07-20-21 City Council Agenda
REGULAR MEETING AGENDA
City Council meetings are being conducted in a hybrid format with in-person and remote options
for attending, participating, and commenting. The public can make statements in this meeting
during public comment sections, including the public forum beginning at 6:20 pm.
Remote Attendance/Comment Options: Members of the public may attend this meeting by
watching on cable channel 16, streaming on CCXmedia.org, streaming via Webex, or by calling 1-
415-655-0001 and entering access code 133 183 0695. Members of the public wishing to address
the Council should call 763-593-8060.
1. Call to Order
A. Pledge of Allegiance Pages
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
1. Regular City Council Meeting – June 15, 2021 3-6
B. Approval of City Check Register 7
C. Licenses
1. Approve Temporary On-Sale Liquor License – Good Shepherd Catholic Church 8
D. Boards, Commissions, and Task Forces:
1. Accept Resignation from the Planning Commission 9
2. Receive and File Police Commission Task Force Final Report 10
3. Receive and File Rising TIDES Task Force Final Report 11
E. Approval of Bids, Quotes and Contracts:
1. Approve Contract for Pavement Preservation with Corrective Asphalt Materials, LLC 12-32
2. Approve First Amendment to a Professional Services Agreement with BKV Group 33-64
F. Approve Golden Valley Fire Relief Association By-Law Pension Amount, Resolution No.
21-54
65-68
G. Approve Remote Meeting Policy, Resolution No. 21-55 69-73
H. Authorize City Manager to Sign an Amendment to Flexible Spending Benefit Plan 74
July 20, 2021 – 6:30 pm
Hybrid Meeting
City of Golden Valley City Council Regular Meeting
July 20, 2021 – 6:30 pm
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4. Public Hearing
5. Old Business
6. New Business
All Ordinances listed under this heading are eligible for public input.
A. First Consideration of Ordinance Nos. 718 and 719 - Abolishing Civil Service Commission
and creating Police Employment Accountability and Community Engagement Commission
75-90
B. Review of Council Calendar 91
C. Mayor and Council Communications
1. Other Committee/Meeting updates
7. Adjournment
REGULAR MEETING AGENDA
In light of the recently declared COVID-19 health pandemic, the Mayor of the City of Golden Valley
declared a local emergency under Minnesota Statute, section 12.37. In accordance with that
declaration, beginning on March 16, 2020, all meetings of the City Council held during the
emergency were conducted by telephone or other electronic means. As such, all votes are
conducted by roll call, so each member's vote on each issue can be identified and recorded pursuant
to Minnesota Stat. 13D.021.
The City used WebEx to conduct this meeting electronically. Members of the public were able to
monitor the meetings by watching it on Comcast cable channel 16, by streaming it on CCXmedia.org,
and by dialing in to the public call-in line. The public was able to participate in this meeting during
public comment sections, including the public forum, by dialing in to the public call-in line.
1. Call to Order
Mayor Harris called the meeting to order at 7:03 pm.
A. Pledge of Allegiance
B. Roll Call
Present: Mayor Shep Harris, Council Members Larry Fonnest, Maurice Harris, Gillian
Rosenquist and Kimberly Sanberg
Staff present: City Manager Cruikshank, City Attorney Cisneros, Physical Development
Director Nevinski, Housing/Economic Development Manager Shoquist,
Finance Director Virnig, Planning Manager Zimmerman, City Planner
Campbell, and City Clerk Schyma
C. Annual Audit Report
Finance Director Virnig introduced Adrienne Mutzenberger from Malloy Montague
Karnowski Radosevich & Co. who presented the results from the 2020 Audit.
Motion by M. Harris, Second by Fonnest to receive and file the 2020 Comprehensive Annual
Financial Report, Management Report, and Special Purpose Audit Reports.
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed:
N/A)
2. Additions and Corrections to Agenda
Motion by Sanberg, Second by Rosenquist to approve the meeting agenda as submitted.
June 15, 2021 – 6:30 pm
Meeting Held Virtually
City of Golden Valley City Council Regular Meeting
June 15, 2021 – 6:30 pm
2
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed: N/A)
3. Consent Agenda
Motion by Rosenquist, Second by Sanberg to approve the Consent Agenda as revised: removal of
Items #3F1 - Approve Resolution No. 21-45 – Acceptance of Donation for a Tree at Brookview Park
honoring Jack & Irene Gomez Bethke and #3F2 - MHFA Capacity Building Grant Project – Received
and File the Housing Engagement Initiative Report.
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed: N/A)
A. Approval of Minutes – Regular City Council Meeting – June 1, 2021
B. Approval of City Check Register
C. Boards, Commissions, and Task Forces:
1. Receive and File Meeting Minutes – Civil Service Commission – March 26, 2021
2. Receive and File Meeting Minutes – Facilities Study Task Force – March 16, 2021
3. Receive and File Meeting Minutes – Facilities Study Task Force – April 20, 2021
4. Receive and File Meeting Minutes – Facilities Study Task Force – April 23, 2021
D. Licenses:
1. Approve 2021-2022 Liquor License Renewals Pending Satisfactory Background
Investigations
E. Approval of Bids, Quotes and Contracts
1. Approve Contract for Sanitary Sewer Lining Repair with Hydro-Klean, LLC
2. Approve Memorandum of Understanding Regarding a Pilot Program for School and
Public Safety Partnership with Independent School District 281
3. Authorize Signing of CivicPlus Website Contracts:
a. Revised Contract for 2021 Website Redesign and Development
b. One-Year Subscription – Audio-Eye Automated Website Accessibility Solution
F. Grants and Donations
1. Resolution No. 21-45 – Acceptance of Donation for a Tree at Brookview Park
honoring Jack & Irene Gomez Bethke
2. MHFA Capacity Building Grant Project – Received and File the Housing Engagement
Initiative Report
G. Approve Resolution No. 21-46 Adopting Amendments to the Employee Handbook
H. Approve Resolution No. 21-47 Adopting the Utility Billing Late Payment Policy
I. Approve Resolution No. 21-48 Adopting the Hybrid Public Meeting Policy
J. Approve of Plat – Harold Avenue Addition, Resolution No. 21-49
3. Items Removed From the Consent Agenda:
3F1. Approve Resolution No. 21-45 – Acceptance of Donation for a Tree at Brookview Park
honoring Jack & Irene Gomez Bethke
City of Golden Valley City Council Regular Meeting
June 15, 2021 – 6:30 pm
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Council Member Fonnest thanked the Bethke family for their generous contribution to Brookview
Park.
Motion by Fonnest, Second by M. Harris to adopt Resolution No. 21-45 accepting the donation
from the Don & Kathleen Bethke family for the addition of a tree in Brookview Park to honor of Jack
& Irene Gomez Bethke.
Motion carried 4-0. (In Favor: Fonnest, M. Harris, S. Harris, Sanberg. Abstain: Rosenquist. Opposed:
N/A.)
3F2. MHFA Capacity Building Grant Project – Received and File the Housing Engagement
Initiative Report
Planning Manager Zimmerman and City Planner Campbell presented the staff report and answered
questions from Council.
Merritt Clapp-Smith, Moxie Urban Consulting, discussed the community engagement process.
The City Council discussed desired outcomes of the report, community outreach and education
regarding affordable housing, and next steps in the process.
Motion by Fonnest, Second by Rosenquist to receive and file the Housing Engagement Initiative
Report.
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed: N/A)
4. Public Hearing
5. Old Business
6. New Business
All Ordinances listed under this heading are eligible for public input.
A. Approval of Resolution No. 21-50 – Termination of Local Emergency and Adopting Certain
Actions Related to the COVID-19 Pandemic
City Attorney Cisneros presented the staff report and answered questions from Council.
Council Member Rosenquist thanked City Attorney Cisneros for her remarkable work managing
this detailed and painstaking process.
The Council thanked the management team and all staff for their dedication and hard work
during the pandemic.
City of Golden Valley City Council Regular Meeting
June 15, 2021 – 6:30 pm
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Motion by Rosenquist, Second by M. Harris to adopt Resolution No. 21-50 terminating the local
emergency and adopting certain actions related to the COVID-19 pandemic.
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed: N/A)
B. Review of Council Calendar
Mayor Harris reviewed upcoming city meetings, events, and holiday closures.
C. Mayor and Council Communications
1. Other Committee/Meeting updates
Mayor Harris thanked the Golden Valley Pride Committee for their successful food drive event for
PRISM Services.
Mayor Harris congratulated City Attorney Cisneros for her work with the Minnesota Association of
City Attorneys Executive Committee; the committee recently received the 2021 Public Law Diversity
Award from the Minnesota State Bar Association.
Mayor Harris provided a summary from the most recent Sochacki Park Joint Powers Agreement
Board Meeting and discussed several legislative updates.
Council Member Fonnest provided an update from the Municipal Legislative Commission Subgroup
on Fiscal Disparities.
Council Members Harris and Rosenquist recognized the upcoming Juneteenth holiday and
announced Rose McGee’s Sweet Potato Comfort Pie event.
7. Adjournment
Motion by Rosenquist, Second by Sanberg to adjourn the meeting at 8:38 pm.
Motion carried 5-0. (In Favor: Fonnest, M. Harris, S. Harris, Rosenquist, Sanberg. Opposed: N/A)
________________________________
Shepard M. Harris, Mayor
ATTEST:
_________________________________
Theresa J. Schyma, City Clerk
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. B. 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.
Financial Or Budget Considerations
The check register has a general ledger code as to where the claim is charged. At the end of the
register is a total amount paid by fund.
Recommended Action
Motion to authorize the payment of the bills as submitted.
Supporting Documents
Document is located on city website at the following location:
http://weblink.ci.golden-valley.mn.us/WebLink/Browse.aspx?id=876916&dbid=0&repo=GoldenValley
The check register for approval:
• 07-08-21 Check Register
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. C. 1. Temporary On-Sale Liquor License – Good Shepherd Catholic Church
Prepared By
Theresa Schyma, City Clerk
Summary
Good Shepherd Catholic Church, 145 Jersey Avenue South, has applied for a temporary on-sale liquor
license for a “Welcome Back Bash” event on September 12, 2021 from 11:30 am to 3:30 pm. The event
will be held outdoors in the church parking lot.
Golden Valley City Code does allow temporary on-sale liquor licenses to be issued to a club or
charitable, religious, or other nonprofit organization with Council approval. A certificate of liability
insurance naming the City as an additional insured is also required and has been provided by the
applicant. Furthermore, the applicant has signed a COVID-19 certification of compliance attesting that
the event and its COVID-19 preparedness plan meet all applicable requirements of the Federal and
State governments.
Financial Or Budget Considerations
Fees received for temporary liquor licenses help to defray costs the City incurs to administer license
requirements.
Recommended Action
Motion to approve a temporary on-sale liquor license for Good Shepherd Catholic Church, 145 Jersey
Avenue South, for their “Welcome Back Bash” event on September 12, 2021.
