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2005-12-19 EC Agenda PacketAGENDA GOLDEN VALLEY ENVIRONMENTAL COMMISSION Regular Meeting Golden Valley City Hall, 7800 Golden Valley Road Council Conference Room Monday, December 19, 2005 7:00 P.M. I. Call to Order II. Approval of Minutes — November 28, 2005 III. 2006 Meeting Dates IV. Envision Guide Feedback (report by Commission to City Council) V. Program/Project Updates — ➢ Sunnyridge Lane Soil Contaminants ➢ Wirth Lake Berm Repair ➢ Medley Park Creek Bank Stabilization Project ➢ 1/1 Study ➢ Three Rivers Park District Trail (Regional Bicycle Plan) ➢ Proposed Developments ➢ Lighting Plan/Ordinance ➢ Deer Population Study VI. Commission Member Council Reports VII. Other Business VIII. Adjourn GAEnvironmental Commissiotr\Agendas\2005\121905.doc VI. Commission Member Council Reports No Council reports were given. Pawluk did not assign the January Council agendas for review. VII. Other Business Items of Other Business: ➢ Kuentz asked the status of his inquiry in November as to whether the City -owned weed wrenches are available for use by Golden Valley residents on their own property. Lundstrom replied that this request had been approved. Tim Teynor, Assistant Forester, will be developing a use program over the winter months. Information on this will be outlined in an upcoming CityNews article. ➢ Pawluk noted that he had attended a second meeting of the Sidewalk Committee. ➢ Oliver mentioned that the sidewalk on Plymouth Avenue is under contract. The homeowners at 8015 Plymouth Avenue North were granted a variance, and will be constructing a garage. ➢ Hill asked about filling the vacant Commission Member position. Pharr responded that she had been told that a new member should be appointed in time for the Commission's January meeting. Hill asked which members' terms expire in 2006. Pharr will check on this and e-mail a response to all Commission Members. ➢ January agenda items include a request for a (possible) presentation by Prairie Restoration on planting native vegetation and teaching Commission Members how to educate people about this and prioritization of Envision feedback topics. No additional business was addressed. VIII. Adiourn The next scheduled meeting will be on January 23, 2006 at 7:00 pm. The meeting was adjourned at 8:07 pm. Respectfully submitted, Tracy E. PharrU Administrative Assistant Department of Public Works Environmental Commission Proposed 2006 Meeting Dates January 23 February 27 March 27 April 24 May 22 June 26 July 24 August 28 September 25 October 23 November 27 (Monday after Thanksgiving) December 18 (December 25 not available due to Christmas holiday) GAEnvironmental Commission\Miscellaneous\Meeting Schedule\2006ProposedMtgSched.doc Envision Guide Feedback Compilation Waste and Pollution (Hill) ➢ Hill distributed a handout (attached). Green and Open Spaces (Kuentz) ➢ Kuentz said that he had focused on wildlife corridors and nature areas in response to his topic, Green and Open Spaces. He scanned the Natural Resources Inventory to see if any wildlife/natural resource corridors already exist. A lot of these areas are in proximity to Bassett Creek, near Sweeney Lake and the Laurel Avenue ponds, in the General Mills research center area and along the railroad tracks. Kuentz stated he would like the Commission to look at the corridors and see what could be done and recommended in relation to them. He is interested in canoeing down Bassett Creek in the summer, and invited other Commission Members to participate in the trip. Oliver asked the Commission to discuss the canoe trip with City staff should they wish to pursue this idea. He noted that trespassing on private property is a concern. ➢ Kuentz stated that he would like to discuss light pollution more than any other topic. ➢ Baker asked Kuentz if he was still willing to continue to "champion" his nature corridors cause under his Green and Open Spaces topic. Kuentz confirmed that he did want to pursue this item. ➢ Nature Corridors — Kuentz stated he was wrestling with the best way to cover this, but had walked along the railroad tracks to scout out potential nature corridors. He continued that he would like to attempt to qualify and quantify exactly what exists in Golden Valley. Kuentz will continue to investigate the corridors and report back at a future meeting. ➢ Nature Corridors — Baker mentioned a conversation that he had with a co-worker regarding nature corridors (specifically, railroad right-of-way). The co-worker stated that the first item he would look at is the usage of herbicides and pesticides. Lundstrom said that the Mayor had received a telephone call from a resident who has concerns about chemical usage in her backyard (railroad right- of-way). The resident asked what the City can do about this issue. Lundstrom continued that the Mayor had addressed this issue at the most recent Bassett Creek Water Management Commission (BCWMC) meeting. The BCWMC made a motion to look into regulation of chemicals within rights-of-way specific to Bassett Creek. Baker asked Lundstrom to follow-up with the Commission if additional feedback was received. Urban Design and Beauty (Anderson) ➢ Anderson's proposal on her theme, Urban Design and Beauty, is to allow people or groups to adopt -a -street or adopt -a -park, where persons could pick up trash and have it hauled away. Baker asked if the City has any current programs like this. Oliver responded that approximately 10 years ago, General Mills asked to adopt a portion of General Mills Boulevard. The City and General Mills put together a program for this. Lundstrom added that Rick Jacobson, Parks & Recreation Director, would oversee any adopt -a -park programs. Baker suggested "breathing some life" into any existing programs. Anderson agreed. ➢ Adopt-a-Street/Adopt-a-Park — Lundstrom stated that he had spoken with Parks and Recreation Director, Rick Jacobson about this. Jacobson said that all the City parks have been adopted. Lundstrom also spoke with Tom Klatt, Public Works Maintenance Manager. The only streets that have been adopted are Betty Crocker Drive and General Mills Boulevard, which are tended to by General Mills, Inc. Klatt said that if anyone wished to adopt a street, the City would be happy to have signs made designating such, and provide garbage bags for clean up. Baker asked what is entailed in adopting a park or street. Lundstrom replied that Jacobson would have these details and he would request this information for the June meeting. Hill mentioned potentially highlighting the adopt -a -park program on the environmental page in the CityNews. Lundstrom will inquire as to if this would be possible and the process for publication. ➢ Adopt-a-Street/Adopt-a-Park — Lundstrom gave an overview of the information provided by the Parks & Recreation Department. Lundstrom said that he had discussed the Commission's interest in an adopt -a -street program with the Director of Public Works. She indicated that staff would be happy to pursue and promote this program, if the Commission recommended staff do so. Associated costs for garbage bags and signs are believed to be minimal. Surface Water (Pawluk) ➢ Pawluk distributed a handout (attached). 2 Environmental Commission Envision Process Discussion March 28, 2005 Premise: 1AttfftA& �+A We embrace new technologies and innovative practices to manage waste and pollution at the source. Immediate need: Draft letter to be sent on behalf of City Council to the Metropolitan Council strongly encouraging them to leave existing bus service through Golden Valley untouched. • Rush hour routes through neighborhoods cutdown on people that have to drive to a park-and-ride in order to catch a bus. _ • Mid-day routes down Golden Valley Road encourage seniors and other non -rush hour travelers to take the bus. • Residents have consistently told us (through Envision) that mass transit is possible and preferable for this inner -ring suburban city. Short-term (1-3 years) proiects: Trash Pickup City should contract for one garbage company to service the entire city, or split the city by areas and have one hauler per area. • Use competitive bidding to award contracts. • Eliminates noise and traffic of large trucks moving through neighborhoods more than once a week. Seeing garbage cans by the curb every day of the week is unsightly and unnecessary. • Consider adding cost to residence utility bill, just like water and sewer. Light Pollution Draft ordinance to limit the output of lights, especially those on businesses (and businesses near highways). • Stricter regulation in "overnight" lighting of businesses, especially large car lots and such. As an example, it's bad enough that they built right up against the Westwood Nature area, but to have it lit up at night like a baseball field... • Consider lower, more downtown -style street lights with less light output. • Reduce overall mandated lighting, as in car lots, commercial areas. Recycling Recycling appears to be successful, well used, and has passionate supporters in the city. To "fine-tune" this process, more education and some incentives are suggested. • Wish that recycling containers had lids like the garbage containers. Too often, the items put out for recycling end up blown or strewn around the neighborhood. • Make recycling bins a part of every park. • Brush and leaf pick-up for one more weekend and/or longer hours. • Nicer, aesthetic garbage receptacles with uplifting, civic -minded messages • Reward individuals & businesses for achievement in recycling and clean up. • Ensure that city literature is up to date about current practices. e.g., Mixing material is acceptable; don't have to separate everything. Community Clean -Up The Mighty Tidy