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08-08-23 City Council Work Session Agenda August 8, 2023 — 6:30 PM Council Conference Room Hybrid Meeting 1.Police Employment, Accountability, and Community Engagement Commission 2022 Annual Report and 2023 Work Plan 2.Discussion Regarding Local Sales Tax Referendum Ballot Questions 3.Review 2024-2025 General Fund and Preliminary levy. 4.Council Review of Future Draft Agendas CITY COUNCIL WORK SESSION AGENDA City Council Work Sessions are being conducted in a hybrid format with in-person and remote options for attending. Remote Attendance: Members of the public may attend this meeting by streaming via Webex, or by calling 1-415-655-0001 and entering access code 2630 713 3409 a nd webinar password 1234. Additional information about attending electronic meetings is available on the City website . Additional Remote Location: Due to out-of-state travel, Mayor Harris will be joining virtually in accordance with Minnesota Statutes § 13D.02 from the following location: Jackson Memorial Library, 71 Main St, St George, ME 04860 Discussion Item(s) Council Work Session meetings have an informal, discussion-style format and are designed for the Council to obtain background information, consider policy alternatives, and provide general directions to staff. No formal actions are taken at these meetings. The public is invited to attend Council Work Session meetings and listen to the discussion; public participation is allowed by invitation of the City Council. City of Golden Valley City Council Work Session August 8, 2023 — 6:30 PM 1 EXECUTIVE SUMMARY Human Resources 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session August 8, 2023 Agenda Item 1. Police Employment, Accountability, and Community Engagement Commission 2022 Annual Report and 2023 Work Plan Prepared By Airrion Williams, Community Connection and Outreach Specialist Summary A PEACE Commission representative will be in attendance to provide a review of the work completed by the commission in 2022 and to discuss issues related to planning for 2023 and beyond. Supporting Documents 2022 Peace Commission Annual Report 2 POLICE E MPLOYMENT, ACCOUNTABILITY, & COMMUNITY ENGAGEMENT COMMISSION 2022 ANNUAL REPORT 2023 WORK PLAN 3 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 2 2022-2023 Police Employment, Accountability, & Community Engagement (PEACE) Commission Commissioners Trey Gladney, Chair Randy Anderson Loretta Arradondo* Shelli Bakken * Henry Crosby Alicia Dang Roslyn Harmon, Vice Chair Charles Quimby * Madeline Ryan Andrew Wold * Bridget Glass * Former Commissioners Sophia Ginis (2023) Council Liaison Kimberly Sanberg (2022) City Staff Airrion Williams, Community Connection and Outreach Specialist Mission Help the Police Department innovate and transform its provision of public safety services based on community input and needs, and to assure that the department provides inclusive, community- centered service. Front page photo by City of Golden Valley. Trevor Parkes Janet Frisch Katrina Cisneros 4 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 3 page 4 page 5 page 6 page 8 Table Of Contents 2022 Overview 2023 Proposed Work Plan Recruiting, Training and Development Data and Research Community Engagement page 10 APPENDIX A: Police Commission Task Force Final Report page 13 page 14 APPENDIX B: PEACE Commission Bylaws 5 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 4 2022 Overview The PEACE Commission reflected on its past year by subcommittee. Data Subcommittee Last year’s work highlights: Last year, we had laid out an ambitious work plan and were able to accomplish a handful of our goals: Used policing data available in the GVPD Window to graph percentage of different types of calls/responses vs demographic information. Also look at possible changes in number or types of calls between 2021 and 2022. Met with Police department data analyst to ask for data to further our understanding of GV Policing. We are making headway on gathering this information and will continue to pursue this route. Recruiting, Training and Development Subcommittee 2022 Tasks: Review and advise on the recruitment and onboarding process for new police officers. PEACE Commissioners have been on multiple interview panels for both CSO and Sworn Officers. The PEACE Commissioners also provided a written report of both strengths and concerns of individual candidates that interviewed for the Assistant Police Chief position. Develop interview questions for the hiring of police officers. PEACE did develop five new interview questions to be incorporated into the interview process of new police officers. Develop a policy committee. A policy committee has been formed with partnership from City staff and PEACE Commission. Identify restorative leaders to support officer training. No Progress made 6 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 5 2022 Proposed Work Plan The PEACE Commission makes recommendations to the City Council on matters relating to policing in Golden Valley, and its mission and bylaws (see Appendix B) guide this work. The 2022 Work Plan outlines work conducted by three subcommittees. Each subcommittee is overseen by a staff l iaison and an e xecutive committee composed of the commission chair, vice chair, and subcommittee chairs. The Commission recogn izes the urgency presented by staff attrition in the Golden Valley Police Department (GVPD) and the related community concerns. Each subcommittee has selected a focus for the second half of 2022 that address an aspect of the current situation while setting course for the future. •Recruiting Subcommittee: Support the identification, hiring, and onboarding of new police officers. •Data Subcommittee: De velop a data gathering strategy to identify gaps and ways to best present that data. •Community Engagement Subcommittee: Conduct community listening sessions and collaborate with the GVPD on outreach initiatives. See Appendi x A for a historical context of the formation of the PEACE Commission. 2022 Tasks Conduct Listening Sessions with stakeholders to inform Commissions actions and elevate community voices: PEACE attempted to conduct a listening session in Quarter 4 of 2022 but staff liaison advised PEACE Commission to participate in a restorative practices training so they’re well equipped for the varying perspectives that may arise in the listening session. Pilot Restorative circles to address neighborhood safety and quality of life issues: PEACE did not host any circles, but have participated in Peace and Love circles, hosted by Rose McGee and restorative circles hosted by Dr. Raj Sethuraju in preparation for their own circle keeping efforts. PEACE Commissioners will be trained in Circles of Support Restorative Practices by Vice Chair Roslyn Harmon. Support GVPD Outreach, including National Night Out and The Market in The Valley: PEACE supported GVPD/s 2022 National Night Out Initiative by collaboratively attending neighborhood gatherings, sharing information about both PEACE and PD work, and picking up donations. PEACE has been invited to do the same for 2023’s National Night Out PEACE has not been part of other outreach or community engagement efforts for the PD. PEACE has expressed interest in collaborating on community engagement, but progress has been slow. Reboot a renamed Neighborhood Watch to better reflect 21st century policing and foster “safe and welcoming communities.” PEACE has not completed this task. PEACE met with GVPD’s former crime analyst and Community Outreach Specialist and were told that the Block Captain’s contact information is not public data, so they would individually have to opt in to communicate with PEACE. PEACE wrote a letter to Block Captains to be delivered by the former Community Engagement Specialist, however, that did not happen. Recognition of peacekeepers, honoring GVPD and community contributors: PEACE newsletter, which was launched Q1 of 2023, was supposed to be the forum for commissioners to honor GVPD and Community contributions. At the time, there were more pressing matters that needed to be addressed in the newsletter, but PEACE still intends to honor the PD and Community efforts to keep us all safe, seen and respected. 7 Police Employment, Accountability, & Community Engagement Commission 2022 Annual Report 6 Recruiting, Training, and Development Subcommittee Katrina Cisneros, Chair Roslyn Harmon Janet Frisch 2023 Tasks: 1. Partner with community, City and PD to inquire about the current recruitment and staffing needs of new police officers while exploring alternative and creative ways of addressing community safety. a. Join with Community Engagement subcommittee to gather community centered voice on how to best meet the needs of identified by the community through listening sessions b. Work with HR and GVPD and Data Subcommittee to develop a strategic, wholistic picture of accurate recruitment and staffing needs to ensure officers’ well being along with community needs are protected 2. Generate an internal PEACE subcommittee interview process that is restorative, and equity focused to support the City of Golden Valley in hiring decisions. a. Deliverable of community centered and transparent PEACE Commission interview metric that can be sustainably and equitably utilized by PEACE Commissioners in hiring interviews to make recommendations 3. Develop transparent and embedded processes and procedures in partnership with the City that define how/when/why PEACE Commissioners will assist the City of Golden Valley in interview processes of law enforcement. a. Deliverable of concrete Policy/Procedure that is developed in partnership with the City staff and GVPD that creates standardized understandings of PEACE involvement in hiring 5. Inquire about and help develop officer training that is centered around restorative and trauma responsive care that meets cultural responsiveness needs of the community. a. Partner with identified culturally responsive trainer to provide community input into ongoing trauma informed GVPD training 8 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 7 9 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 8 Data and Research This year: Our goals this year is to collect data from all available resources to gain a better understanding of how our community and police interact. This information will help us come up with better ways to bridge relationships between the city, GVPD and our community. Peace Commission: Data Subcommittee Tentative Outline Q3 (Jun – Aug) 1. Identify data gaps between Hennepin County Sheriff’s office vs GVPD. a. Incidents reported through the GVPD Window does not show a complete picture of the level of demand for calls to service. 