03-21-17 CC Agenda Packet (entire)AGENDA
Regular Meeting of the
City Council
Golden Valley City Hall
7800 Golden Valley Road
Council Chamber
March 21, 2017
6:30 pm
1.CALL TO ORDER PAGES
A.Pledge of Allegiance
B.Roll Call
2.ADDITIONS AND CORRECTIONS TO AGENDA
3.CONSENT AGENDA
Approval of Consent Agenda - All items listed under this heading are considered to be
routine by the City Council and will be enacted by one motion. There will be no discussion
of these items unless a Council Member so requests in which event the item will be
removed from the general order of business and considered in its normal sequence on
the agenda.
A.Approval of Minutes - City Council Meeting March 7, 2017 3-6
B.Approval of Check Register
1. City 7
2. Housing and Redevelopment Authority 8
C.Licenses:
1. General Business Licenses 9-10
D.Minutes:
1. Open Space and Recreation Commission - January 23, 2017 11
E.Bids and Quotes
1. 2017 Pavement Management Program - Bids 12-20
2. 2017 Crack Seal Project - Bids 21-23
F.Approve Resolution Supporting No Parking Along Glenwood Avenue 17-18 24-27
G.Authorization to Sign the Statement of Work Requested with Xcel Energy -
Undergrounding of Overhead Power Lines - 55 West Redevelopment Project
28-33
H.Receipt of February 2017 Financial Reports 34-43
I.Authorization to Sign Amended Agreement with SEH Inc. - Liberty Crossing Flood
Mitigation Project
44-49
J.Approve Expenditure for Change Order Request from Adolfson & Peterson
Construction - Brookview Project - Senior Trellis
50-52
K.Authorization to Sign Agreement with Xcel Energy - Isaacson Park Ballfield Electrical
Upgrade
53-55
4.PUBLIC HEARINGS
A.Public Hearing - Ordinance #620 - Zoning Code Text Amendment Board of Zoning
Appeals By-laws Change (Youth Member)
56-64
5.OLD BUSINESS
6.NEW BUSINESS
A.Second Consideration - Ordinance #619 - Amendment of City Code regarding the
Addition of Youth Member to Boards and Commission
65-100
B.METRO Blue Line LRT Update 101-102
C.Announcement of Meetings
1. Future Draft Agendas:, City Council April 4, 2017, Council/Manager April 13,
2017 and City Council April 20, 2017
103-105
D.Mayor and Council Communications
7.ADJOURNMENT
UNOFFICIAL MINUTES
CITY COUNCIL MEETING
GOLDEN VALLEY, MINNESOTA
March 7, 2017
1. CALL TO ORDER
Mayor Harris called the meeting to order at 6:30 pm.
1A. Pledge of Allegiance
1B. Roll Call
Present: Mayor Shep Harris, Council Members Joanie Clausen, Larry Fonnest, Andy Snope
and Steve Schmidgall. Also present were: City Manager Cruikshank, City Attorney Garry and
City Clerk Luedke.
2. ADDITIONS AND CORRECTIONS TO AGENDA
MOTION made by Council Member Fonnest, seconded by Council Member Snope to approve
the agenda of March 7, 2017, as submitted and the motion carried.
3. APPROVAL OF CONSENT AGENDA
MOTION made by Council Member Clausen, seconded by Council Member Schmidgall to
approve the consent agenda of March 7, 2017, as submitted and the motion carried.
3A.Approve Minutes of the City Council Meeting of February 21, 2017.
3B. Approve City Check Register and authorize the payment of the bills as submitted.
3C1.Authorize the issuance of Amusement Devices License as recommended by staff.
3C2.Authorize the issuance of Gas Station/Dispensers Licenses as recommended by staff.
3C3.Authorize the renewal of Multi-Family Rental Licenses as recommended by staff.
3C4.Approve a Temporary On-Sale Liquor License for the Polo for Philanthropy for their
event at Borton Volvo at 905 Hampshire Boulevard on Thursday, March 16, 2017.
3D.Accept for filing the Minutes of Boards and Commissions as follows:
1. Planning Commission - February 13, 2017
2. Board of Zoning Appeals - January 24, 2017
3. Civil Service Commission - November 21, 2016
4. Environmental Commission - December 19, 2016, and January 23, 2017
5. Human Services Fund - November 14, 2016 and January 9, 2017
3E1.Approve the purchase of a STRD-150-600D Oil Distributor/Tack Sprayer for the total
purchase price of $61,171.
3E2.Approve the purchase of a SSPH-H-2.0 Hook Mounted Asphalt Hot Box from Stepp
Manufacturing Co., Inc. for a total purchase price of $25,237.
4. PUBLIC HEARINGS
4A. Public Hearing for Trunk Highway 55 West Public Improvement Project No. 15-22
Utility Engineer Kakach presented the staff report and answered questions from Council. City
Engineer Oliver answered questions from Council. City Attorney Garry stated the resolution
requires a 4/5 vote for approval.
Mayor Harris opened the public hearing. No one came forward. Mayor Harris closed the public
hearing.
Unofficial City Council Minutes -2- March 7, 2017
4A. Public Hearing for Trunk Highway 55 West Public Improvement - continued
There was Council discussion regarding the Highway 55 West Public Improvement Project.
MOTION made by Council Member Fonnest, seconded by Council Member Snope to adopt
Resolution 17-16, ordering Construction of Certain Proposed Public Improvements and
Authorizing Advertisement for Bids for City Project 15-22, Highway 55 West Public
Improvement Project upon a vote being taken the following voted in favor of: Clausen,
Fonnest, Harris, Schmidgall and Snope, the following voted against: none and the motion
carried.
4B. Public Hearing for Special Assessments for Trunk Highway 55 West Public
Improvement Project
Finance Director Virnig presented the staff report and answered questions from Council.
Mayor Harris opened the public hearing. No one came forward. Mayor Harris closed the public
hearing.
MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to
adopt Resolution 17-17, adopting and confirming Assessments for Various Public
Improvements for the Streets in the 2017 Trunk Highway 55 West Project Area upon a vote
being taken the following voted in favor of: Clausen, Fonnest, Harris, Schmidgall and Snope,
the following voted against: none and the motion carried.
6. NEW BUSINESS
6A. Public Item - Appeal of Board of Zoning Appeals Decision - 1401 Winnetka
Avenue North
Planning Manager Zimmerman presented the staff report and answered questions from
Council. City Attorney Garry answered questions from Council.
Mr. Luis Hector Perez Silva, Applicant, said that this is the best way to build the shed and that
it was built to hide his contracting equipment. He said that his yard slopes about 5 feet in the
back so water runs into the garage and much of his equipment has been wrecked in the past.
The shed is sloped to keep the water out and direct it to a drain. He also answered questions
from Council.
There was Council discussion regarding the appeal of the Board of Zoning Appeals decision
for 1401 Winnetka Avenue North.
MOTION made by Council Member Schmidgall, seconded by Council Member Clausen to
affirm the decision of the Board of Zoning Appeals on January 24, 2017, denying the
requested variance, based on the materials and information presented to the City Council, and
to adopt the findings and analysis included in the staff report presented to the Board of Zoning
Appeals, dated January 24, 2017.
6B. Second Consideration - Ordinance #618 - Amendment of Salaries of Mayor and
Council Members
Finance Director Virnig presented the staff report.
Unofficial City Council Minutes -3- March 7, 2017
6B. Second Consideration - Ordinance #618 - Amendment of Salaries
MOTION made by Council Member Clausen, seconded by Council Member Snope to adopt
second consideration,Ordinance #618, amending Salaries of the Mayor and Council
Members upon a vote being taken the following voted in favor of: Clausen, Harris, and Snope,
the following voted against: Fonnest and Schmidgall and the motion carried.
6C. First Consideration Amendment of City Code regarding the Addition of A Youth
Member to Boards and Commissions
Finance Director Virnig presented the staff report and answered questions from Council. City
Manager Cruikshank answered questions from Council.
There was Council discussion regarding the addition of youth members to the City’s Boards
and Commissions.
MOTION made by Council Member Fonnest, seconded by Council Member Clausen to adopt
first consideration,Ordinance #619, amending the City Code regarding the addition of a Youth
Member to Boards and Commissions and Section 2.57: Human Service Fund upon a vote
being taken the following voted in favor of: Clausen, Fonnest, Harris, and Snope, the following
voted against: Schmidgall and the motion carried.
6D. Authorization to Sign Office Lease Agreement with Golden Valley Community
Foundation
City Manager Cruikshank presented the staff report and answered questions from Council.
MOTION made by Council Member Clausen, seconded by Council Member Snope to
authorize the City Manager to sign the Office Lease Agreement with the Golden Valley
Community Foundation and the motion carried.
6E. Announcement of Meetings
The Community Blood Drive will be held on March 8, 2017, from 1 to 5 pm in the City Hall
Parking Lot.
Some Council Members may attend the Two Men & a Truck Grand Re-opening Ribbon Cutting
on March 14, 2017, from 12 to 12:30 pm at 5905 Golden Valley Road.
Board/Commission Interviews will be held on March 14, 2017, from 5 to 6:30 pm in the Council
Conference Room.
The next Council/Manager meeting will be held on March 14, 2017, at 6:30 pm.
Some Council Members may attend the Robbinsdale Area Schools State of the District
address on March 16, 2017, at Robbinsdale Cooper High School located at 8230 47
th Avenue,
New Hope.
Some Council Members may attend a METRO Blue Line Open House on March 21, 2017,
from 4 to 6:30 pm in the Council Conference Room.
The next City Council meeting will be held on March 21, 2017, at 6:30 pm.
Unofficial City Council Minutes -4- March 7, 2017
6F. Mayor and Council Communication
Mayor Harris updated Council on a proposal at the State Capital to close the Perpich Center in
Golden Valley. There was Council discussion regarding the closing of the Center and that the
soccer field at the Center is on a shared agreement with the City. The item will be added to the
March 14, 2017, Council/Manager meeting agenda for discussion.
7.ADJOURNMENT
MOTION made by Council Member Fonnest, seconded by Council Member Snope and the
motion carried to adjourn the meeting at 7:53 pm.
_______________________________
Shepard M. Harris, Mayor
ATTEST:
__________________________
Kristine A. Luedke, City Clerk
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. B. 1. Approval of City Check Register
Prepared By
Sue Virnig, Finance Director
Summary
Approval of the check register for various vendor claims against the City of Golden Valley.
Attachments
•Document sent via email
Recommended Action
Motion to authorize the payment of the bills as submitted.
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. B. 2. Approval of Housing and Redevelopment Authority Check Register
Prepared By
Sue Virnig, Finance Director
Summary
Approval of the check register for various vendor claims against the Housing and Redevelopment
Authority.
Attachments
•Document sent via email
Recommended Action
Motion to authorize the payment of the bills as submitted.
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. C. 1. General Business Licenses
Prepared By
Shannon Dietrich, Administrative Assistant
Summary
As per City Code, some businesses are required to be licensed by the City. Listed below are the
license number, applicant name and address, license type and fee of those who have submitted
an application for approval.
#8637 Collision Center Motor Vehicle Facility $ 25.00
900 Florida Ave S
#9442 Ace Solid Waste 3 Refuse Vehicles $ 150.00
9813 Flying Cloud Drive
#9423 Ace Solid Waste 1 Recycling Vehicle $ 50.00
9813 Flying Cloud Drive
#9434 Aspen Waste 5 Refuse Vehicles $ 250.00
2951 Weeks Ave SE
#9415 Aspen Waste 3 Recycling Vehicles $ 150.00
2951 Weeks Ave SE
#9418 Baldy Sanitation 1 Refuse Vehicle $ 50.00
5906 Henry Street
#9429 Curbside Waste Inc 1 Refuse Vehicle $ 50.00
5232 Hanson Ct N
#9428 Darling Ingredients Inc 1 Refuse Vehicle $ 50.00
9000 382
nd Ave
#9425 Dick’s Sanitation 3 Refuse Vehicles $ 150.00
8984 215
th Street W
#9444 Dick’s Sanitation 2 Recycling Vehicles $ 100.00
8984 215
th Street W
#9427 Garbageman, A Green Co 4 Refuse Vehicles $ 200.00
13895 Industrial Park Blvd
#9439 Randy’s Environmental Services 10 Refuse Vehicles $ 500.00
4351 US Hwy 12 SE
#9412 Randy’s Environmental Services 2 Recycling Vehicles $ 100.00
4351 US Hwy 12 SE
#9422 Suburban Waste 1 Refuse Vehicle $ 50.00
15718 Village Woods Dr
#9437 Waste Management of MN Inc 8 Refuse Vehicles $ 400.00
10050 Naples St NE
#9432 Waste Management of MN Inc 1 Recycling Vehicle $ 50.00
10050 Naples St NE
Recommended Action
Motion to authorize the issuance of licenses as recommended by staff.
GOLDENVALLEYOPEN SPACE& RECREATIONCOMMISSION
Meeting Minutes
January23,2017
1.Call to Order
Cornelius called the meeting to order at 7 pm.
2. Roll Call
Present:Commissioners: Roger Bergman, Andy Bukowski, Cindy Carow-Schiebe, John Cornelius,
Kimberly Sanberg, and Dawn Speltz. Staff: Rick Birno, Directorof Parks and Recreation.
Absent:Kelly Kuebelbeck, Bob Mattison, and Gillian Rosenquist.
3. Agenda ChangesorAdditions
None.
4.Approval ofMinutes–November28,2016
MOTION:Moved by Bergman and seconded by Bukowski to approve the November 28, 2016 minutes
as amended. Motion carried unanimously.
5. CommissionerandStaffUpdates
a.Lakeview Park Play Structure – Due to water table issues, staff is looking for analternate location
within the park to place the play structure.
b.Isaacson Park Grant Review – Staff applied and was awarded grants from theMinnesota Twins
Community Fund and theHennepin County Youth Sports Program for the replacement of dugouts,
lights, and bleachers.
c.Winter Programs – Staff gave a brief overview ofwinter programs. Participationnumbers were very
strong, however, warmweather has limitedoutdoor recreation activities.
d.Brookview Construction –The project continues, however, staff estimates the project is behind
approximately three weeks. Steel construction will begin within two weeks, followed by support
walls and roofing.
6. Comprehensive Planning Review
(BrookviewGolfandRecreation Area,SochackiPark,Paisley Park,andSweeny Lake Park)
The OSRC reviewed the additions and changes they made to the previous recreation areas and
community parks for what will be the 2018-2028 Comprehensive Park Plan.
7. Comprehensive ParkPlanning
(PerpichCenter forArts,andSandburg Athletic Facility)
The OSRC reviewed and provided direction on Perpich Center for Arts, and Sandburg Athletic Facility
for the 2018-2028 Comprehensive Park Plan.
8. Adjournment
MOTION:Moved by Cornelius and seconded by Speltz to adjourn at 7:35 pm. Motion carried
unanimously.
ATTEST:John Cornelius, Chair
Sheila Van Sloun, Administrative Assistant
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. E. 1. Award Contracts for 2017 Pavement Management Program
a.Construction Contract
b.Construction Engineering Services
c.Purchase of Fire Hydrants
Prepared By
Jeff Oliver, PE, City Engineer
Summary
Award Construction Contract
Bids for the 2017 Pavement Management Program (PMP), City Improvement Project 17-01, were
opened on March 16, 2017. The PMP project also includes adding sidewalk along the west side of
Glenwood Avenue from Trunk Highway 55 to Harold Avenue and adding turn lanes at Wayzata
Boulevard and Quentin Avenue South. Four bids were received and are listed below:
GMH Asphalt Corporation $3,499,628.51
Eureka Construction, Inc.$3,536,078.01
Northwest Asphalt $3,554,914.04
Park Construction Company $3,566,669.30
Staff has reviewed the bids and found them to be accurate and in order.
Construction Observation and Engineering Services
Staff has received a proposal from the consulting engineering firm of Short Elliott Hendrickson,
Inc. (SEH), dated March 7, 2017 for construction staking and engineering services for the 2017
PMP. Engineering services include specialized work in geotechnical engineering for soil conditions
and environmental engineering. The construction staking includes all survey work during
construction, record drawing survey, and drawing preparation following construction.
Construction observation for this project will be performed by both City and SEH staff. The
proposal includes a not-to-exceed amount of $81,500.
Purchase Fire Hydrants
Due to specific requirements for fire hydrants used in Golden Valley, hydrants have been
purchased separately for the PMP projects for several years for use within the project. The cost
of these hydrants will be charged to the project utility budget. Two quotes were received to
purchase 12 fire hydrants as follows:
HD Supply Waterworks $26,573.40
Dakota Supply Group, Inc.$34,621.56
Financing
The financing for this project is summarized as follows:
•The bid for street reconstruction totals $2,045,288.98 and is within the $2,840,000
included in the CIP (S-001) for the project.
•The total bid for sanitary sewer and watermain improvements, including purchase of fire
hydrants, is $659,866.14 and is within the $870,000 included in the CIP (W&SS-001) for
this project.
•The total bid for storm sewer improvements is $300,450.62 and is within the $600,000
included in the CIP (SS-001) for this project.
•The total bid for the Glenwood Avenue sidewalk project is $229,504.76. Partial funding for
the Glenwood Avenue sidewalk is from the Hennepin County Cooperative Agreement in
the amount of $50,000 and the remaining $179,504.76 is included in the CIP (S-018, S-
030, and S-036).
•The total bid for the Wayzata Blvd Turn Lanes project is $291,091.41 and is within the
available funding from the deposit agreement with Central Park West as described in the
Development Agreement.
It is expected that construction will begin as weather permits in early April 2017 and be
completed in the fall.
