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02-13-24 City Council Work Session Agenda February 13, 2024 — 6:30 PM Council Conference Room Hybrid Meeting 1.Annual Update from City Prosecutor 2.Discussion of City Manager Recruitment Process RFP 3.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 2632 209 0893 and webinar password 1234. Additional information about attending electronic meetings is available on the City website . 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 February 13, 2024 — 6:30 PM 1 EXECUTIVE SUMMARY City Attorney 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session February 13, 2024 Agenda Item 1. Annual Update from City Prosecutor Prepared By Maria Cisneros, City Attorney Attorney Kurt Glaser, Berglund Baumgartner & Glaser Summary Each year, the City Prosecutor is invited to share an update with the City Council regarding prosecution services and to answer questions from the Council. In September 2023, the City hired the law firm of Berglund, Baumgartner & Glaser (BBG) to serve as the City Prosecutor with Attorney Kurt Glaser serving as lead prosecutor. First Quarter Overview BBG began providing prosecution services within one month of being appointed and worked diligently with GVPD staff to get services in place on a short timeline. As often happens when a fresh perspective joins a team, BBG has begun identifying opportunities and needs. For example: BBG implemented new tools to resolve traffic tickets, including a Ticket Education Program and a Driver's License Reinstatement Program (discussed in more detail below). BBG instituted more extensive victim services in domestic abuse cases to augment those of GVPD and Sojourner. BBG discovered a backlog of cases that had not been prosecuted; those cases are now being prosecuted. In addition to programming changes, BBG successfully negotiated with Hennepin County to make court more accessible to Golden Valley residents. Beginning on January 1 2024, court hearings for Golden Valley cases moved from the downtown courthouse to a more convenient location in Brooklyn Center. Program Updates As mentioned above, BBG has begun instituting new programming that is consistent with Council direction and the City's mission, vision, and values. This programming is intended to center community safety, community wellness, and officer safety. BBG welcomes feedback and direction from the Council on these initiatives, as they are intended as tools to implement the Council's policy directives. The newly implemented and future programs include: 2 1. Ticket Education Program (Newly Implemented): This program leverages education, rather than relying solely on punitive measures, to resolve low level traffic and theft offenses. Data shows that education creates greater awareness of the rules and helps participants understand the impact of their behavior. Participants are required to attend online classes related to their violations. The program is very popular and warmly received by the public. 2. Drivers License Reinstatement Program (Newly Implemented): This program provides individualized attention to help participants complete the requirements to reinstate their driver's license. Driving without a valid drivers license is one of the most common entry points into the criminal justice system and can have a compounding effect that is difficult to break free from. Once people are caught in the cycle, they experience a multitude of problems, such as escalating fines, not being able to get to work or school, and not being able to tend to family needs. Additionally, these cases use significant resources in the criminal justice system. This program prevents these cases from unnecessarily escalating, protects communities from the collateral effects of being "trapped" in the criminal justice system, and makes better use of criminal justice resources. This program is a partnership with the Public Defender's Office. 3. Domestic Abuse Programming (Future Program): Hennepin County desperately needs to integrate more effective domestic abuse programming into the courts and criminal justice system. BBG has identified two possible ways to obtain better outcomes in domestic abuse cases: (1) build a city-centered approach; or (2) explore a county-wide solution. BBG has already begun exploring a county-wide solution and has received positive feedback from the Bench, Prosecutors, the Corrections Department, Public Defenders, and private agencies that provide supportive services for those surviving domestic abuse. Because a comprehensive, county-wide system will benefit more members of the community and likely result in more efficiency, BBG will continue to build a coalition of interested stakeholders with the intent of creating a county- wide system. In the meantime, to better serve Golden Valley community members in the short term, BBG will develop and evaluate city-centered ideas and expects to share additional information and ideas with City staff mid-2024. Policies and Guidelines In addition to these programs, BBG is working with the City Attorney to improve transparency and equity with respect to the City's prosecution services and to ensure that our services reflect the City's values. We have begun work on the projects listed below to further these goals. We welcome your feedback and direction on these projects and