2. Support and collaborate with specialist (Follow up with city on the Dashboard) a. Demographics to traffic stops and how that data intersect with outcomes. b. Action Items: Trey to send follow up to Airrion and Maria on the dashboard vendor. c. Action item: Do we know the list of data elements that people have. Q4 (Oct – Dec) 3. Participate in analysis of data from traffic stops and calls to service to identify the types of crimes. Omitted services request in GV. a. Action Items: Who is the team that will follow up with this (PD, City, Peace) b. Action items: Summarize data that aligns call records to who is responding. c. Outcome: Recommendation could be on increasing or decreasing based on percentage of findings. 4. Analyze and define the current data collection process within the Golden Valley PD. d. Outcome: Recommendation on how to collect and capture more data points in the future. Q1 (Jan – Mar) 5. Attend listening session, this stays the same. e. Outcome: Recommendations back to the city on feedback from the city. 6. Current firm that handles prosecution data, f. Outcome: Drudge Hennepin County data to see golden valley incidents vs other incidents that took place in other areas. Q2 (Apr – Jun) 7. Yearly Review or Performance Review or Community survey g. Action Items: Is there an opportunity to review yearly metrics to understand the challenges and issues people are going through? h. Action items: Can we source information from Next Door or other social media platforms to get exit interview data. i. Action items: Is there an opportunity to incentivize the participation of exit interviews. j. Action items: Create a community survey to gauge how the public feels about our police and what we can do to improve and maintain community outreach. k. Outcome: Recommendations for better annual performance goals and ideas for positive public engagement. Subcommittee Alicia Dang, chair Maddy Ryan Trevor Parkes Trey Gladney 10 11 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 10 Community Engagement Subcommittee Bridget Glass, Chair Randy Anderson Henry Crosby 2023 Tasks: Conduct Listening Sessions with stakeholders to inform Commissions actions and elevate community voices (Q 3 or 4) PEACE Commissioners are now Certified Restorative Circle Keepers and well equipped to navigate all perspectives that may arise in listening sessions Pilot Restorative Circles to address neighborhood safety and quality of life issues (Q3 or 4) Topics of listening sessions/circles are Reimagining Public Safety and Rebranding Neighborhood Watch Support GVPD Outreach, including National Night Out and The Market in The Valley PEACE has been invited to do the same as last year for 2023 National Night Out: collaboratively attending neighborhood gatherings, sharing information about both PEACE and PD work, and picking up donations PEACE has expressed interest in collaborating on community engagement Reboot a renamed Neighborhood Watch to better reflect 21st century policing and foster “safe and welcoming communities.” PEACE plans to host a listening session with one topic being Rebranding Neighborhood Watch in Q3 or Q4 of 2023 and connect with Block Captains with opted in communication Recognition of peacekeepers, honoring GVPD and community contributors. PEACE plans to release a newsletter within Q4 of 2023 12 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 11 13 14 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 13 Appendix A Historical Context: Formation Of The PEACE Commission 15 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 14 Appendix B PEACE Commission Bylaws 16 Article I: Purpose, Mission, and Duties The Commission shall be an advisory commission to the City Council. A.Mission. It shall be the PEACE Commission’s mission to help the Police Department, as defined in City Code section 2-130, innovate and transform its provision of public safety services based on community input and needs, and to assure that the department provides inclusive, community- centered service. The Commission shall carry-out this mission by: (1)Establishing transparency and accountability to the public; (2)Enhancing communication and understanding between the Police Department, and the people it serves through community dialogue and engagement; and (3)Ensuring the Police Department applies practices that promote equity and inclusion and prioritize hiring and retaining officers with diverse backgrounds. B.Duties. It is the duty of the PEACE Commission to advise and make recommendations to the Council on matters relating to and affecting policing in the City of Golden Valley for the purpose of furthering the Commission’s mission. All of the Commission’s work shall be performed pursuant to an annual work plan approved by the Council. Specifically the Commission may: (1)Conduct programs of research and study, in conjunction with the Police Chief and City Manager that analyze Police Department practices, internal controls, and compliance with applicable law and regulation relating to: police policy and procedure; community engagement and attitudes toward policing; training, recruitment and retention initiatives; and other matters related to the mission of the Commission. Research and study includes programs that collect, review, and audit summary data and compile aggregate statistics relating to the Commission’s mission. (2)Present the results of programs of research and study on a periodic basis to the City Manager, Police Chief, or City Council for the purpose of ensuring Police Department operations are conducted in a lawful, effective, transparent, and nondiscriminatory manner. (3)Make recommendations to the City Council, City Manager, and Police Chief relating to internal controls, police policy and procedure; community engagement and attitudes toward policing; training, recruitment and retention initiatives; and other matters contained within a program of research and study. (4)Celebrate exemplary police work and highlight examples of positive contributions to public safety by community members. (5)Educate and learn from the community. Create and implement a community engagement and outreach program for the purpose of building trust and communication between the police and community members and facilitate community space in response to current 17 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 2 events related to public safety. Community engagement includes but is not limited to: community forums to facilitate discussions with community members about their experiences with the Golden Valley Police Department, programs to educate the community about policing, and informal relationship building activities. (6)Collaborate with the Community, City Manager, Human Resources Director, and Police Chief to develop and maintain equitable and inclusive recruitment and hiring processes. (7)In August of each year as part of its annual report, review and provide feedback to the City Council on: i.The previous year’s hiring data; ii.The hiring and promotion processes employed by the department in the previous year; iii.The Commission’s previous year goals and how the goals were advanced; iv.The Police Department’s previous year goals and how the goals were advanced; and v.The City’s prosecution philosophy, data, and goals, and how the goals were advanced. Article II: Membership, Appointments, Terms, and Officers A.Membership. The Commission shall consist of: (1)Three individuals that represent populations historically and presently harmed by policing (2)Two employees of the Police Department which shall include: i.One licensed Peace Officer, as defined in Minnesota Statutes section 626.84, subdivision 1(c), that supervises other licensed Peace Officers in the Police Department, such as a commander, sergeant, or the Chief; and ii.One Police Department employee (staff or licensed Peace Officer) in a non-supervisory role. The two Police Department members shall be non-voting, ex officio members and shall not be counted in determining the number required for a quorum. If an ex officio member leaves City employment, their membership shall automatically terminate. In appointing ex officio members, the Council shall endeavor to include a variety of perspectives, experience, and roles. (3)At least one and no more than two youth, 21 years old or younger, who live, work, or attend school in the City of Golden Valley; (4)One individual with professional human resources or recruitment experience; (5)One individual or social service provider with knowledge or experience of mental health, substance use disorder, or homelessness; (6)One individual or caregiver with knowledge of or experience working or living with the senior population in Golden Valley; 18 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 3 (7) One parent, teacher, or administrator at a school that serves Golden Valley residents; (8) One individual who is a renter or lives in multi-family housing or group housing in Golden Valley; and (9) At least one individual that has been impacted by the criminal justice system for example, a criminal defendant or criminal defense attorney. If the City does not receive qualified applications from one or more of the above categories, the remaining spots may be filled with any qualified applicant with substantial ties to the City of Golden Valley. In making appointments to the