Day, held last fall, seemed to be the answer to many people's suggestions. In addition, these are some further suggestions: • Conduct an annual community clean up program where dumpsters are available around the community for a limited period so that residents can get rid of any and all junk (allow for separation of hazardous items such as computers, televisions, batteries). • Just as there is a crime watch day perhaps there could be a "beautify the neighborhood day" --some sort of very local project taken up by volunteers with city support (planting a few trees, painting some park equipment, improving a path, assisting a neighbor) • Have a day or a weekend for community -wide garage sales. Other ideas "out there" somewhere in the future: Litter - Clean streets and parks -use citizens -have doggie bags -set plastic bag recycle bins in parks as a source of doggie bags -year-round trash cans in parks o Educate about recycling - how to, within city and within home [4] o Air pollution - monitor - check local emissions -speed limits? [3] o Compost -Allow backyards to have two compost bins. [3] o Noise pollution reduction [3] o Outdoor burning - ban o Create an efficient way to get garbage out of Golden Valley (no dump, no burner, NIMBY) o Create paths/sidewalks within city to encourage walking rather than car use for short trips. Improve trash cleaning for a clean environment Make garbage charges tax deductible Reduce car use by utilizing a light rail system and leaving their cars at home to use for regional and interstate travel. There is a plasma converter option to reduce waste available for enterprising cities to participate - Startech Inc. o Traffic controls set to reduce time spent idling (at stoplights, etc), while keeping speeds low enough to be child, pedestrian, and bicycle friendly. o Trash - have a less visible trash collection system (away from front of homes) Waste and Pollution Hazardous Waste o City has provided affordable hazardous waste disposal for small businesses* o Provide a hazardous waste drop-off site in Golden Valley OR have periodic hazardous material recycling pickup* o Regular monthly curbside pickups for batteries, all recyclables that are not currently picked* o City drop-off point for hazardous waste [6] o Curbside pick up for EVERY regular household recyclable product: paint, batteries, all food packaging, light bulbs, ink jet ink, etc. o Have a more convenient means to drop off or to have picked up household hazardous wastes, so that more people will recycle or properly dispose of them. o Include batteries and other recyclables not currently picked up in monthly curbside recycling program. o Provide city -sponsored, affordable hazardous waste disposal for small businesses. o Recycling is also very important. Make "green" options more available to residents and educating them on the impact of using chemicals and other hazardous products, not only to themselves, but also to others in the community. Recycling Golden Valley needs to develop a recycling center. As it is now, we have to go to the County facilities or pay to use other cities' facilities. This not only takes time, but also makes us drive more and use extra gas, contributing to the pollution problem. It would be great if there were a monthly "junk" pickup, perhaps at a nominal fee, so people can regularly clear their garages, sheds, and yards of old stuff. Reduce the use of plastic Recycling Incentives • Businesses and residents increase the use of biodegradable products and will find ways to use reusable products,eg, take-out containers • Cleaner Water Tax Incentives for business to recycle • Create an incentive to get people to recycle • Golden Valley could enact an ordinance that businesses should use cornstarch bags that are biodegradable, as opposed to plastic or paper bags. • Help residents use recycling programs to their fullest potential. • Incentives for more complete recycling, trash compactor rebates from the city • Only do business with recyclers who collect plastic of all kinds, including plastic bags • Work with retailers to reduce packaging material to minimize waste products. • Recycling - convenience -provide better containers, better service -provide pick up of large appliances -city do it too* [14] Composting o Encourage the use of garbage -to -electric plants. o Organize a better city compost system. o Provide free citywide pickup of brush - twice per year (Spring and Fall). Provide free citywide pickup of appliances, furniture, and other large objects that won't affect the environment. Do it twice per year. o Year-round lawn recycling center for grass/twig drop off. Enforce litter laws. o maybe city compost site Pollution Control o Exceed government pollution standards including air, water and noise pollution.* [3] o Light and sound pollution reduced o Offer energy usage education to citizens. o Require yard equipment to have pollution controls. Noise Pollution o Strong noise and pollution level controls* o Control noise and air quality (especially by Highway 169) o I would like to lessen the amount of noise in our neighborhoods --cars, machines... o Leaf blowers should be required to have some kind of muffler system. o Limit use of lawn mowers, leaf blowers... to certain days o Low -noise lawn equipment? o Maintain quiet areas for recreation natural enjoyment o No Noise - require electric lawn mowers. o Noise is a major factor in our quality of life. With major highways criss-crossing our city, mitigation is necessary. The sound walls don't really help ... except moving/deflecting the noise a few more blocks away. Here is where technology should be employed. o Reroute planes (noise pollution) Air Pollution o Promote fusion power as a future energy alternative for Golden Valley. Consider other alternative fuels for cleaner air to replace gas engines for vehicles, lawnmowers, snow blowers, and other home and garden equipment. Offer energy usage education to citizens.* o Position Golden Valley to be a leader in promoting use of electric cars. [4] o City vehicles (autos & small trucks) should be electric or hybrids. (This would not include fire trucks or police cars.) o Consider alternative fuels for cleaner air to replace gas engines for vehicles, lawnmowers, snow blowers, and other home and garden equipment. o No smog o Promote fusion power as a future energy alternative for Golden Valley. o To reduce air pollution, incentivize people to drive electric/hybrid cars by providing reserved parking similar to handicap parking. Alternative Transit o Have van routes around town o Promote walking / biking to reduce pollution o Rapid Transit o With Personal Rapid Transit (PRT) in place, it will mean less run-off of noxious chemicals from cars and less noise and air pollution. It will mean less paved over space. Wind/Solar/Other Sources of Energy o Promote wind and solar projects. Golden Valley could distinguish itself by being at energy forefront.* [2] o Encourage new homes with heated floors that are more efficient. o Give incentives for lowering the environmental impact of homes - for example: have a tax break for solar panels o Let's have some local power generation with solar or wind technology in Golden Valley. o No one uses power lawn mowers - use hydrogen fuel cell mowers and blowers o Perhaps windmills could be installed to power the city rather than taking so much, mainly derived from fossil fuels, from NSP. This is a clean source of energy, and I would be willing to pay a few extra dollars a month to get that started. o Use of alternative energy sources for electricity Surface Water We are leaders in surface water protection and enhancement. • Bassett Creek becomes a beautiful river walk with inviting stops along its length. Wetlands, storm water retention ponds, and reduced runoff improve the quality in creeks, lakes, and ponds to swimmable quality. • Wetlands • Creeks and Lakes • Surface Runoff • Water Conservation Creeks and Lakes • Beautify Bassett Creek * [2] • Create inviting stops/spots along the (Bassett) creek - a river walk • Don't hide Bassett creek. Celebrate it in our redevelopment. Make Sweeney Beach accessible. • Downtown - Bassett Creek have more access • Encourage more life in Bassett Creek • Greater appreciation, preservation and use of Basset Creek, possibly including a public pathway • I do not live on Sweeney Lake, but this appears to be a HUGE diamond in our community. I don't understand how or why this lake isn't a treasured resource and given every opportunity to thrive as a lake. Golden Valley doesn't have a lot of lakeshore and it is community advantage/green space. • Make Golden Valley's lakes and streams "swimmable" • Perhaps creating some municipal use of Basset's Creek or Sweeny Lake ... if people use it and create a culture to take pride in such treasures • Restore Basset Creek to swimmable water. How did it ever get classed as a drainage ditch'? • We seem to turn our back on Bassett Creek between General Mills and the Library. This is a really wonderful environmental feature, ripe for an unobtrusive nature trail. It could provide residents with a natural, peaceful alternative path. Wetlands • Improved wetland awareness; encouragement of "rain gardens" rather than grassy lawns for water runoff retention • Safeguarding our wetland areas Surface Runoff • Improve control of run-off from yards, roads, parking lots, with storm sewers not dumping directly into Sweeney Lakes, Bassett Creek, etc. Create holding ponds, permeable concrete surfaces, and street design that replace conventional gutters with transition/percolation zones.* • Improve the water quality of not just ponds, but also lakes and Bassett Creek.