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. D. 1. Accept Resignation from the Planning commission
Prepared By
Tara Olmo, Assistant to the City Manager´s Office
Summary
Commissioner Ryan Sadeghi has submitted his resignation from the Planning Commission.
Financial Or Budget Considerations
Not applicable
Recommended Action
Motion to accept the resignation of Ryan Sadeghi from the Planning Commission.
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. D. 2. Receive and File Police Commission Task Force Final Report
Prepared By
Kiarra Zackery, Equity and Inclusion Manager
Maria Cisneros, City Attorney
Summary
At its September 15, 2020 meeting, the City Council approved the creation of a Police Commission Task
Force to begin the process of studying how the City might replace the existing Civil Service Commission
with a new Police Commission. The Task Force met twice per month beginning on November 19, 2020.
The work of the Task Force would was presented to the public via social media, an online survey, two
podcasts, and two live community engagement events. The Task Force invited the public to contribute
to its work through a variety of means, which were summarized in a Community Input Report. The
purpose of the Task Force was to:
1. Develop a recommendation regarding the name, membership composition, and duties of a new
commission on policing; and
2. Draft a proposed mission statement and bylaws for the new Commission which defines its role.
The recommendations and findings of the Task Force, as well as the input of staff, will help guide the
Council’s decisions regarding these important topics. Please note that any official actions resulting
from the work of the Task Force will be made by the Council at future meetings and those actions may
differ from the final recommendations included in the report. However, it is important to close the
loop on the work of the Task Force and officially receive and file their final report.
Financial or Budget Considerations
Not Applicable
Recommended Action
Motion to Receive and File the Police Commission Task Force Final Report.
Supporting Documents
• Link to Police Commission Task Force Final Report
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. D. 3. Receive and File Rising TIDES Task Force Final Report
Prepared By
Kiarra Zackery, Equity and Inclusion Manager and Rising TIDES Task Force Co-Liaison
Kirsten Santelices, Deputy City Manager/Human Resources Director and Rising TIDES Task Force Co-
Liaison
Summary
The City Council appointed the City’s Rising TIDES Task Force in January 2019, worked diligently for 18
months, hosted two community input sessions, and presented its findings to the City Council in June
2020. The Council accepted the Task Force’s recommendation report and extended the Task Force by
one year, where members spent time developing action plans with City staff based on the
recommendations report. The Task Force prepared a final report to share with City Council and the
community.
The Task Force’s recommendations will help inform the Council’s decisions on equity directives in the
City. Please note that any official actions resulting from the work of the Task Force will be made by the
Council at future meetings and those actions may differ from the final recommendations included in
the report. However, it is important to close the loop on the work of the Task Force and officially
receive and file their final report.
Financial Or Budget Considerations
Not applicable
Recommended Action
Motion to Receive and File the Rising TIDES Task Force Final Report.
Supporting Documents
• Link to Rising TIDES Task Force Final Report
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. E. 1. Approve Contract for Pavement Preservation with Corrective Asphalt Materials, LLC
Prepared By
Tim Kieffer, Public Works Director
Marshall Beugen, Street and Vehicle Maintenance Superintendent
Summary
In 2012, the City of Golden Valley suspended all chip seal projects in Golden Valley as pavement
delamination and premature potholes became more evident on chip sealed streets. Chip sealing is a
pavement preservation process in which small granite rocks are spread over an asphalt emulsifier to
seal the pavement and postpone future deterioration. In an effort to continue to preserve our asphalt
pavements, staff has begun various pilot projects using newer technologies to determine the most cost
effective long-term solution to pavement preservation.
One such alternative is an asphalt emulsion treatment call Reclamite that penetrates the pavement
surface to slow oxidation and keep the pavement flexible. Studies have shown that application of
pavement preservation products on newer streets tends to last longer than preservatives on older
pavement. The City has successfully applied this product since 2016.
Staff solicited quotes from five companies. Additionally, the project was posted on three different
external websites. Staff was able to obtain a single quote from Corrective Asphalt Materials, which has
been awarded this contract for the past several years.
Financial Or Budget Considerations
Funding for this project will come from the 2021 Street Maintenance Budget (1440.6440) which
includes $50,000 for pavement preservation. The total cost of the project is $43,564.00.
Recommended Action
Motion to authorize the Mayor and City Manager to execute Contract for Pavement Preservation with
Corrective Asphalt Materials, LLC in the form approved by the City Attorney to apply asphalt emulsion
to bituminous pavement.
Supporting Documents
• Contract for Pavement Preservation with Corrective Asphalt Materials, LLC (20 pages)
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CONTRACT FOR 2021 PAVEMENT PRESERVATION PROJECT
WITH CORRECTIVE ASPHALT MATERIALS, LLC
THIS AGREEMENT is made this 20th day of July, 2021 (the “Effective Date”) by and between Corrective
Asphalt Materials, LLC, an asphalt maintenance company located at 300 Daniel Boone Trail, South Roxana,
IL 62087 with a registered office located at 1010 Dale Street North, St. Paul, MN 55117 (“Contractor”),
and the City of Golden Valley, Minnesota, a Minnesota municipal corporation located at 7800 Golden
Valley Road, Golden Valley, MN 55427 (the “City”):
RECITALS
A. Contractor is engaged in the business of asphalt pavement preservation.
B. The City desires to hire Contractor to furnish and apply an asphalt pavement preservation
emulsion.
C. Contractor represents that it has the professional expertise and capabilities to provide the City
with the requested work.
D. The City desires to engage Contractor to provide the work described in this Agreement and
Contractor is willing to provide such work on the terms and conditions in this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions expressed herein, the City and
Contractor agree as follows:
AGREEMENT
1. The Work. Contractor shall perform the work more fully described in the attached Exhibit A (the
“Work”). The Work includes all work and services required by this Agreement, whether completed or
partially completed, and includes all labor, materials, equipment, and services provided or to be provided
by Contractor to fulfill Contractor’s obligations. All Work shall be completed according to the
specifications set forth in the attached Exhibit B.
2. Time for Completion. The Contractor shall proceed diligently and shall complete the Work to the
satisfaction and approval of the City’s Authorized Agent on or before September 30, 2021 (the “Contract
Time”). Contractor shall to notify the City in writing of any cause of delay of the Work within 24 hours
after such cause of delay arises. If Contractor fails to complete the Work by the Contract Time, the City
may immediately, or at any time thereafter, proceed to complete the Work at the Contractor’s expense.
If Contractor gives written notice of a delay over which Contractor has no control, the City may, at its
discretion, extend the Contract Time.
3. Consideration. The consideration, which the City shall pay to Contractor according to the details
set forth in the attached Exhibit C. The consideration shall be for both the Work performed by Contractor
and the expenses incurred by Contractor in performing the Work. Contractor shall submit statements to
the City containing a detailed list of project labor and hours, rates, titles, and amounts undertaken by
Contractor during the relevant billing period. The City shall pay Contractor within thirty (30) days after
receiving a statement from Contractor.
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4. Extra Work. Unless approved by the City in writing, Contractor shall make no claim for extra work
done or materials furnished, nor shall Contractor do any work or furnish any materials not covered by the
plans and specifications of this Agreement. Any such work or materials furnished by Contractor without
written City approval shall be at Contractor’s own risk and expense. Contractor shall perform any altered
plans ordered by the City; if such alteration reduces the cost of doing such work, the actual amount of
such reduction shall be deducted from the contract price for the Work.
5. Contract Documents. The Contract Documents shall consist of this Agreement; all exhibits to this
Agreement, which are incorporated herein by reference; any supplementary drawings, plans, and
specifications; and other documents listed herein.
In the event of a conflict among the various provisions of the Contract Documents, the terms shall be
interpreted in the following order of priority:
a. Modifications to this Agreement
b. This Agreement, including all exhibits
c. Supplementary drawings, plans, specifications
d. Other documents listed in this Agreement
Drawings shall control over Specifications, and detail in drawings shall control over large-scale drawings.
All capitalized terms used and not otherwise defined in this Agreement, but defined elsewhere in the
Contract Documents, shall have the meaning set forth in the Contract Documents.
6. Expense Reimbursement. Contractor shall not be compensated separately for necessary
incidental expenses. All expenses of Contractor shall be built into Contractor’s fixed compensation rate,
unless reimbursement is provided for an expense that received the prior written approval of the City,
which approval may be provided via electronic mail.
7. Approvals. Contractor shall secure the City’s written approval before making any expenditures,
purchases, or commitments on the City’s behalf beyond those listed in the Work. The City’s approval
may be provided via electronic mail.
8. Protection of Persons and Property. Contractor shall be responsible for initiating, maintaining
and supervising all safety precautions and programs in connection with the performance of the Work.
Contractor shall take reasonable precautions for the safety of, and shall provide reasonable protection to
prevent damage, injury, or loss to:
a. Persons performing the Work and other persons who may be affected by the Work;
b. The Work and materials and equipment to be incorporated therein; and
c. Other property at the site or adjacent to the site, such as trees, shrubs, lawns, walks,
pavement, roadways, structures and utilities.
Contractor shall promptly remedy damage and loss to property caused in whole or in part by Contractor
or any of its subcontractors, agents, or anyone directly or indirectly employed by any of them.
9. Acceptance of the Work. All of the Contractor’s work and labor shall be subject to the inspection
and approval of the City. If any materials or labor are rejected by the City as defective or unsuitable, then
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the materials shall be removed and replaced with other approved materials and the labor shall be done
to the satisfaction and approval of the City at the Contractor’s sole cost and expense. Contractor shall
replace at Contractor’s expense any loss or damage to the Work, however caused, which occurs during
the construction thereof or prior to the final delivery to and acceptance of the Work by the City. Any
payment made to Contractor, shall not be construed as operating to relieve Contractor from responsibility
for the construction and delivery of Work. Acceptance of the completed Work shall be evidenced only by
a Certificate of Final Completion issued by the City, which shall state the date on which the City accepts
the completed Work (the “Final Completion Date”).
10. Warranty. Contractor represents and warrants that it has the requisite training, skills, and
experience necessary to complete the Work, is appropriately licensed by all applicable agencies and
governmental entities, and will complete the Work in a manner consistent with the level of care and skill
ordinarily exercised by professionals currently providing similar work. Contractor further represents and
warrants to the City that the materials and equipment furnished under this Agreement are of good quality
and new, unless this Agreement requires or permits otherwise. Contractor further warrants that the Work
will conform to the requirements of this Agreement and will be free from defects. Work, materials, or
equipment not conforming to these requirements may be considered defective. Contractor shall promptly
correct any defective Work. Costs of correcting such defective Work, including additional testing and
inspections, the cost of uncovering and replacement, and compensation for any additional services and
expenses made necessary thereby, shall be at Contractor’s expense. Contractor’s warranty shall exclude
remedy for damage or defect caused by abuse, alterations to the Work not executed by Contractor or its
subcontractors, agents, or anyone hired or employed by any of them, improper or insufficient
maintenance, improper operation or normal wear and tear under normal usage.