commission, the Council shall endeavor to maintain a membership that reflects the many different social identities represented in the City of Golden Valley, including but not limited to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, disability, age, marital status, status with regard to a public assistance program, socioeconomic status, or familial status. B. Appointments and Terms. Appointments are made effective May 1 of each year. The Council shall appoint regular members of the Commission for three-year staggering terms. Youth members may be appointed for one, two, or three year terms. The terms of Commission members shall be fixed and determined at the time of appointment by the governing ordinance. City Council shall appoint the members of the Commission and to fill vacancies for unexpired terms. Commissioners may serve up to two consecutive three year terms. Partial terms shall not be counted toward this term limit. Former commissioners may be re-appointed for additional terms so long as they have not been on the commission during the twelve months prior to the effective date of any subsequent appointment. C. Participation, Expectations & Sentiment. The City of Golden Valley has a history of confronting the impact of policing of racially marginalized groups in the City and in the Twin Cities Metro Area. It is in this spirit, the City Council requested a Task Force to develop a framework for community members to provide recommendations to further equity in all facets of policing. The Task Force recommended the creation of the Police Employment, Accountability, and Community Engagement (PEACE) Commission and were initially responsible for drafting the Commission’s Mission and Bylaws. The Task Force worked together from November 2020 to June 2021. The work of the Task Force was influenced by the social context of the murder of George Floyd in the summer of 2020 civil unrest and subsequent trials of the involved officers. In this complex social context, the Task Force worked hard to reconcile many different views of community policing and systemic racism in public safety. In that spirit, the Task Force envisions this commission and its members will accept the following sentiment as the foundation of their work: Commissioners should approach their duties and responsibilities with a growth mindset. They should create opportunities for mutual respect, listen to understand, and value the perspectives and opinions of all stakeholders. D. Officers. The Commission shall elect officers of Chair and Vice-Chair from the Commission membership by its voting members at its regular annual meeting, (no later than the second meeting after May 1 in each year). The Chair and Vice Chair positions rotate, and members may only serve 19 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 4 two consecutive years as the Chair or Vice-Chair. Should the office of Chair or Vice-Chair become vacant, the Commission shall elect a successor from its membership at the next regular meeting and such election shall be for the unexpired term of said office. Officers may also delegate the duties of their position to other Commissioners as deemed appropriate by the Commission. Chair responsibilities include: (1)work with staff liaison to develop meeting agendas (2)conduct and preside at all meetings in a productive and time-efficient manner (3)ensure the Commission conducts its activities within the stated mission and bylaws of the Commission (4)appoint Commissioners to subcommittees (5)monitor and ensure the progress of the Commission (6)report to the City Council Vice-Chair responsibilities: (1)perform the duties of the Chair in the absence or incapacity of the Chair (2)perform all other duties as prescribed by the Commission Article III: Meetings and Attendance A.Meetings. All meetings of the Commission shall be conducted in accordance with the Minnesota Open Meeting Law and City code. This means all business and discussion occurs at a meeting that has been posted and is open to the public. The presence of a majority of all regular members currently appointed to the Commission shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes. In the event a quorum is not reached, a smaller number of members may meet to have informal discussion, however, formal action shall not be taken and must be reserved for such time as when a quorum of the Commission is reached. A quorum of the members should not discuss Commission business by email, forms of social media, telephone, or informal meetings. If there are no items on the agenda, the meeting shall be cancelled and the staff liaison shall communicate the cancellation to the commissioners. The proceedings of meeting should be conducted using standard parliamentary procedure. (1)Regular Meeting. The regular meeting of the Commission shall be held on the second Thursday of the month at City Hall at 6:30 pm. The Commission may, by a majority vote, change its regular meeting dates for any reason provided proper public notice of the changed meeting is provided. (2)Annual Meeting. The Annual Meeting of the commission shall be a regular meeting, typically the first meeting after May 1 of each year, at which time officer elections will be held. 20 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 5 (3)Special Meetings. A special meeting of the Commission may be called by the Chair or two commissioners, or by the City Council, for the purpose of transacting any business designated in the meeting notice. The notice for a special meeting shall be posted in compliance with the Minnesota State Statutes governing public meetings. The staff liaison shall notify Commissioners at least three days prior to the meeting of the date, time, place and purpose of the special meeting. A special meeting must also be posted in accordance with the requirements of the Minnesota Open Meeting Law. B.Attendance. Members are expected to attend all meetings, including the annual board and commission joint meeting. If a member is unable to attend a meeting, they should contact the staff liaison, who will inform the chair. If is known in advance that a quorum will not be attained, the meeting will be canceled. Staff liaisons will track attendance at each meeting. Each April, the City Manager’s office will review attendance records for the preceding calendar year (April-March) and send a standardized letter of warning to any member that has missed: •two consecutive or three total meetings for groups that meet once a month; or •two consecutive or five total meetings for groups that meet twice a month. Because attendance is so important to the work of the City’s boards and commissions, the City Manager may ask the member to explain the reasons for their absences. If circumstances prevent the member from committing to consistently attending future meetings, the member may be asked to step down. The City Manager will not ask the member to step down if their inability to attend meetings is due to health reasons. If the member’s attendance does not improve within 3 months after receiving a warning, the City Manager or their designee shall ask the member to step down. If the member chooses not to step down, the Council may take action to remove the member. Article IV: Rules A.Agenda (1)Preparation of the Agenda The agenda for regular and special meetings of the Commission shall be prepared by the staff liaison. Items to be placed on the agenda may be proposed by the Chair, a Commission member, the staff liaison or at the request of the City Council. Residents, businesses, or other interested parties may contact the staff liaison to request that an item be placed on the agenda for consideration. All agenda topics presented by the City Council will be placed on an appropriate agenda; requests from other parties will be placed on an appropriate future agenda at the discretion of the staff liaison. (2)Approval of the Agenda The agenda shall be approved at each meeting prior to discussion of any item on the agenda. At the time of agenda approval, items may be removed and the order of business may be modified by a majority vote of members present at the meeting. No items shall be added to the agenda unless deemed as urgent by the staff liaison. 21 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 6 (3)Future Agendas At each meeting, the staff liaison shall provide a list of future agenda items. Commission members present may communicate items recommended for inclusion on future agendas. All items must be consistent with the Commission’s mission and annual work plan. The Commission may ask the Council to amend its work plan if it wishes to add or remove items from its work plan during the year. B.Records. All minutes and resolutions shall be in writing and shall be kept in accordance with City procedures, Minnesota Statute and Rules regarding preservation of public records and the Minnesota Government Data Practices Act. The following is an inexhaustive list of Commission records. The Commission may approve any document or record not listed to be retained as an official record by a majority vote. •GVPD Organizational chart •Anonymized recruitment and retention demographic report by position maintained by the Human Resources Department •Records of classification studies, actions and job descriptions (describing typical duties, responsibilities and minimum qualifications) •Documents produced as a result of commission work or relied on by the commission to carry out its work •All data published by the Golden Valley Police Department on the GVPD window or similar data portal. C.Work Plan. The Commission will draft an annual work plan that details activities and projected timelines for the upcoming year. •The Chair may appoint Commissioners to be primarily responsible for each work plan activity. •The Commission may establish subcommittees to oversee work plan activities. The subcommittees will be chaired by Commissioners appointed by the Chair. •The Commission’s work plan will be submitted to the City Council, typically during the first quarter of the calendar year. The Chair and/or Commissioners will attend a Council/Manager meeting to discuss the annual work plan with the City Council. •The Commission’s work plan must be agreed upon by the City Council. D.Annual Report. The Commission shall submit an annual report to the City Council summarizing the past year's activities. The report may highlight information the Commission finds appropriate to convey to the City Council. •The Chair or Vice-Chair will prepare the report for approval by the Commission. Commission members may submit signed addenda presenting alternative conclusions or perspectives. •The report and addenda are submitted to Council with the current year work plan in the first quarter of the calendar year or as soon thereafter as possible. 