* • Mitigate impact of water runoff and create real wetlands* • Storm water retention ponds - water quality and sightful appearance* • Improve Bassett Creek - manage it to a higher standard [2] • Improve quality of water/ecosystem in Bassett Creek [2] • Plant beneficial "buffer plants" near bodies of water. Encourage natural plantings for all property along Bassett Creek and other surface water to prevent pesticides and fertilizers from entering the water bodies. [2] • Active, concerned management of drainage ponds (proactive) • Clean surface run-off, improve storm drains • Improve water quality and appearance of storm water retention ponds. • Reduction of salt and harmful chemicals for snow removal • Use less fertilizer/more natural grasses and plants. Water Conservation 0 Reduce peak summer water usage. s Golden Valley Environmental Commission Surface Nater During our February meeting we identified the following areas of concern in addressing the issue of surface water: - Education — clippings, salt, etc. - Tip Line - Permeable (pervious) materials used - Reduce impervious surfaces - Bassett Creek walking path - Wildlife -friendly storm water retention ponds In the attached "Surface Water" section of the Envision Golden Valley report the top item listed by respondents seems to be the issue of Bassett Creek, either directly or indirectly. Concerns range from water quality of Bassett Creek to making the creek more accessible. While there is cross over between other focus areas of the Environmental Commission, and other city commissions, I think that our goals for surface water should contribute to action plans addressing Bassett Creek. Based on what we are able to actually accomplish given our limitations as a commission, I recommend that we focus on the education piece to start for 2006. Further study and/or collaboration with other commissions should be pursued to address accessibility and expanded usage. Envision Action Items Environmental Commission Meeting February 2005 We embrace new technologies and innovative practices to manage waste and pollution at the source (Hill). Light pollution reduction Recycling promotion *Environmental projects -in -a -box (i.e., stenciling) Composting promotion Single garbage hauler Mighty Tidy Day curbside pickup Environmental audit The City's master plan inspires the community and individuals to preserve green and open spaces (Kuentz). *Wildlife corridors/nature areas Off -leash dog park Walking path along Bassett Creek Commitment to keep green spaces green Reducing dog waste and litter Require green space in all new developments We are leaders in surface water protection and enhancement (Pawluk). Education - clippings, salt, etc. Tip line Permeable (pervious) materials used Reduce impervious surfaces *Bassett Creek walking path Wildlife -friendly storm water retention ponds Our urban design practices enhance the beauty of the City's green and open spaces (Anderson). Tree of the year Native vegetation Spruce up Highway 55 *Walkability throughout the City (sidewalks) *Trail system linking parks Bikeability G:\Environmental Commission\Miscellaneous\Envision Action Items Feb 05.doc Cal, Vall,�PIT Memorandum City Administration/Council 763-593-8014 / 763-593-8109 (fax) Executive Summary Golden Valley Council/Manager Meeting December 13, 2005 Agenda Item 6. Board and Commission Response to Envision Prepared By Jeanne Andre, Assistant City Manager Summary The City Council held a Joint meeting with Boards and Commissions on January 25, 2005. The main purpose of the meeting was to ask the Boards and Commissions to respond to Envision and the Council's 2005 Goals. The Envision response was requested to be submitted by October of 2005. By making the request the Council has asked the Boards/Commissions to dream about the future of the community and the role they could play in reaching that vision. However since the Boards and Commissions are Advisory to the City Council, it is appropriate for the Council to respond to the submissions and to arrive at consensus on the activities which the Council would like to be undertaken under the auspices of Envision. Some of the activities may need funding, which the Council would also need to allocate. Communication of the Council response is important in keeping a positive relationship with the Boards/Commissions in keeping with the dialog started last year. The Mayor has asked that the responses be distributed to the City Council at this time, with discussion to occur at the 2006 Goal -Setting Workshop. She recommends developing the Council response and plan for communicating the response to Boards/Commissions at that time. Attachments Attached are the responses submitted, as follows: Planning Commission Envision Review, Mark Grimes dated October 31, 2005 (1 page) Board of Zoning Appeals Envision Review, Mark Grimes dated October 31, 2005 (1 page) Envision Golden Valley, Building Board of Review dated October 3, 2005 (1 page) Envision / Connection Initiative, Bruce Peterson, Civil Service Commission Chair dated October 14, 2005 (2 pages) Jerry Sandler, Open Space and Recreation Commission Chair dated November 11, 2005 (1 page) Human Rights Commission Brainstorming, Envision Response and Goal Setting dated September 8, 2005 (2 pages) Human Services Foundation Envision Update, Sue Virnig dated November 18, 2005 (1 page) (The Environmental Commission response is not attached, but will be forwarded when it is available.) Date: October 31, 2005 To: Mayor and City Council Planning 763-593-8095 / 763-593-8109 (fax) From: Mark W. Grimes, Director of Planning and Development Subject: Planning Commission Envision Review At the July 25, 2005 Planning Commission meeting, the Commission discussed the ways it could be involved to carry out supporting themes and ideas from the Envision process. Since there were members of the Commission involved on the Envision committee, there was added enthusiasm for the task and several ideas came out of the Commission. They are as follows: 1. Identify key "gateways" into the City—The Planning Commission and City Council could meet to select "gateways" and discuss ways and means to have them appropriately signed or enhanced. 2. Neighborhood Identification—The City has several neighborhoods but few are identified on maps or by sign. Other cities identify neighborhoods and encourage neighborhood councils or organizations. The Planning Commission could work with citizens to promote neighborhood organization and identification. This would enhance the sense of community. The Planning Commission could help to put together a "toolkit" for interested citizens. The "toolkit" could include facts and information from City files, the Golden Valley Historical Society and the process other cities have used to identify neighborhoods. 3. Identify key areas for redevelopment—Based on information from the Envision report, the Commission could study two or three areas of the City that are probable for future redevelopment. This could be done as part of the overall comprehensive planning process and after consultation with the City Council. As part of the studies, the Commission will consider the ideas from the Envision report and determine if they are appropriate for specific redevelopment areas. 4. Study of design guidelines for the City—The Envision report states that Golden Valley is unique. Would design guidelines specifically developed for Golden Valley help continue this "uniqueness"? Design guidelines would become an additional land use regulation. The Planning Commission would study what types of development or buildings would be subject to design guidelines and if and where design guidelines are appropriate. The Planning Commission believes that it would be best to meet with the City Council in a study session to review the Commission's Envision work program in order to prioritize items the City Council would like the Commission to pursue considering time and funding. PIT Date: October 31, 2005 To: Mayor and City Council Planning 763-593-8095 / 763-593-8109 (fax) From: Mark W. Grimes, Director of Planning and Development Subject: Board of Zoning Appeals Envision Review At the July 26, 2005 BZA meeting, the Board discussed the ways it could be involved to carry out supporting themes and ideas from the Envision process. The Board finds that it is important to keep the Planning Commission and City Council aware of patterns and changes they have seen throughout the year as it relates to zoning variance requests. This could be done by issuing a yearly report that categorizes the types of variances that have been requested. Do the variances reflect a change in the desired housing patterns that are now a part of Golden Valley ordinances? For instance, if a number of requests for the same type of variances (for example, fence height, garage location, house height or size of accessory buildings) are submitted to the City, is this a trend that should be studied with the possible end being a change to the zoning ordinance. Date: October 3, 2005 To: City Council From: Building Board of Review Subject: Envision Golden Valley Inspections 763-593-8090 / 763-593-8109 (fax) It is the mission of the Building Board of Review to review commercial projects for compliance with the City Code requirements. As such, we encourage development that preserves the natural beauty and history of the City. We spend time concentrating on and encouraging buildings to fit in with the manmade and natural environment of Golden Valley. We work within the boundaries of what the codes and ordinances allow and require. We have reviewed the Vision Guide and have identified the following issues as ones that meet the aspirations expressed in the Vision Guide and are relevant to the work of our Board. • Sidewalks for