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10-17-17 CC Agenda packet (entire)AGENDA Regular Meeting of the City Council Golden Valley City Hall 7800 Golden Valley Road Council Chamber October 17, 2017 Immediately following the HRA meeting 1.CALL TO ORDER PAGES A.Pledge of Allegiance B.Roll Call C.Presentation of Grant from Paul’s Pal 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 City Check Register 2 B.Minutes: 1. Human Services Fund - September 11, 2017 3 C.Receipt of September Financial Reports 4-16 D.Approve Emergency Infrastructure Repairs on Winnetka Avenue North 17 E.Authorize Agreement for Professional Design Services for Plymouth Avenue North Pavement Rehabilitation 18-27 F.Approval of One-Year Extension of Zoning Code Variance for 3235 Kyle Avenue North 28-33 G.Approval of Board/Commission Application Process and Amended Guidelines for Advisory Boards and Commissions 34-44 4.PUBLIC HEARINGS 5.OLD BUSINESS 6.NEW BUSINESS A.Approve Emergency Repairs to Winnetka Avenue North Storm Sewer 45 B.Approve Extended Alcohol Service Hours for 2018 National Football Super Bowl 17-67 46-47 C.Review of Council Calendar D.Mayor and Council Communications 7.ADJOURNMENT Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 3. A. 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. Golden Valley Human Services Fund (GVHSF) Meeting Minutes September 11, 2017 Present:Denise La Mere-Anderson, Aaron Black, Hilmer Erickson, Kathryn Frommer, Peder Hanson, Katie Hart, Andrea Mac Arthur, Sarah Meyerring and Brian Erickson, Staff Liaison Absent:Elissa Heilicher, Alan Ingber, Stephanie Devitt Call to Order: Hanson called the meeting to order at 6:50 p.m. Agenda Changes or Additions:No changes or additions to the agenda. August 14 Minutes:Erickson moved and Hart seconded the motion to approve the minutes from August 14. The motion passed unanimously. GVHSF Strategic Planning Session:La Mere-Anderson explained the strategic planning session. With some discussion, and knowing what needs to be covered it future meetings, it was decided to postpone the strategic planning session until January 2018. Applications for Funding:Erickson distributed copies of the funding applications to the members. Twelve agencies submitted applications. La Mere-Anderson shared that PRISM submitted 2 applications, noting that one was a Capital request. After some examination, it was decided to ask PRISM, New Hope YMCA, Crisis Nursery, TreeHouse and Senior Community Services to present at the next meeting. Mac Arthur explained the rubric scoring sheet, for the applications, and how the process will be administered. 2018 Sponsorship Planning:La Mere-Anderson brought up the idea of forming a subcommittee to develop a plan to solicit businesses for sponsorship. Hanson, Black, Mac Arthur and Erickson agreed to be a part of that committee. Ideas will be presented at the next meeting. Other Business Run the Valley:The date for Run the Valley is set for Saturday, April 21. Anderson Race Management has been hired for race timing. It was proposed to change the fees for the run and walk, but members decided to keep the fees the same as 2017. It was agreed to have an option, at registration, for people to donate to the fund. Golf Tournament:It was decided that the Golden Valley Golf and Lawn Bowl Classic would be moved to the fall, but a date has not been selected. Erickson was going to communicate with Brookview Golf Staff about a day to hold the event and report back to the fund in October. Adjournment:La Mere-Anderson moved to adjourn the meeting, Mac Arthur seconded the motion. The meeting was adjourned at 7:54 pm Respectfully submitted, Denise La Mere-Anderson, GVHSF Chair Brian Erickson, Staff Liaison Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 3. C. Receipt of September 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 Center (Special Revenue Fund) ∼Building Improvement Fund (Capital Projects Fund) ∼Park Improvement Fund (Capital Projects Fund) General Fund Operations: As of September 2017, the City has used $718,770 of fund balance to balance the General Fund Budget. Attachments •September 2017 General Fund Financial Reports (2 pages) •September 2017 Conservation/Recycling Fund (1 page) •September 2017 Water and Sewer Utility Fund (1 page) •September 2017 Brookview Golf Course (1 page) •September 2017 Motor Vehicle Licensing (1 page) •September 2017 Storm Utility Fund (1 page) •September 2017 Equipment Replacement Fund (1 page) •September 2017 Brookview Center Fund (1 page) •September 2017 Building Improvement Fund (1 page) •September 2017 Park Improvement Fund (1 page) Recommended Action Motion to receive and file the September 2017 Financial Reports. Over % 2017 September YTD (Under)Of Budget Budget Actual Actual Budget Expend. 001 Council $359,710 32,237 236,528 ($123,182) 65.76% 003 City Manager 816,815 53,119 508,420 (308,395) 62.24% 004 Transfers Out 850,000 0 850,000 0 100.00% (1) 005 Admin. Services 1,869,145 116,248 1,372,154 (496,991) 73.41% 006 Legal 155,000 40,784 110,240 (44,760) 71.12% (2) 007 Risk Management 305,000 10,755 187,597 (117,403) 61.51% 011 General Gov't. Bldgs.583,635 47,302 358,011 (225,624) 61.34% 016 Planning 362,450 21,890 219,381 (143,069) 60.53% 018 Inspections 791,310 53,198 470,841 (320,469) 59.50% 022 Police 5,885,265 396,642 3,808,859 (2,076,406) 64.72% 023 Fire 1,336,825 96,932 924,475 (412,350) 69.15% 035 Physical Dev Admin 304,310 21,344 200,668 (103,642) 65.94% 036 Engineering 803,380 55,590 491,749 (311,631) 61.21% 037 Streets 1,609,730 198,660 1,017,617 (592,113) 63.22% 066 Park & Rec. Admin.719,970 50,627 515,924 (204,046) 71.66% 067 Park Maintenance 1,170,340 90,095 814,814 (355,526) 69.62% 068 Recreation Programs 418,845 15,997 258,059 (160,786) 61.61% TOTAL Expenditures $18,341,730 $1,301,420 $12,345,337 ($5,996,393)67.31% (1) This transfer was made in June, 2017. (2) Legal services are billed thru August. City of Golden Valley Monthly Budget Report - General Fund Expenditures September, 2017 (unaudited) Division 75.00% Over % 2017 September YTD (Under)of Budget Type Budget Actual Actual Budget Received Ad Valorem Taxes $14,814,685 8,911 7,528,262 ($7,286,423)50.82% (1) Licenses 217,365 (310)233,294 $15,929 107.33% Permits 902,475 97,305 2,017,580 $1,115,105 223.56% Federal Grants 0 0 12,395 $12,395 State Aid 268,380 0 215,124 ($53,256)80.16% (2) Charges For Services: General Government 19,000 220 43,859 $24,859 230.84% Public Safety 154,175 8,758 129,447 ($24,728)83.96% Public Works 150,800 18,927 130,948 ($19,852)86.84% Park & Rec 385,350 19,102 308,528 ($76,822)80.06% Other Funds 791,500 53,458 556,960 ($234,540)70.37% Fines & Forfeitures 300,000 38,031 267,291 ($32,709)89.10% (3) Interest On Investments 75,000 0 0 ($75,000)0.00% (4) Miscellaneous Revenue 233,000 15,225 160,379 ($72,621)68.83% Transfers In 30,000 2,500 22,500 ($7,500)75.00% (5) TOTAL Revenue $18,341,730 $262,127 $11,626,567 ($6,715,163)63.39% 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. Fire Training reimbursement is $48,662. Second half of LGA is paid in Dec. (3) Fines/Forfeitures are thru for August 2017. (4) Investment income is allocated at year end. (5)Transfers are monthly. Percentage Of Year Completed City of Golden Valley Monthly Budget Report - General Fund Revenues September 2017 (unaudited) Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Hennepin County Recycling Grant 61,230 56,237 56,237 (4,993)91.85%(4) Recycling Charges 382,520 29,624 258,443 (124,077)67.56%(2) Miscellaneous Revenues 8,000 0 0 (8,000) Interest on Investments 4,000 0 0 (4,000)0.00%(1) Total Revenue 455,750 85,861 314,680 (141,070)69.05% Expenses: Recycling 466,795 21,951 254,754 (212,041)54.58%(3) Total Expenses 466,795 21,951 254,754 (212,041)54.58% (1) Interest Earnings are allocated at year-end. (2) Includes utility billings thru September 2017. (3) Republic Services are billed thru August and are receiving rebates again. (4) Grant reduced due to no compost program. City of Golden Valley Monthly Budget Report - Conservation/Recycling Enterprise Fund September 2017 (unaudited) Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Water Charges 4,432,200 486,520 3,390,592 (1,041,608)76.50% Emergency Water Supply 