22 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 7 E.Subcommittees. The Commission may create subcommittees to plan and direct activities related to the duties and responsibilities of the Commission and to facilitate and implement work plan activities. •Subcommittees will be chaired by Commissioners appointed by the Chair and shall not consist of a majority or more of currently appointed Commission members. •A majority of the subcommittee must be present to conduct business, including the subcommittee chair. •The Commission may consolidate or dissolve subcommittees at any time. •The subcommittee chair may appoint other Commissioners and community members to the subcommittee, provided that the subcommittee at no time consists of a majority or more of currently appointed Commissioners. •The subcommittee chair shall report back to the Commission about its activities as an agenda item at regular Commission meetings. •Subcommittee meetings shall be held at a date and time that does not conflict with the Commission’s regular and special meetings. The staff liaison shall be notified of the date, time, location and topic of all Subcommittee meetings. F.Performance of Duties. Commissioners are expected to adequately prepare for meetings. Commissioners unable to complete an assigned task should notify the commission chair or subcommittee chair as soon as possible. All members are expected to actively participate in the substantive work or participate in a subcommittee. The staff liaison may ask the City Council to review a Commissioner’s appointment based upon its assessment of significant lack of performance. Article V: Amendments and Revisions The Commission will review these bylaws no later than the second meeting after May 1 every three years. Members may present recommendations for changes and amendments. These bylaws can be altered or amended at any regular monthly Commission meeting with a majority of members present, provided that notice of the proposed changes and amendments is provided to each member at least 10 business days before the meeting. The Council must review and approve any changes to, and has final authority regarding, these bylaws. Article VI: Definitions For purposes of the of the PEACE Commission’s work, the following terms shall have the meanings given below: •Accountability: A range of actions to mitigate harm and to restore mutual respect, as defined by impacted parties and the Commission. •Community: Residents, visitors, businesses owners, workers and members of surrounding communities that interact and utilize GVPD services. 23 BYLAWS—Police Employment, Accountability and Community Engagement (PEACE) Commission 8 •Community Engagement: Conversations and activities that promote reciprocal communication of knowledge, perspectives and ideas to build trust and mutual respect between community members and GVPD. •Data: Quantitative and qualitative information, including narratives from all perspectives, gathered, synthesized and published by GVPD, the PEACE Commission or other organizations relevant to the work of the Commission. •Gender fluid: Individuals whose gender varies over time. A gender fluid person at any time may identify as male, female, gender, or any other non-binary identity or some combination of identities. •Gender non-conforming: Individuals who do not adhere to the traditional gender expectations for appearance and behavior of people of their assigned gender. Some identify as transgender, but others do not. •Historically harmed: Individuals and groups associated with social identities that have been historically and presently harmed by the American system of policing (i.e. LGBTQ+, American Descendants of Slaves (ADOS), Black, Indigenous and Latina/o/x community members, individuals with mental and physical dis/abilities, immigrants, refugees, etc). •Public Safety Services: Programs, responses, and interactions provided to meet the safety and wellness needs of all community members, including both the providers and recipients of the services, with the intent to maintain dignity, build respect, detect and prevent crime, or enforce the law. The term Public Safety Services reflects the evolution of the role of peace officers from a focus on criminal detection, prevention, and enforcement, to a community-driven service model that values learning from and sharing power with community and aims to reduce trauma responses traditionally associated with policing in historically harmed communities like members of the Black, Brown, Indigenous and LGBTQ + communities. •Racism: The normalization and legitimization of an array of dynamics – historical, cultural, institutional, and interpersonal – that routinely advantage Whites while producing cumulative and chronic adverse outcomes for Black, Indigenous, and People of Color (racialequitytools.org). •Transparency: A principle of institutional commitment to be open and forthcoming with data and information. 24 Police Employment, Accountability, & Community Engagement Commission 2021 Annual Report 23 Appendix C Pohlad Family Foundation Grant 25 1 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices POHLAD FAMILY FOUNDATION GRANT AGREEMENT The Pohlad Family Foundation (hereafter “FOUNDATION”) is pleased to approve a restricted grant of $250,000 to the City of Golden Valley (hereafter “GRANTEE”). By accepting this grant, the GRANTEE agrees, as a condition of the grant, to the following terms and conditions as of the date set forth below its signature hereto: 1.That the purpose of this grant is the following: assist in establishing the Police Employment, Accountability, and Community Engagement (PEACE) Commission, complete a racial equity audit of policing policies, and establish data tools to increase transparency in policing. The grant activities and outcomes are further detailed in Attachment A, which is incorporated herein by reference. The proceeds of the grant will be used in accordance with the budget attached hereto as Attachment B, which is incorporated herein by reference. 2.That the grant period extends from: January 1, 2022 to April 30, 2024. 3.That payment(s) will be made by the date(s) listed in the following table provided the terms and conditions of this agreement are met as of the date of each payment: Payment Amount Scheduled Payment Date $125,000 June 15, 2022 $125,000 March 31, 2023 The GRANTEE will provide written certification of its compliance with this grant agreement, dated as of the date of the applicable scheduled payment date, in a form reasonably acceptable to the FOUNDATION, as a condition to receipt of the payment on the applicable scheduled payment date. 4.To submit progress reports of activities carried on under the grant, evaluations of what the grant accomplished, complete financial reports detailing use of the grant funds according to the following schedule and such other documents, reports or analysis reasonably requested by FOUNDATION. The FOUNDATION will send a reminder and instructions for completing required reports prior to the report due date but the failure to provide the reminder does not waive the GRANTEE’s obligations hereunder. Report Type Report Due Date Mid-Grant Report March 1, 2023 Final Grant Report April 30, 2024 5.To use the funds only for the tax-exempt purpose, as defined by the Internal Revenue Service, as described in the grant application and subsequent grant notification letter and not for any other purpose without the FOUNDATION’s prior written approval. DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 26 2 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices 6.To not expend any grant funds for any political or lobbying activity or for any purpose other than one specified in section 170(c)(2)(b) of the Internal Revenue Code. 7.To notify the FOUNDATION immediately, in writing, of any change in (a) GRANTEE’S legal or tax status, (b) GRANTEE’S executive or key staff responsible for achieving the grant purposes, (c) GRANTEE’S ability to expend the grant for the intended purpose, (d) any expenditure from this grant for any purpose other than those for which the grant was intended, or (e) any action or inaction, or the happening of an event, that could have a material adverse effect on the achievement of the designated purpose of the grant or the use of the grant proceeds for the designated purpose. 8.To repay any portion of the grant which is not used for the designated purpose. Any unspent or uncommitted funds at the end of the grant period must be promptly returned to the FOUNDATION unless other arrangements have been agreed to in writing prior to the end of the grant period. 9.To allow the FOUNDATION to review and approve the content of any proposed publicity concerning this grant prior to its release and to recognize the FOUNDATION in all publicity materials related to the funded project or program. 10.To allow the FOUNDATION to include information about this grant in the FOUNDATION’s periodic public reports, newsletter, news releases, social media postings, and on the FOUNDATION’s website. This includes the amount and purpose of the grant, any photographs you have provided, your logo or trademark, and other information and materials about your organization and its activities. In furtherance of this section, you agree to provide upon request any requisite releases (including photo releases), consents or similar documents necessary to provide the FOUNDATION with the full and intended value of the first sentence of this section. 