Attachments
•Location map (1 page)
•Professional Services Agreement dated March 7, 2017 (3 pages)
•Quotes for fire hydrants from HD Supply Waterworks and Dakota Supply Group (3 pages)
Recommended Actions
•Motion authorizing a contract with GMH Asphalt Corporation, in the amount of
$3,499,628.51 for the construction of the 2017 PMP, City Improvement Project No. 17-01.
•Motion to authorize entering into a contract with SEH, Inc. for observation, construction,
staking, and engineering services for the 2017 PMP, not to exceed $81,500.
•Motion to authorize purchase of fire hydrants from HD Supply Waterworks in the amount
of $26,573.40.
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March 7, 2017 RE: City of Golden Valley, Minnesota
2017 PMP Construction Services
SEH No. 125641 14.00
City No. 17-01
Mr. Jeff Oliver
City Engineer
City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427-4588
Dear Jeff:
Thank you for the opportunity to assist the City of Golden Valley in providing professional
engineering services for the reconstruction of streets in the 2017 Pavement Management Program
(PMP). SEH has recently completed final design services and the City is requesting a scope of work
that provides construction services. In addition to providing a scope of work for construction
services, we are also requesting an amendment to our design services contract to cover extra work
expended on behalf of the City. This letter serves as the supplemental Letter Agreement in
accordance with the Agreement for Professional Services between the City of Golden Valley and
SEH.
Background
The Lakeview Park neighborhood located in the northwest part of the City was split into three PMP
project years, 2015, 2016, and 2017. As part of the 2017 PMP project portion, the City of Golden
Valley proposes to rehabilitate approximately 1.11 miles of streets and 0.11 miles of bituminous trail
(crossing Lakeview Park). The 2017 PMP project area is bounded by Mendelssohn Avenue North to
the west,Earl Street to the north, Geriysburg Avenue North to the east, and Olympia Street North to
the south.
The proposed 2017 improvements include the construction of storm sewer pipe,drainage structures,
sanitary sewer repairs,water main replacement,bituminous trail reconstruction, and street
reconstruction including concrete curb and gutter. In addition, SEH was requested to combine two
other projects into the bidding documents; the Glenwood Avenue Sidewalk Extension and Wayzata
Boulevard Turn Lane Improvements.
Construction services for the 2017 PMP include: construction staking,providing a Resident Project
Representative(RPR), construction observation, and record plans as described below. The City will
be providing overall construction administration on this project.
Engineers � Architects � Planners � Scientists
Short Elliott Hendrickson Inc.,3535 Vadnais Center Drive,St.Paul,MN 55110-5196
SEH is 100%employee-owned � sehinc.com � 651.490.2000 � 800.325.2055 � 888.908.8166 fax
Mr. Jeff Oliver—2017 PMP Construction Services
March 7, 2017
Page 2
Scope of Work
Construction Staking
SEH will provide a survey crew to provide the construction staking of the proposed improvements
for the neighborhood streets included in the 2017 program. Staking tasks for this project will include
placement of horizontal control,vertical control,utility staking for private utilities, sanitary sewer
stakes,water main stakes, storm sewer stakes, curb and gutter stakes,blue tops after curb is in place,
bituminous trail stakes, stakes for low area in Lakeview Park, and travel. All survey coordination for
construction staking and observation will be between the survey crew chief and the City.
Resident Project Representative(RPR)
The on-site representative for Resident Project Representative(RPR) is the Engineer's agent at the
site and will act as directed by and under supervision of the Engineer. The RPR shall serve as the
liaison with the contractor, working principally through the contractor's superintendent. They will
assist in helping the contractor understand the intent of the Contract Documents. The field personnel
will review the progress schedule, shop drawings, and required submittals, Schedule of Materials
Control and consult with the Engineer concerning acceptability. The RPR will be responsible for
maintaining job site files, for correspondence,meeting reports, field orders, and supplemental
agreements. They will keep a daily diary or log book. Records pertaining to quantities and
applications for payment will be the responsibility of the RPR. The RPR will also keep information
pertaining to record plans and will schedule the survey crew based on the staking requests from the
contractor's representative.
Observation
SEH will provide observation services including attendance of the pre-construction meeting and shop
drawing review on drainage structures for the project area. A budget has been included for minor
technical support if needed for geotechnical and/or traffic control issues that may arise. Time has also
been built in to assist with project closeout activities.
Record Plans
The City will complete the record drawings.
Project Team
Tim Wegwerth will be available to answer design related questions and provide coordination as
required between City staff and the surveying and will provide project management of our contract
with the City. He will also be available to review design issues in the field and will attend the
weekly project construction meetings as necessary. Troy Anderson will serve as Resident Project
Representative(RPR) and will assist the City with field representation. Nick Domiano will be the
lead Survey Crew Chief assigned. Mike Kotila will be available to provide traffic engineering
support as necessary. Hector Flores will be available to provide geotechnical field support as may be
required with the subgrade correction work.
Schedule
We anticipate construction starting in May and ending in November 2017. There are multiple
construction projects being undertaken in the City of Golden Valley this summer and we expect Troy
to spread his time amongst many of them in conjunction with City staff. We have included the
Mr. Jeff Oliver—2017 PMP Construction Services
March 7, 2017
Page 3
anticipated overall suminer construction proj ect schedule to illustrate how we calculated the time
expected of Troy in regards to the 2017 PMP project.
Compensation
SEH proposes to be compensated for the scope of work proposed in the Agreement on an hourly
basis. Compensation will be based on the hourly cost of personnel plus reimbursable expenses,
including reproductions,mileage, car allowance, and equipment. Additional services required beyond
the tasks and estimated hours as described can be negotiated or provided as extra work on an hourly
basis.
We have estimated the services described above to cost a total of$81,500.
The City of Golden Valley will be invoiced for actual labor and reimbursable expenses incurred by
SEH to complete the work. The person/hour task budgets for each phase of the work are attached.
This agreement is an understanding of the project to date. If this document satisfactorily sets forth
your understanding of our agreement,please sign in the space below and return one copy to our
office. We look forward to working with you,your staff, and the community on this project. Thank
you for the opportunity to continue to work with the City of Golden Valley.
Respectively submitted,
SHORT ELLIOTT HENDRICKSON INC.
" L/�'�^�"�' � � _.
'/ / G?�
Susan M. Mason, PE Timothy J. Wegwerth, PE
Principal Project Manager
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Enclosures
s:\fj\g\goldv�common�roposals�2017 construction services�2017 pmp�2017 pmp construction services_final.docx
Approved this day of , 2017
City of Golden Valley, Minnesota
By:
Title:
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WATERWORKS
Bid Proposal for Golden Valley Hydrant Bid # 1
GOLDEN VALLEY CITY OF
Job Location:Golden Vailey, MN HD Supply Waterworks
Bid Date:03/09/2017 15800 W 79th St
HD Supply Bid#:271764 Eden Prairie, MN 55344
Phone:952-937-9666
Fax:952-937-8065
Seq# Qty Description Units Price Ext Price
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-= 26 573.40 a
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03/10/2017-12:36 PM Actual taxes may vary
Page 1 of 2
DAKOTA SUPPLY GROUP INC EMAIL QUOTATION FROM:
PATRICK S BANGASSER
605-336-8884
QUOTATION TO: PAGE 1
018593
CITY OF GOLDEN VALLEY
FINANCE DEPT QUOTATION NO. : 5649014
7800 GOLDEN VALLEY RD
GOLDEN VALLEY, 1rII�T
55427-4588
QUOTATION DATE: 3/13/2017
BID DUE DATE: BID DUE TIME:
PROJECT: GOLDEN VALLEY, NII�T - 2017 AVK HYDRNT
THANK YOU FOR THE OPPORTUNITY TO QUOTE THIS PROJECT. PLEASE CALL IF YOU
HAVE ANY QUESTIONS CONCERNING THE MATERIAL ON THIS QUOTE.
ANY LOCAL, STATE, OR FEDERAL TAXES WHICH MAY BE LEVIED AGAINST THIS
MATERIAL ARE NOT PART OF THIS QUOTATION. THESE MUST BE ADDED BY THE
PURCHASER.
THE PRICES ON THIS QUOTATION ARE BASED ON TODAY'S PRICES FOR THE
QUANTITIES INDICATED. PRICES ARE SUBJECT TO MANUFACTURER' S PRICE
ESCALATION AT THE TIME OF SHIPMENT.
ALL TRANSACTIONS RESULTING FROM THIS QUOTATION ARE SUBJECT TO A
STANDARD CLAUSE WHICH IS AS FOLLOWS: DAKOTA SUPPLY GROUP SHALL NOT BE
LIABLE FOR ANY DELAYS IN OR FAILURE TO MAKE DELIVERY WHERE OCCASIONED
BY STRIKES, OR BY ANY CAUSES BEYOND OUR CONTROL, SUCH AS BUT NOT
LIMITED TO FIRES, FLOODS, ACCIDENTS, ACTION OF ANY GOVERNMENTAL
AUTHORITY, OR SHORTAGES OF LABOR, RAW MATERIAL PRODUCTION FACILITIES
OR TRANSPORTATION.
SUBMITTAL OF THIS QUOTATION DOES NOT NECESSARILY GUARANTEE SUFFICIENT
MATERIAL TO COMPLETE THE JOB.
ALL ITEMS ARE SUBJECT TO ENGINEER' S APPROVAL.
QUOTATION OF THIS MATERIAL DOES NOT CONSTITUTE AN OFFER TO SELL.
APPROVAL FOR SALE MUST COME FROM OUR CREDIT DEPARTMENT.
RESPECTFULLY SUBMITTED,
ACCEPTED BY:
PATRICK S BANGASSER
DAKOTA SUPPLY GROUP INC
i '
,
DAKOTA SUPPLY GROUP INC
2219 EAST BENSON ROAD
SIOUX FALLS, SD 57104
PH #: 605-336-8884
SUBMITTED BY: PATRICK S BANGASSER
DATE: 3/13/2017 PAGE 2
QUOTATION TO: PROJECT: GOLDEN VALLEY, MN - 2017 AVK HYDRNT
------------- QUOTE NO: 5649014
018593 ORDERED BY:
CITY OF GOLDEN VALLEY
FINANCE DEPT
7800 GOLDEN VALLEY RD
GOLDEN VALLEY, NII�T
55427-4588
QTY PROD #/DESCRIPTION UNIT PRICE UOM EXT PRICE
-----------------------------------------------------------------------
PMP
12 EA 2, 885 . 13000 EA 34, 621.56
2700 6MJ 8 ' 0" 3WAY GOLDEN VALLEY
(2738-E2914-OBY08-BS)
GOLDEN VALLEY, MN. SPECIFICATION
DOUGLAS
8 EA 2, 885. 13000 EA 23, 081. 04
2700 6MJ 8 ' 0" 3WAY GOLDEN VALLEY
(2738-E2914-OBY08-BS)
GOLDEN VALLEY, NIIQ. SPECIFICATION
PRICE INCLUDES DELIVERY TO
GOLDEN VALLEY, MN. ONE COMPLETE
SHIPMENT.
** END OF BID **
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. E. 2. Award Contract for the 2017 Crack Sealing Project No. 17-07
Prepared By
Jeff Oliver, PE, City Engineer
R.J. Kakach, Engineer
Summary
The City’s Pavement Management Program (PMP) addresses the needs of the City’s streets. The
program includes asphalt maintenance, rehabilitation, and reconstruction. Through this program,
timely and cost-effective measures are taken to construct and extend pavement life.
As asphalt pavement ages, it is subject to the weathering effects of water, air, cold Minnesota
winters, and hot Minnesota summers. As pavement naturally expands and contracts through the
seasons, it forms thermal cracks that extend from one edge of the street to the other.
Crack sealing is a maintenance effort in which a hot asphaltic material is placed inside of the
pavement cracks. This is done to prevent water seepage into the pavement and subgrade and in
turn substantially extends the life of the pavement. Crack sealant lasts approximately 3-5 years.
The City’s 2017 project aims to seal approximately one-fifth of the City’s asphalt cracks.
Bids for the 2017 Crack Sealing Project City Improvement Project 17-07 were opened on March 7,
2017.
The bids are listed as follows:
Seal Tech, Inc.$37,500
American Pavement Solutions $48,750
Fahrner Asphalt Sealers, LLC $66,000
Allied Blacktop Company $94,000
Staff has reviewed the bids and found them to be accurate and in order.
Funding for this project is available in the 2017-18 Adopted Biennial Budget, Streets (037), 6440
(Other Contractual Maintenance) in the amount of $130,000.
Attachments
•Crack Seal Location Map (1 page)
Recommended Action
Motion to award the bid for the 2017 Crack Sealing Project to the lowest responsible bidder, Seal
Tech, Inc. for $37,500.
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Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. F. Establish No Parking Restrictions on Glenwood Avenue between Trunk Highway 55 and
Trunk Highway 100
Prepared By
Jeff Oliver PE, City Engineer
Summary
Hennepin County will be performing a mill and overlay project on Glenwood Avenue (County
State Aid Highway 40) between Trunk Highway 55 and Trunk Highway 100 during the summer of
2017. As part of the project, the roadway will be restriped to include dedicated bike lanes in both
directions between TH 55 and Xenia Avenue. The signs and striping for the bike lanes will be
installed and maintained by the County. This design necessitates that no parking be permitted
along the roadway.
The preliminary design of the proposed overlay project included installation of bike lanes from
TH 55 to TH 100. However, upon further project evaluation, it was determined that the bike lanes
should end at Xenia Avenue at this time. The lack of bike facilities on the Glenwood Avenue
bridge, the presence of the multiuse trail on the north side of Glenwood Avenue east of Xenia
Avenue, and the presence of a multiuse trail on Xenia Avenue were all factors in the
determination of ending the bike lanes at Xenia Avenue. The County anticipates extending the
dedicated bike lanes to the eastern City limits when that portion of Glenwood Avenue is overlaid,
which is expected to occur in the next three to five years. This will also allow City and County staff
to work with MnDOT to improve bike and pedestrian facilities on the Highway 100 bridge.
Glenwood Avenue is included in Hennepin County’s State Aid Highway system and State Aid rules
require that the governing body of the municipality in which the roadway is located must pass a
resolution restricting parking. As shown on the attached Exhibit, there is currently no parking
permitted on the north side of Glenwood Avenue between Xenia Avenue and TH 100.
Attachments
•Glenwood Avenue Parking Restrictions - 2017 Pavement Overlay Route Exhibit (1 page)
•Resolution Restricting Parking on Glenwood Avenue between Trunk Highway 55 and Trunk
Highway 100 (1 page)
Recommended Action
Motion to adopt Resolution Restricting Parking on Glenwood Avenue between Trunk Highway 55
and Trunk Highway 100.
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Resolution 17-18 March 21, 2017
Member introduced the following resolution and moved its adoption:
RESOLUTION RESTRICTING PARKING ON GLENWOOD AVENUE
BETWEEN TRUNK HIGHWAY 55 AND TRUNK HIGHWAY 100
WHEREAS, the City Council has the power and authority, pursuant to Chapter 9.06,
subd. 2 of the City Code, to designate no parking zones and areas, and it appears that no
parking zones should be created on certain portions of Glenwood Avenue;
NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Golden
Valley to authorize the parking restrictions on the following:
1. Both sides of Glenwood Avenue between Trunk Highway 55 and Xenia Avenue
North
2. The south side of Glenwood Avenue between Xenia Avenue North and Trunk
Highway 100.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Kristine A. Luedke, City Clerk
The motion for the adoption of the foregoing resolution was seconded by Member
and upon a vote being taken thereon, the following voted in favor thereof:
and the following voted against the same:
whereupon said resolution was declared duly passed and adopted, signed by the Mayor
and his signature attested by the City Clerk.
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. G. Authorization to Sign Statement of Work Requested form with Xcel Energy -
Undergrounding of Overhead Power Lines - 55 West Redevelopment Project Area
Prepared By
Jeff Oliver, PE, City Engineer
R.J. Kakach, EIT, Engineer
Summary
The City recently authorized staff to advertise for bids and approved the feasibility report for the
Highway 55 West Public Improvement Project. Included in the scope of the public improvements
is the burial of overhead private utility lines along the corridor as well as to make space for the
new sidewalks and street lights.
Xcel Energy Statement of Work Requested
City staff has been working with Xcel Energy officials for several months on the coordination and
funding necessary to bury the overhead power lines. Based on Public Utility Commission Rules for
Excel Energy, the City is required to pay for relocation costs that are non-standard, including
relocation to underground. Xcel Energy estimated the City’s financial obligation to be
$413,497.22.
Xcel Energy staff has provided the City with the attached Statement of Work Requested Form
that the City must execute prior to commencement of the undergrounding work. As part of this
agreement, the City must pay 50% of the estimated construction costs of $206,748.61 upon
execution of agreement. Upon completion of the project, the City will pay the remaining
construction costs after Xcel Energy provides the necessary cost accounting documentation.
Burial costs are within the amount budgeted as part of the 55 West Redevelopment Project.
Attachments
•Statement of Work Requested with Xcel Energy (4 pages)
Recommended Action
Motion to authorize the City Manager to sign the Statement of Work Requested form between
City and Xcel Energy in the amount of $413,497.22.
"� Xce/Energy.