183,600 23,419 163,830 (19,770)89.23% Sewer Charges 3,410,000 266,068 2,466,613 (943,387)72.33% Meter Sales 8,000 4,294 26,461 18,461 330.76% Penalties 110,000 3,030 133,014 23,014 120.92% Charges for Other Services 90,000 43,248 244,749 154,749 271.94% State Water Testing Fee Pass Through 45,500 3,415 30,585 (14,915)67.22% Sale of Assets 10,000 0 55,058 45,058 550.58% Franchise Fees 400,000 0 400,000 0 100.00% Certificate of Compliance 75,000 6,850 59,625 (15,375)79.50% Interest Earnings 15,000 0 0 (15,000)0.00% Total Revenue 8,779,300 836,844 6,970,527 (1,808,773)79.40% Expenses: Utility Administration 2,279,610 108,586 2,205,938 (73,672)96.77% Sewer Maintenance 2,809,045 228,240 1,938,020 (871,025)68.99% Water Maintenance 4,772,390 345,443 2,773,734 (1,998,656)58.12% Total Expenses 9,861,045 682,269 6,917,692 (2,943,353)70.15% City of Golden Valley Monthly Budget Report - Water and Sewer Utility Enterprise Fund September, 2017 (unaudited) Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Green Fees 852,460 92,665 777,208 (75,252)91.17% Driving Range Fees 151,955 14,157 168,546 16,591 110.92% Par 3 Fees 165,000 11,512 148,988 (16,012)90.30% Lawn Bowling 45,000 5,994 57,928 12,928 128.73% Pro Shop Sales 90,000 8,328 69,311 (20,689)77.01% Pro Shop Rentals 285,000 33,967 248,188 (36,812)87.08% Concession Sales 415,000 48,145 424,654 9,654 102.33% Other Revenue 80,150 1,802 74,579 (5,571)93.05% Interest Earnings 5,000 0 0 (5,000)0.00%(1) Less: Credit Card Charges/Sales Tax (46,000)(9,687)(23,619)22,381 51.35% Total Revenue 2,043,565 206,883 1,945,783 (97,782)95.22% Expenses: Golf Operations 715,020 65,708 566,514 (148,506)79.23%(2) Course Maintenance 1,020,780 59,627 741,557 (279,223)72.65% Pro Shop 125,220 5,826 97,051 (28,169)77.50% Grill 307,840 37,238 339,679 31,839 110.34% Driving Range 59,695 7,946 71,025 11,330 118.98% Par 3 Course 24,995 3,199 23,979 (1,016)95.94% Lawn Bowling 21,245 2,801 14,864 (6,381)69.96% Total Expenses 2,274,795 182,345 1,854,669 (420,126)81.53% (1) Interest Earnings are allocated at year-end. (2) Depreciation is allocated at year-end. City of Golden Valley Monthly Budget Report - Brookview Golf Course Enterprise Fund September, 2017 (unaudited) opened March 31; Grill closed 9-20 Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Interest Earnings 2,000 0 0 (2,000)0.00%(1) Charges for Services 423,165 33,418 360,232 (62,933)85.13% Total Revenue 425,165 33,418 360,232 (64,933)84.73% Expenses: Motor Vehicle Licensing 424,720 33,444 294,511 (130,209)69.34% Total Expenses 424,720 33,444 294,511 (130,209)69.34% (1) Interest Earnings are allocated at year-end. City of Golden Valley Monthly Budget Report - Motor Vehicle Licensing Enterprise Fund September 2017 (unaudited) Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Interest Earnings 50,000 0 0 (50,000)0.00%(1) Interest Earnings-Other 0 0 2,066 2,066 Storm Sewer Charges 2,375,000 184,846 1,670,024 (704,976)70.32% Bassett Creek Watershed 0 0 0 0 Miscellaneous Receipts 207,775 57,299 56,488 (151,287) Sale or Loss of Assets 0 17,800 17,800 17,800 State Grant - Other 0 0 282,188 282,188 Total Revenue 2,632,775 259,945 2,028,566 (604,209)77.05% Expenses: Storm Utility 3,527,930 205,565 3,426,321 (101,609)97.12%(2) Street Cleaning 128,000 345 48,038 (79,962)37.53% Environmental Control 317,565 15,950 205,599 (111,966)64.74% Debt Service Payments 0 0 49,742 49,742 0.00%(3) Total Expenses 3,973,495 221,860 3,729,700 (243,795)93.86% (1) Interest Earnings are allocated at year-end. (2) Depreciation is allocated at year-end and. (3) Debt service payments will be reimbursed by TIF. City of Golden Valley Monthly Budget Report - Storm Utility Enterprise Fund September, 2017 (unaudited) 2017 Equipment Replacement Fund (CIP) - Fund 5700 2017 September YTD Budget Total Actual Remaining Revenues: Proceeds - Certificate of Indebtedness 800,000 0 852,665 52,665 Sale of Assets 35,000 0 49,690 14,690 Miscellaneous 0 0 4,396 4,396 Interest Earnings (allocated at year end)28,831 0 0 (28,831) Total Revenues 863,831 0 906,751 42,920 Expenditures: Program #Project Number Project Name 5700 Bond Expenditures 0 0 8,476 (8,476) 5701 V&E-001 Marked Squad Cars (Police)80,000 0 154,764 (74,764)(3) (1)5702 V&E-002 Computers and Printers (Finance)105,000 1,096 55,566 49,434 V&E-021 Vibratory Asphalt Roller (street)45,000 0 41,847 3,153 5762 V&E-026 Pickup Truck (Park)40,000 0 29,660 10,340 5760 V&E-037 Aerial Ladder (Fire)400,000 0 54,459 345,541 V&E-038 Streetscape Banners (Street)25,000 0 0 25,000 5747 V&E-070 Single Axle Dump Truck (Street)225,000 0 219,258 5,742 V&E-073 Sidewalk Snowblower (Street)110,000 0 0 110,000 5786 V&E-083 Passenger Vehicle (Fire)40,000 0 32,089 7,911 5757 V&E-099 Asphalt Hot Box (Street)45,000 0 30,737 14,263 V&E-108 Unmarked Police Vehicle (Police)40,000 0 3,925 36,075 5771 V&E-120 Field Line Painter 20,000 0 14,565 5,435 V&E-121 Tasers (Police)16,000 0 0 16,000 V&E-126 Tack Sprayer (Street)60,000 0 65,171 (5,171) 5746 V&E-128 Utility Tractor (Park)105,000 0 101,241 3,759 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 (2) V&E-150 Asset Management Software 60,000 0 0 60,000 Total Expenditures 1,661,000 1,096 811,758 569,242 (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. (3) Marked Squads include a replacement for a squad that was totaled in 2017. Over 2017 September YTD (Under)% Budget Actual Actual Budget Current Revenue Brookview CC Rentals 20,000 (20)2,976 (17,024)14.88% Backyard Play Area 50,450 0 0 (50,450)0.00% Miscellaneous Revenues 5,500 0 0 (5,500)0.00% Interest on Investments 4,000 0 0 (4,000)0.00%(1) Total Revenue 79,950 (20)2,976 (76,974)3.72% Expenses: General Area Rooms 167,715 3,178 19,029 (148,686)11.35%(2) Indoor Play Area 54,875 1,688 3,138 (51,737)5.72%(3) Banquet Facility 63,360 4,165 15,553 (47,807)24.55%(3) Total Expenses 285,950 9,031 37,720 (248,230)13.19% (1) Interest Earnings are allocated at year-end. (2) Staff Time/Supplies for Community Center Rental (3) Advertising costs for CVB brochure plus 1/2 Banquet Manager City of Golden Valley Monthly Budget Report - Brookview Center Special Revenue Fund September 2017 (unaudited) 2017 Building Improvement Fund (CIP) - Fund 5200 2017 September YTD Budget Total Actual Remaining Revenues: Transfer from General Fund 300,000 300,000 300,000 0 Interest Earnings (allocated at year end)3,260 0 0 (3,260) Total Revenues 303,260 300,000 300,000 (3,260) Expenditures: Project Name Carpet Replacement-City Buildings 50,000 0 29,765 20,235 Installation of Building Security Systems 50,000 546 28,730 21,270 (1)Vehicle Maintenance Window Replacement 15,000 0 0 15,000 Furniture - City Buildings 50,000 0 29,873 20,127 Total Expenditures 165,000 546 88,368 76,632 2017 Park Improvement Fund (CIP) - Fund 5600 2017 September YTD Budget Total Actual Remaining Revenues: Transfer from General Fund 250,000 0 250,000 0 Park Dedication Fee 0 0 0 0 Hennepin County Youth Sports Grant 100,000 100,000 100,000 0 Three Rivers Park District 325,000 325,000 325,000 0 Little League/Youth Associations/Play Eq Grants 118,500 18,500 18,500 (100,000) Interest Earnings (allocated at year end)5,390 0 0 (5,390) Total Revenues 798,890 443,500 693,500 (105,390) Expenditures: Project Name Bleacher Replacement 25,000 0 28,111 (3,111) Park Trail and Parking Lot Imrprovements 30,000 0 0 30,000 (1)Play Structure Replacement 170,000 253,701 597,024 (427,024)(1) Ball Field Lighting 360,000 2,196 206,671 153,329 Outdoor Basketball and Hoop Replacement 28,000 2,218 7,822 20,178 Park Signage Replacement 10,000 0 10,622 (622) Sun Shelter Replacement/Additions 25,000 0 13,380 11,620 Tennis & Pickle Ball Court Resurfacing 32,000 5,500 5,500 26,500 Brookview Entrance Sign Replacement 50,000 0 0 50,000 Sidewalk Connection 25,000 0 0 25,000 Total Expenditures 755,000 263,615 869,130 (114,130) (1)Three Rivers Park Grant for Schaper Park Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 3. D. Approve Emergency Infrastructure Repairs on Winnetka Avenue North Prepared By Tim Kieffer, Public Works Maintenance Manager Joe Hansen, Utilities Supervisor Summary In August, a large sinkhole developed on Winnetka Avenue North due to failed storm sewer infrastructure. The size of the sink hole required a full closure of southbound Winnetka Avenue North at 10 th Avenue and an emergency repair. Valley Rich, Incorporated is a pre-approved contractor and was contracted to perform the emergency repairs. Staff identified potential funding for this emergency project included in the 2017-2018 Adopted Bi-Annual Budget 7301-6340 Storm Utility Fund. Recommended Action Motion to approve the emergency repair of the storm sewer infrastructure on Winnetka Avenue North that was completed by Valley Rich, Incorporated in the amount of $44,989.57. Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 3. E. Authorize Agreement for Professional Design Services for Plymouth Avenue North Pavement Rehabilitation Prepared By Jeff Oliver PE, City Engineer Summary The draft 2018-2022 Capital Improvement Program includes a pavement rehabilitation project on Plymouth Avenue North between Trunk Highway 169 and Winnetka Avenue North (S-040, $1,700,000) for construction in 2018. The proposed project is shown on the attached Project Location Map. Plymouth Avenue North between Trunk Highway 169 and Winnetka Avenue North is a Municipal State Aid street that was constructed to State Aid standards in 1990 and carries traffic volumes between 3500 and 7500 vehicles per day. It is anticipated project funding will be provided from the Municipal State Aid funds. Based on pavement condition, pavement age, and the management strategies outlined in the Pavement Management Policy, it has been determined that Plymouth Avenue North is due for pavement rehabilitation. In addition to the pavement rehabilitation, this project will include investigation of the following potential improvements: •Sidewalk and trail upgrades including ADA compliance. •On and off street bicycle improvements. •Possible flashing yellow arrows at Mendelssohn Avenue North and Winnetka Avenue North •Pedestrian crossing improvements at several locations. Staff requested a proposal from the consulting engineering firm of Short Elliott Hendrickson, Inc, (SEH) for design services for this proposed project. These services are outlined in the attached letter of proposal dated October 5, 2017, at a not to exceed price of $132,250. Staff has reviewed the proposal and found that it includes the anticipated services and determined that the cost is consistent with the improvements being proposed. Attachments •Project Location Map (1 page) •Letter of proposal from SEH, Inc. dated October 5, 2017 (7 pages) Recommended Action Motion to authorize an agreement with Short Elliott Hendrickson, Inc. to provide project design services for City Improvement Project #18-02, Plymouth Avenue North Pavement Rehabilitation, in an amount not to exceed $132,250. o _ p c R J � Wrom N and eel}auuM qql pN A}unoo LL 3 o � o N anbs-Iaplen N anb S�"o y N ) a s. y av elHaO g a N Y Qy c . �j Z O v a ✓ G J Ol N Q p���✓ ti ao Wisconsin Ave � OO Q � yxa 3 N and ulsu E 1 3 uo)InA cv 0- NanbpueleaZ }� seo o f U M oDN s C S Z �t� 0 pve °b pve N s Z N any auo08 N a y auoo8 t t fl. f f O f+ t E 1 - - Na m f IL c � Q f i �o f I� Aaliv N any fiangsA}}aE) i ff 3 Z II ) O y 2 N any oJogslllH Q a c O 3 r N any eouepuedepul a - sJ�t?ualiu------------------------------- -------- ----------------------.�.-------------a-^-�u J SEN Building a Better World for All of Us' October 5, 2017 RE: Golden Valley Plymouth Avenue North Pavement Improvements City Project No. 18-02 Jeff Oliver City Engineer City of Golden Valley 7800 Golden Valley Road Golden Valley,MN 55247 4588 Dear Jeff: Thank you for the opportunity to assist the City of Golden Valley in providing professional engineering services for the improvements to Plymouth Avenue North from Mendelssohn Avenue North to Winnetka Avenue North. The City is requesting a scope of work for completing preliminary design,final design and bidding documents.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 Plymouth Avenue North from Mendelssohn Avenue North to Winnetka Avenue North is currently on the City's Municipal State Aid System(MSA), is about a mile long and was last reconstructed in 1990.It has been identified as needing pavement rehabilitation.In addition,the City is interested in improving pedestrian and bicycle accessibility at the intersections and along trail and sidewalk routes along Plymouth Avenue.The work will include review of new on-road bike lane configurations as well as ADA improvements including upgrades to signals,intersection crossings,trail reconstruction and review of the crossing at Wesley Park.The Luce Line,Three Rivers Park District regional trail is adjacent to Plymouth Avenue for approximately%i of the length of the project;from Mendelssohn Avenue to Boone Avenue. The work also includes other infrastructure maintenance improvements to existing sanitary sewer,storm sewer and water main facilities,some of which will be performed by City forces. Scope of Work Preliminary Design The scope of work for this project includes preliminary analysis of vehicle,bike and pedestrian traffic at key locations along the corridor so proposed improvements are reviewed and vetted accordingly.The future vehicle traffic forecast will be based on the model being developed for the comprehensive transportation plan.Vehicle and pedestrian volume and turning movement count information will be gathered at the Mendelssohn,Boone,Wesley Park and Winnetka Avenue intersections.Turning movement counts will be needed for the signals at Winnetka and Mendelssohn to review the ability to change lane geometry and allow for a flashing yellow light at the signals.In addition, SEH will review and evaluate options for the ADA improvements,bike lanes and/or additional sidewalk/trail segments along Plymouth Avenue.Two options for lane configurations on Plymouth Avenue will be considered;a three lane concept with a center-left turn lanes and bike lanes on either side or a two lane concept with buffered bike lanes. t Engineers I Architects I Planners I Scientists Short Elliott Hendrickson Inc.,3535 Vadnais Center Drive,St.Paul,MN 55110-5196 SEH is 100%employee-owned J sehinc.com 1 651.490.2000 1 800.325.2055 1 888.908.8166 fax E C� k& J Jeff Oliver October 5,2017 Page 2 i Field survey will be gathered in the location of a potential future trail connection from the intersection of Gettysburg to the Mendelssohn intersection to see if a sidewalk or trail connection could fit on the north side.We will also gather field data between Orkla and Boone Avenue on the south side where the path will be reconstructed directly behind the curb. SEH will coordinate proposed changes with Metro Transit as needed. SEH will coordinate the drilling of pavement cores with RDC the drilling subconsultant. SEH geotechnical engineers will mark cores in the field and review cores for pavement design assuming reclamation of the existing bituminous and aggregate to be reused as base material.We will prepare the pavement design along with a short technical memo for submittal to State Aid. We have assumed that we will not need to complete R value testing,rather rely on the original construction value found on the record plan title sheet. City forces will inspect the existing sanitary sewer,storm sewer and water main appurtenance needs and provide the information to SEH to include in the final plans for utility reconstruction or repair. SEH will prepare a preliminary design technical memo that summarizes the preliminary findings along with a project cost estimate.The project will be funded by local and MSA funds.Assessments are not anticipated and therefore a feasibility report is not required. Final Design and Bidding Documents SEH will finish preparing the plans and create specifications for this project. Existing and proposed sidewalk profiles and alignments will be reviewed and optimized for ADA design requirements and implemented into the plans. Additional storm water BMP's will be explored,if additional sidewalk or trails are included.The plans will be finalized according to State Aid and City standards and submitted to the City and Mn/DOT staff for review and approval. Specifications and cost estimates will be developed. Necessary permits applications to the Basset Creek watershed will be completed and submitted for approvals. SEH will be