11.To maintain books and records adequate to demonstrate that GRANTEE has used grant funds for intended purpose and to make its books relating to this grant available to the FOUNDATION at reasonable times during the term of the grant and for a period of four years following the end of the grant period. 12.That any grant payment may be discontinued, modified, or withheld at any time when, in the judgment of the FOUNDATION, such action is necessary to comply with the requirements of law or this grant agreement or due to a breach of this grant agreement by GRANTEE. 13.Consistent with Executive Order 13224 and the Patriot Act, no portion of the grant will be used to support terrorism, or will be diverted to other individuals or organizations which have assisted, sponsored, or provided financial, material, or technological support for terrorists or persons associated with terrorists. 14.This agreement is governed by the laws of Minnesota without regard to conflict of laws provisions and the venue of any dispute regarding its terms shall be exclusively brought in DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 27 3 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices the state and federal courts located in Hennepin County, Minnesota. This grant agreement, including Attachments A and B hereto, represent the entire agreement of the parties with respect to the subject matter hereof. This grant agreement may not be assigned by the GRANTEE. This grant agreement may be amended or modified, or any provision hereof waived, only with the written consent of the FOUNDATION and the GRANTEE. CITY OF GOLDEN VALLEY Name ______________________________________ Title ______________________________________ Signature ____________________________________ Date ______________________________________ Acknowledged and agreed to by the POHLAD FAMILY FOUNDATION Name ______________________________________ Title ______________________________________ Signature ____________________________________ Date ______________________________________ Mayor Shepard M. Harris DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 5/18/2022 Executive Director 6/1/2022 Susan Bass Roberts 28 4 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices POHLAD FAMILY FOUNDATION GRANT AGREEMENT ATTACHMENT A – Activities and Outcomes The following work will be completed by the City of Golden Valley Pohlad Grant Team, which consists of the Police Chief and Commanders, the Equity and Inclusion Manager, the Community Connections and Outreach Specialist, the Deputy City Manager/HR Director, the City Manager, the Crime Analyst Supervisor, and the City Attorney. Activities: 1. Officer training and development A. Hire consultant to conduct trauma and restorative training community activities for police department, community organizers, community groups, and community at large. Action Plan Details: i. Conduct market research to hire consultant to provide training. ii. Identify restorative leaders in GVPD for training. Convene an initial community conversation to bring together GVPD, community organizers, community groups, and community at large. iii. Create procedure within procedure manual to identify situations and protocols for restorative practices. B. Hire consultant to continue the diversity, equity and inclusion training of police officers. Action Plan Details: i. Collaborate with previous diversity and inclusion facilitator to determine next appropriate training. ii. Set specific expectation for individual and group participation amongst GVPD staff iii. Facilitate a series of trainings for all GVPD staff. In consultation with the City’s Equity and Inclusion Manager, the consultant will create and deliver a training progression over two years • Preliminary recommendation: quarterly training opportunities Community Connection and Outreach Specialist will collaborate with selected consultants to coordinate events and compensate circle keepers, community healers and trauma-informed practitioners. (Conducted as needed – at least twice per year). 2. Establish a community partner program to understand contributing factors to racial disproportionality in arrests and police interactions, document findings, and establish a specific, written plan to decrease disproportionality. A. With support from the technical assistance team, the Pohlad Grant team, including the Community Connections and Outreach Specialist, will collaborate with current community partners to develop and execute a specific community engagement plan, to include events and activities to build and enhance relationships with individuals and organizations. Action Plan Details: DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 29 5 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices i.Review results of the traffic stop/arrest data as a tool to identify community impacted policing, including communities living outside of Golden Valley. ii.Work with Rainbow Research to create data collection tools and share them on City website and social media. •Work with PEACE Commission and technical team to identify key terms/indicators to define the narrative data. Indicators may include key terms such as “trust” or “safety.” iii.Collaborate with community groups and leaders to host community listening events, provide racial trauma healing sessions for community groups and police officers, and facilitate ongoing cross jurisdictional relationships •City Council members and other City employees may be invited to participate as well. •Identify individuals who want to participate in the data analysis (2B). •Pohlad team will ensure mental health and emotional wellness resources are available for attendees (including social worker resources, connecting with local faith communities, etc.) iv.Pohlad Team members (including PEACE Commission members) will listen and write down the narrative data provided by attendees at the events and listening sessions. B.Complete analysis of traffic-stop and arrest data to identify trends and specific communities, including data disaggregated by race, geographic location, gender, age, impacted by policing practices. Action Plan Details: i.After data is collected, identify a team (“Data Team”) to consist of: •Community members impacted by policing practices (self-identified in 2A) •PEACE Commission Data Sub Committee members •Internal Pohlad team (including GVPD) •Technical Assistance Team partners ii.The Data Team will: •Aggregate and analyze the raw data (both quantitative and narrative data) to determine disparities. •Complete a root-cause analysis using a tool selected by the Data Team. •Produce a report including analysis and action plan recommendations for disparity reduction. •Share completed report with City and community. iii.Use data to inform policy making, training, data dashboard construction, community engagement, and community call response model 3.Engage Community Partners to Build Trust and Provide Community Call Response Model A.The Community Connection and Outreach Specialist will work with the police department to host community events and activities, attend community events in and around Golden Valley, and build relationships with individuals and community groups. DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 30 6 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices Action Plan Details: i.Invite community organizers to attend events and activities within Golden Valley to build relationships ii.Hire groups with whom we have built relationships to provide ongoing support to the police department with trust building and de-escalation during high- stress events and calls for service iii.Work with selected groups to build relationships with police department personnel a.Selected groups will work within Golden Valley to build trust and relationships with residents and engage residents to participate b.Provide training and education to community and police on the response models iv.Collaborate with selected groups to solidify call response process, including appropriate call responses 4.Education and Certifications for Community Service Officer II A.Provide the following training and certifications for non-sworn responders within the police department: •Emergency Medical Response (EMR) or •Emergency Medical Transport (EMT) •Both mental health and de-escalation training; and •Trauma-informed response training B.Collaborate with current contracted Hennepin County embedded social worker to determine appropriate use of CSO II staff and set up call response systems to engage staff appropriately. 