STATEMENT OF WORK REQUF�,STED
BY COUNTY�CITY,TOWN OR TOWNSHIP
FOR PROJECTS WITH ESTIMATED
CONSTRUCTION COSTS OVER$25�000
DATE: 03/18H 7
WORK REQUESTED BY: City of Golden Valley
("Municipality")
WORK LOCATION: Golden Valley Rd(Decatur Ave M AAendelssohn Ave.including 7th Ave N)
ADDRESS: 7800 Golden Valley Rd
Gofden Valley,MN 56427
CONSISTING OF:
The fotlowing shall consdtube the"WoMc"to be performed by Xcei Energy:
The City of Golden Vallsy has requested that Xcei Energy relocatelreplace the existing overhead facilities with a new
underground dlstribution system afong Golden Valiey Rd,from Decatur Ave to Mendelssohn Av�e.The cost to remove
the overhead distribution facllides and tnstall new under�round facllittes for this project would be 5413,497.22.
The pNmary cost elements fncluded in this cost ane as follows:
Aj The Directional bore of new 780AL and 1/OAL feeder and prlmary conductors
B)The instatlatlon of switch gear cen�rs�load break centers and padmount transfonners neeessary to maintain system
IntegNty and aervices to existing cus�mera
C)The removal of fhe existing overhesd system
Municipality agrees to pay Xcel Energy for Xcei Energy's actuai total cost of the Work,subJect to the
Municipaltty's right of cost review in accordance wtth the fierms of this Statement of Work
("Statement"). The currerrt estimate for the Work is � 413,497.22 ("Est(mate").
The est3mate is compromised of the foliowing major components:
i
�_, Xcel Ener+qy �
�
�
,
Component Sub�stimate
A)The Directional bore of new 750AL and 1/OAL feeder and primary conducbors
B)The installation of swtbch gear centers,load broak centers and padmount transformers necessary to matntain system
irftegrity and services to exlsdng c�tomera
C)The removal of the exlsting overhead sysfie�n
Total:
The understgned herby requests and authorizes Xcel Energy to perForm the yyork. In consideratton
thereof and in lieu of a City Requested Facillties Sucharge,the Cliy agrees to pay Xcel Energy on�e
("StatemeM"). The cun+ent estlmate for the Work is ($ 206,748.61 ) which is
flfty(50)percent of the Estimate("Down Payment").
All Work shall be perFormed pursuant to good utility practice(as that berm is generally understood tn
the utllity industry)uttlizing Xcei Energy's commercially reasonable efforts to complete the Work
withln the Estimate under Xcel Energy's�en currerrt design atandards,operating procedures,and
safety Procedures. The faclllities instailed or removed by Xcel Energy shall be H�e property of Xcel
Energy and any paymer�t by Municipality shall not enUtle Municipality M any ownership interest or
right therin. Municipatity'a and Xcel Energy's�ights and obligatlons with respect to the facillltles and
services provided through the facilRies are subject to the terms of thls 8tatement,as well as the
additional terms and conditions provided in the Xcel Energy Electric Rate Book,as now exis�or may
hereafter be changed,on flle wtth the Mlnnesota Publtc Utilitles Commision.
`�,,� Xce/Ener�y
In advance of the Work,Muncipality agrees to tnform Xcel Energy of any Municipaifty-related or other
pro)ects that may af6ect the Work. During the Work,Xcel Energy agrees to provide the Muncipatity
notice of any proposed change orders increasing the cost of the Work. AAunicipality acknowledges that
change orders that result from request of Municlpality with respect to the perFormance of the Work or
the scope of the Work may increase Xcsl Energy's acutal cost of the Work. Upon Completion of the
Work,Xcsl Energy agrees to provide AAunicipality with final detal of the actual woHc performed and the
actual cosls of such work pertormed. Xcel Energy will identlfy any lnfamation included In such
informatton that is non-public pursuant to Minn.Stat.Ch.13. Upon request py Munclpality,Xcel
Energy sha��provide Munclpality the opportunity to revieur more detalled documeMation of the Work
perFormed and related costs.
Xcel Energy agrees to keep Municipaltty reasonably informed wlt�respect to Xcel Energy's
pertormance of the Work,coosisterrt with good utlNty practice and will,at minimum,apprise
Municipallty when half of the Estimate has been spent and when ninety percer�t of the Eatimate has
been spent Xcel Energy aiso agrees to dmely nortify the AAunicipality when the Work is substar�tially
complete.
Upon r�ecsipt of the invoice for the cost balance,the C(ty sha11 haMe the right to requlre that Xcel
Energy provide reasonable cost support documentation,including change orders,for its actuai total
cost of the Work, The Muntcipality shail pay�e balance of cost not subJect to r�sonaWe dispute
wtthln the timeframe set forth in the Minnesota Munlcipal Prompt Payment Act,MMn.Stat 471-425.
Xcel Energy and Muntctpality shall reasonabiy try to resolve arry disputes vWtl�respect to aosts incurred
in pertormance of the Work In good faith. In the event Xcei Energy and Municfpallty ars unable M
resolve any such diaputes,the parties may seek r�lress In a forum with jurlsdlction over q�e dtspute.
Thts Statement of Work is agreed to by Xcel Energy and Muncipality and receipt of the above Down
Payment of S 206,748.81 Is herby acknowledged on behalf of Xcei E�rgy.
�„� x�e�Ene,�y
Northern Stabes Power Company [Municipality]
a AAinnesota corporation("Xcel Energy")
James P.Carlson.pesign Manager
Pdnt Full Name and Tltle Print Full Name and Title(tf applicable)
Signature Signature of Authorized Re
presentaNve
Address: 1518 Chestnut Ave N Address: 7800 Golden Valley Rd
Minneapolis, MN 55403 Goiden Valley, MN 55427
Phone: Phone:
E-mail: james.p.caNson�xcelenergyr.com E-mail:
Xcei Energy Work Order �!
Estimated Constr�c�on $413,497.22 Estimated Removal S
EsNmated Total S 413,497.22
Form 77-7012
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. H. Receipt of February 2017 Financial Reports
Prepared By
Sue Virnig, Finance Director
Summary
The monthly financial report provides a progress report of the following funds:
∼General Fund Operations
∼Conservation/Recycling Fund (Enterprise Fund)
∼Water and Sewer Utility Fund (Enterprise Fund)
∼Brookview Golf Course (Enterprise Fund)
∼Motor Vehicle Licensing (Enterprise Fund)
∼Storm Utility Fund (Enterprise Fund)
∼Equipment Replacement Fund (Capital Projects Fund)
∼Brookview Community Center (Special Revenue Fund)
General Fund Operations: As of February 2017, the City is using $1,048,517 of fund balance to
balance the General Fund Budget.
Attachments
•February 2017 General Fund Financial Reports (2 pages)
•February 2017 Conservation/Recycling Fund (1 page)
•February 2017 Water and Sewer Utility Fund (1 page)
•February 2017 Brookview Golf Course (1 page)
•February 2017 Motor Vehicle Licensing (1 page)
•February 2017 Storm Utility Fund (1 page)
•February 2017 Equipment Replacement Fund (1 page)
•February 2017 Brookview Community Center Fund (1 page)
Recommended Action
Motion to receive and file the February 2017 Financial Reports.
City of Golden Valley
Monthly Budget Report- General Fund Expenditures
February, 2017�unaudited)
- Over %
2017 February YTD (Under) Of Budget
Division Budqet Actual Actual Budget Expend.
00� Council $339,710 15,299 29,064 ($310,646) 8.56%
003 City Manager 816,815 64,479 103,964 (712,851) 12.73%
ooa Transfers Out � 850,000 0 0 (850,000) 0.00% (1)
005 Admin. Services 1,869,145 142,756 207,837 (1,661,308) 11.12%
oos Legal 155,000 6,593 6,593 (148,407) 4.25% (2)
oo� Risk Management 305,000 0 0 (305,000) 0.00%
o�� General Gov't. Bldgs. 583,635 35,307 55,172 (528,463) 9.45%
o�s Planning 362,450 26,960 44,399 (318,051) 12.25%
o�s Inspections 749,310 53,453 92,570 (656,740) 12.35%
022 Police 5,885,265 437,217 729,902 (5,155,363) 12.40%
023 Fire 1,336,825 106,576 190,969 (1,145,856) 14.29%
035 Physic�l Dev Admin 304,310 23,169 39,214 (265,096) 12.89%
036 Engineering 803,380 54,281 77,624 (725,756) 9.66%
03� Streets 1,609,730 98,729 193,548 (1,416,182) 12.02%
oss Park&.Rec. Admin. 719,970 63,266 98,452 (621,518) 13.67%
os� Park Maintenance 1,170,340 70,073 123,120 (1,047,220) 10.52%
oss Recreation Programs 418,845 23,419 40,506 (378,339) 9.67%
TOTAL Expenditures $18,279,730 $1,221,577 $2,032,934 ($16,246,796) 11.12%
(1)This transfer will be made in June, 2017.
(2) Legal services are billed thru January.
City of Goiden Valley
Monthly Budget Report-General Fund Revenues
February 2Q17 (unaudited)
Percentage Of Year Completed 17.00°/a
Over %
2017 February YTD (Under) of Budget
Type Budget Actual Actual Budget Received
Ad Valorem Taxes $14,814,685 0 0 ($14,814,685) 0.00% (1)
Licenses 217,365 29,799 44,409 ($172,956) 20.43%
Permits 840,475 100,532 658,145 ($182,330) 78.31%
Federal Grants 0 0 0 $0
State Aid 268,380 0 22,730 ($245,650) 8.47% (2)
Hennepin County Aid 0 0 0 $0
Charges For Services:
General Government 19,000 7,803 11,017 ($7,983) 57.98%
Public Safety 154,175 12,960 17,421 ($136,754) 11.30%
Public Works 150,800 13,007 13,588 ($137,212) 9.01°/a
Park& Rec 385,350 20,439 39,465 ($345,885) 10.24%
Other Funds 791,500 56,147 110,463 ($681,037) 13.96%
Fines& Forfeitures 300,000 29,730 29,730 ($270,270) 9.91% (3)
Interest On Inve�tments 75,000 0 0 ($75,000) 0.00% (4)
Miscellaneous Revenue 233,000 15,856 32,449 ($200,551) 13.93%
Transfers In 30,000 2,500 5,000 ($25,OOOZ 16.67°/a (5)
TOTAL Revenue $18,279,730 $288,773 $984,417 �$17,295,313) 5.39%
_ ,
Notes:
(1) Payments are received in July, December, and January(delinquencies).
(2) Police Training will be paid in August. Safe and Sober is billed on time spent.
(3) Fines/Forfeitures are thru for January 2017.
(4) Investment income is allocated at year end.
(5)Transfers are monthly.
City of Golden Valley
Monthly Budget Report-Conservation/Recycling Enterprise Fund
February 2017 (unaudited)
Over
2017 February YTD (Under) %
Budget Actual Actual Budget Current
Revenue
Hennepin County Recycling Grant 56,770 0 0 (56,770) 0.00%
Recycling Charges 373,950 33,953 34,q00 (339,950) 9.09% (2)
Miscellaneous Revenues 6,000 0 0 (6,000)
Interest on Investments 4,000 0 0 (4,000) 0.00% (1)
Total Revenue 440,720 33,953 34,000 (406,720) 7.71%
Expenses:
Recycling 466,795 23,604 27,896 (438,899) 5.98% (3)
Total Expenses 466,795 23,604 27,896 (438,899) 5.98%
(1) Interest Earnings are allocated at year-end.
(2)January Services are all booked to Dec 2016 for January(2/3)/February(1/3).
(3) Republic Services are billed thru January.
City of Golden Valley
Monthly Budget Report-Water and Sewer Utility Enterprise Fund
February, 2017(unaudited)
Over
2017 February YTD (Under) %
Budget Actual Actual Budget Current
Revenue
Water Charges 4,432,200 300,712 405,855 (4,026,345) 9.16%
Emergency Water Supply 183,600 15,166 20,523 (163,077) 11.18%
Sewer Charges 3,410,000 288,571 366,511 (3,043,489) 10.75%
Meter Sales 8,000 1,140 1,519 (6,481) 18.99%
MCES Grant Program 0 0 0 Q
Penalties 110,000 855 13,829 (96,171) 12.57%
Charges for Other Services 90,000 9,596 15,162 (74,838j 16.85%
State Water Testing Fee Pass Through 45,500 3,974 4,146 (41,354) 9.11%
Sale of Assets 10,000 29,858 29,858 19,858 298.58%
Franchise Fees 400,000 0 0 (400,000) 0.00%
Certificate of Compliance 75,OQ0 6,350 8,025 (66,975) 10.70%
Interest Earnings 15,000 0 0 (15,000) 0.00%
Total Revenue 8,779,300 656,222 865,428 (7,913,872) 9.86%
Expenses:
Utility Administration 2,279,610 85,614 202,641 (2,076,969) 8.89%
Sewer Maintenance 2,809,045 215,612 367,834 (2,441,211) 13.09%
Water Maintenance 4,772,390 42,637 79,433 (4,692,957) 1.66%
Total Expenses 9,861,045 343,863 649,908 (9,211,137) 6.59%
City of Golden Valley
Monthly Budget Report-Brookview Golf Course Enterprise Fund
February, 2017(unaudited)
Over
2017 February YTD (Under) %
Budget Actual Actual Budget Current
Revenue
Green Fees 852,460 0 0 (852,460) 0.00%
Driving Range Fees 151,955 0 0 (151,955) 0.00%
Par 3 Fees 165,000 0 0 (165,000) 0.00%
Lawn Bowling 45,000 0 150 (44,850) 0.33%
Pro Shop Sales 90,000 60 553 (89,447) 0.61%
Pro Shop Rentals 285,000 112 1,105 (283,895) 0.39%
Concession Sales 415,000 4,396 8,332 (406,668) 2.01%
Other Revenue 80,150 5,173 11,662 (68,488) 14.55%
Interest Earnings 5,000 0 0 (5,000) 0.00% (1)
Less:Credit Card Charges/Sales Tax (46,000) 3,022 3,025 49,025 -6.58%
Total Revenue 2,043,565 12,763 24,827 (2,018,738) 1.21%
Expenses:
Golf Operations 715,020 44,848 79,542 (635,478) 11.12% (2)
Course Maintenance 1,010,280 51,771 81,194 (929,086) 8.04%
Pro Shop 125,220 32 16,616 (108,604) 13.27%
Grill 307,840 5,235 10,083 (297,757) 3.28%
Driving Range 59,695 26 26 (59,669) 0.04%
Par 3 Course 24,995 37 37 (24,958) 0.15%
Lawn Bowling 21,245 0 0 (21,245) 0.00%
Total Expenses 2,264,295 101,949 187,498 (2,076,797) 8.28%
(1) Interest Earnings are allocated at year-end.
(2) pepreciation is allocated at year-end.
City of Golden Valley
Monthly Budget Report-Motor Vehicle Licensing Enterprise Fund
February 2017(unaudited)
Over
2017 February YTD (Under) %
Budget Actual Actual Budget Current
Revenue
Interest Earnings 2,000 0 0 (2,000) 0.00% (1)
Charges for Services 423,165 39,582 77,720 (345,445) 18.37%
Total Revenue 425,165 39,582 77,720 (347,445) 18.28%
Expenses: •
Motor Vehicle Licensing 424,720 32,727 56,113 (368,607) 13.21%
Total Expenses 424,720 32,727 56,113 (368,607) 13.21%
(1) Interest Earnings are allocated at year-end.
City of Golden Valley
Monthly Budget Report-Storm Utility Enterprise Fund
February, 2017(unaudited)
Over
2017 February YTp (Under) %
Budget Actual Actual Budget Current
Revenue
Interest Earnings 50,000 0 0 (50,000) 0.00% (1)
Storm Sewer Charges 2,375,000 191,637 320,217 (2,054,783) 13.48%
Bassett Creek Watershed 0 0 0 0 #DIV/0!
Miscellaneous Receipts 207,775 0 0 (207,775)
State Grant-Other 0 0 0 0
Total Revenue 2,632,775 191,637 320,217 (2,312,558) 12.16%
Expenses:
Storm Utility 3,527,930 50,283 198,221 (3,329,709) 5.62% (2)
Street Cleaning 128,000 9,969 9,986 (118,014) 7.80%
Environmental Control 317,565 15,030 25,145 (292,420) 7.92%
Debt Service Payments 0 0 0 0 0.00% (3)
Total Expenses . 3,973,495 75,282 233,352 (3,740,143) 5.87%
(1) Interest Earnings are allocated at year-end.
(2) Depreciation is aliocated at year-end and.
(3) Debt service payments will be reimbursed by TIF.
2017 Equfpment Replacement Fund(CIP)-Fund 5700
2017 Feb YTD
Budget Total Actual Remaining
Revenues:
Proceeds-Certificate of Indebtedness 800,000 0 0 (800,000)
Sale of Assets 35,000 19,000 19,000 (16,000)
Miscellaneous 0 0 0 0
Interest Earnings(allocated at year end) 28,831 0 0 (28,831)
Total Revenues 863,831 19,000 19,000 (844,831)
Expenditures:
Program# Project Number Project Name
5700 Bond Expenditures 0 0 0 0
5701 V&E-001 Marked Squad Cars(Police) 80,000 30,035 30,035 49,965
(1) 5702 V&E-002 Computers and Printers(Finance) 105,000 671 5,829 99,171
V&E-021 Vibratory Asphalt Roller(street) 45,000 0 0 45,000
V&E-026 Pickup Truck(Park) 40,000 0 0 40,000
5760 V&E-037 Aerial Ladder(Fire) 400,000 42,738 42,738 357,262
V&E-038 Streetscape Banners(Street) 25,000 0 0 25,000
V&E-070 Single Axle Dump Truck(Street) 225,OOQ 0 0 225,000
V&E-073 Sidewalk Snowblower(Street) 110,000 0 0 110,000
V&E-083 Passenger Vehicle(Fire) 40,000 0 0 40,000
V&E-099 Asphalt Hot Box(Street) 45,000 0 0 45,000
V&E-108 Unmarked Police Vehicle(Police) 40,000 0 0 40,000
V&E-120 Field Line Painter 20,000 0 0 20,000
V&E-121 Tasers(Police) 16,000 0 0 16,000
V&E-126 Tack Sprayer(Street) 60,000 0 0 60,000
V&E-128 UtilityTractor(Park) 105,000 0 0 105,000
V&E-130 Rotary Mower(Park) 25,000 0 0 25,000
V&E-135 Body Cameras/Dash Cams/Software(Police) 220,000 0 0 220,000
V&E-150 Asset Management Software 60,000 0 0 60,000
Total Expenditures 1,661,000 73,444 78,602 1,302,398
(1)Computers are replaced every 4-5 years and purchased throughout the year based on available time.