available to answer design related questions during bidding and will develop contracts for the City to complete. Meetings SEH has included time for one kick-off project meeting with the City,an open house neighborhood meeting,two design meetings during the completion of the plans,and another to review the City's comments prior to bidding. Project Team Toby Muse will be the Project Manager and will coordinate the final design and other technical production work. Sue Mason will assist with QA/QC and will be assisting in completion of the plans. Mike Kotila will direct and/or complete the traffic tasks,with John Gray completing the signal design. Sue Mason and Toby will attend the project meetings and Mike as needed. Other technical experts may be called upon to participate in meetings,depending on the issues that are brought forth by residents and other stakeholders. Schedule We anticipate the preliminary design work to take place within the months of October 2017-January 2018 with the neighborhood meeting in early January and final design following in January to March.The project is expected to be bid in April and construction to begin at least by July 2018. Jeff Oliver October 5,2017 Page 3 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$132,250 which includes an estimated$2,995 for the core work by RDC. The person/hour task budget for the proposed work is attached. 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. �fW4-00 - an M. Mason, PE Approved this day of 12017 City of Golden Valley, Minnesota By: Title: Attachment s:Hlg\goldv\common\proposals\plymouth avenue north rehaMplymouth avenue north 2017-2018rev.docx } f N N sN� N N N N N N N N N N N N N N N N N N N N X YV lV Y A F N N N N N N N N NLU N N N N N N N N N N N N N C N N M f7 m N N G_ F N m M M m a a Y `a c FF- ug lu 0 T Z N � E Qa � _ d d O1 a V! � C C p N @ a. 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F. Approval of One-Year Extension of Zoning Code Variance for 3235 Kyle Avenue North Prepared By Emily Goellner, Associate Planner/Grant Writer Summary At the September 29, 2015, Board of Zoning Appeals (BZA) meeting, the Board members approved a variance for the property at 3235 Kyle Avenue North to allow for the construction of a front porch/entryway addition. The BZA granted a variance from Section 11.21, Subd. 11(A)(1) front yard setback requirements to allow the porch/entryway addition to be 3.41 feet off of the required 35 feet to a distance of 31.59 feet at its closest point to the front yard (east) property line. According to the Zoning Code, a building permit must be applied for within one year of the date of the final notice of variance approval. The City Council approved an extension request for the applicant, Mr. Dienst, which extended the time available to apply for a building permit to October 16, 2017. Mr. Dienst is requesting another one-year extension on that requirement which would extend the time available to apply for a building permit to October 16, 2018. If this request is not granted by City Council, the applicant must reapply for the variance from the Board of Zoning Appeals. Attachments •Location Map (1 page) •Email from Dennis Dienst dated October 4, 2017 (1 page) •Notice of Final Order (1 page) •BZA Minutes dated September 29, 2015 (2 pages) Recommended Action Motion to approve a one-year extension for an approved Zoning Code variance for 3235 Kyle Avenue North to October 16, 2018. 3317 3314 3312 3310 i 3307 Z i � n 3300 �� 33.00 - S!ockman Park z 442 Subject Property j i «001 Avt Awl!AV' r'3238323543 32303230, 32253230 321a321632133215 x3200 3o23200 3401 3201 32 3126 3135) 3134 3135. 3134 Sc .31 E-� 3120 "^ 3125 3124 3125; 3124 Wittman, Lisa From: Dienst, Dennis Sent: Wednesday, October 04, 2017 1:35 PM To: Wittman, Lisa Subject: RE: Extension of Variance on 3235 Kyle Avenue North Importance: High Hello Lisa, Please let me know that you received this email. I find myself with progress toward getting drawings finished, but I will not have them completed in time.Then I still need to get them approved through the city. If it is possible, please extend our variance for another year so we can have a great addition to our house. Let me know if there are any questions. Thank you. Dennis K. Dienst 3235 Kyle Avenue North Golden Valley, MN 55422 This e-mail or we docs mcr,�accompanying this e-mail contain information that may be confidential and/or privileged.It may also be prohibited from disclosure under applicable law.The information is intended to be for the use of the individual or entity named on this transmission.If you are not the intended recipient,be aware that any disclosure,copying,distribution or use of the contents of this information is without authorization and is prohibited.If you have received this e-mail in error,please notify us immediately so that we can take action to correct the problem. This e-mail or the documents accompanying this e-mail contain information that may be confidential and/or privileged.It may also be prohibited from disclosure under applicable law.The information is intended to be for the use of the individual or entity named on this transmission.If you are not the intended recipient,be aware that any disclosure,copying,distribution or use of the contents of this information is without authorization and is prohibited.If you have received this e-mail in error,please notify us immediately so that we can take action to correct the problem. 1 cit), 0 f o()4r�-�GC11 valley 7800 Golden Valley Road CITY OF GOLDEN VALLEY Golden Valley,MN 55427 Board of Zoning Appeals Notice of Final Order October 16, 2015 Petitioner(s): Dennis Dienst Address: 3235 Kyle Avenue North Golden Valley, MN 55422 At a regular meeting of the Golden Valley Board of Zoning Appeals held on September 29, 2015, your petition for the following waiver from the City's Zoning Code was approved: Request: Waiver from Section 11.21, Single Family Zoning District, Subd. 11(A)(1) Front Yard Requirements • 3.41 ft. off of the required 35 ft. to a distance of 31.59 ft. at its closest point to the front yard (east) property line to allow for the construction of a front porch/entryway addition. Attached you will find an unofficial copy of the minutes of the Board. Staff Liaison Board of Zoning Appeals If waiver(s) are not acted upon within one year from the date of this Order in accordance with statutes, the waiver(s) have expired. 763-593-8000 uy 763-593-8109 11y 763-593-3968 www.goidenvalleymn.gov Minutes of a Regular Meeting of the Golden Valley Board of Zoning Appeals September 29, 2015 A regular meeting of the Golden V Iley Board of Zoning Appeals was held on Tuesday, 9#eber 29, 2015, at City Hall, 800 Golden Valley Road, Golden Valley, Minnesota. Chair Pen led the meeting to rider at 7:05 pm. Those present were M ers Ma ell (arri :15), Nelson, Orenstein Perich and Planning Commission Repre at . Also present were Associate Planner/rant Writer Emily Goellner, and Ad ive Assistant Lisa Wittmaq,";! I. Approval inutes —Aug st 25, 20 gular Meetiri$ MOV y Nelson, seconded by P rich and motion } arr f'' �niously'to approve the A st 25, 2015, minutes as submi ed. Blum abs Ind from v �rto; ;T Il. The Petition(s) are: t , 3235 Kyle Avenue Northi Dennis K. Dienst, Applicant Request: Waiver from Section 11,.21, Single Family Zoning District, Subd. 11(A)(1) Front Yard Requiretregts • 3.41 ft. off of the required 35 ft. to a distance of 31.59 ft. at its closest point to the front yard (east) property line. Purpose: To allow for the construction of a front porch/entryway addition. Goellner referred to.a survey of the property and explained the applicant's request to construct ars'8;ft.x 1 Q ft.,foot porch/entryway addition on the front of their home. The proposed eddition wouldbe located 31.59 feet away from the east property line rather than the reiqujred'35 feet. She added that staff is recommending approval of the requested variance'hnding that this small addition would not compromise the essential character of the locality and it is a reasonable location on the home for an entryway. Dennis Dienst, Applicant, explained that their existing front entryway is only 8 square feet in size and it opens right into the living room. He added that they also have a fireplace right by the front entry that they aren't able to use because of the wind that comes in from the front door. Perich opened the public hearing. Hearing and seeing no one wishing to speak, Perich closed the public hearing. Nelson noted that there are other houses located on Kyle Avenue that are closer to the front property line than the required 35 feet. She stated that normally the Board is very Minutes of the Golden Valley Board of Zoning Appeals September 29, 2015 Page 2 sensitive to front yard setback requirements, but this proposal will improve the look of the house and it meets all of the criteria the Board considers when granting variances. The Board agreed. MOVED by Nelson, seconded by Blum and motion carried unanimously to approve the variance request for 3.41 ft, off of the required 35 ft. to a distance of 31.59 ft. at its closest point to the front yard (east) property line to allow for the construction of a front porch/entryway addition. 