expect to bring them back for your review later in 2024. Prosecution Policies Prosecutors exercise discretion to accomplish their work. As prosecutors for the City of Golden Valley, BBG attorneys want to ensure we exercise our discretion in a manner that reflects the City's goals and values. To guide how we exercise prosecutorial discretion on complex or controversial topics, BBG would like input and direction from the City Council on the following topics: Should Golden Valley prosecutors take into consideration immigration status in cases where foreign nationals are charged with misdemeanor criminal offenses? Traditional criminal justice outcomes can result in disproportionate negative collateral consequences outside of the criminal justice system for foreign nationals. Should Golden Valley prosecutors consider the unique and extraordinary circumstances that can arise when the criminal justice system interacts with the immigration system? Should Golden Valley prosecutors consider a defendant's willingness to accept responsibility for their conduct when resolving cases? This topic requires a prosecutor to balance the interests of victims with the interests of those charged with crimes and, if done in a way that doesn't burden 3 victims, can result in fewer repeat violations. Prosecution Guidelines To further the causes of equity, inclusion, and accountability, BBG wants to make our prosecution work transparent and public. Currently, people entering the criminal justice system have little knowledge of how their case will end and those who are able to afford a private attorney can have an advantage over those who cannot. To support transparency and create a level playing field for people of all backgrounds, BBG is drafting guidelines showing common outcomes for a variety of criminal offenses. We intend to publish these guidelines. 4 EXECUTIVE SUMMARY City Administration 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session February 13, 2024 Agenda Item 2. Discussion of City Manager Recruitment Process RFP Prepared By Kirsten Santelices, Deputy City Manager/Human Resources Director Summary The City of Golden Valley will issue a Request for Proposals (RFP) to find an executive search firm. The selected firm will work closely with the City Council to execute an equitable and comprehensive City Manager search. At its special meeting on January 30, 2024 the City Council determined that a subcommittee of the Council would work on a draft RFP to present to the full City Council at its February 13, 2024 work session. The next step is for the City Council to review, discuss, and give staff direction on issuance of the RFP and subsequent process. Supporting Documents RFP - Executive Search Firm - 2024 5 Request for Proposals for City of Golden Valley Executive Search Firm to Fill City Manager Position Proposals Due: Date/Time Contact Name Contact Title Contact Email 6 Request for Proposals: Title Table of Contents I.Background and Purpose......................................................................................................................3 Mission, Vision, Values, Welcome Statement, and Key Priorities............................................................4 II.Scope of Work and Deliverables...........................................................................................................4 III.Project Schedule...............................................................................................................................5 IV.Proposal Submissions Process..........................................................................................................5 A.Due Date...........................................................................................................................................5 B.Submission Requirements ................................................................................................................5 C.Format...............................................................................................................................................5 V.Proposal Evaluation and Selection........................................................................................................6 A.Proposal Evaluation ..........................................................................................................................6 B.Additional Questions and Oral Interviews........................................................................................7 C.Final Evaluation.................................................................................................................................7 D.Contract Award.................................................................................................................................7 E.Appeals Process................................................................................................................................7 VI.Additional Information......................................................................................................................7 A.Rights of Review................................................................................................................................7 B.Confidential Material........................................................................................................................7 