(2)In 2016,a transfer was made to the equipment replacement fund to purchase video dash cams and body cameras together.
City of Golden Valley
Monthly Budget Report-Brookview Community Center Special Revenue Fund
February 2017 (unaudited)
Over
2017 February YTD (Under) %
Budget Actual Actual Budget Current
Revenue '
Brookview CC Rentals 20,000 86 356 (19,644) 1.78%
Backyard Play Area 50,450 0 0 (50,450) Q.00%
Miscellaneous Revenues 25,500 0 0 (25,500) 0.00%
Interest on Investments 4,000 0 0 (4,000) 0.00% (1)
Total Revenue 99,950 86 356 (99,594) 0.36%
Expenses:
General Area Rooms 167,715 2,095 3,535 (164,180) 2.11% (2)
Indoor Play Area 54,875 0 325 (54,550) 0.59% (3)
Banquet Facility 63,360 0 600 (62,760) 0.95% (3)
Total Expenses 285,95Q 2,095 4,460 (281,490) 1.56%
(1) Interest Earnings are allocated at year-end.
(2)Staff Time/Supplies for Community Center Rental
(3)Advertising costs for CVB brochure
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. I. Amend Agreement with Short Elliott Hendrickson, Inc. (SEH) for Construction Services,
Liberty Crossing Flood Mitigation Project #15-16
Prepared By
Jeff Oliver PE, City Engineer
Summary
The City has an existing professional services agreement with SEH for design and construction
services on the Liberty Crossing Flood Mitigation Project. These services include the design of
roadway and public utility portions of the project, and construction observation and staking of
the entire project.
The original agreement assumed that the flood mitigation construction and the developer
installed sanitary sewer and watermain would be under construction concurrently which would
allow the Resident Project Representative to split their time between the two projects during the
summer of 2016. However, the flood mitigation project was delayed on several occasions for
reasons beyond the control of the City or SEH, resulting in the need to extend the project
observation efforts. Delays included the suspension of design work while waiting for execution of
the development agreements; postponement of construction while the developer’s builder
cleared piled soil from the flood mitigation improvement areas; and the manufacturing and
delivery schedule of the below ground flood storage structure.
Based upon the above, SEH has requested an additional $98,600 to complete construction
observation and staking portion of the contract. The amended professional services agreement
would be amended to a not to exceed amount of $272,505.16.
Staff has reviewed the request to amend the existing professional services agreement and find
the request to be reasonable and appropriate. Funds exist within the project budget to cover this
expense. Staff is recommending approval of this amendment.
Attachments
•Letter from SEH, Inc. dated March 7, 2017 (4 pages)
Recommended Action
Motion to authorize an amendment to the professional engineering services agreement with
SEH, Inc., to a not to exceed cost of $272,505.16.
/
���,
SEH
Buitdmg a Better Worlel
for AII of Us"
March 7, 2017 RE: City of Golden Valley, Minnesota
Liberty Crossing Public Improvements
Construction Services
SEH No. 135459 14.00
City No. 15-16
Mr. Jeff Oliver
City Engineer
City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427-4588
Dear Jeff:
Thank you for the opportunity to assist the City of Golden Valley in providing professional engineering
services for the Liberty Crossing apartment and townhome development site. SEH provided construction
services for the public roadway and utility portion of the work and also provided construction services for
the public utility improvements being completed by the developer. This letter is a request for an
amendment to our agreement executed last year due to the delay in the construction start and other
project phasing changes. This letter serves as the supplemental Letter Agreement in accordance with the
Agreement for Professional Services between the City of Golden Valley and SEH.
BACKGROUND
The original construction services proposal had anticipated that the City's flood mitigation project and the
developer's utility installation would happen during the same time frame, thus allowing SEH's inspector to
split his time appropriately during the summer of 2016. However, the first phase of critical flood mitigation
components for the overall neighborhood near the Liberty Crossing development site began in October,
while the Liberty Crossing development including public sewer and water utility work,was able to begin in
August. Since construction inspection services are very calendar and time driven, the timing did not work
out as anticipated. The flood mitigation project is still underway and SEH has been requested to continue
field services as needed until the project is completed.
Understanding
Generally, the proposed improvements being constructed include reconstruction of the public street and
utility components that reside within the existing Rhode Island right of way. A portion of Rhode Island
Avenue and the utilities that reside underneath are being lowered to accommodate storage and
conveyance for the flood mitigation project. The roadway work includes reconstruction of the south and
north portion of Rhode Island Avenue that borders the development site to narrow the road and construct
cul-de-sacs on each end. In addition, MCES force main relocation is part of the project.
SCOPE OF WORK
Construction Staking
We understand that the construction staking will be provided by SEH for the combined project. All survey
coordination for construction staking and observation will be between the RPR and the City.
Engineers � Architects � Planners � Scientists
Short Elliott Hendrickson Inc.,3535 Vadnais Center Drive,St.Paul,MN 55110-5196
SEH is 100%employee-owned � sehinc.com � 651.490.2000 � 800.325.2055 � 888.908.8166 fax
Mr. Jeff Oliver—Liberty Crossing Public Improvements Construction Services
March 7, 2017
Page 2
Resident Project Representative(RPR)
The on-site representative for Resident Project Representative(RPR) is the Engineer's agent at the site
and will act as directed by and under supervision of the Engineer. The RPR shall serve as the liaison
with the contractor, working principally through the contractor's superintendent. They will assist in helping
the contractor understand the intent of the Contract Documents. The field personnel will review the
progress schedule, shop drawings, and required submittals, Schedule of Materials Control and consult
with the Engineer concerning acceptability. The RPR will be responsible for maintaining job site files, for
correspondence, meeting reports,field orders, and supplemental agreements. They will keep a daily
diary or log book. Records pertaining to quantities and applications for payment will be the responsibility
of the RPR. The RPR will also keep information pertaining to record plans and will schedule the survey
crew based on the staking requests from the contractor's representative.
Observation
SEH will provide observation services including attendance of the project kick-off meeting. A budget has
been included for minor technical support if needed for geotechnical and minor issues that may arise.
Time has also been built in to assist with project closeout activities. The majority of other project
administration tasks such as pay requests, change order and routine requests for information are
expected to be completed by the City with assistance by SEH's RPR and/in cooperation with others.
Record Plans
The City will complete the record drawings.
PROJECT TEAM
Sue Mason will be the Project Manager and will be available to answer design related questions and
provide coordination as required between City staff and Barr Engineering. Tim Wegwerth will be available
to review design issues in the field and will attend the weekly project construction meetings as necessary.
Troy Anderson will serve as Resident Project Representative(RPR)and will assist the City with field
representation. Nick Domiano will be the lead Survey Crew Chief assigned.
SCHEDULE
We anticipate the project to begin as early as April 2017.We have assumed construction will finish in July
and require full time inspection.
COMPENSATION
SEH proposes to be compensated for the scope of work proposed in the Agreement on an hourly basis.
Compensation will be based on the hourly cost of personnel plus reimbursable expenses, including
reproductions, mileage, car allowance, and equipment. Additional services required beyond the tasks and
estimated hours as described can be negotiated or provided as extra work on an hourly basis.
The current contract for this project is$173,905.16.We have estimated the services described above to
cost a total of$98,600 for a total of$272,505.16.
The City of Golden Valley will be invoiced for actual labor and reimbursable expenses incurred by SEH to
complete the work. The person/hour task budgets for each phase of the work are attached.
This agreement is an understanding of the project to date. If this document satisfactorily sets forth your
understanding of our agreement, please sign in the space below and return one copy to our office. We
look forward to working with you, your staff, and the community on this project. Thank you for the
opportunity to continue to work with the City of Golden Valley.
Mr. Jeff Oliver—Liberty Crossing Public Improvements Construction Services
March 7, 2017
Page 3
Respectively submitted,
SHORT ELLIOTT HENDRICKSON INC.
����,rl.�t'L-
Susan M. Mason
Principal
tjw
Enclosures
s:\fj\g\goldv\common�proposalsViberty crossing\liberty crossing 2017 consVuction services proposal_final.docx
Approved this day of , 2017
City of Golden Valley, Minnesota
By:
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Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. J. Approve Expenditure for Change Order Request from Adolfson & Peterson Construction -
Brookview Project - Senior Trellis
Prepared By
Rick Birno, Director of Parks and Recreation
Summary
Project change order requests become necessary throughout a project when unforeseen issues
are presented and/or additions are recommended during the construction process. The following
change order request has been submitted:
1.Alternate #4 in the project bid packet was initially rejected to be conservative with the
project contingency fund. As the construction moves from the substructure to above
ground facility construction, the fiscal impact on the contingency fund has been very
minimal. Therefore the project construction team is now recommending we add alternate
#4, the senior trellis, to the south end of the new Brookview.
The change order request and expense has been reviewed by the project architect, construction
management team and staff. Staff is recommending approval of alternate #4 utilizing funds from
the project contingency fund.
Attachments
•Letter of recommendation from Adolfson & Peterson Construction dated March 7, 2017
(2 pages)
Recommended Action
Motion to authorize approval for payment of change order #3 for the Brookview project
Alternate #4 for $44,221.
d � Adotfson
& Peterson
Construction
March 7"',2017
Mr.Rhic Bimo
Director of Parks&Recreation
CRy of Golden Valley
7800 Golden Valby Drlve
Golden Valley,Minnesota 55427
RE: Brookview Community Cer�ter
CAR-014—Altemate#4—Seniors 7rellis
Dear Mr.Birno,
As discussed in our last morrth Owners Meeting,Altemate#4—Saniors TreB�s Is nesring fhe time in which vre nead to authorize
acceptance. The cont(ngency has remained healthy through the subshvcture ocnabvdion and we are happy to reoommend to the Cityr
of Golden Valley the�below for inoorporatlon Irrto a change order for the respective vendors. 'i'he cost shall be taken from the
contingency at�is tfine.
Costs of this impact are ss follows:
Y �' ,
Amerk:an Strut#ural Mekals ` `� — —
$7,600.00 Added Struc�ural Stee!
Red Cedar Erectors 53,5�0.00 Erection of Structural steef
Bell Lumber and Pale Com an $29,383A0 FumSsh and lnstail of wood trellls
Swanson&You dale $3 718.00 Paintin
TOTAL $44 21.00
Altad�ed please flnd the oo�from each vendor previously fssue fo the team,
3hould you have any queattons,please do nat hesitete to oontact me.
Ragards,
Tim AAaher
Senbr Project Manager
Adolfson&Peterson Construc6on
cc: Gbnn Waguespadc-HGA
Jadc Webber—.AP
Zech Johnson—AP
Enc: COR-014—Altemate#4 5eniors Trellis
Adolfsan dc Peteraon Cons#ructton
s�o�w�t z�ra s�reec��n�rne�ous,�r�5�2s
p 957.5�d 15G1 ; t 952.5252333 i www.a-p.com
we exist to buiid a better tomarrow
, ' Adoifson
$c P��1'SpC1 Change Order Request
Construc�ian
BROOKVIEW COINIiIUNITY CNTR p�.pje�� �.�
200 BROOKVIEW pKVlly g�(3pLDEN VALLEY,MN b5428 Tel: Ft1x:
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To: Ridt Bimo From; 7im INaher
CffY OF flOLDEN VALLEY ADOLFSpN 3 pETERgpN,INC.
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HGA ARCH1iECT8 i AppLF$ON 8 PETERSOM,INC. CITY OF GOLDEN VALLEY
ENGIMEERS
ARCHITECT CONTRACTOR OUVNER
420 5TH STREET NORTFl, 8701 W 23RD ST 200 BROOKVIEW PARKWAY
SUITE 100 MINNEAPOLIS,MIY 55t40 GOLpEIy y/�I.LEy,MN 55428
MiNNEAPOUS,MN 55401
Address Adtiress
Addness
� By Tim Mahar By Rick Bimo
SIGNATURE SIt3NATURE SIGNATLfRE
DATE DATE 912J2016 DATE
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
3. K. Authorization to Sign Agreement with Xcel Energy for Isaacson Park Ballfield Electrical
Upgrade
Prepared By
Rick Birno, Director of Park and Recreation
Summary
The City, in cooperation with Golden Valley Little League Baseball Association (GVLL), applied for
and was awarded $100,000 grant from the Hennepin County Youth Sports Program for the
addition of ballfield lights at Isaacson Park ballfield #2. Staff is recommending the needed
electrical upgrade which will be installed by Xcel Energy. The 2017-2021 Capital Improvement
Program (P-014) includes $50,000 for this improvement. The Xcel expense to add the electrical
upgrade is $33,333.34.
Attachments
•Xcel Underground Service Form (2 pages)
Recommended Action
Motion to authorize the City Manager to sign the agreement with Xcel Energy for electrical
upgrades at Isaacson Park for a total expense of $33,333.34.
� XCB'�EI]El7�y'
UNDERGROUND SERVICE FORM
In consideration of Northern Siates Power Company,a Minnesota corporation("Xcel Energy")hereinafter called
"Xcel Energy',extending its facllities to make 277/480 voit, 3 phase, 4 wire
underground service available to(Customer) City of GoldenValley
at(Servi�Address) 7101 Sandburg Rd (City) Golden Valley,MN 55427
the sum of THIRTY TREE THOUSAND THREE HUNORED 7HIRTKTHREE AND�/100 Dollars($ 33,333.34 )
wili be paid to Xcel Energy by(if other ihan above) 0
Address(if other than above) p City/StatelZip 0
In accordance with the following terms:
The customer is requesting that Xcel Energy install new underground three phase primary and new three phase
padmount transformer to provide a new 277/480 volt service to ball field lighting at 7101 Sandburg Rd in Golden Valley.
The arstomer is responsible for the cost of the project minus the revenue justification,cost to the customer is
$33,333.34.
Receipt ot the above amount hereby acknowledged on behaff of Xcel Energy by David Fftch
1. The Cusiomer hereby grants Xcel Er�rgy U�e right,privllege and easement to instali,operate and maintain ks
underground facilities on the properly as described above andior the approximate loc:atton as shown on the
attadted"E�d�tbit A".
2, The Customer also agr�ees that,prior to Xcel Energy starting work,Customer shall ensure that(a)the route of Xcel
Energy's underground installaUon shall be accessible to Xcel Energy's equipmeM;(bj all obstructions shall be
removed from such route at no cost or expense to Xcel Energy;(c)all p�ivately-owned underground facilities such
as sewer,water,sp�inkler systems,invisible fences,or gas,electric or communicaUon lines are marked or exposed;
(d)ground elevation along the route shall not be above or more than four(4)inches below the Bnished grade;and
(e)the area under the transformer pad shall be compacted to at least 2000 Ibs./sq.ft.
3 Ciry of Golden Valley agrees to pay all additional costs incur►eci by Xcel Energy
ecause o a)su ace or su su ace con it ons at impair the installation of underground facilities,such as
rock formations,etc.,and(b)sidewaiks,curbing,black top,paving,sod or other landscaping and
obstructions along the cebte route.Xcet Energy will backfill trench wfth existing soil.Restoration of
construction area on Customer property is the responsibility of the Customer.
4. Xcel Energy is not responsible for any Customer-owned underground fadlities not marked or exposed at the time
service is instafled.
5. The underground installation may be subject to a winter construction charge if construdion occurs between
October 1 and April 15. City of Goiden Valley agrees to pay this charge if
Xcel Energy determines winter conditions,as defined in the Generel Rules and Regulations of Xcel Energy's
ElecMc Rate Book as they exist at the time the underground faGNtfes are installed.Xcel Energy will waive the
winter construclion charge if prior to October 1 st the Customer is ready to accept electrical service,has executed
this form and has notified Xcel Energy in wrffing that the requirements of Paragraph 2 hereof have been
fulBNed.
6. The underground facilities installed by Xcel Energy,shall be the properiy of Xcel Energy and any payments made
by the Customer,or their Customer's contractor,shall not entitle the Customer to any ownership Irrterest or rights
therein.
7. The Customer agrees to pay the cost of insialling or relocating arry portion of said underground facilities from the
Company's designated location,if relocation is made to acxommodate the customer's needs,or necessary because
of Customer alterations to ihe grade,additions to structures,installation of patios,decks or gardens or any other
su�face or subsurface condition that makes maintenance of Xcei Energys facilities impractical.
8. Customer must provide,at minimum,the following dearance around the transformer:front,l0 feet;sfdes and back,
2 feet.EXCEPTION:side facing bullding must have 30"dearance.These clearanc�es must be at the same grade as
the iransformers.If screening is to be used,the area in front of the transformer must be left open or a hinged door,
easily operabfe by one person,must be provided.The area must be accessibie 24 hours a day.