pedestrian access • Commercial landscape standards • Exterior finishes • Trash containment • Aesthetics of screening mechanicals with appropriate materials • Aesthetics of Multi -Family developments • Aesthetics of Commercial developments • Lighting standards • Snow removal • Noise issues Memorandum To: Golden Valley City Council 14 October 2005 From: City of Golden Valley Police Civil Service Commission Subject: Envision / Connection Initiative Representing the members of the Golden Valley Police Civil Service Commission (CSC), I respectfully submit this update concerning the Commission's Envision / Connection Initiative activity to date. CSC Commissioners continue to demonstrate concern and involvement in this initiative, trusting that their efforts will positively contribute to Golden Valley's future. Understanding the City Council desire to have Boards and Commissions actively participate, the CSC included this initiative as an agenda item in early 2005. Prior to our February 7, 2005 meeting, the Commission collectively considered and identified potential areas of visionary concern that offered opportunity for our involvement. The published Vision Guide served as our source document. The Commission was and continues to be sensitive to its statutory role, aware that in some areas we have direct authority to introduce visionary approaches, while in other areas we can only offer our advice in an advisory capacity. Three areas of concern (AOC) were identified: • The use of specific questions in police officer selection and promotional written and oral examinations to better identify individuals that possess contributory creative and visionary skills. AOC 1 • The identification of existing and discovery of potential police / community communication and education strategies / programs that would promote understanding and build relationships with various Golden Valley communities. AOC 2 • Exploration of law enforcement "best practices" with commitment to meaningful and open visionary continuous improvement. AOC 3 These areas of concern were discussed at our February 7, 2005 meeting and remained under Commission consideration until our September 22, 2005 meeting. The primary purpose of our September meeting was to further consider these areas of concern and position us to responsibly report our progress to the City Council. Page 2 At our September meeting, each of the areas of concern were discussed at length with two "working documents" issued pertaining to AOC 1 and AOC 3. The Commission was pleased that significant energy and resources continue to be applied to AOC 2. It was agreed that the police administration will continue its consideration of introducing "visionary questions" for police officer selection and promotional written and oral examinations (AOC 1) and provide future feedback to the CSC. Potentially, police officer selection and promotional processes could be modified with CSC action to include agreed upon questions. Discussion of AOC 3 proved to be most engaging and interesting with the Commission being appreciative of the police department's ongoing commitment to professionalism and ethical conduct. AOC 3 has the potential for a meaningful national demonstration project if properly funded and managed. The CSC, understanding that AOC 3 could indeed be conducted apart from our role, asked that the police administration and City Council (P. Pentel — CSC Liaison) explore project potentials and provide the CSC feedback in the future. The CSC will continue its attentiveness to the Envision / Connection Initiative focusing on these three AOC's with working documentation available on request. Additionally, the CSC will be responsive to future City Council questions and direction. Respectfully Submitted, Bruce Peterson, Chair 11-11-05 To: Mayor Loomis and Golden Valley City Council members From: Jerry Sandler, Open Space and Recreation Commission Chair The Open Space and Recreation Commission has discussed Envision Golden Valley periodically over the past calendar year. From these discussions, we have formed a " wish list" of projects. Specifically, we would like to recommend one project at this time: an outdoor performance area at Brookview Park, An Ad Hoc committee for the Outdoor Performance Center was formed in January 2005. Don Anderson of Golden Valley Rotary and Diane Nimmer of the Golden Valley Federated Women's Club are the co-chairs of the Outdoor Performance Center Task Force. Three members of the Open Space and Recreation Commission participated on the committee: Jim Johnson, Kelly Keubelbeek and Roger McConico. After meeting with Don Anderson and Diane Nimmer, the Open Space and Recreation Commission expressed interest in the project. At a later meeting, Paul Snyder, an architect and Rotary member, presented drawings of the proposed design for the Outdoor Performance Center to be located at the northeast corner of Brookview Park. The Open Space and Recreation Commission has voted to approve the concept of an outdoor performance area at Brookview Park. We have reviewed the proposed plan for the Outdoor Performance Center from the task force. There are some issues to resolve and we would like to pursue this project further with the City Council. The commissioners believe that this project would be a great asset to the city of Golden Valley. It is an Envision project and would tie in to the concept of a true downtown area of Golden Valley. We feel that this project would result in a unique gathering place for residents and a source of entertainment for the community. This certainly would contribute a great deal to the quality of life in Golden Valley. Human Rights Commission Brainstorming September 8, 2005 Envision Response and Goal Setting The Commission selected the items on page 1 as their desired priorities. Activities related to HRC 40th Anniversary • Play past videos on Channel 16 • Plan new video to commemorate anniversary • Have event that includes Commission, City Council and invites former commissioners and award winners to come back and celebrate • Solicit letters and testimonials from Golden Valley people who have been involved in HRC in the past • Seek budget from Council to put on event; include photographer, piano player • Get a keynote speaker to headline • Establish planning/program committee Share the Dream • Use program planned, but not implemented from 2004 — student "actors" doing courtroom scenes recreating civil rights milestones • More linking to schools, various school districts • Invite other commissions to help with planning and to attend • Develop strategies to involve more people Essay Contest Keep current approach, including: • Collaboration with Robinsdale Schools (Dist 281) • Involve grades 6-8 • Use curriculum developed for language arts instruction Consider new components, including: • Expand to other grades • Expand to additional schools such as Breck, King of Grace Lutheran School, Park Valley School, Home Schoolers, Hopkins Dist. 270 • Ask City of Hopkins HRC if they do essay contest for Hopkins school district • Expand and develop social studies curriculum • Seek and train volunteers to go into classrooms to enhance the curriculum • Offer in-service training for participating teachers • Use quotes from the essays to extend the ideas expressed to the larger community, using various techniques and venues, such as: Develop booklets, posters and billboards with quotes Develop stationary, for sale, with quotes Get newspaper to publish Posters could be installed in churches, schools, library, government offices Place on City Web Site ➢ Have students read quotes at other events such as Brookview Summer Concerts and Golden Valley Arts and Music Festival events. • Link essay contest to Community Reads event Human Rights Commission Brainstorming September 8, 2005 — Page 2 Hate/Bias Response Plan • Initiate dialog with the City Council about the plan submitted • Develop network of community volunteers to be involved in hate/bias response Community Reads • Book selection Select book that appeals to kids or to multi -ages (so whole family could read) Develop process to select book o Committee members submit, discuss and vote o Ask community to make suggestions or vote from selected list ➢ Select a book quarterly • Promote community discussion Ask kids and/or adults to submit illustrations about the book Sponsor kick-off or post -read discussion groups — large or small venues Community blog about book • Get cooperation from library, bookstores and other stores • Collaborate with other HRCs on community reads program. Develop plan to solicit Hobbs Award nominees • Review existing process and application • Relate to 40`h Anniversary celebration • Develop list of past recipients with biographies — post on City Web Site Do more promotion of all HRC events • Use City Web Site to: Reach new volunteers Solicit new ideas for Share the Dream and other HRC programs • Develop comprehensive communications plan for HRC events/programs Solicit Students to be on the HRC • Search for students in grades 9-12 • Get nominations from principals or school community service coordinators • Put notice in the Sun Post Develop process for HRC to coordinate activities and events • Establish schedule and dates 0 Select planning process for each activity selected Golden Vall,� To: Mayor and Council Members From: Sue Virnig, Assistant Finance Director Memorandum Finance 763-593-8013 1763-593-8109 (fax) Subject: Golden Valley Human Services Foundation "Envision" Update Date: November 18, 2005 The Human Services Foundation has discussed the idea of creating an additional fundraiser that would also bring people together and build community. The minutes of the February 7 meeting initiated this