5545 Golden Valley Road `;e'il. Paulette Belaarde. Applicant equest: Waiver from Section 1 .21, Single Family Zoning Qi trict;It4lfd. 1 )(3)(C) Side Yard Requirem is 96. off of the required 12.5 ft to a distance of 6.1 ft. at its cla$est point to the side rd (east) property line. Purpose: To ow for the construc n of a home offXn Goellner referred to a su of the propq andiexpltfte�, request to construct a 6 ft. x 7 ft. additi on the no' asr;ltib��er of tha stated that the applicants have said their uniq cirpumsta S are�tfiat thd area on which to build, there is a steep slope a it a driye ��;,on the othehouse, and there are large trees in the rear yard. SFi tatl t at Staff is re pproval of the requested variance as it will,not; ise he esse al character of the locality. Perich asked if the existing'fencgalong th e s de of the property is on the property line. Goellner said shg;believe5�0. Blum asked if the property hex(doer to a ea 415 Lilac Drive) is a business use. Goellner said yes,�and added that th roperty o t south is also zoned Business and Profess ionei;Offce§. Maxwell asked if the property ' also unique bec use of it blong shape. Goellner said yes and stated that it is als a steep and narrow roperty. Nelson questioned if t proposed location of th addition is rea the only place to build an add ition .Goelln said yes, the front east cor r or the back ea corner of the house are really to the y places to add anything onto a house. Kevin Veree e, Studio Bauen, stated that the ho eowner has seven chil en and every inch of the ome is utilized. He reiterated that the can't build on the west side of the house b ause of the driveway and stated that th proposed addition won't affect the aesth cs of the area. He added that the neighbo ng property owners have said the prop sal is ok with them. He referred to the existin fence along the east property line and co irmed that it is located right on the property lin . Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 3. G. Approval of Board/Commission Application Process and Amended Guidelines for Advisory Boards and Commissions Prepared By Tim Cruikshank, City Manager Summary At the October 10, 2017 Council/Manager meeting, the Council discussed the application process and guidelines. The Council made some revisions to the Board/Commission Application Process. Attached is a copy of the documents with amendments noted. Attachments •Underlined/overscored Board/Commission Application Process (4 pages) •Guidelines for Advisory Boards and Commissions (6 pages) Recommended Action Motion to approve the Board/Commission Application Process and the amended Guidelines for Advisory Boards and Commissions. BOARD/COMMISSION APPLICATION PROCESS Policy The Golden Valley Boards and Commissions are advisory bodies to the City Council, charged with the responsibility of researching, reviewing, and making recommendations on related issues. These include: ∼Board of Zoning Appeals ∼Civil Service Commission ∼Environmental Commission ∼Human Rights Commission ∼Human Services Fund ∼Open Space and Recreation Commission ∼Planning Commission The City Council and advisory commissions, committees, and boards will follow the City’s Guidelines for Advisory Boards and Commission. Membership and Terms 1. Membership requirements are set by the City Council. All board and commission members are appointed by the Council. 2. Most board and commission members are appointed to a three-year staggered term. Some board and commissions have youth members and they are appointed to a one year term. Terms begin in May. All members shall serve without compensation. 3. Members may be removed, with or without cause, by the City Council. 4. The City Council will not appoint a board or commission member to serve concurrently on more than one board or commission. This procedure may be waived when Council deems it appropriate for a member of an existing board/commission to serve on an ad hoc committee or task force. 5. Members cannot serve on the same board or commission as a member of their immediate family (including spouses, domestic partners, siblings, parents, grandparents, and step-relatives) or members of the same household. Qualifications 1. As a general guideline, each board or commission should be comprised of a diverse population representing a wide range of groups and interests. 2. Members must be Golden Valley residents, but need not have expertise in any particular area. Willingness to serve and be involved are the most important attributes of members. There is an exception to this rule for the Human Services Fund, which also includes five community or business members. 3. The City Council will not consider applications for appointment to any board or commission from City of Golden Valley employees including full-time, part-time, seasonal temporary, part-time, paid-on-call firefighters or contract employees if such appointment could cause a conflict of interest. 4. Anyone already holding an elective county, state, or federal office shall not be eligible to serve on any citizen board or commission. 5. No commission or board member may enter into a contractual agreement with the City during term of serving, or for a period of one year following service, unless authorized by Minnesota Statutes 471.88. Board/Commission Application Process Page 2 6. No commission or board member may use their position to secure special privilege or exemption for themselves or others, or act in any manner that would give the appearance of, or result in any impropriety or conflict of interest. Board and commission members are also governed by the Golden Valley Guiding Principles adopted by the Council. Youth Membership and Terms 1. The following boards and commissions shall have a Youth Member appointed: Board of Zoning Appeals, Environmental Commission, Human Rights Commission (2), Human Services Fund, Open Space and Recreation Commission and Planning Commission. 2. Youth members shall be appointed to one (1) year terms unless otherwise specified at the time of appointment. 3. Youth members are conferred voting status, except in the case of the Board of Zoning Appeals and Planning Commission. 4. Youth members must be students in grades 9-12 and live or attend school in Golden Valley. Annual Report Each Board and Commission listed above shall prepare a report for the Council which includes activities undertaken in the past year, a progress report on the previous year's goals, and goals for the coming year. Annual reports should also include any areas in which the Board or Commission requests Council direction, assistance, or other reaction. Annual Meeting and Presentation Instructions 1. An annual meeting with the City Council will take place each calendar year. 2. All current members of each participating Board and Commission are invited to attend the annual meeting. 3. Each Board and Commission Chair (or their designee) will present their annual report. 4. Each Board and Commission will be allotted a specified amount of time, as determined by the City Manager, for presentation of their annual report and discussion with the City Council. Vacancies 1. The expiration of a member's term on a Board or Commission shall be deemed a vacancy on that Board or Commission. A member may continue to serve beyond the expiration date of their term until a successor is appointed. 