� XcelEner�y
$ 33s33.34 Excess U.G.DistribuUon Lateral $ o.00 Winter Const.Charge
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$ o.00 U.G.Service Laterai S o.00 Replace Overhead Lirte with Underground
(Secondary Service From Utiliry Pole)
S o.00 U.R.D.Install Including UG Service Lateral$ o.00 Temporary Service KVA
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"Customer agrees to pay monthly ResideMial Service Underground rate of the iype of installation indicated by a double
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Form 17-2759
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
4. A. Public Hearing - Ordinance #620 - Amending Section 11.90: Administration regarding the
addition of a Youth Member to the Board of Zoning Appeals
Prepared By
Jason Zimmerman, Planning Manager
Summary
On February 27, the Planning Commission considered an amendment to the Zoning Code to
create a Youth Member position on the Board of Zoning Appeals (BZA). Unlike the positions on
many of the other Commissions, this Youth Member would not be eligible to vote but could
participate in the hearings and discussions of the Board. One resident spoke in opposition to the
amendment, citing the relative uniqueness of the BZA among all of the Commissions, and
indicated she believed that as a non-voting member the position would be more of a figurehead
than a useful contributor.
The Commissioners discussed the distinctions between the regular members of the BZA, the
Planning Commission representative, and the Youth Member, and asked that the potential
Zoning Code language and bylaw changes carefully reflect who could vote and under what
circumstances. One Commissioner recommending basing the Youth Member qualifications on
age rather than grade level. There was discomfort with exposing the Youth Member to the
contentious discussions that sometimes arise during hearings, and a greater interest in having the
Youth Member of the Planning Commission attend BZA meetings as an observer rather than as a
full member. There was support for a mentor program for youth on the Planning Commission.
Because of the above concerns, the Planning Commission voted unanimously (5-0) to oppose the
Zoning Code text amendment.
Attachments
•Memo to Planning Commission dated February 27, 2017 (1 page)
•Unapproved Planning Commission Minutes dated February 27, 2017 (4 pages)
•Underlined/Overstruck Version of Section 11.90: Administration (1 page)
•Ordinance #620 - Amending Section 11.90: Administration regarding the addition of a Youth
Member to the Board of Zoning Appeals (1 page)
Recommended Action
Motion to adopt Ordinance #620 - Amending Section 11.90: Administration regarding the
addition of a Youth Member to the Board of Zoning Appeals.
G1�"�I ��`
.
PhysYcal D+evcloprncnt Dcpartmcnt
753-593-8a9517�3-593-81f1�{fax)
Date: February 27, 2017
To: Golden Valley Planning Commission
From: Emily Goellner, Associate Planner/Grant Writer
Subject: Zoning Code Text Amendment—Adding a Youth Member to the Board of Zoning
Appeals
Summary
In March 2017, the City Council will be considering City Code language to add a youth member to
each Board and Commission to coincide with the dissolution of the Teen Committee. The
proposed amended bylaws and the sections of City Code regarding the Board of Zoning Appeals
are attached.
Recommendation
Staff recommends approval of the amendments to Section 11.90 of the Zoning Code adding
language regarding the appointment of a youth member to the Board of Zoning Appeals.
Attachments
Underlined/Overstruck Version of Section 11.90:Administration (1 page)
Draft Bylaws of the Board of Zoning Appeals (3 pages)
Underlined/Overstruck Version of Section 2.50: Boards and Commissions Generally (1 page)
Regular Meeting of the
Golden Vailey Planning Commission
February 27, 2017
regular meeting of the Planning Co mission was held at the Golden Valley City Hall,
ncil Chambers, 7800 Golden Vall y Road, Golden Valley, Minnesota Monday,
Feb ry 27, 2017. Chair Segelbaum alled the meeting to order at pm.
Those pres were Planning Comm sioners Baker, Blu chka, Segelbaum, and
Waldhauser. A resent were Plan ing Manager J immerman, AssoGiate
Planner/Grant Wri ily Goellner, nd Admini ive Assistant Lisa Wittman.-
Commissioners Blenker Johnso were nt.
1. Approval of Minutes
February 13, 2017, Re r nn Commission Meeting
Waldhauser referred t last sent nce on pag ' and clarified that she thinks a teen
member would be er suited for t Planning Gom ' ian ratt�er than the Board of
Zoning Appeals gelbaum added at he was concern at a teen might not want to
participate i entirety of Plannin Commission meetings.
MOV y Waldhauser, seconded y Baker and motion carried 2 to 2 prove the
Fe ary 13, 2017, minutes with th bove noted amendment. Commissioners Blum and
chka abstained.
2. Informal Public Hear�ng -Zoning Code Text Amendment— Adding a Youth
Member to the Board of Zonin:g Appeals (BZA) —ZO00-110
Applicant: Gity of Goiden Valley
Purpose: To conside;r language regarding the appointment of a youth member
to the Board of Zoning Appeals
Goellner stated that'staff is recommending approval of the proposed amendments to
Section 19.90 0#the Zoning Code regarding appointing a youth member to the Board of
Zoning Appea9s (BZA) as a non-voting member. She noted that proposed amendments
to the Board's bylaws and Section 2.50 of City Code which pertains to all of the City's
boards and commissions will also be considered at the March 21, 2017 City Council
meeting.
Waldhauser asked if the BZA currently has four or five members. Goellner stated that
the BZA currently consists of four regular members and one rotating Planning
Commission representative. Waldhauser asked if the Planning Commission will be
reviewing the proposed language for other boards/commissions. Goellner said no and
explained that Section 2.50 of the City Code pertains to all of the boards and
commissions expect for the BZA which is part of the Zoning Code (Section 11.90) and
therefore has to have a public hearing before the Planning Commission.
Minutes of the Golden Valley Planning Commission
February 27, 2017
Page 2
Segelbaum asked if all of the boards and commissions will be getting a teen member.
Goellner said yes, that is the intention.
Segelbaum opened the public hearing.
Paula Pentel, 941 Angelo Drive, said she has served on the Planning Commission, the
City Council, and a representative on the BZA. She said she has some concerns about
this proposal. She stated that a youth member on the Open Space and Recreation
Commission, the Human Rights Commission, and the Environmental Commission
would be great but when she was on the City Council and interviewed peopl�,for boards
and commissions she was looking for people with some expertise particularly`f�r the
BZA because they are making decisions that are very technical and binding. She said
while she was on the Council they tried to set up a youth committee with timited success
and she doesn't know if a youth member would bring value to the BZA Qr if it,would be
great for the student or the staff. She said she would rather have staff spending their
time on what is happening at the BZA with the applicants and the neighbors, and the
technical issues, not with a member who wouldn't be vo#ing but could be asking
questions. She reiterated that she just doesn't see the value in having a youth member
on the BZA like she does for the other boards and commissions.
Segelbaum asked Pentel why she thinks a youth rnember would be more appropriate
for other boards and commissions versus the BZA. Pentel said the youth member may
not understand setbacks and variances and other things fike hardships and unique
circumstances. She stated that BZA members are homeowners or are in the industry in
some way and they just understand vari�nces more than others would. She reiterated
that having a youth member on other baa:rds and commissions would be wonderful, just
not on the BZA who deal with a particular piece of property rather than long term goals
or initiatives like other boards or commissions.
Blum asked Pentel if she would change her mind if the age range was expanded, or if a
person's knowledge could be demonstrated. Pentel said a person should be appointed
if they are 18 or older and #I�ey would be more useful as a seated member rather than a
figurehead. She added that she thinks it would be good for a youth member to observe,
but not to be appointed as a member.
Seeing and hearing no one else wishing to comment, Segelbaum closed the public
hearing.
Kluchka referred to the fifth sentence in Section 11.90, Subd. A(1) and suggested it be
changed to read "All of the votinq members of the Planning Commission are alternates
to the Board of Zoning Appeals." He referred to the seventh sentence in that same
subdivision and suggested it be changed to read "At least one votinq member of the
Planning Commission shall be present at each meeting of the Board of Zoning
Appeals." He referred to Article III in the bylaws of the BZA and suggested the third
sentence be changed to read "A votinq Planning Commissioner shall be the 5t" regular
member."
Minutes of the Golden Valley Planning Commission
February 27, 2017
Page 3
Segelbaum said there are reference terms that are not consistent. For example, the
words member, regular member, and non-voting member. He proposed the language
be changed to state that the BZA includes six members total. Four regular members,
one youth non-voting member, and one Planning Commission member. He suggested
that the language also specify who is eligible for the different offices and various other
elements.
Waldhauser said she appreciates Pentel's point of view and history with all of the
boards and commissions. She said she shares her concerns about having a youth
member on the BZA because that board needs people who have an investment and
stake in the community which a youth member might have, but there may be a fleeting
commitment. She said she also thinks homeowners need quick d�cisions about their
variance proposals so they can move on and the BZA is not there to provide a broad
community building service, their role is more narrowly defined.
Baker asked if the BZA is the only appointed board that is not advisory.,Zimmerman
said yes. Baker said his biggest concern is that the BZA i� a decision making board and
he doesn't feel comfortable having a youth member as a part ofi th�t dynamic.
Segelbaum asked Baker if he would feel more comfortable if the youth member didn't sit
at the dais with the rest of the board. Baker said he thinks that would be better, but then
they are not participating in the same way and it jus#doesn't"feel right to have a youth
member on the BZA. He added that he would be willing to consider having a teen
member on the Planning Commission, but he thinks it would be great to have a teen
member on other commissions like the Enviro:nmental Commission or the Open Space
and Recreation Commission.
Blum suggested offering an internship opportunity for youth with staff instead.
Zimmerman stated that the City does have an internship program for college students
and graduate students and they typically cover Planning Commission and BZA
meetings. Goellner add�d that teens are also employed in the Park and Recreation
Department.
Kluchka said he likes it when youth and teens give input and feedback, but sometimes
background information isn't articulated during discussions and a lot of time might be
spent going backwards in trying to bring someone up to speed. He stated that as much
as he values youth input he thinks in a formal environment like the BZA, it would upset
the apple carf to bring in a person who is underage and may not have any background
to pres�t�t to the conversation, and to be in front of people when they don't know what
they are talking about could be problematic. He added that BZA meetings can be
contentious and it might get uncomfortable for a youth member so he would be opposed
to having a youth member on the BZA, but incrementally less opposed to having a
youth member on the Planning Commission. He referred to the BZA bylaws and
proposed that instead of saying that a youth member shall be en�olled in grades 9
through 12, it should state that nobody under age 13 will be considered so there is no
confusion.
Minutes of the Golden Valley Planning Commission
February 27, 2017
Page 4
Segelbaum said he understands the goal is to get youth involved but his view is that a
youth member would be ok if they are in a designated observer position and if questions
could be asked ahead of ineetings, after meetings, or discussed with staff. Kluchka
questioned the value of having a designated observer. He said he is concerned about
the staff time involved in training someone every year or more because he doesn't
expect a youth member to participate consistently. He reiterated that he doesn't think
there is a role for a teen member on the BZA and questioned what problem is trying to
be solved by this proposal.
Waldhauser said she doesn't have a problem with teens being involved �nd having the
experience for their resumes, but it won't be helpful if they don't make a contribution so
she wouldn't be interested in having a designated observer who h�s no way to
contribute or participate.
Kluchka suggested having board and commission members bE men#ors to � group of
youth members instead. That way the youth members could get background information
from the various commissioners and rotate through other boards and commissions in
order to provide a better civic engagement opportunity. Segelbaum asked Kluchka if he
thinks the BZA should be included. Kluchka said no, but h� would `fike to bring someone
he is mentoring to his assigned BZA meeting with him.
Segelbaum questioned if there might be a way to designate interested teens as a junior
commissioner or something other tha:n a member. He said he also likes the idea of
having a mentorship or a designated observer that doesn't take a lot of staff time.
MOVED by Baker, seconde� by Kluchka and motion carried unanimously to
recommend disapproval of the amendments to Section 11.90 of the Zoning Code
adding language regarding the appointment of a youth member to the Board of Zoning
Appeals.
--Short Recess--
Discussion - Heigh and Average Grade
Zimm an stat�d that sta is looking for some clarity �ig the regulations for height
and aver rade. He ex ined that the four t ' e would like to discuss include:
using averag ade to se he base for m ng the height of homes; the need for
flexibility in the c nt limi of a one- crease in average grade from an old house to
a new hous�; poten ion eight limits for flat roofed homes; and relocating the
language regarding ave ade regulations from the definition section of the Zoning
Code to the individual 'stricts.
Zimmerman r red to icture o ouse plan and explained that the "base" of a
structure' ight is dete ined by tak a measurement along the street side of a
struc at three points f elevation (two ers and one midpoint) where the grade
s the structure. He dded that more poin f elevation (five) are used if the property
a corner lot.
11.90
Section 11.90: Administration
Subdivision 4. Board of Zoning Appeals
There is hereby created a Board of Zoning Appeals which shall be organized,
operated and have certain powers, as follows:
A. Organization.
1. The Board of Zoning Appeals shall consist of�e-F�-} six 6 members. All
members of the Board of Zoning Appeals shall serve a one-(1) year term.
During the month of April the City Council shall appoint four (4) e€�e
votina members and one (� non-voting youth member ���-�re-(��
""������� ��^����� A Planning Commissioner,
, sha I I be �l��i-�5�'� a
voting member of the Board of Zoning Appeals. All of the votin4 members
of the Planning Commission are alternates to the Board of Zoning
Appeals. In the absence of any votin4 member of the Board of Zoning
Appeals, any votina member of the Planning Commission may serve as an
alternate. At least one (1) votina member of the Planning Commission
shall be present at each meeting of the Board of Zoning Appeals. The
Board of Zoning Appeals shall meet at least once a month if there are any
petitions pending for action.
2. The Board of Zoning Appeals shall keep a written record of all of its
proceedings, including minutes of its meetings, its findings and the action
taken on each matter heard by it including its Final Order. The Board of
Appeals shall adopt such further rules for the conduct of its proceedings
as it shall deem necessary, including rules governing the exact date of its
meetings, the date by which petitions must be filed to appear on the
agenda of any particular meeting, provisions for the conduct of the
meeting including the matter of giving of oaths to witnesses at the
hearings, the manner in which evidence might be presented at the
hearings and provisions for the filing of written briefs by the petitioner or
other interested parties.
Golden Valley City Code Page 1 of 1
ORDINANCE NO. 620, 2ND SERIES
AN ORDINANCE AMENDING THE CITY CODE
Amending Section 11.90: Administration,
Adding a Youth Member to the Board of Zoning Appeals
The City Council for the City of Golden Valley hereby ordains as follows:
Section 1. City Code Section 11.90, Subdivision 4. Board of Zoning Appeals is
amended to read as follows:
Subdivision 4(A)(1) Organization
1. The Board of Zoning Appeals shall consist of six (6) members. All members of
the Board of Zoning Appeals shall serve a one (1) year term. During the month of
April the City Council shall appoint four (4) voting members and one (1) non-
voting youth member. A Planning Commissioner shall be a voting member of the
Board of Zoning Appeals. All of the voting members of the Planning Commission
are alternates to the Board of Zoning Appeals. In the absence of any voting
member of the Board of Zoning Appeals, any voting member of the Planning
Commission may serve as an alternate. At least one (1) voting member of the
Planning Commission shall be present at each meeting of the Board of Zoning
Appeals. The Board of Zoning Appeals shall meet at least once a month if there
are any petitions pending for action.
Section 2. City Code Chapter 1 entitled “General Provisions and Definitions
Applicable to the Entire City Code Including Penalty for Violation” and Section 11.99
entitled “Violation a Misdemeanor” are hereby adopted in their entirety, by reference, as
though repeated verbatim herein.
Section 3. This Ordinance shall take effect from and after its passage and
publication as required by law.
Adopted by the City Council this 21st day of March, 2017.
/s/Shepard M. Harris
Shepard M. Harris, Mayor
ATTEST:
/s/Kristine A. Luedke
Kristine A. Luedke, City Clerk
Published in the New Hope-Golden Valley Sun Post on March 30, 2017.
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
6. A. Second Consideration - Amendment of City Code regarding the Addition of Youth Member to
Boards and Commissions
Prepared By
Sue Virnig, Finance Director
Summary
As discussed at the Council/Manager meeting on January 10, 2017, Council gave direction to staff
to discontinue the Teen Committee and add one voting youth member to the Open Space and
Recreation Commission, Environmental Commission, Human Services Fund and one non-voting
youth member to the Planning Commission and Board of Zoning Appeals (BZA). The first
consideration was held on March 7, 2017.
The following changes need to be made in order to add youth members:
•Section 2.50: Boards and Commissions needs to add “voting” membership for a quorum.
•Section 2.51: Planning Commission will add one youth member with a term of one (1) year.
•Section 2.52: Open Space and Recreation will add one youth member with a term of one (1)
year.
•Section 2.53: Human Rights Commission already had two youth members serving but will
state the term of one (1) year.
•Section 2.56: Environmental Commission will add one youth member with a term of one (1)
year.
•Section 2.57: Human Services Fund is new in its entirety. This Fund was set up through
resolution and not added to City Code. Language is taken from the mission and guidelines of
the Human Services Fund. One youth member has been added with a term of one (1) year.
The BZA is outlined in City Code Chapter 11 and requires a public hearing be conducted prior to any
amendments. This public hearing precedes this second consideration.
The remaining Boards and Commissions By-laws will be considered on March 21 to include the
addition of the youth member and definition. The youth member term is one (1) year and may be
renewed at the time of all annual appointments by Council.