5.Hire consultant for racial equity policy audit A.Review all existing policies using a system such as Lexipol – complete policy/procedure B.Determine internal policy committee (“Policy Team”) including PEACE Commission and Police department personnel) C.Post RFP to hire an outside equity consultant to conduct a thorough review of policies and procedures using a racial equity and criminal justice lens, and provide written recommendations to City Staff and the City Council D.Hire consultant E.Consultant conducts review F.Include PEACE Commission in audit process to facilitate community engagement as necessary, which will include community members identified by the Data Team as that data becomes available. G.Policy Team and Consultant provide policy recommendations and training to implement the recommended policy changes H.Polity Team and Consultant create process for ongoing policy review I.Incorporate Data Team recommendations into policy review process. DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 31 7 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices 6. Create open access to data and support innovative data-informed decision-making A. Research and evaluate, with PEACE Commission and public historians/GIS specialists (Mapping Prejudice), public facing web-based tools that provide interactive access to police data sets that include but are not limited to: • Data on crime statistics, traffic stops, searches, use of force, and officer involved shootings, all disaggregated by race and gender • Employment, recruitment and retention data, disaggregated by race and gender • Complaint data • Other public, aggregate data requested by community partners and PEACE Commission B. Choose company/organization based on market research to create the data dashboard C. Publish and advertise the data dashboard for community D. Develop regular internal and external data cycle sessions with employees and community members from PEACE Commission and PRIME to analyze data collected in interface E. Consult with public historians/GIS specialists (Mapping Prejudice) to analyze impact of publishing geographic policing patterns F. Work with members of the Just Deeds coalition to educate community and professional associations on appropriate use of maps and their context Outcomes: 1. Officer training and development o Officers will use restorative practice as a de-scalation tool in their interactions with community and to build relationships with community. o Restorative training will prepare officers for the restorative work they will engage in with the PEACE Commission. o Restorative and DEI training will inform updates to police policy manual o Increased understanding and adoption of restorative practices in procedure  Pre and post training assessment with progress monitoring (determined in collaboration with the hired consultant)  Procedure within the Police Procedure manual o Increased competency of diversity, equity and inclusion language  Pre and post training assessment with progress monitoring (determined in collaboration with the hired consultant) o Increased understanding of relevance and importance of diversity, equity, and inclusion initiatives to policing  Pre and post training assessment with progress monitoring (determined in collaboration with the hired consultant) 2. Establish a community partner program to understand contributing factors to racial disproportionality in arrests and police interactions, document findings, and establish a specific, written plan to decrease disproportionality. o Increased understanding of the impact law enforcement practices have on specific communities as documented in a written report prepared by the Data Team summarizing quantitative and narrative data collected under section 2(b) above DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 32 8 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices o Identify specific harms and perceptions of GVPD that impact communities outside of the City, displayed in the final report produced by the Data Team o Incorporate perspectives/narrative data in policy making process by referencing Data Team conclusions and reports as data becomes available. All relevant raw data and final reports of the Data Team will be provided to the policy review team and the City Council. o Identified reciprocal relationships with police department and community groups o Create sustained relationships with organizations and individuals outside of Golden Valley by adding them to a database of City contacts o Public access to data and analysis will increase trust with communities as evidenced by community feedback with the organizations and individuals with whom we have relationships (including PEACE Commission feedback) o Data-informed policies, procedures, community engagement, and training o Decreased disproportionality in traffic-stops and arrests 3.Engage Community Partners to Build Trust and Provide Community Call Response Model o Decrease reliance on uniformed officers to respond to non-emergency calls Use 2020 and 2021 response call data as baseline o Incorporate community intervention partners where appropriate o Decreased use of force incidents 4.Education and Certifications for Community Service Officer II o Decreased reliance on sworn officers to respond to medical and mental health calls •Use 2020 and 2021 response call data as baseline o Increased capacity among non-sworn staff to respond to medical and non-emergency calls as evidenced by call response logs and officer reports of activities o Decreased reports of trauma response by community members o Reduced use of force including injury to community members and officers o Decreased repeat agency response to mental health crisis calls 5.Hire consultant for racial equity policy audit o Updated policy manual o Developed framework for community engagement with PEACE Commission for ongoing policy review o Enhanced relationships between community members and police as evidenced by active engagement and participation by community in process. o All stakeholders have increased understanding of purpose and impact of policing policy o Policy manual be made available for public review; members of the public and community groups that did not contribute to policy development may provide ongoing feedback to City Council and PEACE Commission 6.Create open access to data and support innovative data-informed decision-making o Updated GVPD window (the PD’s current data dashboard) with interactive data sets, reports and tools, including: Traffic stops, arrests, prosecution statistics, etc. DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 33 9 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices Provide downloadable, raw data to public that it may be disaggregated by race, gender, where people live, etc. o Routine root-cause analysis discussions at semi-annually to understand what policies and practices need to change to interrupt trends o Published reports on the City website and social media for informal community feedback o Increased understanding of how data correlates to housing patterns established by segregated housing patterns in Golden Valley and surrounding communities o Greater public accessibility to police department data o Public access to data and analysis will increase trust with communities as evidenced by narrative data from community members o Data-informed policies, procedures, and training o Decreased disproportionality in traffic-stops and arrests, including racial disproportionalities Timeline: CATEGORY TASK START END 1A. Officer Training i.Conduct market research to hire consultant 5/1/22 5/31/22 ii. Identify restorative leaders 8/1/22 10/31/22 iii. Convene an initial community conversations 10/31/22 12/31/22 iv. Create procedure within manual 10/31/22 3/1/23 1B. i. Collaborate with DEI to determine next training 5/1/22 5/31/22 ii. Set expectation for participation 5/31/22 8/1/22 iii. Determine ongoing training through training progression over two years 8/1/22 10/31/22 2A. Community Partners Program i. Review results of traffic stop/arrest data to identify community 5/1/22 8/31/22 ii. Work with Rainbow Research to identify/create data collection tools 1/1/23 2/28/23 iii. Collaborate with community to host listening sessions, and trauma informed decisions 3/1/23 5/1/23 iv. Pohlad team collect narrative data at events/listening sessions 3/1/23 5/1/23 2B. i. Identify Data Team 5/1/23 7/31/23 ii. Data Team analysis and reports 8/1/23 11/30/23 DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 34 10 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices iii.Use data to inform policy making, data dashboard, etc 9/1/23 04/01/2024 3A. Community Call Response Model i. Invite community organizers to attend events and activities within GV 5/1/22 10/1/22 ii. Hire groups provide support calls for service 5/1/22 10/1/22 iii. Groups build relationships with GV 10/1/22 5/1/24 iv. Solidify call response process 10/1/22 5/1/24 4A. Certs CSOII Provide certs to CSOII 5/1/23 9/1/23 4B. Collaborate with Hennepin Co. embedded social worker to determine call response 11/1/22 4/30/23 5A. Racial Equity Policy Review Review policies using Lexipol - complete policy/procedure separation 5/1/22 7/15/22 5B. Determine Policy Team 5/1/22 6/1/22 5C. Post RFP 6/1/22 7/27/22 5D. Hire Consultant 7/27/22 9/6/22 5E. Consultant conduct thorough review of policies and provide recommendations in sections 9/7/22 3/1/24 5F. Policy Team and PEACE Commission community engagement in sections 10/1/22 3/1/24 5G. Consultant and Policy Team provide recommendations for training 1/1/23 3/1/24 5H. Policy Team and Consultant create process for ongoing policy review 1/1/23 3/1/24 5I. Incorporate Data Team recommendations into policy review process 12/1/23 3/1/24 6A. Data Dashboard Research GIS specialist and public historians 6/1/22 8/1/22 6B. Choose organization to create dashboard 8/1/22 9/1/22 6C. Publish & advertise data dashboard 9/1/22 1/1/23 6D. Develop regular internal & external data cycle 9/1/22 10/1/22 6E. Analyze geographic patterns 1/1/23 5/1/24 6F. Work with Just Deeds to educate community on use of maps 1/1/23 5/1/24 DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 35 11 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 36 12 Grant Recipient: City of Golden Valley Grant Contact: Kirsten Santelices POHLAD FAMILY FOUNDATION GRANT AGREEMENT ATTACHMENT B - BUDGET Operating Budget: The City of Golden Valley will build out a specific budget, which will include the following known estimated annual expenditures. Activity Dollar Amount Use Officer Training and Development $30,000 $15,000 Restorative training DEI Training Community Partner Program $60,000 Compensation to community partners Costs to host community events, trainings, and racial trauma healing sessions Community Call Response Model $45,000 Contracts with community organizing groups to attend events and build relationships, as well as provide co-response Education and Certificate for Community Service Officer II $10,000 Cost of trainings and certifications for CSO II Racial Equity Policy Audit $65,000 Contract with selected equity consultant Data initiative and dashboard $25,000 Contract with organization to build the Data dashboard Any significant changes in budget will be provided in writing and