2. Resignation by a member of a Board or Commission prior to the expiration of their term must be submitted in writing to the staff liaison. The staff liaison shall forward a copy of the written notice of resignation to the City Manager. At the time of resignation, a vacancy for the unexpired portion of the term shall be deemed to exist and the recruitment process shall be initiated unless otherwise determined by the City Manager. 3. If a member of a Board or Commission is not able to serve the full length of their term due to unexpected circumstances (illness, relocation, death, etc.) a vacancy for the unexpired portion of the term shall be deemed to exist and the recruitment process shall be initiated unless otherwise determined by the City Council City Manager. Board/Commission Application Process Page 3 4. All vacancies may be advertised at City Hall, in the SunPost, on the City's website and social media outlets. Reappointment Board or Commission members seeking reappointment to another term shall express their interest in being reappointed to the City Manager’s Department. The City Manager’s Department will contact the Board or Commission members by March 15 of the year their term expires. be subject to the application, interview, and appointment processes unless otherwise determined by the City Council. Overall performance and attendance by Board and Commission members requesting reappointment will be considered by the Council. Application Process 1. All individuals interested in serving on a Board or Commission, including those seeking reappointment, shall complete an online application available on the City's website. Upon receipt of an application, a representative of the City Manager’s department will confirm receipt of the application and provide the applicant with information regarding the interview and appointment process. 2. All completed applications will be reviewed and evaluated by the City Council to determine which candidates will move forward in the process. 3. The City shall retain a database of un-appointed applicants for a period up to one year from initial application date. The City may shall notify un-appointed applicants of vacancies within that timeframe. Interview Process 1. Candidates may be asked to participate in an interview at the Council/Manager meeting in April (unless otherwise determined by Council), at the discretion of the City Council. 2. The City Manager’s department will be responsible for scheduling candidate interviews. 3. Following the completion of candidate interviews, the City Council will evaluate the status of each applicant and inform the City Manager’s department of their recommendations for appointment. 4. The City Manager’s department will notify each candidate of the status of their application and information regarding the next steps in the process. Appointment Appointments shall be made annually by the City Council at the second regularly scheduled meeting in April (unless otherwise determined by Council). The City Manager’s department will provide written notification of appointment to new members and inform them of the details of their appointment. They will be invited to attend a Council Meeting to be sworn in as a Board/Commission member. The Chair or staff liaison will swear in the new member at the first meeting they are able to attend. A copy of this information will also be provided to the staff liaison. Board/Commission Application Process Page 4 Orientation Staff liaisons, in conjunction with the City Manager’s department, will provide orientation for new board and commission members. The staff liaison for each Board or Commission will provide the new member with meeting information, discuss expectations, and review pertinent issues with them prior to the next meeting of the Board or Commission. Rosters The staff liaison is responsible for keeping an updated roster of the commission which should include contact information, term of office, and date of appointment. The liaison is responsible for notifying the City Manager’s department about roster changes. Recognition On an annual basis, the Council will formally recognize members who have left their position on a Board or Commission during the previous year at the Recognition Dinner. GUIDELINES FOR ADVISORY BOARDS AND COMMISSIONS INTRODUCTION: The City Council wishes to express its appreciation to the many citizens who take time away from their personal and professional lives to serve the community through their membership on the Council’s advisory groups. Golden Valley has had a history of extensive citizen involvement. At present approximately 60 advisory commission, board, and committee members participate in providing specialized expertise so that Council decisions can be made with more complete background and knowledge than would otherwise be possible. The Council and the entire community benefit from this invaluable service. Golden Valley is a statutory city. The legislature established it as a city in the early 1970’s. The State Statutes provide: “In any such city, there shall be…no administrative board or commission…the Council shall itself perform the duties and exercise the powers and shall govern and administer the functions for which no independent boards are authorized by statute. The Council, may, however, create boards or commissions to advise the Council with respect to any municipal function or activity or to investigate any subject of interest in the City.” This Council, and others before it, recognizes the many advantages to be gained from this approach. The purpose of this document is to provide guidance to the Council’s advisory boards and commissions. The Council is directly responsible for the actions of its advisory boards and commissions. It is hoped that through these guidelines the expectations of the Council will be clearly understood and followed. The Mayor and Council Members welcome any request for discussion or clarification of information that is contained in these guidelines. The goals of the Council are better communication with its advisory commissions and better service to the citizens of Golden Valley. CURRENT GOLDEN VALLEY STANDING COMMISSIONS AND BOARDS: The Golden Valley City Council currently has seven standing advisory commissions. They are: ∼Board of Zoning Appeals ∼Civil Service Commission ∼Environmental Commission ∼Human Rights Commission ∼Human Services Fund ∼Open Space and Recreation Commission ∼Planning Commission Short term advisory committees are appointed as needed. These Guidelines for Advisory Boards and Commissions apply to each of these groups as appropriate and as permitted by the laws and ordinances which establish them. Guidelines for Advisory Boards and Commissions Page 2 I. LEGAL BASIS OF ADVISORY BOARDS AND COMMISSIONS Boards and commissions are authorized to exercise all duties which the Council has legally assigned to them. They are frequently authorized to conduct research and make recommendations. It should be remembered, however, that advisory boards and commissions may not make decisions on behalf of the Council. In many cities, it is routine practice for the Council to accept an advisory recommendation if the commission has done a thorough and competent job. It must be emphasized, however, that it is the Council's final decision on the matter and not simply the commission recommendation which is effective to bind the municipality. No recommendation of any advisory commission takes effect unless it has been adopted by formal action of the Council. These advisory commissions may be organized in any manner deemed appropriate by the Council. The City Council may create and dissolve them, appoint persons to serve on them, and exercise powers of general supervision over them. II. OPEN MEETING LAW All meetings of all public bodies in Golden Valley must be open to the public. There can be no such thing as a “closed”, “private”, or “executive” meeting or session. The only exceptions that have been recognized in the past are certain disciplinary actions conducted by the Police Civil Service Commission