C.Response Ownership........................................................................................................................7 VII.Contract.............................................................................................................................................7 A.Contract Ethics..................................................................................................................................8 B.Reporting, Insurance, and Financial Liability Limitations .................................................................8 VIII.Equal Opportunity.............................................................................................................................8 7 Request for Proposals: Title I.Background and Purpose The City of Golden Valley is a Plan B statutory city with a city council/city manager form of government. An elected city council consisting of a part-time Mayor and four council members elected at large is responsible for setting the policy and overall direction for the city, which includes legislative decisions; approval of the city budget; and acting as the Housing and Redevelopment Authority of the City. City workers, under the direction of a City Manager, carry out council decisions and provide day-to-day services. The City Manager provides leadership, direction and guidance to all city departments and is accountable to the city council. With a population of 22,715, Golden Valley is a first-ring suburb of Minneapolis just minutes west of downtown. With its desirable location, ample parks and nature areas, varied yet heavily mid-century neighborhoods, flourishing businesses, including a number of major corporate headquarters, and a mix of private and two public districts’ schools, Golden Valley is considered one of the best places to live and work in the Twin Cities metropolitan area. Golden Valley residents are very involved in their city government and vote at one of the highest rates in the state. The City of Golden Valley recognizes the historical and present disparities perpetuated by its structures, policies, and procedures and the burden borne by different communities, particularly within Black, Indigenous and People of Color communities. As such, the City is committed to transforming local government to dismantle barriers, provide resources, and enhance opportunities for all of its residents and visitors. The City of Golden Valley is seeking an experienced executive recruitment firm to conduct a thorough search for its next City Manager. The firm must have demonstrated success in identifying executives for organizations (particularly municipal organizations) of similar size and scope. The search process and resulting hire must be consistent with the City’s vision, values, equity plan and must fulfill the mission and key priorities of the City Council. The City Manager position is vacant because the previous City Manager, who had been in that role for eight years, retired. The City Manager serves as the chief administrative officer for the City and directly supervises leaders in Finance, HR, Legal, Human Resources, Communications, Community Development, Police, Fire, Parks & Recreation and Public Works. The ideal City Manager candidate will: •Have successfully served as a City Administrator or Manager in a similarly situated city. •Demonstrate exceptional leadership and relationship building skills necessary to create a positive workplace culture and high performance staff. •Set an organizational tone that empowers employees to do their best work. •Acknowledge and respect the City’s history and accomplishments, providing stability while offering energy and a fresh perspective for the long-term •Demonstrate critical thinking and data-driven decision making, acting with integrity; seeking to do what is best for the community •Be focused on results and address issues in a timely manner •Listen, understand, and respect differing opinions while remaining strong enough to say no and do what is right •Have a commitment to and demonstrated track record of successful equity and inclusion work 8 Request for Proposals: Title •Build credibility with the Council by keeping them informed and providing timely and objective information •Understand the Council-Manager form of government and the roles of the City Manager, Staff, Elected Officials, and Volunteer Boards and Commissions Mission, Vision, Values, Welcome Statement, and Key Priorities Strategic Development & Redevelopment: Focusing development on four planning districts; implementing affordable housing action plans; development of an economic development strategy Effective Governance:Governing with a focus on good communication and teamwork, transparency, respecting values and process, heeding meeting decorum and timely decision- making, and building citizen engagement and understanding Infrastructure Maintenance and Management: Maintaining and improving infrastructure at highest quality for the investment by prioritizing areas of need, identifying costs, and planning for future growth Financial Wellness:Balancing spending with emphasis on maintaining current service levels, accommodating future needs, expanding tax base, growing reserves, maintaining bond rating, and improving efficiencies and effectiveness Community Affairs: Considering policies that benefit society at large. II.Scope of Work and Deliverables The City of Golden Valley is seeking proposals from qualified companies to fulfill the recruitment process to hire the next City Manager position. To meet the needs of the City the company should provide the following deliverables: 1. Meet with designated stakeholders including Council Members, staff, representatives from Boards and Commissions, and community members to gather input regarding ideal candidates for the position. 