approved by Pohlad Foundation staff. DocuSign Envelope ID: FC3B7516-FB42-496B-83DE-CD04836FCBE2 37 EXECUTIVE SUMMARY City Administration 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session August 8, 2023 Agenda Item 2. Discussion Regarding Local Sales Tax Referendum Ballot Questions Prepared By Theresa Schyma, City Clerk Summary The City of Golden Valley has identified the need to relocate and reconstruct a new Public Works facility and construct a new Public Safety facility on the current Public Works site with funding proposed by the use of local option sales tax. The next step in this process is to draft and approve ballot language that will appear on the November 7, 2023 General Election ballot and will be voted on by residents. The City Clerk must provide approved ballot language to Hennepin County and the Secretary of State's Office by August 25 (at least 74 days before election) for the local option sales tax questions to appear on the November 7, 2023 ballot. In order to meet this deadline, the City Council must approve the ballot titles, language, and numerical order of questions at the August 15 regular meeting. The City Clerk worked in coordination with an internal staff team, including the City Attorney, to develop and review the draft ballot language. Various external parties were also contacted for input regarding the ballot language including the City's bond attorney, the League of Minnesota Cities, and non-partisan counsel at the House of Representatives. The draft questions meet the intent of the legislation, which requires separate ballot questions for each project. Below are the questions that have been drafted for the 2023 Municipal Election ballot. City Question 1 Sales and Use Tax to Purchase Public Works Facility Land Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one-quarter percent (1.25%) for up to 30 years or until $15,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the purchase of land for a new public works facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. 38 City Question 2 Sales and Use Tax to Build New Public Works Facility Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one-quarter percent (1.25%) for up to 30 years or until $45,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the construction of a new public works facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. City Question 3 Sales and Use Tax to Build New Public Safety Facility Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one-quarter percent (1.25%) for up to 30 years or until $45,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the construction of a new public safety facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. Supporting Documents Draft Resolution Approving Ballot Language Summary of Legislative Bill 39 RESOLUTION NO. 23-### RESOLUTION APPROVING THE PROPOSED LOCAL SALES TAX QUESTIONS AND AUTHORIZING AN ELECTION THEREON DURING THE 2023 GENERAL ELECTION WHEREAS, Minnesota Statutes, Section 297A.99 (the “Local Tax Act”), provides the City of Golden Valley (the “City”) with authority to impose a local sales tax if that tax is approved by a legislative special law and by the voters at a general election; and WHEREAS, the State Legislature approved the local sales tax pursuant to 2023 Minn. Laws, Ch. 64, Art. 10, Sec. 37. NOW, THEREFORE, BE IT RESOLVED,by the Golden Valley City Council that: 1. To facilitate strategic investment in the region and community, the City proposes to submit to electors the proposal of imposing a local sales and use tax of one and one- quarter percent (1.25%) (the “Sales Tax”) on items that are taxable by the State in order to raise revenues to fund the relocation and reconstruction of a new Public Works facility and construction of a new Public Safety facility on the current Public Works site. 2. The proposal of imposing the Sales Tax shall be submitted to the qualified electors of the City as three separate ballot questions at the November 7, 2023 General Election. 3. The Sales Tax described herein is approved, subject to voter consent. The Sales Tax will be used exclusively to fund the capital improvements identified in Section 1. 4. If any or all of the questions are approved by a majority of voters, the City of Golden Valley is only authorized to impose a single one and one-quarter percent (1.25%) sales and use tax increase. The Sales Tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects plus the cost of issuance of any bonds, including interest, in the amount of: a. $15,000,000 for the purchase of land for a new public works facility; b. $45,000,000 for construction of a new public works facility; c. $45,000,000 for construction of a new public safety facility. 5. The City Clerk is hereby directed by the City Council to follow the notification and election procedures applicable to placing the three local sales tax questions on the ballot for the 2023 General Election in order to seek the approval of the proposed sales tax by the voters of the City. 6. The City Clerk is hereby directed to notify the County Auditor of the ballot questions by the deadline outlined in Minnesota Statutes, Section 205.16, Subdivision 4, and submit the title and questions for inclusion on the November 7, 2023 General Election Ballot in substantially the following form: 40 City Question 1 Sales and Use Tax to Purchase Public Works Facility Land Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one- quarter percent (1.25%) for up to 30 years or until $15,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the purchase of land for a new public works facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. City Question 2 Sales and Use Tax to Build New Public Works Facility Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one- quarter percent (1.25%) for up to 30 years or until $45,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the construction of a new public works facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. City Question 3 Sales and Use Tax to Build New Public Safety Facility Shall the City of Golden Valley be authorized to impose a sales and use tax of one and one- quarter percent (1.25%) for up to 30 years or until $45,000,000 plus an amount equal to interest and the costs of the issuance of any bonds is raised to finance the construction of a new public safety facility? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one and one-quarter percent (1.25%). The tax may only be imposed for the lesser of 30 years, or until enough sales tax revenue has been raised to pay for the costs of the approved projects. Adopted by the City Council of Golden Valley, Minnesota this 15th day of August 2023. 41 Shepard M. Harris, Mayor ATTEST: ____________________________ Theresa J. Schyma, City Clerk 42 Sec. 37. CITY OF GOLDEN VALLEY; TAXES AUTHORIZED. Subdivision 1.Sales and use tax authoriza?on. Notwithstanding Minnesota Statutes, sec?on 297A.99, subdivision 1, or 477A.016, or any other law, ordinance, or city charter, and if approved by the voters at an elec?on as required under Minnesota Statutes, sec?on 297A.99, subdivision 3, the city of Golden Valley may impose by ordinance a sales and use tax of 1.25 percent for the purposes specified in subdivision 2. Except as otherwise provided in this sec?on, the provisions of Minnesota Statutes, sec?on 297A.99, govern the imposi?on, administra?on, collec?on, and enforcement of the tax authorized under this subdivision. The tax imposed under this subdivision is in addi?on to any local sales and use tax imposed under any other special law. Subd. 2.Use of sales and use tax revenues. The revenues derived from the tax authorized under subdivision 1 must be used by the city of Golden Valley to pay the costs of collec?ng and administering the tax and paying for the following projects in the city, including securing and paying debt service on bonds issued to finance all or part of the following projects: (1) $45,000,000 plus associated bonding costs for construc?on of a new public works facility; (2) $15,000,000 plus associated bonding costs for the purchase of land for a new public works facility; and (3) $45,000,000 plus associated bonding costs for construc?on of a new public safety facility. Subd. 3.Bonding authority. (a) The city of Golden Valley may issue bonds under Minnesota Statutes, chapter 475, to finance all or a por?on of the costs of the projects authorized in subdivision 2 and approved by the voters as required under Minnesota Statutes, sec?on 297A.99, subdivision 3, paragraph (a). The aggregate principal amount of bonds issued under this subdivision may not exceed: (1) $45,000,000 for the project listed in subdivision 2, clause (1), plus an amount to be applied to the payment of the costs of issuing the bonds; (2) $15,000,000 for the project listed in subdivision 2, clause (2), plus an amount to be applied to the payment of the costs of issuing the bonds; and (3) $45,000,000 for the project listed in subdivision 2, clause (3), plus an amount to be applied to the payment of the costs of issuing the bonds. (b) The bonds may be paid from or secured by any funds available to the city of Golden Valley, including the tax authorized under subdivision 1. The issuance of bonds under this subdivision is not subject to Minnesota Statutes, sec?ons 275.60 and 275.61. (c)The bonds are not included in compu?ng any debt limita?on applicable to the city of Golden Valley, and any levy of taxes under Minnesota Statutes, sec?on 475.61, to pay principal and interest on the bonds is not subject to any levy limita?on. A separate elec?on to approve the bonds under Minnesota Statutes, sec?on 475.58, is not required. Subd. 4. Termina?on of taxes. Subject to Minnesota Statutes, sec?on 297A.99, subdivision 12, the tax imposed under subdivision 1 expires at the earlier of (1) 30 years a?er the tax is first imposed, or (2) when the city council determines that the amount received from the tax is sufficient to pay for the project costs authorized under subdivision 2 for projects approved by voters as required under Minnesota Statutes, sec?on 297A.99, subdivision 3, paragraph (a), plus an amount sufficient to pay the costs related to issuance of any bonds authorized under subdivision 3, including interest on the bonds. Except as otherwise provided in Minnesota Statutes, sec?on 297A.99, subdivision 3, paragraph (f), any funds remaining a?er payment of the allowed costs due to the ?ming of the termina?on of the tax under Minnesota Statutes, sec?on 297A.99, subdivision 12, must be placed in the general fund of the city. The tax imposed under subdivision 1 may expire at an earlier ?me if the city so determines by ordinance. EFFECTIVE DATE.This sec?on is effec?ve the day a?er the governing body of the city of Golden Valley and its chief clerical officer comply with Minnesota Statutes, sec?on 645.021, subdivisions 2 and 3. 