and some personnel and legal matters before the Council. The Minnesota Statute requiring City Council meetings to be open to the public has been in existence for many years. A 1973 amendment and court decisions and rulings by the Minnesota Attorney General have made commissions, subcommittees, and other public bodies subject to the statute. Any person violating the open meeting requirement is subject to civil penalty. Commissions and committees should be careful to observe the requirements of holding all meetings in public places and posting notices of meeting dates and times at the City Hall. Scheduling of meetings with the Manager’s Office will help prevent conflict with other groups over meeting times when public participation is particularly desired. Commission, board, and committee meetings will not be held on designated legal holidays or recognized religious holidays. Any questions regarding the meaning or application of the Open Meeting Law should be directed to the staff liaison. The staff liaison will seek such advice from the City Manager, in conjunction with the City Attorney as may be necessary. III. COMMISSION ORGANIZATION AND PROCEDURES A.Term of Office:Appointments to commissions are made effective May 1 of each year. The length of each appointment is provided in the governing ordinance or resolution and is designated by the Council at the time of the appointment. Each permanent advisory commission should elect officers no later than its second meeting after May 1 in each year. Chairpersons of special committees may be appointed by the Council. Guidelines for Advisory Boards and Commissions Page 3 Voluntary resignations from a commission should be communicated by letter or email from the person resigning to the Staff Liaison. Chair and Vice-Chair:The Chair and Vice-Chair shall be elected from the Commission membership by its members at its regular Annual Meeting. Members may only serve two consecutive years as the chair and vice-chair of any board or commission. B.Meetings:Meeting times and locations are set according to each commission's By- laws. Each commission should defer to the Council's meeting policy for meetings which occur on or near recognized holidays. A quorum of the board is made up of a majority of members currently appointed. All meetings will be conducted in accordance with the Minnesota Open Meeting Law and the City Code. The proceedings of meetings should be conducted using standard parliamentary procedure. C. Attendance:Absences in one year should not exceed three consecutive meetings or more than 25 percent of the total meetings for the year. If a member is unable to attend a meeting, that member should contact the staff liaison, who will inform the chair if a quorum cannot be attained and the meeting will be cancelled. A standardized letter of warning will be sent from the City Manager’s office to any member after two consecutive or two total absences for groups meeting once a month. For those meeting twice a month the letter would be sent from the chair after two consecutive or five total absences. If a member exceeds the allowable number of absences the City Manager’s office will send a standardized letter stating the member must step down because of the importance of regular attendance and the number of citizens interested in serving. If the City Manager’s office feels there are extenuating circumstances in a case of a member who has not met the attendance requirements, an exception can be made. D.By-Laws or Rules of Procedure:Each commission shall follow By-Laws or Rules of Procedure governing its work. Proposed amendments to By-Laws or Rules of Procedure should be submitted to the Council for review and approval prior to implementation. E.Orientation:Staff liaisons, in conjunction with the City Manager’s department, will provide orientation for new board and commission members. The staff Liaison for each Board or Commission will provide the new member with meeting information, discuss expectations, and review pertinent issues with them prior to the next meeting of the Board or Commission. F.Acting as a private citizen:A commission member testifying before the Council as a private citizen should clearly note before testimony that he/she is testifying as a private citizen. G Expenditures:Each Commission is authorized to incur those specific expenditures included in its final budget, as adopted by the Council. Any other expenditures require Guidelines for Advisory Boards and Commissions Page 4 specific Council approval prior to the time the obligation is incurred. Council approval is necessary prior to solicitation of funding from outside sources for any purpose. H Minutes:A person will be provided by the City to take minutes for the advisory boards and commissions. Minutes serve the dual function of making an historical record of commission proceedings and of informing the Council regarding the commission’s activities. The minutes should, therefore, contain an accurate report of the sequence of events and names of citizens who appear and are heard. In addition to the formal action of the commission, a summary of the reasoning underlying such action should be included in the minutes. 1. Minutes of each board or commission meeting shall be prepared and maintained by the staff liaison or other designated representative. 2. Following board or commission approval, minutes shall be forwarded to the City Clerk for placement on a City Council agenda. 3. Meeting agendas and approved minutes shall be published on the City's website. 4. All board and commission records, including minutes and agendas, must be maintained in accordance with the City's records retention policy. Contact the City Clerk's office if you have questions regarding retention and preferred storage medium. I.Staff Liaison:A staff liaison is assigned to each commission. The purpose of this is to provide direct information to each commission regarding City policy and practices within its area of interest. Duties of the staff liaison are, in general, to facilitate or assist in the meetings, record attendance, provide information and direction as requested by the commission, and to serve as a conduit for information and assignments from the City Council and the City Manager. Staff liaisons shall communicate all requests from a board or commission to the City Manager, appropriate Department Head, and the Council, as requested. It is also the responsibility of the staff liaison to inform the City Manager of any problems or issues that may arise. The City operates under the “Plan B City Manager” form of government, in which all employees are hired and supervised by the City Manager, who in turn is responsible to the Council. Neither the Council nor any commission member has the authority to direct staff personnel. Any commission recommendations for modification of City policy and practices should be directed to the Council. The liaison will periodically inform the Chair on the members’ attendance, particularly when warnings must be sent as provided in Section III.C, and copy to the City Manager to forward to the City Council. J.Council Liaison(s):Each year, at its organizational meeting, the Council shall assign one or more liaisons to each Board or Commission. The Council Liaison(s) will meet at least annually with the Board or Commission to which he or she is assigned. These meetings can serve as an informal means for the exchange of information between the Council and the Board or Commission, but all formal communication shall follow procedures as outlined in Section IV. Guidelines for Advisory Boards and Commissions Page 5 K.Subcommittees:From time to time, the Council may appoint subcommittees of certain commissions in order that special attention be concentrated in specified areas. At the same time, the Council also wants the opinion of the commission regarding each subcommittee’s recommendations. Each subcommittee should submit any report or recommendations intended for the Council, first to the Commission for review and comment. Such review and comment should take place at the next regularly scheduled meeting of the Commission. If it does not, the report or recommendation of the subcommittee shall be