11. Guarantee. Contractor guarantees and agrees to maintain the stability of the Work and materials
furnished and installed under this contract for a period of one year after the Final Completion Date (the
“Guarantee Period”). Contractor agrees to perform fully all other guarantees as set forth in the
specifications. If any of the Work is found to be not in accordance with the requirements of the Contract
during the Guarantee Period, Contractor shall correct it promptly after receipt of notice from the City to
do so. The City shall give such notice promptly after discovery of the condition. If Contractor fails to correct
nonconforming Work within a reasonable time after receipt of notice from the City, the City may correct
the Work at Contractor’s expense.
The Guarantee Period shall be extended with respect to portions of Work first performed after the Final
Completion Date by the period of time between final payment and the actual completion of that portion
of the Work. The one-year period for correction of Work shall not be extended by corrective Work
performed by Contractor pursuant to this Section.
Nothing contained in this Section shall be construed to establish a period of limitation with respect to
other obligations Contractor has under the Contract Documents. Establishment of the one-year period for
correction of Work as described in this Section relates only to the specific obligation of Contractor to
correct the Work, and has no relationship to the time within which the obligation to comply with the
Contract Documents may be sought to be enforced, nor to the time within which proceedings may be
commenced to establish Contractor’s liability with respect to Contractor’s obligations other than
specifically to correct the Work.
12. Termination. This Agreement shall remain in force and effect commencing from the effective
date and continuing until the completion of all of the parties’ obligations hereunder, unless terminated
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by the City or amended pursuant to the Agreement. Notwithstanding any other provision hereof to the
contrary, this Agreement may be terminated as follows:
a. The parties, by mutual written agreement, may terminate this Agreement at any time;
b. Either party may terminate this Agreement in the event of a breach of the Agreement by the
other party upon providing written notice of intention to terminate to the breaching party.
Termination will become effective automatically and without further notice unless the
breaching party cures the breach within thirty (30) days after the giving of such notice.
c. The City may terminate this Agreement immediately upon Contractor’s failure to have in force
any insurance required by this Agreement.
In the event of a termination, the City shall pay Contractor for Work performed to the date of termination
and for all costs or other expenses incurred prior to the date of termination.
13. Amendments. No amendments may be made to this Agreement except in a writing signed by
both parties.
14. Remedies. In the event of a termination of this Agreement by the City because of a breach by
Contractor, the City may complete the Work either by itself or by contract with other persons or entities,
or any combination thereof. These remedies provided to the City for breach of this Agreement by
Contractor shall not be exclusive. The City shall be entitled to exercise any one or more other legal or
equitable remedies available because of Contractor’s breach.
15. Records/Inspection. Pursuant to Minnesota Statutes § 16C.05, subd. 5, Contractor agrees that
the books, records, documents, and accounting procedures and practices of Contractor, that are relevant
to the contract or transaction, are subject to examination by the City and the state auditor or legislative
auditor for a minimum of six years. Contractor shall maintain such records for a minimum of six years
after final payment. The parties agree that this obligation will survive the completion or termination of this
Agreement.
16. Indemnification. To the fullest extent permitted by law, Contractor, and Contractor’s successors
or assigns, agree to protect, defend, indemnify, save, and hold harmless the City, its officers, officials,
agents, volunteers, and employees from any and all claims; lawsuits; causes of actions of any kind, nature,
or character; damages; losses; and costs, disbursements, and expenses of defending the same, including but
not limited to attorneys’ fees, professional services, and other technical, administrative or professional
assistance resulting from or arising out of Contractor’s (or its subcontractors, agents, volunteers, members,
invitees, representatives, or employees) performance of the duties required by or arising from this
Agreement, or caused in whole or in part by any negligent act or omission or willful misconduct by Contractor,
or arising out of Contractor’s failure to obtain or maintain the insurance required by this Agreement.
Nothing in this Agreement shall constitute a waiver or limitation of any immunity or limitation on liability to
which the City is entitled. The parties agree that these indemnification obligations shall survive the
completion or termination of this Agreement.
17. Insurance. Contractor shall maintain reasonable insurance coverage throughout this
Agreement. Contractor agrees that before any work related to the approved project can be performed,
Contractor shall maintain at a minimum:
a. Worker’s Compensation Insurance as required by Minnesota Statutes, section 176.181;
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b. Business Auto Liability covering vehicles owned by Contractor and non-owned vehicles used
by Contractor, with policy limits not less than $500,000.00 per accident, for bodily injury,
death of any person, and property damage arising out of the ownership, maintenance, and
use of such motor vehicles, along with any statutorily required automobile coverage;
c. Commercial General Liability in an amount of not less than $1,000,000.00 per occurrence,
$1,000,000 general aggregate, and $1,000,000 for products-completed operations hazard,
providing coverage for claims including:
i. Damages because of bodily injury, sickness or disease, including occupational sickness
or disease, and death of any person;
ii. Personal and advertising injury;
iii. Damages because of physical damage to or destruction of property, including loss of
use of such property;
iv. Bodily injury or property damage arising out of completed operations; and
v. Contractor’s indemnity obligations under this Agreement.
To meet the Commercial General Liability and Business Auto Liability requirements, Contractor may use a
combination of Excess and Umbrella coverage. Prior to commencement of the Work, Contractor shall
provide the City with a current certificate of insurance including the following language: “The City of
Golden Valley is named as an additional insured with respect to the commercial general liability, business
automobile liability and umbrella or excess liability, as required by the contract. The umbrella or excess
liability policy follows form on all underlying coverages.” Such certificate of liability insurance shall list the
City as an additional insured and contain a statement that such policies of insurance shall not be canceled
or amended unless 30 days’ written notice is provided to the City, or 10 days’ written notice in the case
of non-payment.
18. Compliance with State Withholding Tax. Before final payment is made for the Work on this
project, Contractor must make a satisfactory showing that it has complied with the provisions of
Minnesota Statutes, section 290.92 requiring the withholding of State Income Tax for wages paid
employees on this project by providing to the City Engineer a Certificate of Compliance from the
Commissioner of Taxation. Contractor is advised that before such Certificate can be issued, Contractor
must first place on file with the Commissioner of Taxation an affidavit, in the form of an IC-134, that
Contractor has complied with the provisions of Minnesota Statutes Section 290.92.
19. Assignment. Neither the City nor Contractor shall assign this Agreement or any rights under or
interest in this Agreement, in whole or in part, without the other party’s prior written consent. Any
assignment in violation of this provision is null and void. Neither the City nor Contractor shall assign, or
transfer any rights under or interest (including, but without limitation, moneys that may become due or
moneys that are due) in the Agreement without the written consent of the other except to the extent that
the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any
written consent to an assignment, no assignment will release or discharge the assignor from any duty or
responsibility under this Agreement. Nothing contained in this paragraph shall prevent Contractor from
employing such independent consultants, associates, and subcontractors, as it may deem appropriate to
assist it in the performance of the Work required by this Agreement. Any instrument in violation of this
provision is null and void.
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20. Independent Contractor. Contractor is an independent contractor. Contractor’s duties shall be
performed with the understanding that Contractor has special expertise as to the Work which Contractor
is to perform and is customarily engaged in the independent performance of the same or similar work for
others. Contractor shall provide or contract for all required equipment and personnel. Contractor shall
control the manner in which the Work is performed; however, the nature of the Work and the results to
be achieved shall be specified by the City. The parties agree that this is not a joint venture and the parties
are not co-partners. Contractor is not an employee or agent of the City and has no authority to make any
binding commitments or obligations on behalf of the City except to the extent expressly provided in this
Agreement. All Work provided by Contractor pursuant to this Agreement shall be provided by Contractor
as an independent contractor and not as an employee of the City for any purpose, including but not limited
to: income tax withholding, workers' compensation, unemployment compensation, FICA taxes, liability
for torts and eligibility for employee benefits.
21. Compliance with Laws. Contractor shall exercise due professional care to comply with applicable
federal, state and local laws, rules, ordinances and regulations in effect as of the Effective Date.
Contractor’s guests, invitees, members, officers, officials, agents, employees, volunteers, representatives,
and subcontractors shall abide by the City’s policies prohibiting sexual harassment and tobacco, drug, and
alcohol use as defined on the City’s Tobacco, Drug, and Alcohol Policy, as well as all other reasonable work
rules, safety rules, or policies, and procedures regulating the conduct of persons on City property, at all
times while performing duties pursuant to this Agreement. Contractor agrees and understands that a
violation of any of these policies, procedures, or rules constitutes a breach of the Agreement and sufficient
grounds for immediate termination of the Agreement by the City.
22. Entire Agreement. The Contract Documents shall constitute the entire agreement between the
City and Contractor, and supersede any other written or oral agreements between the City and
Contractor.
23. Third Party Rights. The parties to this Agreement do not intend to confer any rights under this
Agreement on any third party.
24. Choice of Law and Venue. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement
shall be heard in the state or federal courts of Hennepin County, Minnesota, and all parties to this
Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or
otherwise.
25. Work Products and Ownership of Documents. All records, information, materials and other work
products, including, but not limited to the completed reports, drawings, plans, and specifications prepared
and developed in connection with the provision of the Work pursuant to this Agreement shall become the
property of the City, but reproductions of such records, information, materials and other work products
in whole or in part may be retained by Contractor. Regardless of when such information was provided,
Contractor agrees that it will not disclose for any purpose any information Contractor has obtained arising
out of or related to this Agreement, except as authorized by the City or as required by law. These
obligations survive the termination of this Agreement.
26. Conflict of Interest. Contractor shall use reasonable care to avoid conflicts of interest and
appearances of impropriety in representation of the City. In the event of a conflict of interest, Contractor
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shall advise the City and, either secure a waiver of the conflict, or advise the City that it will be unable to
provide the requested Work.
27. Agreement Not Exclusive. The City retains the right to hire other professionals, contractors and
service providers for this or other matters, in the City’s sole discretion.
28. Data Practices Act Compliance. Any and all data provided to Contractor, received from Contractor,
created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this
Agreement shall be administered in accordance with, and is subject to the requirements of the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13. Contractor agrees to notify the City within
three business days if it receives a data request from a third party. This paragraph does not create a duty
on the part of Contractor to provide access to public data to the public if the public data are available from
the City, except as required by the terms of this Agreement. These obligations shall survive the termination
or completion of this Agreement.
29. No Discrimination. Contractor agrees not to discriminate in providing the Work under this
Agreement on the basis of race, color, sex, creed, national origin, disability, age, sexual orientation, status
with regard to public assistance, or religion. Violation of any part of this provision may lead to immediate
termination of this Agreement. Contractor agrees to comply with Americans with Disabilities Act as
amended (“ADA”), section 504 of the Rehabilitation Act of 1973, and the Minnesota Human Rights Act,
Minnesota Statutes, Chapter 363A. Contractor agrees to hold harmless and indemnify the City from costs,
including but not limited to damages, attorneys’ fees and staff time, in any action or proceeding brought
alleging a violation of these laws by Contractor or its guests, invitees, members, officers, officials, agents,
employees, volunteers, representatives and subcontractors. Upon request, Contractor shall provide
accommodation to allow individuals with disabilities to participate in all Work under this Agreement.