discussion as follows: The Foundation discussed ways to follow up on the council goal -setting meeting in January. Foster recommended a "Taste of Golden Valley" event featuring local food merchants. She has run similar events in Eden Prairie and Downtown Minneapolis. The foundation will attend one of the events in the summer to learn more about it. Discussion of this topic has continued through the year, with a number of approaches under consideration. The Foundation is taking a break until its January meeting. At that time it will formalize a recommendation to the City Council. Pharr, Trac From: Andre, Jeanne ant: Tuesday, November 29, 2005 4:10 PM o: Golden Valley M -Team; Virnig, Sue; Van Sloun, Sheila; Wittman, Lisa; Lundstrom, Al; Pharr, Tracy; Johnson, Gary; Johnson, Amanda; Nally, Judy; Butler, Pat; DeDe Scanlon; DeDe Scanlon; Freiberg, Mike; Grayson, Scott; Loomis, Linda; Pentel, Paula; Shaffer, Bob Subject: Mayor Meeting with Board/Commission Chairs Attachments: Summary11-28-05 mtg.doc; Open Mtg Statute.doc The Mayor met with the Chairs of the Boards and Commissions on Monday, November 28, to review the new City Code provisions and Guidelines related to their charge. Attached is a summary of points raised during the discussion. The City Manager will be discussing these issues with the City Council and Department Heads over the next few months to determine the appropriate follow up. Those attending the meeting were: Mayor Loomis Rich Baker of the Environmental Commission Don Keysser of the Planning Commission Dean McCarty of the Board of Zoning Appeals Tom Parker of the Building Board of Review Bruce Pappas of the Human Rights Commission Jerry Sandler of Parks and Open Space Commission Marshall Tanick of the Police Civil Service Commision And staff - Jeanne Andre, Rick Jacobson, Al Lundstrom, Don Taylor and Sue Virnig ,4ot able to attend were Steve Schumacher of the Human Services Foundation, Mark Grimes, Bob Hernz and Gary Johnson. Summaryll-28-05 Open Mtg mtg.doc (54 KB... Statute.doc (40 KB) Also attached is the most relevant portion of state statutes related to the open meeting law. Comments from Mayor's Meeting with Chairs of Boards and Commissions Amendments to City Code and Guidelines • Everyone seemed to be on board with the rationale for making changes. • It was pointed out that the recent Code changes do not relate to the Human Services Foundation, Building Board of Review or Board of Zoning Appeals. There were questions whether there would be further changes to any of these boards. • It was noted that the Guidelines pertain to all. • It was pointed out that the City ethics ordinance is attached to the Guidelines. There was some discussion on when members should recuse themselves. • A request for the statutory reference to the State Open Meeting Law was made. (See Mn Statutes 13D.01 Meetings must be open to the public; exceptions) Review of Chair Responsibilities The attendees liked having a check list for the Chair and members The attendees inquired about the annual report, its format and timing o The Mayor stated that the report could be written and/or oral o She noted that the staff liaison could help compile the report o She suggested that presentation of the report at a regular, cablecast meeting would be informative to the public. The attendees suggested the following items related to the checklist: o the addition of an item on the Chair checklist — contact Council liaison about attending a meeting; o having an additional checklist explaining the role of the Council Liaison; and o placing the checklist for members on the City web site to inform applicants of the responsibilities related to appointment. By-laws update • The Mayor reiterated that each group should review and update its by-laws. Orientation of Members Attendees asked that: o staff liaisons include the chair in orientation of new members; and o badges be provided to members so that they can identify themselves to citizens when they are visiting properties, etc. Groups that have had mobile tours suggested that it is a good orientation tool. Meeting with City Council Joint Meeting with the City Council - attendees supported a second annual meeting with suggested discussion items: an update on Envision and/or presentation of annual reports by the groups. • Commission Dinner - Attendees suggested o Scheduling the dinner in late April or early May to facilitate recognizing outgoing members and welcoming new members. o A multipurpose approach to the dinner, with socializing but also some business such as the overview of each commission provided at the 2005 dinner, or perhaps an annual report. Other Communication Attendees suggested that: o information on Boards and Commissions be placed in the new resident packet; and o the commission job description and a synopsis of the annual reports be placed on the City web site; and o commission annual reports be highlighted in CityNews 1313.01 Meetings must be open to the public; exceptions. Subdivision 1. In executive branch, local government. All meetings, including executive sessions, must be open to the public (a) of a state (1) agency, (2) board, (3) commission, or (4) department, when required or permitted by law to transact public business in a meeting; (b) of the governing body of a (1) school district however organized, (2) unorganized territory, (3) county, (4) statutory or home rule charter city, (5) town, or (6) other public body; (c) of any (1) committee, (2) subcommittee, (3) board, (4) department, or (5) commission, of a public body; and (d) of the governing body or a committee of: (1) a statewide public pension plan defined in section 356A.01, subdivision 24; or (2) a local public pension plan governed by section 69.77, sections 69.771 to 69.775, or chapter 354A, 422A, or 4238. Subd. 2. Exceptions. This chapter does not apply (1) to meetings of the commissioner of corrections; (2) to a state agency, board, or commission when it is exercising quasi-judicial functions involving disciplinary proceedings; or (3) as otherwise expressly provided by statute. Subd. 3. Subject of and grounds for closed meeting. Before closing a meeting, a public body shall state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. Subd. 4. Votes to be kept in journal. (a) The votes of the members of the state agency, board, commission, or department; or of the governing body, committee, subcommittee, board, department, or commission on an action taken in a meeting required by this section to be open to the public must be recorded in a journal kept for that purpose. (b) The vote of each member must be recorded on each appropriation of money, except for payments of judgments, claims, and amounts fixed by statute. Subd. 5. Public access to journal. The journal must be open to the public during all normal business hours where records of the public body are kept. Subd. 6. Public copy of members' materials. (a) In any meeting which under subdivisions 1, 2, 4, and 5, and section 13D.02 must be open to the public, at least one copy of any printed materials relating to the agenda items of the meeting prepared or distributed by or at the direction of the governing body or its employees and: (1) distributed at the meeting to all members of the governing body; (2) distributed before the meeting to all members; or (3) available in the meeting room to all members; shall be available in the meeting room for inspection by the public while the governing body considers their subject matter. (b) This subdivision does not apply to materials classified by law as other than public as defined in chapter 13, or to materials relating to the agenda items of a closed meeting held in accordance with the procedures in section 13D.03 or other law permitting the closing of meetings. HIST: 1957 c 773 s 1; 1967 c 462 s 1; 1973 c 123 art 5 s 7; 1973 c 654 s 15; 1973 c 680 s 1,3; 1975 c 271 s 6; 1981 c 174 s 1; 1983 c 137 s 1; 1983 c 274 s 18; 1984 c 462 s 27; 1987 c 313 s 1; 1990 c 550 s 2,3; 1991 c 292 art 8 s 12; 1991 c 319 s 22; 1994c618art 1 s39; 1997c154s2; 1Sp2001 c10art 4s1 13D.01 Meetings must be open to the public; exceptions. Subdivision 1. In executive branch, local government. All meetings, including executive sessions, must be open to the public (a) of a state (1) agency, (2) board, (3) commission, or (4) department, when required or permitted by law to transact public business in a meeting; (b) of the governing body of a (1) school district however organized, (2) unorganized territory, (3) county, (4) statutory or home rule charter city, (5) town, or (6) other public body; (c) of any (1) committee, (2) subcommittee, (3) board, (4) department, or (5) commission, of a public body; and (d) of the governing body or a committee of: (1) a statewide public pension plan defined in section 356A.01, subdivision 24; or (2) a local public pension plan governed by section 69.77, sections 69.771 to 69.775, or chapter 354A, 422A, or 4236. Subd. 2. Exceptions. This chapter does not apply (1) to meetings of the commissioner of corrections; (2) to a state agency, board, or commission when it is exercising quasi-judicial functions involving disciplinary proceedings; or (3) as otherwise expressly provided by statute. Subd. 3. Subject of and grounds for closed meeting. Before closing a meeting, a public body shall state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. Subd. 4. Votes to be kept in journal. (a) The votes of the members of the state agency, board, commission, or department; or of the governing body, committee, subcommittee, board, department, or commission on an action taken in a meeting required by this section to be open to the public must be recorded in a journal kept for that purpose. (b) The vote of each