2. Work with the City Council subcommittee, Interim City Manager, and Human Resources to develop a position profile and city recruitment brochure; 3. Develop a recruitment strategy and timeline in conjunction with the City Council subcommittee, Interim City Manager and Human Resources; 4. Conduct a thorough search (regionally and nationally) through appropriate advertising, outreach and professional networks, including the League of Minnesota Cities and a diverse range of platforms not typically used by or accessible to the City; 5. Facilitate and communicate the application process; accept and acknowledge applications; and notify applicants of elimination from further consideration at each state of the process; 6. Conduct initial evaluation of applications including checking for minimum qualifications; conducting initial resume reviews; scoring qualified applicants; and conducting initial interviews, background screenings and reference checks; 7. Provide a diverse and qualified candidate pool of no more than 12 candidates to the City Council subcommittee, Interim City Manager and Human Resources; 8. Facilitate the organization of interview panel(s) including the Mayor; City Council Members and staff; develop of interview questions and evaluation rubric; 9. Schedule first round interviews and manage correspondence with candidates; 9 Request for Proposals: Title 10. Facilitate the narrowing of the candidate pool to finalists by working with the City Council subcommittee and Interim City Manager and assist Human Resources with arrangement of finalist interviews conducted by the full City Council; 11. Assist the City Council with final candidate selection, including communication with the candidate about the process and any conditions of employment, and with the negotiations and offer. III.Project Schedule During the evaluation process, the City reserves the right to request additional information or clarifications from a firm, to allow corrections of errors and/or omissions or to modify the schedule PROPOSAL AND SELECTION TASK DATE City issues request for proposal Companies submit questions * City posts responses to all companies’questions Proposals due at 4:30 pm CST Respondents noticed of shortlist and interviews scheduled Oral presentations/interviews (Tentative) Evaluation committee decision (Tentative) Contract negotiation completed (Tentative) Contract considered by the City Manager (Tentative) * All questions must be submitted in writing to:HumanResources@goldenvalleymn.gov. The City will post written responses to all questions received on Date. Any interpretations, corrections, and changes to this RFP shall be made by written Addendum to the RFP and will be issued electronically through the City’s website at www.goldenvalleymn.gov. Companies shall acknowledge receipt of all addenda in their statement of proposal. IV.Proposal Submissions Process A. Due Date Proposals received after 4:30 pm on date will not be considered. B. Submission Requirements 1. Proposals must be typewritten. 2. Submit proposal via email or mail to: City of Golden Valley Human Resources Department humanresources@goldenvalleymn.gov City of Golden Valley 7800 Golden Valley Road Golden Valley, MN 55427 C. Format 10 Request for Proposals: Title For clear comparison and evaluation, proposals must be in the following format: 1.Cover Page i. Title ii. Company: Name and Address iii. Contact Person: Name, Title, Phone Number, and Email Address iv. Date of Proposal 2.Cover Letter i. Describe the company’s mission, vision, and values and how they align with the mission, vision, and values of the City of Golden Valley. ii. Describe company’s prior experience providing similar services described in this RFP. iii. Describe the qualifications of key personnel involved in the scope of work. iv. Provide a description of the organization’s commitment to diversity, equity, and inclusion. Please include any relevant materials, such as a formal equity statement or racial equity plan. 3.Statement of Proposed Work i.Methodology: An overview of the approach to providing the services detailed above. ii.Timeline:Propose a concrete, reasonable timeline for the completion of each component in the process, including the important meetings and contacts with the City’s evaluation team. iii.Budget and Deliverables:Provide a detailed budget, including description of cost for each service and deliverable, identification of payment milestones, and clear identification of optional services and reimbursable costs not included in basic fees (including hourly rates). V.Proposal Evaluation and Selection The City has established an RFP evaluation team, which includes members of the City Council; Interim City Manager, and Deputy City Manager/Human Resource Director. They will evaluate all proposals and select the proposal that best demonstrates