Contractor agrees to utilize its own auxiliary aid or service in order to comply with ADA requirements for
effective communication with individuals with disabilities.
30. Authorized Agents. The City’s authorized agent for purposes of administration of this contract is
Tim Kieffer, or designee. Contractor’s authorized agent for purposes of administration of this contract is
Kelli Leighanne Bornes, or designee who shall perform or supervise the performance of all Work.
31. Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return
receipt requested, addressed to:
CONTRACTOR THE CITY
Corrective Asphalt Materials, LLC
300 Daniel Boone Trail
South Roxana, IL 62087
kelli@cammidwest.com
City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427
tkieffer@goldenvalleymn.gov
or such other contact information as either party may provide to the other by notice given in accordance
with this provision.
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32. Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a waiver
of any other provisions or any other or further breach, and no such waiver shall be effective unless made
in writing and signed by an authorized representative of the party to be charged with such a waiver.
33. Headings. The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define, limit or affect the scope and intent of this Agreement.
34. Payment of Subcontractors. Contractor agrees to pay all laborers employed and all
subcontractors furnishing material to Contractor in the performance of this contract. If Contractor fails to
pay any claims and demands for labor and materials, the City may apply the monies due to Contractor
toward paying and satisfying such claims and demands. The City has the right to apply monies due to
Contractor towards paying any accrued indebtedness or any claim which may hereafter come due against
Contractor. The amount of such payments shall be deducted from the balance due to the Contractor;
provided that nothing herein nor any variation from the amounts and timing of the installments shall be
construed as impairing the right of the City or of those to whose benefit the bond herein agreed upon
shall insure, to hold Contractor or surety liable on the bond for any breach of the conditions of the same
nor as imposing upon the City any obligation to laborers, materialmen, contractors, or sureties to pay or
to retain for their benefit any monies coming to the contractor hereunder.
Pursuant to Minnesota Statutes, Section 471.425, Subdivision 4(a), Contractor must pay any
subcontractor within ten (10) days of Contractor’s receipt of payment from the City for undisputed
services provided by the subcontractor. Contractor must pay interest of one and one-half percent (1½%)
per month or any part of a month to the subcontractor on any undisputed amount not paid on time to
the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or
more is $10.00. For an unpaid balance of less than $100.00, Contractor shall pay the actual penalty due
to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the
Contractor shall be awarded its costs and disbursements, including attorney’s fees, incurred in bringing
the action.
35. Severability. In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be severed, and the balance of the Agreement shall continue in full
force and effect.
36. Signatory. Each person executing this Agreement (“Signatory”) represents and warrants that they
are duly authorized to sign on behalf of their respective organization. In the event Contractor did not
authorize the Signatory to sign on its behalf, the Signatory agrees to assume responsibility for the duties
and liability of Contractor, described in this Agreement, personally.
37. Counterparts and Electronic Communication. This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original, but all of which taken together shall constitute
one and the same instrument. This Agreement may be transmitted by electronic mail in portable
document format (pdf) and signatures appearing on electronic mail instruments shall be treated as
original signatures.
38. Recitals. The City and Contractor agree that the Recitals are true and correct and are fully
incorporated into this Agreement.
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IN WITNESS WHEREOF, the City and Contractor have caused this Independent Contractor Agreement to
be executed by their duly authorized representatives in duplicate on the respective dates indicated
below.
CORRECTIVE ASPHALT MATERIALS, LLC: CITY OF GOLDEN VALLEY:
By: _________________________________
Kelli Leighanne Bornes, Manager
By: _________________________________
Shepard M. Harris, Mayor
By: _________________________________
Timothy J. Cruikshank, City Manager
EXHIBIT A
SCOPE OF WORK
1. General Scope. The Work shall consist of furnishing all labor, material, and equipment
necessary to perform all operations for the application of an asphalt rejuvenating agent to
bituminous surface courses. The rejuvenation shall be by spray application of a cationic maltene-based
rejuvenating agent composed of petroleum oils and resins emulsified with water. The base used for the
emulsion shall be naphthenic.
2. Location. The Location Map herein Exhibit A identifies roadways that will receive the pavement
rejuvenating agent.
2021 Pavement
Preservation Project
EXHIBIT B
SPECIAL CONDITIONS
1. Product Specifications. The asphalt-rejuvenating agent shall be an emulsion composed of a naphthenic
petroleum resin oil base uniformly emulsified with water that conforms to the required physical and chemical
requirements listed below.
Tests on Emulsion
Method Requirement
ASTM AASHTO Minimum Maximum
Viscosity @ 25○C, SFS D-244 T-59 15 s 40 s
Residue by Distillation1 D-244(Mod.) T-59(Mod) 60% 65%
Miscibility Test2 D-244(Mod.) T-59(Mod) No Coagulation
Sieve Test3 D-244(Mod.) T-59(Mod) 0.1%
Particle Charge Test D-244 T-59 Positive
Tests on Residue from Distillation
Flash Point, COC, ○C D-92 T-48 196
Viscosity @ 60○C, cst D-445 - 100 200
Asphaltenes, %w D-2006-70 - 1.00
Maltene Dist. Ratio4 D-2006-70 - 0.3 0.6
PC/S Ratio4 D-2006-70 - 0.5
Saturated Hydrocarbons, S4 D-2006-70 - 21 28
1. ASTM D-244 Modified Evaporation Test for percent of residue is made by heating 50 gram sample to 149°C
(300°F) until foaming ceases, then cool immediately and calculate results.
2. Test procedure identical with ASTM D-244-60 except that .02 Normal Calcium Chloride solution shall be used
in place of distilled water.
3. Test procedure identical with ASTM D-244 except that distilled water shall be used in place of two percent
sodium oleate solution.
4. Chemical Composition by ASTM Method D-2006-70.
PC + A1
S + A2
PC = Polar Compounds + A1 = First Acidaffins
S = Saturated Hydrocarbons + A2 = Second Acidaffins
The rejuvenating agent shall have a record of satisfactory service as an asphalt rejuvenating agent and in-depth
sealer. Satisfactory service shall be based on the capability of the material to decrease the viscosity of the asphalt
binder and provide an in-depth seal.
2. Product Submittals. Contractor shall submit the following product information before the quote
deadline.
A. Manufacture’s product name and literature. Literature shall be descriptive and have detailed
information that shows it meets the minimum material specifications.
B. A current Material Safety Data Sheet (MSDS) for the product.
C. Manufacture’s certification that the product proposed is in compliance with required specifications.
D. Previous use documentation and test data demonstrating the product has been used successfully for
a period of two years.
3. Material Performance. The asphalt rejuvenating agent shall have the capability to penetrate the asphalt
pavement surface. The asphalt rejuvenating agent shall be absorbed and incorporated into the asphalt binder.
Verification that incorporation of the asphalt rejuvenating agent into the asphalt binder has been effected shall
be by analysis of the asphalt binder chemical properties. The viscosity shall be reduced by a minimum of 25% for
a pavement two years or less in age, and reduced by a minimum of 40% for a pavement greater than two years
in age as determined by dynamic shear rheometer (DSR) method for asphalt testing in accord with AASHTO T315-
05. This analysis shall apply to extracted asphalt binder, taken from cores, in the upper 3/8 inch of pavement. In
addition, the treated areas shall be sealed in-depth to the intrusion of air and water.
4. Equipment. The following equipment shall be used for the sprayed application of the rejuvenating agent.
A. Distributor. The distributor for spreading the emulsion shall be self-propelled, and shall have
pneumatic tires. The distributor shall be designed and equipped to distribute the asphalt
rejuvenating agent uniformly on variable widths of surface at readily determined and controlled rates
from 0.04 to 0.5 gallons per square yard of surface, and with an allowable variation from any
specified rate not to exceed 5% of the specified rate. Distributor equipment shall include full
circulation spray bars, pump tachometer, volume measuring device and a hand hose attachment
suitable for application of the emulsion manually to cover areas inaccessible to the distributor. The
distributor shall be equipped to circulate and agitate the emulsion within the tank. The rate of
application shall be controlled by an onboard computer control system designed to uniformly and
consistently control the selected application rate in gallons per square yard regardless of the forward
speed of the distributor truck. A check of distributor equipment as well as application rate accuracy
and uniformity of distribution shall be made when directed by the city’s authorized agent.
B. Sand Truck. The truck used for sanding shall be equipped with a spreader that allows the sand
aggregate to be uniformly distributed onto the pavement. The spreader shall be able to apply ½
pound to 3 pounds of sand aggregate per square yard in a single pass. The spreader shall be
adjustable to not broadcast sand aggregate onto driveways and lawns. The sand aggregate shall be
manufactured sand free flowing, without any leaves, dirt, stones, or debris. Any wet sand shall be
rejected from the job site. Any equipment that is not maintained in full working order, or is proven
inadequate to obtain the results prescribed, shall be repaired or replaced at the direction of the city’s
authorized agent.
C. Calibration.
i. The distributor shall be calibrated in accordance with ASTM D2995-99. The distributor shall be
moving forward at the proper application speed at the time the spray bar is activated. The
operation shall stop immediately if at any time a nozzle becomes clogged or not spraying a
proper pattern.
ii. The spreader shall be calibrated in accordance with ASTM D5624-02. The allowable deviation
in the amount of sand aggregate shall not exceed plus or minus one pound per square yard in
the transverse or longitudinal direction from the design application rate.
5. Construction.
A. Layout. The Contractor will be responsible for the lay out of the roadway and project planning and
sequencing to meet traffic control requirements prior to application.
B. Weather and Seasonal limitations. The asphalt-rejuvenating agent shall not be applied to a wet
surface, when rain is occurring, or the chance of rain is present immediately before application. The
agent shall be reapplied if unexpected rain occurs prior to material penetration and sanding at no
additional cost. The rejuvenating agent may be applied when the air temperature in the shade and
away from artificial heat has reaches 50°F and is rising. The application of the agent shall be
suspended when the air temperature in the shade and away from artificial heat reaches 60°F and is
falling. The agent shall not be applied when, in the opinion of the city’s authorized agent, the weather
or roadbed conditions are unfavorable.
C. Preparation of Surface. The contractor will be responsible for blowing or sweeping the road
immediately ahead of the application operation to make sure the road is free of standing water, dirt,
loose aggregate, leaves, and other debris. The surface shall be clean and dry prior to the application.