43 EXECUTIVE SUMMARY Administrative Services 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session August 8, 2023 Agenda Item 3. Review 2024-2025 General Fund and Preliminary levy. Prepared By Sue Virnig, Finance Director Summary At the August 8 Council work session, the Council will be reviewing the 2024-2025 General Fund Budget. Staff will be making a presentation with the major changes in the budget. The final proposed levy will be presented at the Council work session on September 12. The Council Meeting on September 19 the council will approve the preliminary levy that will be used for the Proposed Property Tax statements that are mailed in November. The final levy will be considered on December 5. Financial or Budget Considerations Discussion will be held and brought forth again in September for a final proposed tax levy and impact on the median home. Legal Considerations The State of Minnesota provides taxing jurisdictions rules to follow to have open meetings to discuss the operating budget and levy. The City of Golden Valley follows that process. Equity Considerations The budget provides for monies to help plan programs and tools to further equity tools and education. Recommended Action The action is to give staff information to provide the final proposed budget to present at the September 19 council meeting. Supporting Documents 2024-2025 General Fund and Levy sent to Council 08-02-2023 44 2024-2025 General Fund Budget and 2024 Tax Levy Individual Council Meeting August 3 &4 45 2023 Schedule May – July Staff Meetings preparing proposed budget Week of August 3-4 Review 2024-2025 General Fund Budget with each council member and mayor August 8-Council/Manager Meeting Review 2024-2025 General Fund Budget Week of September 6-8 Review 2024-2025 Other Funds and 2024-2033 Capital Improvement Program Review 2024-2025 HRA Housing Budget September 12-Council/Manager Meeting Review all other funds budgets (Enterprise, Special Revenue, Internal Service Funds) Review 2024-2033 Capital Improvement Program Review 2024 Proposed Levy and Tax Impact September 19-Council Meeting Proposed Property Tax Levy and Budget (Amount Approved will go on notice for Nov) Proposed HRA Tax Levy and Budget (Amount Approved will go on notice for Nov as Other Levies) December 5-Council Meeting Property Tax Hearing-Adoption of 2024-2025 Budget and 2024 Property Tax Levy 46 TOTAL PROPOSED LEVY Levy Payable 2023 Proposed Levy Payable 2024 General Fund 25,008,020 26,778,525 7.08% Bonded Debt: Street Improvement Bonds 4,860,728 5,128,952 Brookview Community Center 1,218,300 1,214,600 Debt Sub-Total 6,079,028 6,343,552 4.35% TOTAL Levy 31,087,048 31,122,077 6.55% 47 Major Expenditure Category Changes Managers Division Managers Information Technology Human Resources Deputy City Manager /Human Resources Diversity, Equity and Inclusion 48 Major Expenditure Category Changes, cont. Communications Legal Division Legal Services City Clerk Elections & Voter Registration Planning Division ½ GIS reports to Planning versus Engineering 49 General Fund Expenditures 2024 Proposed Expenditures (up 8.04%) Cost of Living Adjustments (COLA) is set at 3% No Contingencies (In 2023 it was set at $200,000) Even Year Presidential Election (3 elections versus 1) $75,575 No new employees (except for interns in various departments) Compensation Study Update (once every three years) $22,000 Recruitment Search $30,000 Transfers to help other funds increased by $225,000 Park Improvement Fund $25,000 Equipment Replacement $50,000 Street Reconstruction $150,000 Buildings $50,000 Software through LOGIS -$50,000 50 General Fund Expenditures, cont. Risk Management premiums up $10,000 Park Maintenance Additional costs for Emerald Ash Borer $25,000 Fuel Increases Debt Levy increase $264,524 Internship Program -5 $65,000 One is a work study –we get about 75% or 7,620 51 Total Bonded Debt 0 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 70,000,000 80,000,000 90,000,000 100,000,000 2015 2016 2017 2018 2019 2020 2021 2022 Special Assessment Tax Increment Certificate of Indebtedness Tax Abatement Street Reconstruction State Aid Street Utility Revenue Lease Revenue 52 Other items: Golden Valley is a contributor to the Fiscal Disparities Pool Term is loser Golden Valley receives NO LOCAL GOVERNMENT AID (LGA) The State increased the amount to cities by 150 million. We did not receive any of this aid. 53 More to come Six meetings with Council A meeting with each Council Member Council Work Session on August 8, 2023 Need the following numbers: Fiscal Disparities Distribution Tax Increment Tax Capacity Personal Property Currently the overall City levy is up 6.55% 54 Review of Future Draft Agendas Meeting & Item Info August 15, 2023 Special City Council Meeting (commission interviews) (tentative) - Time TBD Commissioner Interviews Discussion Regarding Appointments Adjournment August 15, 2023 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Summer Park Junior Leader Recognition New Employee Introductions Consent - Council Minutes Approval of all July Council minutes Consent - Licenses License - New & Used Vehicle Sales License Renewals New Massage Establishment License Temporary On-Sale Liquor License – Good Shepherd Catholic Church Temporary On-Sale Liquor License & Gambling License Exemption and Waiver of Notice Requirement – Chester Bird Post #523 Veterans Service Organization (Sept 17) Gambling License Exemption and Waiver of Notice Requirement – Chester Bird Post 523 - American Legion Auxiliary (Sept 22) Consent - Boards, Commissions, and Task Forces Receive the 2022 PEACE Commission Annual Report and Approve the 2023 Work Plan Board/Commission Appointments Consent - Bid, Quotes, and Contracts Approve Ballfield Rehabilitation Project Approve Scheid Park Sun Shelter Installation Approve School Resource Officer Agreement with ISD 281 Authorize Agreement with Tree Trust for Fall Tree Sale Approve Purchase of a Wheel Loader Approve Purchase of a Mower Comcast coaxial installation Consent - Grants and Donations Adopt Resolution Accepting Donation from the GV Crime Prevention Fund for July 2023 Swearing-In Ceremony Consent - Miscellaneous Adopt Resolution Approving Ballot Language for Referendum on Local Sales Tax Approve Update to City's Data Practices Policies, Resolution Receive and File Previous Quarter's Financial Reports Approve Summary of Conclusion Regarding City Manager Performance Evaluation from Closed Executive Session on August 8, 2023 Approve Firefighter Policy Manual Final Plat approval for Niewalk Lynons Addition (4501 Merribee Dr) Public Hearing Approve Easement Vacation for Luther Auto Approve Easement Vacations for Meadowbrook School Old Business New Business Approve Meadowbrook School final plat and PUD permit Approve Trail Easement Agreement for Meadowbrook School September 5, 2023 Special City Council Meeting (Closed Session) - Time TBD 55 Meeting & Item Info Discussion regarding real estate negotiations for the fire station (Minn. Stat. § 13D.05, Subd. 3(c)) September 5, 2023 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Consent - Council Minutes Approval of all August Council minutes Consent - Licenses License - THC Retail Establishments License Renewals Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve Professional Services Agreement with [TBD] for Prosecution Services Approve Tennis Court Lights at Scheid Park Consent - Grants and Donations Resolution to Apply for Flood Damage Reduction Program Grant with MnDNR Consent - Miscellaneous Public Hearing Old Business New Business First Consideration of Updates to Animals Ordinance (Bees and Goats) First Consideration of Amendment to Master Fee Schedule-Certain Permit Fees (Bees and Goats) September 12, 2023 City Council Work Session - 6:30 PM Review and Discussion of Proposed Naming Policy Discussion Regarding Home Occupation Ordinance Review Annual Comprehensive Financial Report Continued Budget Discussion - Review 2024-2025 Other Funds and 2024-2033 CIP Council Review of Future Draft Agendas September 19, 2023 HRA Meeting - 6:30 PM Consent Agenda Approval of HRA minutes Receive and File Previous Quarter's Financial Reports Public Hearing Old Business New Business Public Input and Approve Proposed General Fund Budget & Levy September 19, 2023 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation New Employee Introductions/Promotions/Swearing-In Ceremony Proclamation in Support of National Police Women Day - September 12 Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Approve Preliminary Engineering Agreement with Union Pacific Railroad for Crossing Replacement at Golden Valley Road Approve Contract with Municipal Advisor Service Consent - Grants and Donations Consent - Miscellaneous Set Date for Proposed Property Tax Levy Payable 2024 and 2024-2025 Budget 56 Meeting & Item Info Appointment of Election Judges and AB Ballot Board for Municipal Election - Resolution Public Hearing Old Business New Business Public Input & Adopt Preliminary Budget and Tax Levy - Resolution Second Consideration of Updates to Animals Ordinance (Bees and Goats) and Resolution for Summary Publication of Ordinance Second Consideration of Amendment to Master Fee Schedule-Certain Permit Fees (Bees and Goats) 57