the ability to reliably perform the work with integrity. The City reserves the right to request additional information or clarifications, to allow corrections of errors or omissions, or to modify the proposal schedule. A. Proposal Evaluation Each proposal will be examined initially to ensure it follows the proposal format and instructions in this RFP. Proposals that do not follow the specific format will not be considered. Late proposals will not be considered. Proposals will be evaluated on the following criteria: Experience of company in finding and placing municipal and government leaders and providing the scope of services outlined in this RFP, including years and history Experience and Qualifications of key personnel Methodology Timeline Cost Proposal Commitment to diversity, equity, and inclusion Understanding of the City’s needs and expectations Experience and commitment to facilitate Council and stakeholder consensus 11 Request for Proposals: Title Track record of effective community engagement B. Additional Questions and Oral Interviews After the initial review, the evaluation team will narrow the number of companies and proposals for further consideration. The evaluation team may contact successful companies with additional questions or to schedule an oral interview. Companies shall provide responses to any additional questions within five business days following receipt of the inquiry. The evaluation team will conduct oral interviews in person or via phone. C. Final Evaluation The final evaluation of proposals will be based on the following criteria: Initial Proposal Interview and additional questions References Final Cost Proposal D. Contract Award The evaluation team will make a recommendation to the City Council for awarding the contract. Final decision approval of the contract is the responsibility of the City Council. E. Appeals Process Protests of the award must be made in writing and must specifically state your grievance. All protests must be filed with City Clerk, Theresa Schyma, within ten calendar days after issuance of notice to award. VI.Additional Information A. Rights of Review The City reserves the right to reject any or all proposals or to request additional information. This RFP shall not commit the City to engage any company for the services described in this RFP. B. Confidential Material All materials submitted in response to this RFP will become public record, unless categorized as private, confidential, non-public, or protected non-public under the Minnesota Government Data Practices Act (“Protected Materials”). Unrestricted disclosure of proprietary information places it in the public domain. If you believe any of your materials are Protected Materials, you must submit those materials in a separate envelope marked “Confidential Disclosure,” along with a cover letter explaining why you believe the materials are Protected Materials. The City will review the materials and approve or deny your request for confidentiality. If the City denies your request for confidentiality, the review team will notify you and you may withdraw the entire proposal, remove the materials, or include the materials in the non-confidential portion of your submission. Cost, pricing information, and the total proposal amount are public data under the MGDPA. Any costs to preserve Protected Materials shall be your responsibility. C. Response Ownership All proposals become the property of the City upon receipt. Selection, rejection, or disqualification of a proposal shall not affect this right. VII.Contract The City reserves the right to negotiate the final terms and conditions of the contract, including award amount. If the City and a company are unable to agree upon the entire contract, the City may 12 Request for Proposals: Title discontinue negotiations, select another company or reject all of the proposals. The successful company shall execute a contract with the City within ten days after receipt. A. Contract Ethics No elected official or employee of the City who exercises any responsibilities in the review, approval or implementation of the proposal shall participate in any decision which affects his or her direct or indirect financial interests. It is a breach of ethics for any person to offer, give or agree to give any City employee or Council Member or for any City employee or Council Member to solicit, demand, accept or agree to accept from another person or firm, a gratuity or an offer of employment. The company shall not assign any interest in this contract and shall not transfer any interest in the same without the prior written consent of the City. The company shall not accept any private client or project which, by nature, places it in ethical conflict during its representation of the City. B. Reporting, Insurance, and Financial Liability Limitations The successful company will report to the Interim City Manager or their designee. The Interim City Manager or the Deputy City Manager/Human Resources Director will work with the Finance Director to audit billings, approve payments, establish the schedule and oversee the execution of the contract. The City shall not be liable for any expenses incurred by the company, including but not limited to, expenses associated with the preparation of the proposal, attendance at the interview, preparation of a compensation schedule, or final contract negotiations. VIII.Equal Opportunity The City requires equal opportunity; therefore, the company selected shall not discriminate under the contract against any person in accordance with federal, state, and local regulations and with City policy. The City of Golden Valley does not discriminate on the basis of race, color, creed, national origin, sex, religion, age, sexual orientation, gender, marital status, status with regard to public assistance, membership on a local human rights commission, disability, or any other basis protected by law in the admission or access to or treatment of employment, program, activities or services. 