D. Application of Asphalt Rejuvenating Emulsion. The asphalt-rejuvenating agent shall be applied by a
distributor truck at the temperature recommended by the manufacturer and at the pressure
required for proper distribution. The emulsion shall be applied so that uniform distribution is
obtained at all points of the areas to be treated. Application shall be commenced with a running
start to insure full rate of distribution over the entire area to be treated. Areas inadvertently missed
shall receive additional treatment as may be required by hand sprayer application. The Contractor
shall maintain traffic control and project monitoring until the applied agent has penetrated, the area
has been sanded, and the surface course is not slippery or dangerous to vehicular travel.
i. Material Placement. Application of asphalt rejuvenating agent shall be on one-half width of the
pavement at a time. The distributor nozzle nearest the center of the road shall overlap the
previous application by at least one-half the width of the nozzle spray when the second half of
the surface is treated. In any event the centerline construction joint of the pavement shall be
treated in both application passes of the distributor truck. The asphalt rejuvenating agent shall
be blended with water at the rate of two parts rejuvenating agent to one part water, by volume,
or as specified by the manufacturer. The combined mixture of asphalt rejuvenating agent and
water shall be spread at the rate of 0.04 to 0.10 gallons per square yard, or as approved by the
city’s authorized agent following field testing. Grades or super elevations of surfaces that may
cause excessive runoff, in the opinion of the city’s authorized agent, shall have the required
amounts applied in two or more applications as directed. Succeeding applications shall be made
as soon as penetration of the preceding application has been completed and the city’s
authorized agent grants approval for additional applications. The Contractor shall furnish a
quality inspection report showing the source, manufacturer, and the date shipped, for each load
of asphalt rejuvenating agent. The Contractor shall take representative samples of the material
for testing when directed by the city’s authorized agent.
ii. Test Strip for Application Rate. The contractor shall perform test strip applications as directed
by the city’s authorized agent prior to the start of the project. Test strips shall be performed for
each pavement group of similar age and type within the project area. The test strips shall be
applied at a minimum width of 6 feet and for a length of 50 feet. A total of three test strips shall
be applied at application rates of 0.04, 0.08 and 0.10 gallons per square yard, respectively. The
time, in minutes, for essentially complete absorption of the asphalt rejuvenating emulsion shall
be recorded for each test strip. The optimal rate to be used in a given area shall be that rate
essentially absorbed within 30 minutes. In the event that all three of the standard test rates are
absorbed completely within the 30 minute timeframe, then the Contractor and the city’s
authorized agent shall agree on a fourth test strip application rate. Upon completion of the test
strips for each pavement group, the city’s authorized agent will determine the final application
rate to be applied to each pavement group.
iii. Sanding/Blotting. The Contractor shall apply a coating of dry manufacture sand to the surface
in sufficient amount to protect the traveling public as required after the rejuvenating emulsion
has penetrated. All manufactured sand used during the treatment shall be removed no later
than 24 hours after treatment of a roadway. All surfaced shall be cleaned of any material to the
satisfaction of the city’s authorized agent. Street sweeping shall be included in the price bid per
square yard for asphalt rejuvenating emulsion. In the opinion of the city’s authorized agent a
hazardous condition exists on the roadway, the contractor must apply additional manufactured
sand and sweep no later than 24 hours following reapplication. No additional compensation will
be accepted for reapplication and removal of materials.
iv. Handling of Asphalt Rejuvenating Agent. Contents in tank cars or storage tanks shall be
circulated at least 45 minutes before withdrawing any material for application. The asphalt
rejuvenating agent concentrate shall be loaded first and then the required amount of water
shall be added when loading the distributor. The water shall be added into the distributor with
enough force to cause agitation and thorough mixing of the two materials. The discharge end
of the water hose or pipe shall be kept below the surface of the material in the distributor to
prevent foaming. The distributor truck shall be cleaned of all asphalt materials and washed out
to the extent that no discoloration of the emulsion may be perceptible. Cleanliness of the
spreading equipment shall be subject to the approval and satisfaction of the city’s authorized
agent.
6. Street Sweeping. The Contractor shall be responsible for sweeping and cleaning of the streets after
treatment. All sand used during the treatment must be removed no later than 24 hours after treatment of the
street. This shall be accomplished by a combination of hand and mechanical sweeping. All surfaces shall be
cleaned of any material to the satisfaction of the city’s authorized agent. In the opinion of the city’s authorized
agent a hazardous condition exists on the roadway, the contractor must apply additional manufactured sand and
sweep no later than 24 hours following reapplication. No compensation shall be considered for application and
removal of materials.
7. Resident Notification. The contractor shall distribute by hand, a typed notice to all residences and
businesses on the street to be treated. The notice shall be delivered no more than 24 hours prior to the treatment
of the road. The notice will have a local phone number that residents may call to ask questions. The notice shall
be of the door hanger type, which secures to the door handle of each dwelling. Unsecured notices shall not be
allowed. The contractor shall also place the notice on the windshield of any parked cars on the street. Hand
distribution of this notice will be considered incidental.
8. Responsible Contractor Certification. Contractor and subcontractor(s) shall be a “responsible
contractor” as defined in Minnesota Statutes §16C.285, subdivision 3. Contractor or subcontractor(s) that do
not meet the minimum criteria established in Minnesota Statutes §16C.285, subdivision 3, or who fails to verify
compliance with the minimum requirements, will not be a “responsible contractor” and will be ineligible to
perform the Work. Contractor and subcontractor(s) are that make a false statement verifying compliance with
any of the minimum criteria shall result in the termination of this Agreement.
9. Pre-Construction Meeting. Prior to the beginning of construction operations, a pre-construction
meeting shall be held, and shall be attended by the authorized representatives of the City and persons of the
contracting company who will have direct responsibility for workmanship and/or materials used on the project.
The conference will disclose all aspects for execution and schedule of the Work. Agreement on any and all
questionable measurements, materials, methods or other matters shall be made at this conference.
Contractor shall submit the following at the pre-construction meeting:
A. Critical path phasing plan and schedule, which details all controlling operations. This shall be
submitted a minimum of three (3) days before the pre-construction meeting.
B. General project contact information including emergency contacts.
C. Material supplier list.
D. Calibration reports.
E. Traffic Control plan.
10. Measurement and Payment. Payment for all items for this project shall be by the unit price as stated
herein Exhibit C. The estimated quantities on the Proposal form are for determination of the lowest cost for the
Work. The City reserves the right to increase or decrease quantities shown on the Proposal to stay within the
amount budgeted by the City. No claims for extra compensation due to increased or decreased quantities shall
be considered. Contractor shall provide daily documentation to the City’s authorized agent, at the end of each
working day, for the quantities performed that day. Contractor shall submit all final quantities to the City within
one month after completion of the Work.
11. Mobilization (2021). The lump sum for mobilization is to include all aspects of work and shall include
mobilization to all of the areas identified in the Location Map herein Exhibit A.
12. Traffic Control and Maintenance (2563). Contractor shall maintain traffic at all times while performing
the Work in accordance with the current Minnesota Manual of Uniform Traffic Control Devices (MMUTCD) Field
Manual and its supplements, or as deemed necessary by the City’s authorized agent, when the Work occurs on
or adjacent to any street, alley or public place. Contractor shall provide, under the traffic control item, all
construction signage and traffic control devices for the protection of persons, property and the Work.
Contractor shall be responsible for maintaining traffic control devices during the Work. In the event that the City
must install additional signs for traffic control for safety purposes, the cost for such measures shall be billed to
Contractor or withheld from monies due. The Contractor shall be held responsible for all damaged from failure
to protect the work zone.
Throughout construction, Contractor shall provide safe and adequate access at all times for residents, property
owners and emergency vehicles. Access shall include the maintaining of ingress and egress of private driveways
throughout construction. Throughout the duration of the Work, Contractor shall, as much as possible, work to
limit any inconveniences to local businesses and property owners. When single lane traffic is necessary, flagmen
must be provided to direct traffic. Contractor shall provide certifications of all flagmen that will be working on
this project.
13. Erosion and Sedimentation Control (2573). Storm Drain Inlet Protection --- Wimco Inlet Protection. At
the direction of the City’s authorized agent, Contractor shall provide Wimco Inlet Protection devices, or
approved equal, on all inlets where inlet protection is designated. Information on the Wimco devices can be
obtained at www.roaddrain.com. Payment will be made on the basis of each structure protected through all
phases of the work. Use of different methods for protection in order to phase the work or for the ease of the
construction shall not be cause for multiple payments over one per structure.
14. Manual References. The Specifications which apply to the Work shown in the Plans shall be as follows:
A. Special Conditions herein Exhibit A and B.
B. The most current edition of the Minnesota Manual on Uniform Traffic Control Devices.
C. Division I, 1507 (Utility Property and Service) and Division I, 1512 (Unacceptable and unauthorized
work) of the Minnesota Department of Highways Standard Specification for Construction, 2018
Edition and its supplements, shall apply, except as modified or supplemented herein.
D. Division II (Construction Details) and Division III (Materials) of the Minnesota Department of
Highways Standard Specification for Construction, 2018 Edition and its supplements, shall apply,
except as modified or supplemented herein.
15. Safety Precautions and Accident Prevention. The Contractor shall observe and comply with all
requirements to the safety of the workforce to be employed on the project. Contractor shall comply with all
safety measures recommended and required by any governmental agency, including the Department of Labor
and Industry, Division of Accident Prevention of the Industrial Commission of Minnesota, and with the
requirements of the Workmen's Compensation Act and any amendments thereof. Attention is called to the
other paragraphs of these Special Conditions covering safety precautions and accident prevention. The
Contractor shall be responsible for all safety issues on this project. The Contractor shall comply with instructions
from the City for implementing any additional requirements for safety concerns.
16. DOT Compliance. All of Contractor’s drivers performing work for the City must be in compliance with DOT
requirements related to holding a Commercial Driver’s License (CDL). Contractor shall be responsible for ensuring
its own compliance with all applicable DOT regulations and requirements, including but not limited to DOT
regulations related to drug testing and the maintenance of drug testing records. Contractor shall indemnify and
hold harmless the City for any fines incurred as a result of Contractor’s failure to comply with DOT requirements
as set forth above. It shall be Contractor’s responsibility to comply and provide evidence to the City of DOT
compliance upon request.
17. Permits. Contractor shall obtain, at its sole expense, all permits required for the performance of the Work.
18. Hours of Operation. Work shall occur Monday through Friday from 7:00 a.m. to 7:00 p.m.
19. On streets designated as high-volume roadways, Contractor’s Work shall be restricted to the hours of
9:00 a.m. to 3:30 p.m., or after 6:00 p.m. for any Work within the traveled portion of the roadway.
