving a full explanation of the background of the matter.
Along with the letter, the commission should submit or refer to the pertinent portion
of its minutes on the subject.
The letter to the Mayor should be delivered to the Council Secretary on the
Wednesday before the Council meeting. A presentation for commission should be
made by a representative from the commission. A minority report may also be
presented.
C. Communications with those other than the City Council: Based upon past
`. experience, the Council believes that there is some potential for misunderstanding
regarding communications with persons and governmental units or agencies other
than the City Council of Golden Valley. It is essential that members of commissions
understand and observe appropriate policies and practices in this regard.
The essential principle involved is that the Council alone has the responsibility and
authority to adopt the decisions, policies, and recommendations of the City of
Golden Valley. The Council values the opinions and advice of its commissions and
invites the communication of the same to the Council. The Council will take such
opinions and advice into account in formulating the City's official position.
This method of proceeding does not preclude a commission from gathering such
information as may be pertinent to its activities. Commissions are free, without prior
Council approval, to make inquiries and to give necessary background for such
inquiries, but careful consideration must be given that these communications cannot
be reasonably construed as statements of official City policy and opinion.
The matter of distribution of information to the public is one that is not capable of
specific rules of practice. In general, any such communication which purports to, or
has the effect of communicating an official City position or decision, should be
submitted to the Council for prior approval. Other types of communications, which
are purely informational and do no involve unresolved questions of City policy, may
be disseminated without prior Council approval.
Draft revision December, 2000