forwarded to the Council without Commission consent. The subcommittee report or recommendation, together with the commission’s comments, should be submitted to the Council at its next regularly scheduled meeting. As in the case of commission presentations, a spokesperson for the subcommittee should attend the Council meeting and be prepared to make a presentation and answer questions. The Commission is free to appoint subcommittees of their membership as the commission sees a need. IV. COMMUNICATIONS TO AND FROM COMMISSIONS A.Council Requests to Commissions:From time to time, the Council will refer items to commissions for recommendation. The purpose of such a referral is to assist the Council in gathering all pertinent facts and sharpening the issues. The referral will be communicated to the board or commission by the staff liaison. The Council would request a written report from each commission with regard to each such referral. The report should set forth all the pertinent facts and detailed recommendations from the commission. The report should be submitted to the City Manager the Wednesday before the Council meeting so that it may be included in the agenda. Any time a commission report comes before the Council, one representative of the commission should be present to make a presentation and answer questions. In the event there is a difference of opinion on the commission, a minority report may be presented in the same manner. B.Commission Requests to Council:Any commission request or recommendation for Council action or legal opinion should be communicated from the staff liaison to the City Manager, giving a full explanation of the background of the matter. Along with the request, the commission should submit or refer to the pertinent portion of its minutes on the subject. The request should be delivered to the City Manager on the Wednesday before the Council meeting. A presentation for the commission should be made by a representative from the commission. A minority report may also be presented. Guidelines for Advisory Boards and Commissions Page 6 C.Communications with those other than the City Council:Based upon past experience, the Council believes that there is some potential for misunderstanding regarding communications with persons and governmental units or agencies other than the City Council of Golden Valley. It is essential that members of commissions understand and observe appropriate policies and practices in this regard. The essential principle involved is that the Council alone has the responsibility and authority to adopt the decisions, policies, and recommendations of the City of Golden Valley. The Council values the opinions and advice of its commissions and invites the communication of the same to the Council. The Council will take such opinions and advice into account in formulating the City’s official position. This method of proceeding does not preclude a commission from gathering such information as may be pertinent to its activities. Commissions are free, without prior Council approval, to gather information consistent with their annual work plan or other direction given by the Council. The matter of distribution of information to the public is one that is not capable of specific rules of practice. In general, any such communication which purports to, or has the effect of communicating an official City position or decision, should be submitted to the Council for prior approval. Other types of communications, which are purely informational and do not involve unresolved questions of City policy, may be disseminated without prior Council approval. Adopted by the City Council - August 6, 2001 Amended - September 20, 2005 Amended - September 3, 2013 Amended - March 3, 2015 Amended - October 17 2017 Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 6. A. Approve Emergency Repairs to Winnetka Avenue North Storm Sewer Prepared By Tim Kieffer, Public Works Maintenance Manager Joe Hansen, Utilities Supervisor Summary In August, a large sinkhole developed on Winnetka Avenue North due to failed storm sewer infrastructure. The size of the sink hole required a full closure of southbound Winnetka Avenue North at 10 th Avenue and an emergency repair. Sections of pipe as well as the nearest storm sewer manhole were all rehabilitated or replaced. The storm sewer pipes upstream and downstream of the sinkhole were televised to evaluate their condition. The results showed additional issues along the storm sewer pipe from the sinkhole area south of the Union Pacific Railroad (UPRR) tracks. In order to prevent another sinkhole on Winnetka Avenue North, staff solicited quotes to install a cured-in-place pipe (CIPP) liner in the 33-inch storm sewer from the existing sinkhole location to south of the UPRR tracks. The two quotes are shown below: Visu-Sewer, Inc.$57,820 Insituform Technologies USA, LLC $86,920 The quotes were reviewed and determined to be accurate and in order. Staff identified potential funding for this emergency project included in the 2017-2018 Adopted Bi-Annual Budget 7122-6340 Storm Utility Fund. Recommended Action Motion to approve emergency repairs with Visu-Sewer, Inc. in the amount of $57,820 for the Winnetka Storm Avenue North Storm Sewer Lining Project. Executive Summary For Action Golden Valley City Council Meeting October 17, 2017 Agenda Item 6. B. Approve Extended Alcohol Service Hours for the 2018 National Football Super Bowl Prepared By Kris Luedke, City Clerk Summary The Legislature passed a special law allowing establishments serving liquor, wine and beer to remain open until 4 am on February 2 through February 5, 2018, during Super Bowl LII subject to approval by the local jurisdiction. The fee for this permit is $250. The approval of the Resolution would provide for the extended hours. Before businesses can participate in the extended hours, they must be issued a special 4 am license from the City of Golden Valley. Upon approval of the Resolution, staff will mail a letter and a special permit application to the on-sale liquor license businesses. Staff recommends Council approve the Resolution providing for special closing times permit of on-sale liquor during the 2018 National Football League Super Bowl game at U.S. Bank Stadium. Attachments •Resolution providing for a Special Permit to allow for later Closing Times of On-Sale Liquor Licensees during the 2018 National Football League Super Bowl Game at U.S. Bank Stadium (1 page) Recommended Action Motion to adopt Resolution providing for a special permit to allow for later closing of liquor service during the 2018 Super Bowl beginning at 12 pm February 2 and ending at 4 am on February 5, 2018. Resolution 17-67 October 17, 2017 Member introduced the following resolution and moved its adoption: RESOLUTION PROVIDING FOR A SPECIAL PERMIT TO ALLOW FOR LATER CLOSING TIMES OF ON-SALE LIQUOR LICENSEES DURING THE 2018 NATIONAL FOOTBALL LEAGUE SUPER BOWL GAME AT U.S. BANK STADIUM WHEREAS, Minnesota Legislature has enacted a bill allowing local licensing jurisdiction to extend hours of alcohol service until 4 am during the 2018 Super Bowl; and WHEREAS, only the holders of an existing on-sale intoxicating liquor license or a 3.2 malt liquor license s issued by the City are eligible for the later closing hours and shall only be issued upon approval of the City; and WHEREAS, the license shall only be effective during the period from 12:00 pm, February 2, 2018, through 4:00 am, February 5, 2018; and WHEREAS, at 4:01 am, February 5, 2018, the license shall expire and terminate with no further action required by the City; and WHEREAS, the license shall be subject to the conditions, prohibited acts and penalties set forth in Minn. Stat. ch. 340A and City Code ch. 5; and WHEREAS, the application fee shall be set by the City with a license fee of $250. NOW, THEREFORE, BE IT RESOLVED the Golden Valley City Council does hereby support authorization to allow the issuance of the special permit to existing on-sale intoxicating and 3.2 malt liquor licensees in the City of Golden Valley for the serving of alcohol until 4:00 am during February 2-5, 2018. _____________________________ 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.