HIGH-VOLUME ROADWAYS
A. Betty Crocker Boulevard between US 169 and General Mills Blvd
B. Boone Avenue North between TH 55 and Plymouth Ave
C. General Mills Boulevard between Wayzata Blvd and TH 55
D. Golden Hills Drive between Wayzata Blvd and Turners Crossroad
E. Golden Valley Road between Boone Avenue and Douglas Drive
F. Laurel Avenue between Winnetka Avenue and Xenia Avenue
G. Louisiana Avenue South between Laurel Avenue and I-394
H. Noble Avenue North between Golden Valley Road and 34th Ave N
I. North and South Frontage Roads of I-394
J. Olympia Street between Winnetka Avenue and Douglas Drive
K. Plymouth Avenue between US 169 and Winnetka Avenue
L. Regent Avenue North between Duluth Street and 34th Ave N
M. Rhode Island Avenue between 10th Avenue and TH 55
N. Wayzata Boulevard all portions in Golden Valley City Limits
O. Winnetka Avenue between TH 55 and I-394
P. Xenia Avenue South between Glenwood Avenue and I-394
Q. Zenith Avenue North between 26th Ave N and Theodore Wirth Pkwy
20. Noise Elimination. The Contractor shall eliminate noise to as great an extent as possible at all times. Air
compressing plants shall be equipped with silencers, and the exhausts of all gasoline motors or other power
equipment shall be provided with mufflers approved by the manufacturer.
21. Care of Work. All work under this contract shall be accomplished with reasonable care and minimal
damage to affected properties. The Contractor shall provide quality cleanup after removal and repair of any
damage done by the Contractor’s equipment.
22. Petroleum Spill Provisions. Contractor shall observe and comply with all laws, rules, and regulations of
the State and Local Health Authorities. In the event of an accidental petroleum spill or release of more than five
gallons, Contractor shall immediately notify the State of Minnesota Duty Officer at the Department of Public Safety
at (651) 649-5451 and the City Engineer at (763) 593-8030. The Duty Officer will instruct Contractor on any further
notification procedures. Contract shall also take immediate action to prevent the spill from entering any water
body or storm sewer.
23. Contract Time Extension. The Contractor shall perform fully, entirely, and in an acceptable manner, the
Work within the Contract Time stated in this Agreement. Contractor shall notify the City on writing, not less than
ten (days) prior to end of the Contract Time if the Contractor finds it impossible to complete the Work. Contractor
shall detail fully in the request reasons for the extension. The City, in its sole discretion, may grant an extension if
the Work has been delayed on account of unusual circumstances beyond the control of the Contractor, or that
quantities of the Work done or to be done are in excess of estimated quantities in sufficient amount to warrant
the extension for the completion to such date as may seem reasonable and proper.
EXHIBIT C
PROPOSAL
Contractor certifies that an examination has been made of the scope and location of work and proposes to
furnish all necessary machinery, equipment, tools, labor and other means for the Work and to furnish all
materials specified in the manner and at the time prescribe; and understands that the quantities of work shown
herein are approximate only and are subject to increase or decrease; and further understands all quantities of
work, whether increased or decreased, are to be performed at the following unit prices.
Spec
Number Description Units
Estimated
Quantity Bid Price Amount
2021.501 Mobilization LS 1 $ 1.00 $ 1.00
2355.506 Bituminous Material – Emulsion Yd2 47,350 $ 0.92 $ 43,562.00
2563.501 Traffic Control LS 1 $ 1.00 $ 1.00
TOTAL COST TO PROVIDE SERVICES FOR 2021 PAVEMENT PRESERVATION PROJECT $ 43,564.00
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. E. 2. First Amendment to a Professional Services Agreement with BKV Group regarding the Municipal
Facilities Study
Prepared By
Marc Nevinski, Physical Development Director
Summary
In October 2020 the City entered into a professional services agreement with BKV Group to complete a
study of the City’s municipal facilities to develop a long-term plan for a phased approach addressing
the City’s facilities needs. The original contract included a fee of $58,460 based on the scope of
services outlined in the request for proposal. However, as the project progressed and greater
understanding of the issues was gained, coupled with the continuation and subsequent limitations of
the pandemic, additional time and resources were needed to further meet with staff and engage with
the community and stakeholders. Specifically, an additional community engagement session (two
webinars) was added to the process, and additional series of staff meetings focused on engagement
and project communications was added to the project, and the development of an online engagement
tool (SocialPinpoint) was utilized to provide additional community wide information and gather input
during the pandemic, rather than hosting an in-person open house.
BKV Group has requested a fee adjustment of $17,860 due to this additional time and work. Staff has
met with BKV Group to discuss this request and finds the additional time and resources for the study to
be reasonable.
Financial Or Budget Considerations
$1.1 million was transferred to the Building Fund at the end of 2020 for future facilities related
planning and preparation.
Recommended Action
Motion to approve the first amendment to the existing Professional Services Agreement with BKV
Group.
Attachments
• First Amendment Document (2 pages)
• Additional Services Request from BKV Group (1 page)
• Original Professional Services Agreement (28 pages)
Page 1 of 2
FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT BETWEEN
CITY OF GOLDEN VALLEY &
BKV GROUP
THIS FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLDEN VALLEY & Boarman, Kroos, Vogel Group, Inc dba
BKV Group (“First Amendment”) is made effective as of March 16, 2021 (the “Amendment
Effective Date”) by and between the City of Golden Valley (the “City”) and BKV Group
(“Contractor”).
RECITALS
WHEREAS, the City and Contractor are parties to a Professional Services Agreement,
dated on or about October 15, 2020 (the “Agreement”); and
WHEREAS, the parties desire to modify the Agreement as provided herein; and
WHEREAS, under the terms of the Agreement, upon the mutual written agreement of the
City and Contractor, the terms of the Agreement may be modified; and
WHEREAS, the parties wish to amend the Agreement as set forth below.
AGREEMENT
The parties agree to amend the Agreement as follows, effective as of the Amendment
Effective Date:
1. Recitals. The recitals set forth above are true and correct and are hereby incorporated
herein by reference. Any capitalized terms used herein but not defined have the same
meaning as that ascribed to them in the Agreement.
2. Consideration. The City shall pay Contractor an additional $17,890 for additional work
performed that was not contemplated in the Agreement but was necessary to more fully
engage the community in the study during the COVID-19 pandemic.
3. Ratification. Except as specifically provided in this First Amendment, each and every
provision of the Agreement, as amended through the date hereof, remains, and is, in all
respects, in full force and effect.
4. Counterparts. This First Amendment may be executed in any number of counterparts,
including facsimile and .pdf, each of which constitutes an original and all of which,
collectively, constitute one and the same instrument. The signatures of the parties need not
appear on the same counterpart.
5. Miscellaneous. (i) The provisions hereof are binding upon and inure to the benefit of the
parties and their respective successors and assigns; and (ii) this First Amendment and the
Page 2 of 2
License constitute the entire understanding between the parties in respect to the subject
matter hereof.
INTENDING TO BE LEGALLY BOUND HEREBY, the parties have executed this
First Amendment as evidenced by the signatures of their authorized representatives below.
Signed:
BKV Group
By: __________________________________
Bruce Schwartzman
Title: Senior Partner
Signed:
City of Golden Valley,
a Minnesota municipal corporation
By ________________________________
Shepard M. Harris, Mayor
By: __________________________________
Michael Krych
Title: Senior Partner
By ________________________________
Timothy J. Cruikshank, City Manager
PROJECT: Golden Valley Municipal Facility Study ADDITIONAL SERVICE NO.: 002
7800 Golden Valley Road
Golden Valley MN 55427 DATE OF ISSUANCE: 06/16/2021
OWNER: City of Golden Valley
7800 Golden Valley Road
CONTRACT FOR: Facility Needs Analysis
Golden Valley MN 55427
ARCHITECT: Boarman Kroos Vogel Group BKV PROJECT #: 2405-01
222 N. 2nd Street
Minneapolis, MN 55401
REQUESTED BY: Owner Architect Engineer Code Consultant Field Condition Other
The following reflects the additional resources required by the project team given an expanded amount of
project meetings and community engagement.
DESCRIPTION:
1. The workplan and schedule included in our original proposal reflected information from the Request for
Proposals and included the following assumptions:
a. (2) Community Engagement Sessions.
b. A total of (11) project meetings, inclusive of workshops, engagement planning, stakeholder
meetings and presentation to the city manager and city council.
2. The project ultimately settled into a regular series of Steering Committee, public Task Force, and small -
group Communications meetings, and during the process, it was determined than an additional
engagement session was necessary to further share information a bout project drivers with the
community:
a. (3) Community Engagement Sessions.
i. Includes planning of Phase I video with Golden Valley and CCX including narrative,
images, and scripting.
ii. Includes two sessions of live community forum: pre paration and presentation time.
iii. Includes the use of the Social Pinpoint multi-format community engagement website
platform, which has software-specific costs associated with each project.
b. A total of (50) project meetings, inclusive of weekly Communications Meetings (1 hour each),
monthly Steering Committee Meetings (1.5 hours each), and Monthly Task Force Meetings (2
hours each) as well as meetings with (10) distinct community stakeholder groups.
HOURS REQUIRED: Rates listed are per Master Contract Hours Blended Rate Cost
BKV Group 56 $150 $8,400
HKGi 26 $135 $3,510
HKGi – Social Pinpoint Engagement Tool: Software
Setup, Customization, Reporting $4,000
Oertel 18 $110 $1,980
TOTAL: $17,890
ISSUED BY: Susan Morgan, BKV Group ACCEPTED BY:
Associate Partner 05/28/21
Boarman Kroos Vogel Group Date Owner Date
8
EXHIBIT A
SCOPE OF SERVICES
Park & Street Maintenance
7730 Golden Valley Rd
30,351 sqft
Public Safety
7700 Golden Valley Rd
18,182 sqft
City Hall
7800 Golden Valley Rd
13,974 sqft
Utility Maintenance
7720 Golden Valley Rd
12,734 sqft
Vehicle Maintenance
7730 Golden Valley Rd
10,551 sqft
Winnetka Ave N10th Ave N
Rhode Island Ave NGolden Valley Rd Country Club DrWinnetka Ave N0 150 30075
FeetDisclaimer: This is not a legal certificate of survey.
ICity Hall Campus
Sources: Print Date: 8/7/2020
-Hennepin County Surveyors Office for Property
Lines (2020) & Aerial Photography (2018).
-MnDNR for 2-Foot Contours (2011)
-City of Golden Valley for all other layers.
222 NORTH 2ND STREET
SUITE 101
MINNEAPOLIS, MN 55401
WWW.BKVGROUP.COM
CONTACT
BRUCE SCHWARTZMAN, AIA
PARTNER-IN-CHARGE
612.790.7605
BSCHWARTZMAN@BKVGROUP.COM
GOLDEN VALLEY, MN
PROPOSAL FOR ARCHITECTURAL SERVICES –
MUNICIPAL FACILITIES NEEDS ANALYSIS
SEPTEMBER 18, 2020
Architecture | Interior Design | Landscape Architecture | Engineering
ARCHITECTURE INTERIOR DESIGN LANDSCAPE ARCHITECTURE ENGINEERING
September 18, 2020
City of Golden Valley
Marc Nevinski, Physical Development Director City of Golden Valley
7800 Golden Valley Road
Golden Valley, MN 55427
mnevinski@goldenvalleymn.gov
RE: Proposal for Architectural Services – Municipal Facilities Needs Analysis
Dear Mr. Nevinski and Selection Committee,
On behalf of BKV Group we appreciate this opportunity to submit our proposal to the City for the Municipal Facilities
Needs Analysis. The BKV team has completed over 150+ needs assessments on City and County facilities in Minnesota
and throughout the Midwest. Facility planning and design has been a focus of BKV Group since the firm was founded in
Minneapolis in 1978.