13 EXECUTIVE SUMMARY City Administration 763-512-2345 / 763-512-2344 (fax) Golden Valley City Council Work Session February 13, 2024 Agenda Item 3. Council Review of Future Draft Agendas Prepared By Theresa Schyma, City Clerk Supporting Documents Review of Future Draft Agendas 14 Review of Future Draft Agendas Meeting & Item Info February 20, 2024 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Update from Hennepin County Commissioner Irene Fernando New Employee Introductions Police Department 2023 Recap Consent - Council Minutes Approval of Council Minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Multi-Family Rental Property License Renewals Gambling License Exemption and Waiver of Notice Requirement – Holy Name of Jesus Catholic School Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Adopt Resolution Approving an Appointment to the Bassett Creek Watershed Management Commission Consent - Grants and Donations Resolution Accepting Donation of 2024 Photographic Services from Stan Waldhauser Resolution to Apply for MN GreenCorps Member Consent - Miscellaneous Adopt Resolution to Approve Annual Spending Limit Authorization for 2024 Public Hearing Old Business New Business Second Consideration of Shade Tree Ordinance Amendment - Discontinue Private Ash Tree Condemnation and Resolution Approving Summary Publication Approval of 4707 Circle Down Final Plat March 6, 2024 City Council Meeting (Wednesday) - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Proclamation for Women's History Month Consent - Council Minutes Approval of all February Council minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Consent - Grants and Donations Consent - Miscellaneous Public Hearing Zane Avenue and Lindsay Street Public Improvement Hearing 2024 PMP Special Assessment Hearing Old Business New Business 2024 PMP Award Construction Contract and Authorize Construction Services Agreement March 12, 2024 Special HRA Work Session - 6:30 PM 15 Meeting & Item Info HOPE Update March 12, 2024 City Council Work Session - 6:30 PM Update on East Fire Station Locations 2024-2026 City of Golden Valley Equity Plan Building Official Update Council Review of Future Draft Agendas March 19, 2024 HRA Meeting - 6:30 PM (Annual Meeting) Call to Order Election of Officers Consent Agenda Approval of HRA minutes Receive and File Previous Quarter's Financial Reports Public Hearing Old Business New Business March 19, 2024 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Discover St. Louis Park Update New Employee Introductions Consent - City Check Registers Approval of City Check Registers Consent - Licenses General Business License - Refuse and Recycling Vehicles General Business License - Gas Stations and Gas Dispensers Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Annual Contract for Crack Sealing Project Approval of Franchise Agreement with CenterPoint Energy Approval of Franchise Agreement with Xcel Energy TH 55 Lift Station Relocation Project Contract Contract for Sewer Lining Contract for Hydrant Painting Memorandum of Understanding with Minneapolis Regional Chamber Consent - Grants and Donations Consent - Miscellaneous Approve 2024 Public Land Inventory Report Adopt Resolution Approving Updated Equity Plan Public Hearing Consideration of Ordinance Establishing Site Plan Review Process and Fee (Zoning Text Amendment) (TENTATIVE) Old Business New Business April 2, 2024 City Council Meeting - 6:30 PM 1A - Pledge of Allegiance and Land Acknowledgement Presentation Proclamation for Fair Housing Month Proclamation for Parkinson's Awareness Month 16 Meeting & Item Info Consent - Council Minutes Approval of all March Council minutes Consent - City Check Registers Approval of City Check Registers Consent - Licenses General Business License - Fireworks Sales Consent - Boards, Commissions, and Task Forces Consent - Bid, Quotes, and Contracts Contract for Spring Brush Pick-Up Program TCTC Independent Contractor Rental Agreement 2024 Approve Cooperative Agreement with BCWMC for Bassett Creek Restoration Project (Regent Ave to Golden Valley Rd) First Amendment to Native Vegetation Maintenance Agreement Authorize Cooperative Agreement with BCWMC for Sochacki Park Water Quality Improvement Project Contract for Construction Services to Install Hockey Dasher Boards Contract for Gate Valve Repairs Contract for Landscape Services Contract for Pavement Markings Consent - Grants and Donations Consent - Miscellaneous Approve Pavement Management Policy Revisions Approve Update to City's Data Practices Policies, Resolution Adopt Records Management Policy, Resolution Public Hearing Formal Public Hearing on Sacred Communities Ordinance Old Business New Business 17