member must be recorded on each appropriation of money, except for payments of judgments, claims, and amounts fixed by statute. Subd. 5. Public access to journal. The journal must be open to the public during all normal business hours where records of the public body are kept. Subd. 6. Public copy of members' materials. (a) In any meeting which under subdivisions 1, 2, 4, and 5, and section 13D.02 must be open to the public, at least one copy of any printed materials relating to the agenda items of the meeting prepared or distributed by or at the direction of the governing body or its employees and: (1) distributed at the meeting to all members of the governing body; (2) distributed before the meeting to all members; or (3) available in the meeting room to all members; shall be available in the meeting room for inspection by the public while the governing body considers their subject matter. (b) This subdivision does not apply to materials classified by law as other than public as defined in chapter 13, or to materials relating to the agenda items of a closed meeting held in accordance with the procedures in section 13D.03 or other law permitting the closing of meetings. HIST: 1957 c 773 s 1; 1967 c 462 s 1; 1973 c 123 art 5 s 7; 1973 c 654 s 15; 1973 c 680 s 1,3; 1975 c 271 s 6; 1981 c 174 s 1; 1983 c 137 s 1; 1983 c 274 s 18; 1984 c 462 s 27; 1987 c 313 s 1; 1990 c 550 s 2,3; 1991 c 292 art 8 s 12; 1991 c 319 s 22; 1994 c 618 art 1 s 39; 1997 c 154 s 2; 1 Sp2001 c 10 art 4 s 1 Information for Boards and Commissions Thank you for agreeing to serve the Golden Valley City Council Each member serving on a Golden Valley Advisory Commission, Committee, Board or Council is asked to be aware of provisions of the City Code and Council Guidelines that apply to the operations of the group. To this end, each member is provided with City Code excerpts and the City of Golden Valley Guidelines for Advisory Commissions, Committees, Boards and Councils, which detail duties, responsibilities and operations of such advisory groups. Please read these documents and seek clarification from your staff or Council liaison if you have questions. The attached checklist briefly outlines issues that may be encountered on a regular basis and is mean to provide a shortcut to following adopted code provisions and guidelines. For complete explanations, please refer to the original documents. Chair Responsibilities Set in Guidelines and City Code January of every year: • If term is expiring for current member, contact them and ask if they are interested in being reappointed. • Review by-laws and identify changes which may be needed. Place by-laws on agenda for discussion by group, and if changes are adopted, send to City Council for approval. Review by-laws with City Council at least once every three years, even if no changes are proposed. Work with staff to: • develop annual report and schedule time to discuss with the City Council. • develop schedule to update advice to Council on all issues established in Duties and Responsibilities section for Commission in City Code, • set the agenda for meetings. • send warning letters to members who are not meeting attendance requirements set by City Council (Cannot miss more than three consecutive meetings, or 25 percent of meetings held in a year. Letters are to be sent if two consecutive or one less than 25 percent of the total meetings have been missed.) • cancel meeting if informed by staff liaison the quorum for meeting cannot be met. Represent the Board or Commission in making any recommendation or presentation to the City Council unless an alternative spokesperson is specifically identified. Sample Letter Regarding Attendance Dear Attendance records highlight that you have been unable to attend recent meetings. Regular attendance is important for the to be able to effectively conduct its work and maintain a quorum. Please be sure to mark the next scheduled meeting on your calendar and plan to attend. If you have had unexpected conflicts that will continue to limit your attendance at future meetings, you may wish to reevaluate your membership on the Let me know if the conflicts you have experienced are temporary and you expect to be able to resume regular attendance. I look forward to working with you in the future. Board and Commission Member Responsibilities Set in Guidelines and City Code Thank you for agreeing to serve the Golden Valley City Council Each member serving on a Golden Valley Advisory Commission, Committee, Board or Council is asked to be aware of provisions of the City Code and Council Guidelines that apply to the operations of the group. To this end, each member is provided with City Code excerpts and the City of Golden Valley Guidelines for Advisory Commissions, Committees, Boards and Councils, which detail duties, responsibilities and operations of such advisory groups. Please read these documents and seek clarification from your staff or Council liaison if you have questions. The attached checklist briefly outlines issues that may be encountered on a regular basis and is mean to provide a shortcut to following adopted code provisions and guidelines. For complete explanations, please refer to the original documents. 1. Follow requirements of service outlined in the City Code and the Golden Valley Guidelines for Advisory Commissions, Committees, Boards and Councils. Attend orientation session to learn about and better understand requirements. 2. Regularly attend all meetings. Warnings will be given when regular attendance is not maintained, and members may be asked to step down if attendance is poor. 3. Inform staff liaison (or recording secretary) when unable to attend a meeting, This should be done at the earliest date possible, but at least the day before the scheduled meeting. 4. Conduct all business in compliance with the Open Meeting laws of the State of Minnesota. This means all business and discussion occurs at a meeting which has been posted and is open to the public. A quorum of the members should not discuss commission business by email, telephone or informal meetings. 5. Requests for staff support other than routine assistance with the operations of the Board or Commission must be approved by the City Council and authorized by the City Manager. 6. Submit a letter of resignation to the Mayor (with copy to the Chair) if you are unable to serve out your complete term. 7. Follow the City's Code of Ethics. 8. Do not represent policies or opinions of the City of Golden Valley unless explicitly approved by the City Council. 9. Do not represent your position to outside groups or people, except the capacity to advise the City Council, unless specifically authorized to do so by the City Council. 10. Do not solicit or spend money unless specifically authorized by the City Council. CITY OF GOLDEN VALLEY Guidelines for Advisory Commissions, Committees, Boards and Councils INTRODUCTION: 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 Statutes 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 its advisory commissions and better service to the citizens of Golden Valley. 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, as stipulated under State Statutes. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 2 The Board of Zoning Appeals hears requests for variances from the City Zoning Code and makes final determination on all requests unless such requests are denied and appealed to the City Council as stipulated under State Statutes. 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. These 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. 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 research 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. 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 been recognized in the past are certain disciplinary actions 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. Guidelines for Advisory Commissions, Committees, Boards and Councils t Page 3 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 Manager's Office 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. III. COMMISSION ORGANIZATION AND PROCEDURES A. Term of Office: Appointments to commissions are made effective May 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 May 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 may be appointed by the Council.) Voluntary resignations from a commission should be communicated by letter or email from the person resigning to the Mayor. B. Attendance: Absences in one year should not exceed three consecutive meetings or more than 25 percent of the total meetings for the year. (25 percent of meetings would be three meetings for groups meeting once a month and six meetings for groups meeting twice a month.) If a member is unable to attend a meeting, that member should contact the staff liaison, who will inform the chair if a quorum cannot be attained and the meeting will be cancelled. 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 absences. 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. If a Commission feels there are extenuating circumstances in a case of a member who has not met the attendance requirements, the Commission may send a letter to the Council explaining the situation and request an exception. C. By -Laws or Rules of Procedure: Each commission shall propose By -Laws or Rules of Procedure governing its work. Such proposed By -Laws or Rules of Procedure should be submitted to the Council for review and approval prior to implementation. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 4 D. Orientation: It shall be the responsibility of the staff liaison to provide to each new v; member as soon as possible after that member's appointment, copies of they enabling ordinance for the board or commission and its current By -Laws or Rules of Procedure, minutes of meetings of the last one year, these Guidelines, and any other information necessary to orient 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.) E. 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 testifying as a private citizen. F. 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. G. 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. Council approval is necessary prior to solicitation of funding from outside sources for any purpose. H. Minutes: A person will be provided by the City to take minutes for the advisory boards and commissions. All such minutes are matters of public record and shall be kept at the City Hall. The unapproved minutes will be circulated to the City Council in a timely manner to allow the Council to be informed on recent actions. The Council will receive and file approved minutes at the next regular Council Meeting following the approval of the minutes by the respective board or commission. 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. 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. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 5 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. The liaison will periodically inform the Chair on members' attendance, particularly when warnings must be sent as provided in Section I ll. B, and copy to the City Manager to forward to the City Council. J. Council Liaison(s): Each year, at its organizational meeting, the Council shall assign one or more liaison to each Board or Commission. The Council Liaison(s) will meet at least annually with the Board or Commission to which he or she is assigned. These meetings can serve as an informal means for the exchange of information between the Council and the Board or Commission, but all formal communication shall follow procedures as outlined in Section IV. K. 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. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 6 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 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 the 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 not involve unresolved questions of City policy, may be disseminated without prior Council approval. Adopted by the City Council - August 6, 2001 Amended - September 20, 2005 Guidelines for Advisory Commissions, Committees, Boards and Councils Page 7 EXHIBIT - GOLDEN VALLEY CITY CODE SECTION 2.71. CODE OF ETHICS FOR ELECTED OFFICIALS AND MEMBERS OF ADVISORY BOARDS AND COMMISSIONS. Subdivision 1. Policy. A. General Declaration of Policy. It is imperative that all persons acting in the public service not only maintain the highest possible standards of ethical conduct in their transaction of public business but that such standards be clearly defined and known to the public as well as to the persons acting in public service. The proper operation of democratic government requires that public officials be independent, impartial and responsible to the people; that governmental decisions and policies be made in the proper channels of the governmental structure; that public office not be used for personal gain; and that the public have confidence in the integrity of its government. In recognition of these goals there is hereby established a Code of Ethics for public officials, elected and appointed, paid and unpaid. The purpose of this Code is to establish ethical standards of conduct for such officials by setting forth those acts or actions that are incompatible with the best interests of the City and by directing disclosure by such officials of private, financial or other interests in matters affecting the City. The provisions and purpose of this Code are hereby declared to be in the best interests of the City. B. Responsibilities of Public Office. Public officials are agents of public purpose and hold office for the benefit of the public. They are bound to uphold the Constitution of the United States and the Constitution of this State and to carry out impartially the laws of the Nation, State and City and thus to foster respect for all government. They are bound to observe in their official acts the highest standards of morality and to discharge faithfully the duties of their office. C. Dedicated Service. All officials of the City shall be dedicated to fulfilling their responsibilities of office described herein. They shall be dedicated to the public purpose and all programs developed by them shall be in the community interest. Public officials shall not exceed their authority or breach the law or ask others to do so, and they shall work in full cooperation with other public officials and employees unless prohibited from so doing by law or by officially recognized confidentiality of their work. Subdivision 2. Scope of Persons Covered. The provisions of this Code of Ethics shall be applicable to all members of the Council, Committees, and members of advisory Boards and Commissions. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 8 Subdivision 3. Fair and Equal Treatment. A. Subject to the provisions of Subparagraphs E and F below, no Council member, Commission member or Committee member, while acting as such, shall participate in the discussion of, or vote on, any issue in which such person has any direct financial interest or personal interest which arises from blood or marriage relationships. "Direct financial interest" is hereby deemed to mean such an interest as would involve a reasonable likelihood of gain having a monetary value of substance. "Blood relationships" and "marriage relationships" shall be deemed for the purposes hereof to include only immediate family relationships of the first degree: spouse, children, mother, father, father-in-law, mother-in-law, stepfather, stepmother, brother, sister, sister-in-law and brother-in-law. B. Notwithstanding anything to the contrary above stated or implied, whenever two or more members shall declare an interest in the matter as hereinbelow set forth, then every member of the Council shall be required to vote on a zoning ordinance or other form of amendment to City Code, Chapter 11, which requires a four- fifths favorable vote for approval and/or enactment (as prescribed by pertinent provisions of the State statutes for the State of Minnesota); provided, however, that all of such required votes by members of the Council shall only be cast and tallied following a full public discussion of the item being voted upon during the course of which discussion every Council member having either a direct financial interest or personal interest as above described in this Subdivision shall make a full disclosure of the same. (All such disclosures shall also be made a matter of the public record along with the recording of the votes relating to the subject matter). C. Subject to the provisions of Subparagraphs E and F below, if a Council member, Commission member or Committee member has a financial interest in a business, investment, or transaction, which has a matter pending before the Council, Commission or Committee of which such person is a member, such person shall not participate in the discussion as such public official or vote on the matter. D. Notwithstanding anything to the contrary above stated or implied, whenever two or more members shall declare an interest in the matter as hereinbelow set forth, then every member of the Council shall be required to vote on a zoning ordinance or other form of amendment to City Code, Chapter 11, which requires a four-fifths favorable vote for approval and/or enactment (as prescribed by pertinent provisions of the State statutes for the State of Minnesota); provided, however, that all of such required votes by members of the Council shall only be cast and tallied following a full public discussion of the item being voted upon during the course of which discussion every Council member having either a direct financial interest or personal interest as above described in this Subdivision shall make a full disclosure of the same. (All such disclosures shall also be made a matter of the public record along with the recording of the votes relating to the subject matter). Guidelines for Advisory Commissions, Committees, Boards and Councils Page 9 E. No person covered by this Code of Ethics shall take any official action with respect to a matter in which such person has a direct financial interest or personal interest which arises from blood or marriage relationships; provided that participation in the decision-making process on such person's own behalf as a private citizen shall not be prescribed by this Code of Ethics, and provided further that such person may participate in matters leading up to or preliminary to official action to the extent that such person disclosed any such direct financial or personal interest as such person may have in the same and to the extent that such person has no discretion to make a final controlling judgment or vote on the same. Disclosure of any such financial or personal interest shall be made to the Council, Board, Commission or Committee of which the person is a member when the item appears on the agenda. Such disclosure shall be recorded in the minutes and become a matter of public record. F. Notwithstanding anything to the contrary above stated or implied, whenever two or more members shall declare an interest in the matter as hereinbelow set forth, then every member of the Council shall be required to vote on a zoning ordinance or other form of amendment to City Code, Chapter 11, which requires a four- fifths favorable vote for approval and/or enactment (as prescribed by pertinent provisions of the State statutes for the