DESCRIPTION OF COMPANY
BKV Group is a full-service architecture,
engineering, interior design, landscape
architecture and construction administration
firm. Over the last 42 years, BKV Group has
grown from a sole proprietorship into a diverse
partnership with offices in Chicago, Washington
DC, Dallas, and Minneapolis, serving clients
locally and nationwide.
Collectively, we represent a practice whose
expertise is team-focused and offers a client-
centered approach to creating architectural
solutions. Through our full- service structure, we
offer our clients a single source for all aspects of
design and construction administration services.
Our proposed team has extensive experience
and strengths in municipal planning and
with each facility type included in this study. Our team will be led by Senior Partner Bruce Schwartzman, who heads our
Government practice with over thirty years’ experience in municipal planning and focused Police and Public Safety
planning. Susan Morgan will be the Project Manager, managing the BKV Group team including our consultants, and
contributing as the project’s Library Facility Planner. Leveraging other facility experts within our firm, our team will include
Craig Carter, a national expert in Fire Station planning, design, and operations, Greg Martin, retired Fire Chief and Fire
Service Operations Specialist, and Interior Design Partner Kelly Naylor as lead City Hall planner.
PARTNERING COMPANIES
Successful project delivery rests on strong partnerships, and we are proposing consultants with whom we have a working
history, and who will provide professional services and insights to meet project objectives: Oertel Architects, Public Works
specialists, Wenck Civil Engineers, HKGi as partners for municipal planning and community engagement, and Kraus/
Anderson for pre-construction estimating and strategy.
BY THE NUMBERS BKV GROUP – PLANNING
BKV Group’s government team brings participation
in more than 150 projects over the course of 40
years. We offer full-service governmental planning,
design, and engineering specialties under one roof.
Our experience with all types of municipal facilities
including city/village halls, police stations, fi re
stations, public works, and libraries covers the full
spectrum of planning, design and construction
administration services for new construction,
additions, and renovations.
150+NEEDS ASSESSMENTS, STUDIES,
AND MASTER PLANS42
YEARS IN OPERATION
200+
EMPLOYEES
18 LICENSED ENGINEERS
40+
LEED ACCREDITED
5
FOCUSED MARKETS
5
LOCATIONS
65LICENSED ARCHITECTS
200+
AWARDS
1 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
PRIOR EXPERIENCE
Each component of BKV Group’s team is experienced in detailed municipal facility needs assessment, working with Twin
City Metro area constituents and those throughout the state. BKV has collaborated with our proposed partners on current
and recent municipal planning projects including the Roseville Civic Campus Master Plan, Site Assessment and Pre-Design
for the City of Dilworth, planning and design services for the Fridley Civic Campus, and a Feasibility Study for the City of
Howard Lake.
COST
N/A
SIZE
3,300 SF Existing
8,781 SF New
COMPLETED
September 2020
SERVICES
Project Management, Master
Planning, Programming
PARTICPANTS
BKV Group
Oertel Architects
Wenck Civil Engineers
Kraus/Anderson
ROSEVILLE CIVIC CAMPUS MASTER PLAN
ROSEVILLE, MINNESOTA
Development of a Civic Campus Master Plan for the City of Roseville, MN following
the City’s purchase of land adjacent to the existing campus, home to City Hall, Police
Department, Maintenance Facility, and Central Fire Station. Concurrent with the
growth of City services, and building on earlier studies regarding the Maintenance
Facility and License Facility, this project aims to provide a planning and growth
framework for phased redevelopment.
The project’s core goals are to: increase operational efficiency, establish a cohesive
civic campus, address current and long-term needs of stakeholders, increase
community access, enhance civic identity, and balance fiscal responsibility and
value. The Master Plan process includes a multi-phase community engagement
strategy, detailed programming with City departments to understand operations and
develop detailed space program requirements, and creation of a set of planning
options offering distinct opportunities for the future of the civic campus.
2 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
COST
$45 million
SIZE
184,300 SF
COMPLETED
October 2018
SERVICES
Project Management, Master
Planning, Programming, Design,
Documentation, Architecture,
Interior Design, Mechanical,
Electrical, and Structural
Engineering, Landscape
Architecture, Specifications,
Code Review, Construction
Administration
PARTICPANTS
BKV Group
Oertel Architects
Wenck Civil Engineers
HKGi.
FRIDLEY CIVIC CAMPUS
FRIDLEY, MINNESOTA
Building on HKGi’s 2016 site redevelopment plan, BKV Group was commissioned in
the programming and construction of the new Fridley Civic Campus. Across University
Avenue from the City of Fridley’s Community Park, and directly west of the wooded
trails of Locke Park and Rice Creek, stands the recently completed Fridley Civic
Campus. This municipal improvement project features a new City Hall / Public Safety
facility and Public Works facility, organized around a central water feature and shared
plaza. The civic campus will be a central feature in a larger project currently called the
Columbia Arena Redevelopment.
The City Hall includes administrative offices, public service counters with adjacent
breakout conference rooms, community-use space, and a showpiece council
chambers.
The police and fire facility is located across the lobby from the City Hall. A separate
public lobby, Records, police administration, investigations, and patrol spaces are all
located on the first floor. The lower level contains a squad garage, a small holding
facility with attached vehicle sallyport, evidence processing and storage area, and a
five -lane firing range. On the second floor, an EOC/training room and fitness room are
accessible for employees.
3 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
4 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES 4 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
COST
N/A
SIZE
410,000 SF
COMPLETED
February 2015
SERVICES
Existing Conditions Assessments,
Space Needs Analyses, Site
Feasibility Studies, Overall Master
Plans
CITY-WIDE FACILITIES ASSESMENT & MASTERPLAN
ALBERT LEA, MINNESOTA
Albert Lea selected BKV Group to perform a comprehensive study of the
City’s facilities, including the Airport, City Hall, Library, Fire Station, Police
Station, PSAP, Public Works, Pool House, Community Center, Ice Arena, and a
large park shelter. As a holistic design firm, BKV Group staff assessed the civil,
landscape, architectural, interiors, structural, electrical, mechanical, plumbing,
and communications elements of each existing building. BKV Group reviewed
each space for physical and functional deficiencies, with help from specialty
consultants for the airport and ice arena.
Through a series of interviews with elected officials and department heads, as
well as online surveys for all City employees, BKV Group gathered data about
current functional frustrations, maintenance concerns, and expected future
needs. This information was compiled and analyzed to inform the creation of
space needs programs for each City department.
For some of the buildings expected to remain in place, the masterplan
recommended a series of interventions to bring the buildings up to full repair,
code compliance, and to enhance functionality. For the Airport and Public
Works facilities, site masterplans were created that included demolition of
some buildings, renovations of others, and suggested new construction. For
the remainder, masterplanning options looked a variety of co-location or
stand-alone possibilities, including the investigation of multiple options to spur
development in an abandoned industrial site in the center of town.
HOWARD LAKE FEASIBILITY STUDY
HOWARD LAKE, MINNESOTA
BKV Group assisted the City of Howard Lake with a facility assessment and space
needs study for their City Hall, Police Department, Library and Public Works facilities.
The BKV Group team inspected the City’s facilities and completed a comprehensive
facility assessment identifying accessibility and maintenance items. As part of the
facility assessment, a cost estimate was developed for each facility to support the City
in developing an accurate Capital Improvement Plan based on short-term, mid-term,
and long-term needs. The space needs study identified operational space deficiencies
along with creating staffing and space projections for future space needs and
long-term planning. Working together with City staff, BKV Group developed several
planning options for how to address the City’s short-term and long-term space needs
for each of their facilities, along with an estimated cost for each option.
COST
N/A
SIZE
5 Departments
COMPLETED
June 2018
SERVICES
Project Management, Facility
Assessment, Feasibility Study,
Programming, Cost Estimating
PARTICPANTS
BKV Group
HOWARD LAKE LIBRARY | 2193-01 | 04-17-20
SITE PLAN - LIBRARY SITE: NEW CONSTRUCTION County Road 67th Street
6th Avenue
24 Parking Spaces
DEMOLISHED LIBRARY
N
LIBRARY6,800 GSF
Reading Garden
1 Story
RETAINING WALLS
N HOWARD LAKE LIBRARY | 2193-01 | 03-04-20
SITE PLAN - OPTION B: 1-STORY NEW CONSTRUCTION
Re-use or
Demolish
(14) Parking Spots
(Existing Lot)
(Add Alt: Regrade to
Align w/Library)
Existing Building
Demolished
Reading
Garden
(6) Pull-In Spots
B
1-Story
ALTERNATE:
(14) Spot
Parking Lot at
Library Level
5 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
KEY PEOPLE
Proposed project team members bring direct expertise in working with municipal planning and design, and working
together bring a wealth of experience to this project for the City of Golden Valley.
EDUCATION //
University of Arizona,
Architecture
REGISTRATIONS //
Licensed Architect: MN
#27026
YEARS OF EXPERIENCE //
41
EDUCATION //
Master of Architecture,
Massachusetts Institute
of Technology (MIT)
Bachelor of Science
in Architecture,
Washington University in
St. Louis
REGISTRATIONS //
Licensed Architect:
MA #50035; LEED AP,
BD+C
YEARS OF EXPERIENCE //
16
BRUCE SCHWARTZMAN, AIA
PARTNER-IN-CHARGE / POLICE EXPERT
Bruce Schwartzman has more than 41 years
of experience in feasibility studies and design
of city and county government projects.
Bruce has been involved with over 75 studies
and facility assessments on a variety of
project types both regionally and nationally.
He has taken many of the studies from the
initial planning process through design and
construction.
RELEVANT EXPERIENCE
Roseville Civic Campus Master Plan, Roseville, MN
Dilworth Site Assessment and Pre-Design, Dilworth,
MN
Fridley Civic Campus, Fridley, MN
Howard Lake Feasibility Study, Howard Lake, MN
Albert Lea City-Wide Facilities Assessment &
Master Plan, Albert Lea, MN
Detroit Lakes Police & City Hall Study, Detroit
Lakes, MN
Lake Elmo Municipal Space Needs Assessment,
Lake Elmo, MN
Cloquet Facilities Assessment and Master Plan,
Cloquet, MN
Shakopee City Hall Study, Shakopee, MN
Ramsey Public Works Study, Ramsey, MN
Excelsior City Hall Space Needs Study &
Renovation, Excelsior, MN
Becker Facilities Assessment, Becker, MN
Emily City Hall & Police Department, Emily
Feasibility study & Renovation, MN
Ramsey Fire Station No. 2 Study & New
Construction, Ramsey, MN
Rochester North Police Station & Service Center,
Rochester, MN.