Attachments
•City Code Section 2.50: Boards and Commission Generally underlined/overscore version (1 page)
•City Code Section 2.51: Planning Commission underlined/overscore version (1 page)
•City Code Section 2.52: Open Space and Recreation Commission underlined/overscore version
(1 page)
•City Code Section 2.53: Human Rights Commission underlined/overscore version (1 page)
•City Code Section 2.56: Environmental Commission underlined/overscore version (1 page)
•City Code Section 2.57: Human Services Fund underlined/overscore version (1 page)
•By-laws of the Planning Commission underlined/overscore version (5 pages)
•By-laws of the Open Space and Recreation Commission underlined/overscore version (3 pages)
•By-laws of the Human Rights Commission underlined/overscore version (6 pages)
•By-laws of the Environmental Commission underlined/overscore version (3 pages)
•By-laws of the Human Services Fund underlined/overscore version (3 pages)
•By-laws of the Board of Zoning Appeals (3 pages)
•Ordinance #619, Amending the City Code by the Addition of Youth Member to Boards and
Commissions and New Section 2.57: Human Service Fund (2 pages)
•Summary of Ordinance #619 for Publication (1 page)
•Youth Commission Member Involvement Attachment (2 pages)
Recommended Action
Motion to adopt second consideration, Ordinance #619, amending the City Code regarding the
addition of youth member to boards and commissions and Section 2.57: Human Service Fund.
Motion to approve Summary of Ordinance #619 for Publication.
Motion to approve the following amended by-laws: Planning Commission, Open Space and
Recreation Commission, Human Rights Commission, Environmental Commission, Human Services
Fund, and Board of Zoning Appeals.
§ 2.50
Golden Valley City Code Page 1 of 1
Section 2.50: Boards and Commissions
Generally
Except as otherwise provided in a specific Section, all Boards and Commissions
created by the City Code shall be for the limited purpose of advising the Council
with respect to a City function or activity or to research and evaluate issues
identified by the Council. As such, Boards and Commissions shall function in an
advisory capacity only.
Subdivision 1. Appointments
The terms of all Board and Commission members shall be fixed and determined at
the time of appointment. The Council shall appoint the members of all Boards and
Commissions and may fill vacancies for unexpired terms. Members of Boards and
Commissions shall serve until their successors are appointed. Appointments shall be
made by the Council at its last meeting in April, effective May 1, except for
appointments to the Absentee Ballot Counting Board, which will be appointed as
needed from the roster of election judges approved by the City Council.
Subdivision 2. Staff Support
The City Manager shall appoint a staff liaison to attend all meetings of Boards and
Commissions and record the meetings.
Subdivision 3. Attendance and Rules
Each Board and Commission shall establish by-laws, which must be reviewed and
approved by the Council every three years. The Council has final authority
regarding all by-laws. Boards and Commissions shall follow Roberts Rules of Order
unless alternative procedures are established in the approved by-laws or in the City
Code. A quorum shall be a simple majority of the voting membership and all
recommendations shall require a quorum. No member shall serve as chair more
than two years in a three-year period, except that service for less than a full year
shall not be applied to this limit. If a member is unable to attend a meeting, that
member should contact the staff liaison, who will inform the chair if a quorum
cannot be attained and the meeting will be cancelled. The Council may establish an
attendance policy for members to remain in good standing.
Subdivision 4. Annual Report
Each Board and Commission shall present a written annual report outlining its
activities over the past year and proposed activities for the upcoming year.
§2.51
Section 2.51: Planning Commission
Subdivision 1. Establishment and Composition
A Planning Commission is hereby established, composed of seven (7) eight (8)
members, seven (7) who shall serve three-year staggered terms and one (1) youth,
who shall serve a one (1) year term.
Subdivision 2. Duties and Responsibilities
It is the duty of the Planning Commission to advise and make recommendations to
the Council in all matters relating to planning and growth of the City. Specifically it
shall:
A.Develop and make recommendations to maintain and update the
Comprehensive Plan of the City;
B.Develop and make recommendations to maintain and update the land use
regulations needed to implement the Comprehensive Plan;
C.Develop and make recommendations for policies on other matters relating to
the social, economic and physical environment; and,
D.Advise and recommend such other functions or procedures as may be
assigned to them by the City Code or the Council.
Golden Valley City Code Page 1 of 1
§ 2.52
Golden Valley City Code Page 1 of 1
Section 2.52: Open Space and Recreation
Commission
Subdivision 1. Establishment and Composition
An Open Space and Recreation Commission is hereby established, composed of
nine (9) ten (10) members, nine (9) who shall serve three-year staggered terms
and one (1) youth, who shall serve a one (1) year term.
Subdivision 2. Duties and Responsibilities
It is the duty of the Commission to advise and recommend to the Council as to
recreational programs and parks and open space in the Community. Specifically it
shall:
A.Develop and make recommendations to maintain and update the portion of
the Comprehensive Plan relating to open space needs, parks and recreation
programs, and trail systems;
B.Develop and periodically review policies and plans for parks, recreation
programs, use of open space, and trail systems;
C.Periodically update an assessment of current programs regarding open
space, parks and recreation, and trail systems;
D.Periodically update an assessment of future needs regarding parks and
recreation, open space, and trail systems;
E.Advise the Council on cooperative agreements policies with other public and
private agencies, groups or individuals relative to recreational programs and
facilities; and,
F.Advise Council on budget and capital outlay needs for parks and recreation,
Brookview Golf Course, and park improvement fund.
§ 2.53
Golden Valley City Code Page 1 of 1
Section 2.53: Human Rights Commission
Subdivision 1. Establishment and Composition
A Human Rights Commission is hereby established, composed of nine (9) members,
seven (7) who shall serve three-year staggered terms and two (2) voting youth,
who shall serve a one (1) year term. The Council shall seek to have said
appointments reflect the ethnic, cultural, religious and other diversity of the City.
Subdivision 2. Policy
It is the policy of the City to encourage the establishment and development of equal
opportunity and fair treatment of all individuals living, working, or traveling in and
through the City without regard to race, color, creed, religion, national origin,
gender, marital status, familial status, disability, status with regard to public
assistance, sexual orientation, age or any other classification subsequently
identified by the State of Minnesota.
Subdivision 3. Duties and Responsibilities
It is the duty of the Commission to advise and recommend to the Council as to
matters of Human Rights issues by serving as an advisory board in accordance with
its by-laws.
§ 2.56
Golden Valley City Code Page 1 of 1
Section 2.56: Environmental Commission
Subdivision 1. Establishment and Composition
An Environmental Commission is hereby established, composed of seven (7) eight
(8) members, seven (7) who shall serve three-year staggered terms and one (1)
youth, who shall serve a one (1) year term.
Subdivision 2. Duties and Responsibilities
It is the duty of the Environmental Commission to advise and make
recommendations to the Council in matters relating to and affecting the
environment. Specifically, it shall:
A.Develop and make recommendations to educate the public on environmental
regulations, policies, practices and tools;
B.Develop and make recommendations as an advisory review body for
amendments to or revisions of the city’s Surface Water Management Plan
and provide advice as requested by the Council on other city programs and
initiatives;
C.Review and make recommendations regarding the city’s existing
environmental ordinances, policies and guidelines;
D.Develop and make recommendations on management practices for the city’s
nature areas, public and private ponding areas, and other such city-owned
properties as directed by the City Council;
E.Identify and advise the City Council on activities initiated by other public and
quasi-public agencies regarding environmental issues and participate as
directed by the Council; and
F.Advise and recommend such other functions or procedures as may be
assigned to them by the City Code or the Council.
§ 2.57
Golden Valley City Code Page 1 of 1
Section 2.57: Human Services Fund
Subdivision 1. Establishment and Composition
A Human Service Fund is hereby established, composed of thirteen (13) members,
seven (7) citizens-at-large and five (5) community who shall serve three-year
staggered terms or business members and one youth, who shall serve a one (1)
year term.
Subdivision 2. Duties and Responsibilities
It is the duty of the Human Services Fund to study human service needs in the
community and recommend action to the Council as to matters of regarding funding
of those needs. Specifically it shall
A.Identify the community’s needs for human services.
B.Develop guidelines to evaluate funding requests and allocate funds to human
service organizations that meet the identified needs of the community.
C.Determine funds needed and strategies to provide funding through charitable
gambling proceeds, fundraisers, or community events.
D.Encourage and enlist participation from the greater Golden Valley
community.
BY-LAWS OF THE PLANNING COMMISSION
OF THE CITY OF GOLDEN VALLEY
ANNUAL MEETING
Section 1. The annual meeting of the City Planning Commission shall be the first
regular meeting in May of each year.
REGULAR MEETING
Section 2. Regular meetings of the Commission shall be held at 7 pm on the second
and fourth Monday of each month. A majority of the votin membership of the
Commission shall constitute a quorum. A City staff representative to the
Planning Commission shall serve as Recording Secretary.
SPECIAL MEETING
Section 3. Special meetings may be called by the Chair whenever he/she deems the
same expedient or whenever three votin members request the same in writing.
Section 4. The members may adjourn from time to time, absentees being notified. If no
quorum is present on the day fixed for a regular, continued or special meeting,
the members present may adjourn until a quorum is obtained, or may adjourn
said meeting without a definite day fixed.
Section 5. Chair or staff shall give personal notice to each commissioner, at least forty-
eight hours previous to any special meeting, of the time, place, and purpose of
the meeting.
Section 6. No business shall be transacted at any special meeting other than that named
in the call thereof, except by consent of two-thirds of the e�#�e votin
membership of the Commission, or by unanimous consent if fewer than finro-
thirds, but at least a quorum are present. If such consent is obtained, any
measure adopted by a vote of a quorum shall have the same effect as if
adopted at a regular meeting.
MEMBERSHIP
Section 7. The Planninq Commission shall consist of seven reqular members who shall
serve three-vear stag_qered terms and one non-votinq vouth member who shall
live or attend school within Golden Vallev and be enrolled in grade nine throuqh
twelve. The youth member shall serve a one year term.
ATTENDANCE
Section �8. Staff will maintain a record of those Commission members present and those
absent for each Planning Commission meeting. Each Planning Commission
member is responsible to notify the Planning Staff in the event that he or she
will not be able to attend a regularly scheduled meeting.
Attendance is required at all meetings. Absence from three (3� consecutive
meetings or 25 percent of the regularly scheduled meetings in any one year
shall constitute grounds for automatic review of a member's appointment by the
Council. It shall be the Chairperson's responsibility to contact the Commission
member involved and report circumstances for the absences to the City
Council.
CONDUCT OF BUSINESS
Section �9. Meetings shall be called to order by the Chair, or in his/her absence, by the
Vice Chair. In the absence of both, the Secretary shall call the meetirrg to order.
In the absence of all officers, the senior member present will call the meeting to
order.
Section �10. The minutes of previous meetings shall be submitted for approval and any
errors noted and corrections made, after which, the regular order of business
shall be taken up.
The further order of business, unless otherwise ordered by the Commission,
shall be as follows, and may be shown on the agenda of each regular meeting:
1. Action Items
2. Planning Items
3. Administrative Items
4. Other Business
5. Adjournment
Section �-A11. All motions and resolutions offered and/or adopted by the Commission shall be
recorded in writing. If it is desired that more than the substance thereof be
entered in the minutes, the Chair shall so direct the Recording Secretary, who
will incorporate the additional details with the minutes of the meeting.
At the request of any Commissioner, the vote of each sCommissioner shall be
taken and entered on the record on any question before the Commission.
ELECTION OF OFFICERS
Section �-12. At the annual meeting in May of each year, the Commission shall elect a Chair,
Vice Chair, Secretary, and such other offices as it may deem necessary; but in
case of failure to elect at the time specified, the election shall take place at a
subsequent meeting without delay. The Chair, Vice Chair, and Secretary shall
hold their respective officers until the next annual meeting after their election,
and until their successors are elected and qualified. Commissioners shall not
serve as sChair or�Vice sChair for more than two consecutive; one year terms.
DUTIES OF THE CHAIR
Section �13. The Chair or designee shall preside at all meetings of the Commission and may
present to the Commission such matters as in his/her judgment require
attention.
When the Commission has not established rules of parliamentary practice, the
Chair shall be guided by Roberts' Rules of Order Revised.
The Chair shall review the Commissioners' attendance records every six
months in both February and August.
The Chair shall exercise a general supervision over the business, papers, and
property of the Commission and shall act as the Commission's Executive
Officer.
The Chair or his/her designated representative � mav present to the Council
a�l� Planning Commission recommendations. The Chair shall perform all
other duties as the Commission may prescribe.
The Chair may appoint ad hoc committees unless the Commission shall
otherwise direct, and shall be an additional member ex officio of all committees.
The Chair shall appoint a Planning Commission member to chair each ad hoc
committee.
The Chair is a voting member of the Commission.
DUTIES OF THE VICE CHAIR
Section �314. The Vice Chair shall act for the Chair when the Chair is absent or disabled. All
duties of the Chair's office or as a member of any committee shall temporarily
devolve upon the Vice Chair.
Vice Chair shall perForm all other duties the Commission may prescribe.
DUTIES OF THE COMMISSION SECRETARY AND RECORDING SECRETARY
Section �415. The Commission Secretary shall sign the minutes and perform all other duties
the Commission may prescribe.
In the absence of the Chair and Vice Chair, the Commission Secretary shall call
the meeting to order.
A member of the Planning staff shall attend all meetings and act as Recording
Secretary to the Commission, and shall, in addition, perform all other duties
usually pertaining to this office. He/She shall keep a true and complete record
of all proceedings of the Commission, and have charge of the all books,
documents and papers which properly belong to this office.
REPRESENTATIVE TO THE BOARD OF ZONING APPEALS (BZA)
Section �516. Any votin member of the Planning Commission may serve as the
representative to the Board of Zoning Appeals. A Planning Commissioner,—
shall be
the #�## sixth member of the �Board of Zoning Appeals. All of the votin
members of the Planning Commission are alternates to the Board. In the
absence of any votin member of the Board, any votin member of the
Planning Commission may serve as an alternate. At least one votinq member
of the Planning Commission shall be present at each meeting of the Board of
Zoning Appeals.
AD HOC COMMITTEES
Section �17.
, �
All ad hoc committees shall consist of at least three members, except as
otherwise ordered by the Commission.
Three members of any committee shall constitute a quorum of such committee.
If a quorum is not present at a meeting, the members present may prepare
reports and submit them to the Planning Commission on behalf of the
committee, in which case the report shall name the committee members who
prepared it.
Nothing in the foregoing shall be construed as waiving the rights of the
Commission at any time to increase or curtail the duties of any committee
and/or to direct or control its actions.
AMENDMENTS
Section �18. The above rules and regulations, or any portion thereof, may be suspended by
a majority of the votin members of the Commission at any regular meeting, or
may be amended or repealed by a two-thirds vote of the entire Commission at
any regular meeting subsequent to the meeting when the same is proposed.
MOTION WITH DUTIES OF PLANNING COMMISSION
The ordinance establishing the Planning Commission has several charges and general
duties giving direction to the Commission. The City Council, by motion, approves the
following list of duties which amplifies and/or gives more specific direction to the Planning
Commission.
The Planning Commission shall:
A. Review and make recommendations on specific development proposals made by
private developers and public agencies.
B. Review and make recommendations on proposed rezonings, subdivision plans,
amendments to the zoning text, platting regulations and variances and similar
items having to do with administration and regulatory measures.
C. Conduct special studies dealing with items such as renewal, civic design,
maintenance of a suitable living and working environment, economic conditions,
etc. These studies may be conducted at the initiative of the Planning Commission
and/or specific direction from the City Council.
D. Review major public capital improvement plans against the policy and goals stated
in the Comprehensive Plan for the area.
E. Advise and make recommendations relative to housing, new development, and
redevelopment projects proposed by the HRA prior to the final commitment of
such projects by the HRA. This charge shall also relate to such responsibilities as:
1. Make recommendations to the City Council and/or HRA on the use of Federal
and State Funds received for housing and community development.
2. Make recommendations to the City Council on the City's participation in other
Federal, State, Metropolitan Council, County and Multi-City Housing and
Community Development programs.
F. Advise and make recommendations in matters relating to and affecting the
environment such as:
1. Taking into account environmental concerns and the impact on the
environment of any Planning Commission recommended action.
2. To cooperate with and coordinate environmental proposals and programs with
other City groups and Federal, State, Metro, County and other municipal
groups.
3. To make such reviews of land reclamation, filling, excavation and grading
applications as are required by City ordinance or referred to the Commission
by the Council; provided that no review or recommendation shall remove or
limit the right of a property owner in accordance with City ordinances and the
statutes and constitution of the State of Minnesota.
Amended A�f+�A�� March 2017
BY-LAWS OF THE OPEN SPACE AND RECREATION
COMMISSION
CITY OF GOLDEN VALLEY
Article I: Mission Statement
The mission of the Open Space and Recreation Commission shall be to advise and
recommend to the Council as to recreational programs, parks, and open space in the
community. Specifically, the Commission shall:
A. Develop and make recommendations to maintain and update the portion of the
Comprehensive Plan relating to open space needs, parks and recreation
programs, and trail systems;
B. Develop and periodically review policies and plans for parks, recreation programs,
use of open space, and trail systems;
C. Periodically update an assessment of current programs regarding open space,
parks and recreation, and trail systems;
D. Periodically update an assessment of future needs regarding parks and
recreation, open space, and trail systems;
E. Advise the Council on cooperative agreements, policies with other public and
private agencies, groups or individuals relative to recreational programs and
facilities; and,
F. Advise Council on budget and capital outlay needs for parks and recreation,
Brookview Golf Course, and park improvement fund.