State of Minnesota); provided, however, that all of such required votes by members of the Council shall only be cast and tallied following a full public discussion of the item being voted upon during the course of which discussion every Council member having either a direct financial interest or personal interest as above described in this Subdivision shall make a full disclosure of the same. (All such disclosures shall also be made a matter of the public record along with the recording of the votes relating to the Subject matter). G. No person covered by this Code of Ethics shall, without proper legal authorization, disclose confidential information concerning the property, government, or affairs of the City, nor shall such person use such information to advance the financial or other private interests of any person. H. No person covered by this Code of Ethics shall directly or indirectly solicit any gift or accept or receive any gift of substance whether in the form of money, services, loan, travel, entertainment, hospitality, promise or any other form, under circumstances in which it could be reasonably inferred that the gift was intended to influence such person, or could reasonably be expected to influence such person in the performance of such person's official duties or was intended as a reward for any official action on the part of such person. I. No Council member shall appear in behalf of another's private interest before the Council, any Committee, Commission or agency of the City, nor shall such Council member represent another's private interests in any action or proceeding against the interests of the City in which the City is a party. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 10 J. Except as specifically authorized by Section 471.88 of Minnesota Statutes, no person covered by this Code of Ethics who is authorized to take part in any manner in making any sale, lease or contract in such person's official capacity shall have a direct financial interest in that sale, lease or contract or personally benefit financially therefrom. Subdivision 4. Public Disclosure by Council. A. Within 30 days after the effective date of this Code of Ethics each member of the Council shall file, as a public record, in the office of the City Clerk, a signed statement disclosing the following: 1. A list of the names of all business corporations, governmental agencies, companies, firms or partnerships or other business enterprises doing business with the City or at some location within the City (a) with which such person is connected as an employee, officer, owner, director, trustee, partner, advisor, consultant, fiduciary (other than as a nominee) or (b) in which such person has any continuing financial interest, through a pension or retirement plan, shared income, or otherwise, as a result of any current or prior employment or business or professional association, or (c) in which such person has any financial interest through the ownership of stocks, bonds, or other securities. 2. A list of such person's interests in real property or rights in the same located within the City. B. Each person who files as a candidate to become a member of the Council, at the time of said filing as a candidate, shall also file the disclosure statement required by this Subdivision. C. Within 30 days after each anniversary date of an initial filing, each person required to make such a filing under this Subdivision shall file a new disclosure statement setting forth the information required hereby as of the time of the new statement. D. Material changes in financial interest or in positions held shall be disclosed by filing an amended disclosure statement within 30 days after such interest is obtained or such changed position occurs. E. This Code of Ethics shall not be construed to require the filing of any information relating to any person's connection with, or interest in, any professional society or any charitable, religious, social, fraternal, educational, recreational, public service, civic or political organization, or any similar organization not conducted as a business enterprise or governmental agency and which is not engaged in the ownership or conduct of such a business enterprise or governmental agency. Nor shall disclosure be required hereby where prohibited by professional or business association ethics promulgated by any State agency. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 11 F. The City Clerk shall inform each person required by this Subdivision to file a disclosure statement of the time and place for filing. The City Clerk shall notify the Council and City Attorney whenever a person who is required by this Subdivision to file a disclosure statement who fails to do so. Subdivision 5. Policy for Conflicts of Interest Among City Employees. A. Within 30 days after the effective date of this Code of Ethics the City Manager shall, upon review and approval by the Council, promulgate for the guidance of all City employees, including the City Manager, City Clerk, City Attorney and Department Heads, a policy statement on conflicts of interest which shall be applicable to all of such persons, and to consultants serving the City, and the City Manager is hereby charged with the supervision of such policies as provided for therein as a part of each such person's employment and contractual relationships with the City. B. Within 30 days after the effective date of this Code of Ethics the City Manager shall, upon review and approval by the Council, promulgate a disclosure policy for the City Manager, City Attorney and Department Heads, and for consultants. C. The policy statements called for by this Subdivision shall include provision for citizens to complain to the City Manager that a person covered by such policies has failed to comply with the same. Subject to Subparagraph D below, the Manager shall review all such complaints with the Council. D. This Subdivision calling for the development of employment guidance policy statements respecting certain persons who are responsible to the City Manager under the Plan B form of government extant in the City is to be construed so as not to violate the City Manager's duties and obligations imposed by State law with respect to administration of the City government. Any information filed with the City Manager pursuant to such policy statements shall be deemed confidential information for use by the City Manager only, except that the Council may at any time review such confidential information pursuant to its authority to investigate City matters. December 13, 2005 — Page 2 Creation of Deer Task Force The Council reviewed past experience with consideration of this topic and the recent request by the St. Louis Park City Council to cooperate in managing the local deer population. They requested staff to prepare a charge for an Ad Hoc Deer Task Force which will include three members of the Environmental Commission, two from the Open Space and Recreation Commission and four residents. The Council will forward names of interested persons to Mayor Loomis to recommend a slate for appointment to the City Council at its first meeting in January. The Council asked her to balance the slate geographically and with persons who favor and oppose herd management. The Mayor will contact the chairs and ask them to nominate persons from each commission prior to their regular meeting in January in order that the group can start operating very soon. Tom Burt reported that the task force will be staffed by Rick Jacobson and Al Lundstrom. Set Dates for 2006 Council Goal -Setting Workshop The Council decided to meet in an all -day session on Saturday, January 14. They will break up the day with a mid-day tour. Council Members will forward tour topics/stops to Tom Burt for consideration. Board and Commission Response to Envision Council Members agreed that they would review these responses at the January 14 Workshop and determine the appropriate response to the Boards and Commissions. Creation of Election Task Force The Council determined that an Election Task Force should be established. They would like to recruit possible members through the next CityNews, which would require a delay in appointments until February. It was suggested that the Task Force include seven members with a representative from the League of Women Voters included. The Council will further discuss the exact charge at its January Council/Manager meeting. In addition to the issues suggested in the staff memo (change mayoral term to four years, adopt a process for appointing Council Members and change to even -year elections), the Council suggested the following possible issues for consideration: creation of wards for Council Members, a primary election for Mayor and Council positions, revise elements of the City Code of Ethics related to candidates seeking support from Commission members, Mayor/Council salaries and guidelines related to Council Members campaigning on behalf of Council candidates. Infill Housing Design Standards Council Member Pentel asked the Council to consider adopting design standards for single family residential housing to encourage compatibility with the existing housing stock if new construction or remodeling occurs on infill lots or on lots where the previous house is demolished or significantly altered. After a lively discussion, the Council did not favor adopting such standards, but asked staff to research the number of such cases in the last few years and report back to the Council with some examples. They asked, if possible, for the report to be available for the January 14 Workshop meeting, with the possible inclusion of examples of infill/replacement housing included in the Council tour.