Article II: Membership, Meetings and Attendance
A. Membership
1. The Open Space and Recreation Commission membership shall consist of
nine (9� regular members who shall serve three-year staggered terms and
one (1) votinq youth member, who shall live or attend school within Golden
Valley and enrolled in school grades nine�9) throuqh twelve (1�. The
youth member shall serve a one (1) vear term. Emphasis in appointments
will be based on knowledge of open space and recreation issues and their
relationships to the quality of life in the City.
B. Meetinqs
1. The Commission will hold monthly meetings on the fourth Monday of the
month at 7:00 p.m.
2. A quorum consisting of a simple majority of the membership is necessary to
transact the business of the Commission.
3. The Commission may hold special meetings to complete or initiate
business at the call of the chairperson or at the request of three members.
4. Each member shall be given at least 48 hours notice of a special meeting
regarding the time, place, and purpose of the meeting.
5. All meetings will be open to the public.
C. Attendance
1. Attendance is expected at all meetings. Absences in one year should not
exceed three consecutive meetings or more than 25% of the total meetings
for the year. Absence from 25% per year or more of regular or special
meetings shall be cause for recommendation for removaf from the
Commission. Members are responsible for notifying the staff liaison or
chairperson if they cannot attend a meeting. If a quorum cannot be
attained, the meeting will be cancelled.
Article III: Appointment, Terms and Vacancies
A. Appointments
The Council shall appoint members to the Commission effective May 1 St of each
year. Terms shall begin at the first meeting in May of each year.
B. Terms
Members will serve three-year staggered terms.
C. Vacancies
If a vacancy occurs before the end of the term, interim appointments may be
made by the Council.
Article IV: Officers, Elections, and Duties
A. Officers
The Open Space and Recreation Commission will have two officers:
Chair and Vice-Chair.
B. Election of Officers
The Commission shall elect officers at its first meeting after May 1 St of each year.
Terms of office shall be for a maximum of two years and shall rotate. The Chair
and Vice-Chair shall not serve consecutive terms.
C. Duties of Officers
1. The Commission Chairperson will:
• Work with staff liaison to develop meeting agendas.
• Conduct and preside over monthly meetings in a productive, timely
manner.
2
• Monitor and ensure the progress of the Commission.
• Report to the City Council.
• Assure that the Commission conducts its activities within its mission
and by-laws.
2. The Commission Vice Chairperson will:
• Preside over any meeting in the Chairperson's absence.
Article V: Amendments and Revisions
The Commission will review these by-laws annually at a meeting with a majority of
members present, and members will present recommendations for changes and
amendments. These by-laws can be altered or amended at any regular Commission
meeting, provided that notice of the proposed changes and amendments is mailed to
each member at least ten business days before the meeting. The Council shall approve
any changes to these by-laws.
Adopted by the OSRC—March 23,2015
3
CITY OF GOLDEN VALLEY, MINNESOTA
HUMAN RIGHTS COMMISSION BY-LAWS
Approved by the City Council on March 5, 2013
Article I: The Commission
Name of Commission. The name of the Commission shall be the "Golden
Valley Human Rights Commission", which is referred to herein as the
"Commission".
Mission, Vision, Values and Goals Statements.
Mission
Help promote and nourish a safe, respectful and welcoming community.
Vision
The Commission adheres to the vision set forth by the City.
Values
The Commission adheres to the values set forth by the City.
Goals
• Help build community by creating opportunities for dialogue in the
community through promotion and facilitation of human rights issues in
collaboration with existing groups.
• Seek opportunities for sponsoring and promoting educational
opportunities for the community to participate (speakers, seminars,
forums, etc.) and direct persons to resources on human rights.
• Advise the City Council on human rights issues by serving the Council
as an advisory board.
Article II: Membership
A. Composition. The Commission shall be an advisory commission to the City
Council, composed of seven (7) regular members and two (2) youth voting
members. All commissioners shall be appointed as set forth in this section.
B. Regular Members. Regular members of the Commission, at least one of
whom shall be an attorney, shall be appointed by the City Council for three-year
staggering terms. Regular members of the Commission shall be qualified voters
and residents of the City. A vacancy shall be deemed to exist if a member
ceases to meet the residency requirements.
C. Youth Members. Two (2) voting youth members, who shall live or attend
school within Golden Valley and enrolled in school qrades nine (9� throuqh
twelve (12), shall be appointed by the City Council. Each member shall serve a
�e�-e# one (1) year term.
D. Appointments. The terms of all Commission members shall be fixed and
determined at the time of appointment. The City Council shall appoint the
members of the Commission and may fill vacancies for unexpired terms. Regular
members of the Commission shall serve until December 31 of the year in which
their term expires or until their successors are appointed
Article III: Organization
A. Officers. The officers of the Commission shall be Chair and Vice-Chair,
elected from the members of the Commission.
Chair. The Chair's position rotates annually and serves for one year. The
Chair may not serve consecutive terms as Chair. The responsibilities of
the Chair are:
a. preside at all meetings of the Commission in a productive and
time efficient manner;
b. ensure that the Commission conducts its activities within the
stated mission and by-laws of the Commission;
c. appoint Commissioners to subcommittees;
d. monitor and ensure the progress and completion of the
Commission's work plan; and
e. report to City CounciL
Vice-Chair. The Vice-Chair rotates annually and serves for one year. The
Vice-Chair may not serve consecutive terms as Vice-Chair. The
responsibilities of the Vice-Chair are:
a. perform the duties of the Chair in the absence or incapacity of
the Chair; and
b. in the event of resignation or death of the Chair, the Vice-Chair
shall perform such duties as imposed on the Chair until the
original term of the Chair has expired.
B. Staff Liaison. A staff liaison to the Commission shall be appointed by the City
Manager. The staff liaison's responsibilities are:
a. facilitate or assist in the meetings;
b. keeping of the Commission's meeting agendas and minutes in
accordance with the City's record keeping procedures and
Minnesota Statutes;
c. recording the attendance of Commission members;
d. keeping the City Manager informed of the Commission's
business; and
e. assisting the Commission in considering their financial needs
and if deemed necessary, request appropriate funding from the
City Council through the annual budget process.
C. Delegation of Duties. Officers may delegate duties of their position to other
Commissioners as deemed appropriate by the Commission.
D. Subcommittees. Subcommittees shall not consist of a majority or more of
currently appointed Commission members.
Article IV: Election of Officers
A. Elections and Terms of Office. The Chair and Vice-Chair shall be efected
from the Commission membership by its members at its regular Annual Meeting.
Terms of office shall be for one year and shall rotate. The Chair and Vice-Chair
shall not serve consecutive terms.
B. Vacancies. 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.
Article IV: Meetings
A. Open Meetings. All meetings of the commission shall be conducted in
accordance with the Minnesota Open Meeting Law. This means all business and
discussion occurs at a meeting which has been posted and is open to the public.
A quorum of the members should not discuss Commission business by email,
forms of social media, telephone or informal meetings.
B. Annual Meeting. The Annual Meeting of the Commission shall be a regular
meeting, typically the first meeting after new Commissioners are appointed, at
which time elections will be held and the following year's work plan will be
discussed.
C. Regular Meetings. The regular meetings of the Commission shall be held on
the fourth Tuesday of the month at City Hall at 6:30 p.m. 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.
D. Special Meetings. Special meetings 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 (3) 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.
E. Quorum and Voting. 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 inembers 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.
F. Subcommittee 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.
G. Meeting Cancellation. Commission meetings may be cancelled by the staff
liaison if there are no items on the agenda for discussion.
Article V: Agendas and Minutes
A. Agenda Preparation. 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 individual Commission members or 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.
B. 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 inembers present at the meeting. No items shall be added to the agenda
unless deemed as urgent by the staff liaison. Prior to adjournment, members
present may communicate items recommended for inclusion on future agendas.
C. Record of Proceedings. All minutes and resolutions shall be in writing and
shall be kept in accordance with Gity procedures, Minnesota Statute and Rules
regarding preservation of public records and the Minnesota Data Privacy Act.
Article VI: Attendance and Performance of Duties
A. Attendance. Regular attendance at meetings is a requirement for continued
membership. Commission members are expected to attend regular and special
commission meetings and assigned subcommittee meetings. Commission
attendance shall be in accordance with the adopted Guidelines for Advisory
Commissions, Committees, Boards and Councils and as amended.
B. Reporting. The City Council will be informed if a Commissioner does not
meet attendance guidelines. Commissioners not meeting attendance guidelines
may be removed from the Commission by the City Council.
C. 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. The
Commission may ask the City Council to review a Commissioner's appointment
based upon its assessment of significant non-performance of duties.
D. Orientation. Each Commissioner shall be provided an orientation in
accordance with the adopted Guidelines for Advisory Commissions, Committees,
Boards and Councils and as amended.
Article VII: Commission Activities
A. Annual 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.
B. Subcommittees. The Commission may create subcommittees to plan and
direct activities related to topics of interest to the Commission and to oversee
work plan activities.
• Subcommittees will be chaired by Commissioners appointed by the
Chair.
• Subcommittees 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
representatives from the broader community to the subcommittee,
provided that the subcommittee at no time consists of a majority or
more of currently appointed Commission members.
• The subcommittee chair shall report back to the Commission about its
activities as an agenda item at regular Commission meetings.
C. Annual Report to City Council. The Commission shall submit an annual
report to the City Council summarizing the past year's activities. The report may
highlight information the Commission feels 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 with the current year work plan
in the first quarter of the calendar year or as soon thereafter as
possible.
• After being approved by the Commission, the annual report and any
addenda shall be provided to the staff liaison for inclusion on a
Council agenda.
Article VIII: By-Laws and Rules
A. Amendments. Proposed amendments to these By-Laws may be forwarded to
the City Council for approval by a majority of all voting members of the
Commission. Commission members must be given one month's advance notice
regarding proposed amendments prior to formal Commission action.
Amendments to these procedures can only be considered at a regular meeting
of the Commission.
B. City Council Approval. These by-laws are subject to the City Council's
approval and must comply with the Golden Valley City Code.
BYLAWS OF THE ENVIRONMENTAL COMMISSION
CITY OF GOLDEN VALLEY
Article I: Mission Statement
The Environmental Commission has been established to advise and make
recommendations to the City Council in matters relating to and affecting the
environment. Specifically, the Commission shall:
1. Develop and make recommendations to educate the public on environmental
regulations, policies, practices and tools;
2. Develop and make recommendations as an advisory review body for
amendments to or revisions of the city's Surface Water Management Plan and
provide advice as requested by the Council on other city programs and
initiatives;
3. Review and make recommendations regarding the city's existing environmental
ordinances, policies and guidelines;
4. Develop and make recommendations on management practices for the city's
nature areas, public and private ponding areas, and other such city-owned
properties as directed by the City Council;
5. Participate, as directed by the City Council, in local activities initiated by other
public and quasi-public agencies regarding environmental issues;
6. Advise and recommend such other functions or procedures as may be assigned
to them by the City Code or the Council.
Article II: Membership, Meetings, Attendance and Annual Report
1. Membership
a. The Environmental Commission membership shall consist of seven (7)
regular members who shall serve three-year staggered terms and one (1)
votinq youth member, who shall live or attend school within Golden Vallev
and enrolled in school qrades nine (9) through twelve (12). The youth
member shall serve a one (1) year term. Emphasis in appointments will be
based on knowledge of environmental issues and their relationships to the
natural environment and quality of life in the City.
2. Meetinqs
a. The Commission will hold monthly meetings on the fourth Monday of the
month at 6:30 p.m.
b. A quorum consisting of a majority of the appointed membership is
necessary to transact the business of the Commission.
c. The Commission may hold special meetings to complete or initiate
business at the call of the chairperson or at the request of three members.
d. Each member shall be notified at least 48 hours notice of a special
meeting regarding the time, place and purpose of the meeting.
e. All meetings will be open to the public.
3. Attendance
Attendance is required at all meetings. Absences in one year should not exceed
three consecutive meetings or more than 25 percent of the total meetings for the
year. A standardized letter of warning will be sent from the respective chair to
any member after two missed meetings. If a member exceeds the allowable
number of absences, the Mayor will send a standardized letter, stating that the
member must step down because of the importance of regular attendance. If
the Commission feels there are extenuating circumstances in a case of a
member who has not met the attendance requirements, the Commission may
send a letter to the Council explaining the situation and requesting an exception.
If a member is unable to attend a meeting, that member should contact the staff
liaison, who will inform the chair if a quorum cannot be attained and the meeting
will be cancelled.
4. Annual Report
On March 1 of each year, the Commission shall provide the City Council with a
written annual report outlining its activities over the past year and its proposed
activities for the upcoming year.
Article III: Appointment, Terms and Vacancies
1. Appointments
The Council shall make appointments to the Commission at its last meeting in
April, effective May 1. The members shall begin their term at the Commission's
first meeting in May.
2. Terms
Members will serve three-year staggered terms.
3. Vacancies
If a vacancy occurs before the end of the term, interim appointments may be
made by the Council.
2
Article IV: Officers, Elections and Duties
1. Officers
The Environmental Commission will have two officers: a chairperson and a vice
chairperson. Terms of office shall be for a maximum of two years and shall
rotate. The Chair and Vice-Chair shall not serve consecutive terms.
2. Election of Officers
The Commission will elect officers at the May meeting each year. Officers will
serve until the next election.
3. Duties of Officers
The Commission Chairperson will:
➢ Work with staff liaison to develop meeting agendas.
➢ Conduct and preside over monthly meetings in a productive, timely manner.
➢ Monitor and ensure the progress of the Commission.
➢ Report to the City Council.
➢ Assure that the Commission conducts its activities within its mission and
bylaws.
The Commission Vice Chairperson wilL•
A Preside over any meeting in the Chairperson's absence.
Article V: Amendments and Revisions
The Commission will review these bylaws every three years, at the March meeting.
Members will present recommendations for changes and amendments. These bylaws
can be altered or amended at any regular monthly Commission meeting, provided that
notice of the proposed changes and amendments is mailed to each member at least
ten business days before the meeting. The Council must review and approve any
changes to, and has final authority regarding, these bylaws.
Revised by the Env. Comm. 06/27/05;
Adopted by the Env. Comm. 07/24/00;
Adopted by the City Council 09/05/00.
Revised by the Env. Comm. 03/23/15
Revised by the Env. Comm. 11/23/15
3
BY-LAWS OF THE HUMAN SERVICES FUND
CITY OF GOLDEN VALLEY
ADOPTED BY THE CITY COUNCIL —September 2011, June 16, 2015
Article I: Mission Statement
The Human Services Fund exists to study human service needs in the
community and recommend action to the City Council regarding funding those
needs. With these goals in mind, the Fund Board will:
1. Identify the community's needs for human services.
2. Develop guidelines to evaluate funding requests and allocate funds to
human service organizations that meet the identified needs of the
community.
3. Determine funds needed and strategies to provide funding through
charitable gambling proceeds, fundraisers, or community events.
4. Encourage and enlist participation from the greater Golden Valley
community.
Article II: Membership, Meetings and Attendance
1. Membership
A. The Human Services Fund membership shall consist of the following:
1. Seven (7) citizens-at-large
2. Five (5) business or community organization members
3. One (1) votinq vouth member who shall live or attend school with
Golden Vallev and enrolled in school qrades nine (9) throuqh
twelve (12).
Emphasis in appointments will be based on knowledge of human service
needs in the community through participation in community organizations,
experience and knowledge of fundraising, and evidence of personal
commitment to the delivery of human service needs.
B. Persons involved with agencies or groups that anticipate soliciting funds
from the GVHSF should not seek appointment.
2. Meetings
1. The GVHSF will hold monthly meetings on the second Monday of the
month or as needed.
2. A quorum consists of a majority of the current membership and is
necessary to transact the business of the GVHSF.
3. The GVHSF inay hold special meetings to complete or initiate business at
the call of the chairperson or at the request of three members.
4. Each member shall be notified at least 48 hours in advance of a special
meeting regarding the time, place, and purpose of the meeting.
5. All meetings will be open to the public.
3. Attendance
Attendance is required at all meetings. Absence from three meetings per
calendar year may result in removal from the GVHSF. Members are
responsible for notifying the staff liaison or chair if they cannot attend a
me�ting.
Article III: Appointment, Terms and Vacancies
1. Appointments
Appointments shall be for terms extending through May 1 and the Council will
appoint the appropriate members.
2. Terms
1. Regular Members will serve three year staggered terms, except for the
Council Member who will be appointed annually. Terms extend until May 1
or when a successor is appointed and confirmed.
2. Youth member will serve a one year term.
3. Vacancies
If a vacancy occurs before the end of the term, interim appointments will be
made by the Council.
Article IV: Officers, Elections, and Duties
1. Officers
The Human Services Fund will have two officers: a chairperson and vice
chairperson. City staff shall serve as secretary.
2. Election of Officers
The GVHSF will elect officers at the May meeting each year. Officers will
serve until the next election. Terms of office shall be for a maximum of two
years and shall rotate. The Chair and Vice-Chair shall not serve consecutive
terms.
3. Duties of Officers
The GVHSF chairperson will:
• develop meeting agendas and give final agenda to staff liaison member ten
business days before each meeting
• conduct and preside over monthly meetings in a productive, timely manner
• monitor and ensure the progress of the GVHSF
• report to the City Council
• assure that the GVHSF conducts its activities within its mission and by-laws.
The GVHSF Vice Chairperson will:
• preside over any meeting in the Chairperson's absence
Article V: Reporting
1. Annual Allocation Report
The GVHSF shall recommend allocations for the upcoming year to the City
Council for approval by Al�e� December.
2. Fundraising Report
The GVHSF shall recommend all fundraising events for approval by the City
Council.
3. By-Laws
Any changes to the GVHSF's by-laws will be approved by the City Council.
4. Special Reports
The GVHSF can make special reports to the Council to consider emergency
requests or adjustments because of revenue shortfalls, but it must justify the
need outside the parameters of the annual allocation report.
Article VII: Amendments and Revisions
The GVHSF will review these by-laws annually at the June meeting with a
majority of inembers present, and members will present recommendations for
changes and amendments. These by-laws can be altered or amended at any
regular quarterly GVHSF meeting, provided that notice of the proposed changes
and amendments is mailed to each member at least ten business days before
the meeting.
By-laws of the Board of Zoning Appeals
City of Golden Valley
Article I.
These By-laws of the City of Golden Valley, Board of Zoning Appeals and adopted by
same, shall govern the conduct of its proceedings as provided for in Section 11.90,
Subd. 4. "Board of Zoning Appeals" of the City Code, attached hereto as Appendix I.
Article �N II. Membership
1. The Board of Zoning Appeals shall consist of six members. All members of the
Board of Zoninq Appeals shall serve a one-year term. During the month of April
the City council shall appoint four votinq members and one non-votinq youth
member. A Planning Commissioner shall be a votinq member of the Board of
Zoning Appeals. All of the votinq members of the Planninq Commission are
alternates to the Board of Zoninq Appeals. In the absence of any voting member
of the Board of Zoning Appeals, any votinq member of the Planninq commission
may serve as an alternate.
2. The youth member shall live or attend school within Golden Valley and be
enrolled in grade 9 throuqh 12.
Article �I III. Officers and Staffing
1. The Chair�e�er� shall be elected by April of each year from and by the voting
members of the Board of Zoning Appeals.
2. No person may serve as s#�a+�pe�� Chair for more than �two consecutive years, in
a �three year period.
3. The Plannina Commission Representative on �er�be�e#the Board of Zoning
Appeals cannot c��� serve as
Chair.
4. The B+�es�e�-e#-Planning Manager of the City of Golden Valley or
his/her designee shall serve as staff liaison to the Board.
5. The staff liaison shall conduct and maintain all official correspondence, subject to
these rules, at the direction of the Board, including all notices required by these rules
of procedure and Section 11.90 of the City Code; minutes of the Board's
proceedings; and files on petitions for each case which comes before the Board.
Article-�1� IV. Meetings
1. A monthly agenda shall be prepared and mailed to each of the members of the
Board. Completed petitions must be received at least 15 working days prior to the
day of the meeting for which a hearing is scheduled.
By-laws of the Golden Valley Board of Zoning Appeals Page 2
2. A regular monthly meeting of the Board of Zoning Appeals for the hearing of cases
shall be held on the 4th Tuesday of each month at 7 pm unless no cases are
pending.
3. Special meetings may be called by the Chair�e�se�whenever he/she deems the
same expedient, or whenever three votin members request
the same in writing. Each member and affected petitioner or property owner shall be
notified at least�five days previous to any�special �meeting, of the time, place,
and purpose of the same.
4. A majority of the votin membership of the Board shall constitute a quorum. In case
there shall be no quorum present on the day fixed for a regular or special meeting,
the members must adjourn the meeting. In order to obtain a quorum, #�e a ��
Planning Commission representative must be present.
Article �V. Conduct of Business
1. The meetings shall be called to order by the Chair�e�se� or in his/her absence, the
Vice Chair. In the event that both are absent, the staff
liaison shall call the meeting to order for the business of electing a Chair�e�se� Pro
Tem.
2. Record shall be made of those Board members present and those absent.
3. The minutes of the previous meeting shall be submitted for approval and any errors
noted or corrections made shall be recorded, after which, the regular order of
business shall be taken up, provided that the reading of the minutes may be
dispensed with and the same approved if there are no objections.
4. The further order of business, unless otherwise ordered by the Board, shall be as
follows, and shall be shown on the agenda of each regular meeting.
a. Hearing of petitions or business carried from a previous meeting
b. Hearing of new petitions
c. Communications
d. Other business
e. Adjournment
5. The staff liaison shall prepare a written report and recommendation on each petition
submitted to the Board, which shall become a part of the official record.
6. In conducting official business the Board shall:
a. Hear and decide appeals only on matters provided for in Section 11.90 Subd.
4.B of the City Code and M.S.A. 462.359 (4).
b. Hear and decide appeals only where the petition meets the specific
requirements of Section 11.90 Subd. 4.C, "Procedure" of the City Code and
only where notices as required by the Section have been provided by the City.
By-laws of the Golden Valley Board of Zoning Appeals Page 3
7. All petitions and evidence received by the Board shall be reviewed and considered,
and within a reasonable time the �Board shall make its written orders deciding the
particular matter.
8. Where there is a question of procedure not specifically covered by these By-laws or
City Ordinances, the Chair�e�se� shall be guided by Robert's Rules of Order.
Article VI. Records
1. All records of the Board shall be a public record.
2. The petition form referred to in the By-laws and Section 11.90 of the City Code shall
be that officially adopted by the �Board of Zoning Appeals.
. ,
�e�s�a�y-
5. A-#+le-e�-aAll materials (including surveys and petitions) and decisions relating to
each case shall be filed in the Inspections n�^��*m�^�, �^ �"� ��'^'r�cc f�'�c Division.
Article VII. Amendment Procedure
1. Suspension of the Rules. The rules of procedure may be suspended by a majority of
the votin members of the Board at any regular meeting.
2. Repeal or Amendment of the Rules. These rules may be amended or repealed at
any regular or special meeting subsequent to the meeting when the same is
proposed, by a �3 two-thirds vote of the er�e votinq membership of the Board.
Updated — March 2017
ORDINANCE NO. 619, 2ND SERIES
AN ORDINANCE AMENDING THE CITY CODE BY
ADDITION OF YOUTH MEMBER TO BOARDS AND COMMISSIONS
AND NEW SECTION 2.57: HUMAN SERVICES FUND
Amendment Chapter 2, Section 2.50: Boards and Commissions Generally, 2.51: Planning
Commission, 2.52: Open Space and Recreation Commission, 2.53: Human Rights
Commission, 2.56: Environmental Commission and addition of new Section 2.57: Human
Services Fund
The City Council for the City of Golden Valley hereby ordains as follows:
Section 1. City Code Section 2.50 Subdivision 3 is hereby amended to read as follows:
Subdivision 3. Attendance and Rules
Each Board and Commission shall establish by-laws, which must be reviewed and approved
by the Council every three years. The Council has final authority regarding all by-laws.
Boards and Commissions shall follow Roberts Rules of Order unless alternative procedures
are established in the approved by-laws or in the City Code. A quorum shall be a simple
majority of the voting membership and all recommendations shall require a quorum. No
member shall serve as chair more than two years in a three-year period, except that service
for less than a full year shall not be applied to this limit. If a member is unable to attend a
meeting, that member should contact the staff liaison, who will inform the chair if a quorum
cannot be attained and the meeting will be cancelled. The Council may establish an
attendance policy for members to remain in good standing.
Section 2. City Code Section 2.51 Subdivision 1 is hereby amended to read as follows:
Subdivision 1. Establishment and Composition
A Planning Commission is hereby established, composed of eight (8) members, seven (7)
who shall serve three-year staggered terms and one (1) youth, who shall serve a one (1) year
term.
Section 3. City Code Section 2.52 Subdivision 1 is hereby amended to read as follows:
Subdivision 1. Establishment and Composition
An Open Space and Recreation Commission is hereby established, composed of ten (10)
members, nine (9) who shall serve three-year staggered terms and one (1) youth, who shall
serve a one (1) year term.
Section 4. City Code Section 2.53 Subdivision 1 is hereby amended to read as follows:
Subdivision 1. Establishment and Composition
A Human Rights Commission is hereby established, composed of nine (9) members, seven
(7) who shall serve three-year staggered terms and two (2) voting youth, who shall serve a
one (1) year term. The Council shall seek to have said appointments reflect the ethnic,
cultural, religious and other diversity of the City.
Section 5. City Code Section 2.56 Subdivision 1 is hereby amended is hereby
amended and restated in its entirely as follows:
Ordinance No. 619 -2-March 21, 2017
Subdivision 1. Establishment and Composition
An Environmental Commission is hereby established, composed of eight (8) members, seven
(7) who shall serve three-year staggered terms and one (1) youth, who shall serve a one (1)
year term.
Section 6. City Code Chapter 2 is hereby amended by adding a new Section 2.57
entitled “Human Service Fund” to read as follows:
Section 2.57: Human Services Fund
Subdivision 1. Establishment and Composition
A Human Service Fund is hereby established, composed of thirteen (13) members, seven (7)
citizens-at-large and five (5) community who shall serve three-year staggered terms or
business members and one youth, who shall serve a one (1) year term.
Subdivision 2. Duties and Responsibilities
It is the duty of the Human Services Fund to study human service needs in the community
and recommend action to the Council as to matters of regarding funding of those needs.
Specifically it shall
A. Identify the community’s needs for human services.
B. Develop guidelines to evaluate funding requests and allocate funds to human service
organizations that meet the identified needs of the community.
C. Determine funds needed and strategies to provide funding through charitable gambling
proceeds, fundraisers, or community events.
D. Encourage and enlist participation from the greater Golden Valley community.
Section 7. City Code Chapter 1 entitled “General Provisions and Definitions Applicable
to the Entire City Code Including Penalty for Violation” and Section 2.99 entitled “Violation a
Misdemeanor” are hereby adopted in their entirety, by reference, as though repeated
verbatim herein.
Section 8. This Ordinance shall take effect from and after its passage and publication
as required by law.
Adopted by the City Council this 21
st day of March, 2017.
/s/Shepard M Harris
Shepard M Harris, Mayor
ATTEST:
/s/Kristine A Luedke
Kristine A. Luedke, City Clerk
SUMMARY OF
ORDINANCE NO. 620, 2
ND SERIES
AN ORDINANCE AMENDING THE CITY CODE BY
ADDITION OF YOUTH MEMBER TO BOARDS AND COMMISSIONS
AND NEW SECTION 2.57: HUMAN SERVICES FUND
Amendment Chapter 2, Section 2.50: Boards and Commissions Generally,
2.51: Planning Commission, 2.52: Open Space and Recreation Commission,
2.53: Human Rights Commission, 2.56: Environmental Commission and addition
of new Section 2.57: Human Services Fund
This is a summary of the provisions of the above Ordinance which has been approved
for publication by the City Council.
This Ordinance amends Section 2.50: Boards and Commissions Generally to add voting
to the membership for a quorum. It amends Sections 2.51: Planning Commission, 2.52:
Open Space and Recreation Commission, 2.53: Human Rights Commission, 2.56:
Environmental Commission to allow for the addition of a youth member which is defined
as a member who shall live or attend school within Golden Valley and be enrolled in
school grades nine through 12 and the addition of Section 2.57 Human Service Funds.
A copy of the full text of this ordinance is available from the City Clerk’s Office.
Adopted by the City Council this 21
st day of March, 2017.
/s/Shepard M. Harris
Shepard M. Harris, Mayor
ATTEST:
/s/Kristine A. Luedke
Kristine A. Luedke, City Clerk
Published in the New Hope-Golden Valley Sun Post on March 30, 2017.
Attachment
Golden Valley City Council Meeting
March 21, 2017
Item
6. A. Youth Commission Member Involvement
Prepared By
Rick Birno, Parks & Recreation Director
Summary
Youth representatives will be appointed to the following Commissions to provide representation
and a voice for youth. Through this involvement, they will help guide elected officials and staff on
the governance of Golden Valley.
Open Space & Recreation Commission One Member
Environmental Commission One Member
Human Services Fund One Member
Human Rights Commission Two Members
Planning Commission One Member (non-voting)
Board of Zoning and Appeals One Member (non-voting)
Appointment Process
•Youth representatives must be in grades 9 – 12 and live or attend school in Golden Valley.
•Youth Commission members serve one-year terms. A second year term may be appointed
by Council if meets requirements.
•Youth representation would apply and be interviewed by City Council. The appointment
process would follow the same procedure as all Boards and Commissions.
•Youth Commission members, once appointed by the City Council, would be contacted by
staff liaison with appropriate new member information and be assigned an adult mentor
currently serving on the appointed commission.
Recruitment, Marketing and Additional Opportunities
•Staff will develop a new marketing/informational tool outlining Commission opportunities
and their mission and goals.
•Staff will implement an annual marketing plan to involve community youth. It will include
contacting all local public and private schools (the volunteer office, student government
groups, American history and political science teachers, and more) and using all
appropriate social media options, the City newsletter, Parks & Recreation catalog, CCX
segments, notices in the local newspaper, information displayed on electronic signage,
and direct information for youth staff working for the City seasonally.
•Youth representative will be invited annually to join the Commission Chair for the annual
report presentation with the City Council.
•Staff will continue to explore new educational/involvement opportunities for youth
participants appointed on City Commissions.
Executive Summary For Action
Golden Valley City Council Meeting
March 21, 2017
Agenda Item
6. B. METRO Blue Line Extension Update
Prepared By
Jason Zimmerman, Planning Manager
Summary
The METRO Blue Line Extension is continuing to move forward and has reached an important
milestone with the Federal Transit Administration (FTA), which in January allowed the line to
enter the engineering phase of the project. 60% design plans are currently being reviewed by
individual cities and the project is on track to complete all design by the end of 2017.
If local funding can be secured, the project will apply for the Full Funding Grant Agreement with
the Federal government in the fall of this year. Construction could commence in 2018. Some
early construction is being considered, including the reconstruction of the Theodore Wirth
Parkway Bridge in the fall of 2017.
Refinements to the design of the two Golden Valley stations have continued throughout the early
part of the year and images were shared with the public at an open house held prior to the City
Council meeting.
On March 13, the Project Office hosted a meeting with residents along Kewanee Way in order to
discuss the proposed noise walls, among other topics. Staff will be receiving a summary of the
meeting and will forward it to the City Council.
The original two year terms for City representation on the Community Advisory Committee (CAC)
and Business Advisory Committee (BAC) have expired and the Project Office is looking for
reappointments or new appointments. Both of the current BAC representatives have expressed
interest in continuing for another term. Both of the current CAC representatives have indicated
they are not interested in serving again. Staff suggests the City Council use the same approach to
fill these spots as was done originally – look to those who served on the Bottineau LRT Planning
2
Advisory Committee for potential replacements as their level of knowledge about the project is
relatively higher than that of the general public and the learning curve would be flatter. If the
Council is in agreement, staff will reach out to this group to gauge interest.
An FTA grant secured by Hennepin County as part of their Community Works program is helping
fund exploration of possible trail connections near the Golden Valley Road station, including
initial work on the Bassett Creek Regional Trail and a connection across Glenview Terrace Park
and property belonging to St. Margaret Mary church.
Recommended Action
Motion to receive and file METRO Blue Line Extension Update.
AGENDA
Regular Meeting of the
City Council
Golden Valley City Hall
7800 Golden Valley Road
Council Chamber
April 4, 2017
6:30 pm
1.CALL TO ORDER PAGES
A.Pledge of Allegiance
B.Roll Call
2.ADDITIONS AND CORRECTIONS TO AGENDA
3.CONSENT AGENDA
Approval of Consent Agenda - All items listed under this heading are considered to be
routine by the City Council and will be enacted by one motion. There will be no discussion
of these items unless a Council Member so requests in which event the item will be
removed from the general order of business and considered in its normal sequence on
the agenda.
A.Approval of Minutes - City Council Meeting March 21, 2017
B.Approval of City Check Register
C.Licenses:
1.
D.Minutes:
1.
E.Bids and Quotes
1.
F.Board/Commission Appointments
G.Authorization to Sign HVAC System Contract
4.PUBLIC HEARINGS
A.
5.OLD BUSINESS
6.NEW BUSINESS
A.Announcement of Meetings
1. Future Draft Agendas: Council/Manager April 13, 2017, City Council April 20 and
May 2, 2017
B.Mayor and Council Communications
7.ADJOURNMENT
A G E N D A
Council/Manager Meeting
Golden Valley City Hall
7800 Golden Valley Road
Council Conference Room
Thursday, April 13, 2017
6:30 pm or immediately following the HRA Meeting
Security Training immediately following C/M Meeting (½ hour)
Pages
1. Comprehensive Plan Updates - Housing (15 minutes)
2. Positive Performance (20 minutes)
3. Public Art Policy (20 minutes)
4. Crisis Communications Plan Consultant (15 minutes)
5 Campus Security (30 minutes)
Council/Manager 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/Manager meetings and listen to the discussion; public
participation is allowed by invitation of the City Council.
AGENDA
Regular Meeting of the
City Council
Golden Valley City Hall
7800 Golden Valley Road
Council Chamber
April 20, 2017
6:30 pm
1.CALL TO ORDER PAGES
A.Pledge of Allegiance
B.Roll Call
2.ADDITIONS AND CORRECTIONS TO AGENDA
3.CONSENT AGENDA
Approval of Consent Agenda - All items listed under this heading are considered to be
routine by the City Council and will be enacted by one motion. There will be no discussion
of these items unless a Council Member so requests in which event the item will be
removed from the general order of business and considered in its normal sequence on
the agenda.
A.Approval of Minutes - City Council Meeting April 4, 2017
B.Approval of City Check Register
C.Licenses:
1.
D.Minutes:
1.
E.Bids and Quotes
1.
F.Approve Employee Handbook Changes
4.PUBLIC HEARINGS
A.
5.OLD BUSINESS
6.NEW BUSINESS
A.Announcement of Meetings
1. Future Draft Agendas: City Council May 2, 2017, Council/Manager May 9, 2017
and City Council May 16, 2017
B.Mayor and Council Communications
7.ADJOURNMENT