SUSAN MORGAN, AIA, LEED AP BD+C
PROJECT MANAGER / LIBRARY FACILITY PLANNER
Over the course of 16 years, Susan has
established strong working relationships with
clients by resolving the unique complexities
each project and context presents. As a
project manager, Susan balances vision,
performance, and budget to create a
responsive, integrated design solution.
RELEVANT EXPERIENCE
Roseville Civic Campus Master Plan, Roseville, MN
Howard Lake Feasibility Study, Howard Lake, MN
Detroit Lakes Police & City Hall Study, Detroit
Lakes, MN
Pre-Design for Administrative Offices, Ramsey
County, MN
Core Services Planning for Residents First Program,
Ramsey County, MN
Facilities Master Plan, Ramsey County Library,
MN*
Maplewood Pre-Design Study, Ramsey County
Library, MN*
Clark Pleasant Branch Feasibility Study, Johnson
County, IN*
Plymouth City Hall Lower Level Renovation,
Plymouth, MN
Independence City Hall, Independence, MN
Rochester North Police Station & Service Center,
Rochester, MN
Mary Riley Styles Public Library Modernization,
Falls Church, VA
Detroit Lakes Police Department Facility, Detroit
Lakes, MN
6 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
EDUCATION //
University of Illinois at
Urbana-Champaign,
Bachelor of Science in
Architectural Studies &
Master of Architecture
REGISTRATIONS //
Licensed Architect: MN
#51130; NCARB #75366;
GBCI #10048669; LEED
AP BD+C
YEARS OF EXPERIENCE //
16
CRAIG CARTER, AIA, LEED AP BD+C
FIRE STATION PLANNER / EXPERT
Craig has 16 years of experience in
architectural studies, programming, planning,
design, documentation, and construction
administration, including ten years focusing on
fire station projects. Craig has produced studies
for more than 100 buildings with a wide variety
of uses, ages, and conditions. Craig is an expert
in the detailed requirements that enable these
buildings to be effective tools for their users.
RELEVANT EXPERIENCE
Dilworth Site Assessment and Pre-Design, Dilworth,
MN
Fridley Civic Campus, Fridley, MN
Lake Elmo Municipal Space Needs Assessment,
Lake Elmo, MN
Ramsey Fire Station No. 2, Ramsey, MN
Ramsey Public Works Study, Ramsey, MN
Rochester Fire Department Station #2, Rochester,
MN
Elk River Public Safety Building Remodel and
Expansion, Elk River, MN
Elk River Fire Station #3, Elk River, MN, Elk River, MN
Forest Lake Public Safety and Municipal Facilities
Master Plan, Forest Lake, MN
Dayton Fire Department Study, Dayton, MN
Montgomery Public Safety Facility, Montgomery,
MN
Springfield Fire Department Study, Springfield, OH
Springfield Fire Station #4, Springfield, MO
Springfield Fire Station #7, Springfield, MO
Springfield Fire Station #13, Springfield, MO
Springfield Fire Station #14, Springfield, MO
Staples Mill Firehouse #20, Henrico County, VA
Short Pump Firehouse #19 Henrico County, VA
Woodlawn Fire Station #24, Fairfax County, VA
EDUCATION //
Elementary Education,
Bachelor of Arts,
University of Montana,
Missoula, MT
School Psychology,
Master of Science,
Lewis and Clark
College, Portland, OR
Executive Fire Officer
Graduate, National Fire
Academy, Emmitsburg,
MD
YEARS OF EXPERIENCE //
36
GREG MARTIN, EFO, CFOD
FIRE SERVICE OPERATIONS SPECIALIST // RETIRED FIRE CHIEF
With more than 36 years of experience, Greg
has been well exposed to all aspects of the fire
service. He started out as a firefight/EMT and
spent 22 years as a Fire Chief. Greg is adept at
budget and capital planning, operations and
staffing, project management, labor relations
and policy development. Throughout his
career, he has been involved in the planning
and implementation of 10 fire station remodels
or new facilities in Minnesota, Michigan and
Washington. Before his retirement as Fire Chief
of the Rochester Fire Department, Greg worked
with BKV Group on the design of Rochester Fire
Station No. 2, an award-winning new facility
completed in 2015.
RELEVANT EXPERIENCE
Rochester Fire Department, MN
Kirkland Fire Department, WA
Lansing Fire Department, MI
Montgomery Public Safety Building, Montgomery,
MN
Dayton Fire Department Study, Dayton, MN
Springfield Fire Department Study, Springfield, OH
Springfield Fire Station #4, Springfield, MO
Springfield Fire Station #7, Springfield, MO
Springfield Fire Station #13, Springfield, MO
Springfield Fire Station #14, Springfield, MO
Roseville Civic Campus Master Plan, Roseville, MN
Elk River Public Safety Building Remodel and
Expansion, Elk River, MN
Elk River Fire Station #3, Elk River, MN, Elk River, MN
7 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
EDUCATION //
University of Minnesota,
Bachelor of Science,
Interior Design
REGISTRATIONS //
NCIDQ Certification
#016271
LEED Accredited
Professional
Minnesota Certified
Interior Designer (CID)
#C02169
YEARS OF EXPERIENCE //
22
KELLY NAYLOR, CID, LEED AP
CITY HALL PLANNER & PROGRAMMER
Kelly has 22 years of project experience on a
wide variety of projects including police, city
hall, and county government facilities. Kelly’s
involvement and understanding of space
standards and layouts is invaluable in the
planning process. In addition to Kelly’s planning
experience, she brings her knowledge of interior
design. She works closely with the project team
to identify durable, attractive material and
finish options. Kelly will be involved in the project
as a main planner on the team, with tasks
including space planning, material selection
and specifications, construction document
development and coordination, as well as
furniture review and option selection.
RELEVANT EXPERIENCE
Fridley Civic Campus, Fridley, MN
Roseville Civic Campus Master Plan, Roseville, MN
Independence City Hall Planning, Independence,
MN
Albert Lea City-Wide Facilities Assessment &
Master Plan, Albert Lea, MN
Cloquet Assessment and Master Plan, Cloquet, MN
Shakopee Study & New City Hall, Shakopee, MN
Minnetonka Community Facilities and
Programming Space Study, Minnetonka, MN
Minnetonka City Hall & Community Center,
Minnetonka, MN
Dakota County Empire Campus Public Works,
Dakota County, MN
Plymouth City Hall and Public Safety Building,
Plymouth, MN
Rochester North Police Station & Service Center,
Rochester, MN
EDUCATION //
Bachelors of
Architecture, North
Dakota State University
REGISTRATIONS //
Registered Architect:
MN #46485
YEARS OF EXPERIENCE //
17
ANDREW COOPER, AIA
OERTEL ARCHITECTS // PUBLIC WORKS PLANNER
Andrew has worked on a number of projects
at Oertel Architects and has filled a variety of
roles. He has worked with new construction
projects and building renovations and
expansions. Andrew’s responsibilities include
schematic design, master planning, project
coordination, client/ public contact, 3D
building modeling, construction documents
and construction administration.
RELEVANT EXPERIENCE
Roseville Civic Campus Master Plan, Roseville, MN
Dilworth Site Assessment and Pre-Design, Dilworth,
MN
Fridley Civic Campus, Fridley, MN
City of Plymouth Public Works Expansion
City of Minnetonka Fire Station Remodel
City if Wacinia Fire Station Expansion
City of St. Anthony Fire Station
City of West St. Paul Ice Arena Study
City of Rochester, MN Joint Facility Public Works &
Transit Study
City of Elk River, MN Public Works Study
MnDOT Maplewood Truck Station Building,
Maplewood, MN
City of Maple Grove Public Works Facility
KS Municipal Services & Operations Study, City of
Lawrence, KS
New Ulm National Guard Facility, New Ulm, MN
Andover Vehicle Maintenance Facility, project
name, Andover, MA
Mankato Transit Facility expansion, Mankato, MN
Facilities Master Planning , City of Carver, MN
Public Works Facility, City of Maple Grove, Maple
Grove, MN
Cold Storage Building, City of Blaine MN
Public Works Study, City of Ham Lake, MN
8 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
EDUCATION //
Master of Planning,
University of Minnesota;
Bachelor of Arts,
Economics, St. Olaf
University
REGISTRATIONS //
American Institute
of Certified Planners,
Certification #025995
YEARS OF EXPERIENCE //
20
JEFF MILLER, AICP
HKGI // ASSOCIATE / PLANNER
Jeff is a veteran consulting planner who has
also served as a municipal planner and as an
urban design and planning research fellow.
This range of experience has allowed him to
develop a planning approach that integrates
diverse perspectives and facilitates a broader
understanding of the issues and opportunities
communities face. He is valued by clients for his
outstanding listening and communication skills,
his thoughtful approach, and his emphasis on
providing outstanding client service.
RELEVANT EXPERIENCE
Residential Zoning and Subdivision Ordinance
Revision, Golden Valley, MN
City Square West Site Redevelopment Plan,
Chaska, MN
Historic Downtown Master Plan, Chaska, MN
Northstar TOD TIF District Master Plan, Fridley, MN
Eliot School Site Reuse Design Guidelines, St. Louis
Park, MN
Downtown Development Guide, Lakeville, MN
Town Center Design Guidelines and Zoning, Eden
Prairie, MN
District 1 Neighborhood Plan, Clive, IA
Zoning Ordinance Revisions, Maplewood, MN
Uniform Development Code Update, Farmington,
MN
Uniform Development Code/Zoning Ordinance
Update, Onalaska, WI
I-494 Corridor Study and Mixed-Use Zoning
Ordinance, Richfield, MN
Mixed Use Zoning Ordinance Revisions, Stillwater,
MN
Unified Development Code Update, Winona, MN
EDUCATION //
Bachelors of Education,
Master of Landscape
Architecture, University of
Minnesota
REGISTRATIONS //
Landscape Architect:
MN #42954
YEARS OF EXPERIENCE //
21
BRYAN HARJES, PLA, LEED AP
HKGI // VICE PRESIDENT / PROJECT MANAGER
Bryan’s work for public sector clients includes
site master planning, redevelopment planning,
landscape architecture, development
services, land use planning, park design, and
downtown revitalization. His project portfolio
includes providing urban design leadership
for the current Golden Valley Downtown
Redevelopment Study and conducting the
redevelopment study and concept planning
that led to the construction of Fridley’s new
civic campus. He has also conducted similar
civic campus planning or redevelopment
planning for municipal-owned land for Olmsted
County, Chaska, and Waukee, Iowa. He
has experience conducting site design and
planning for civic and institutional buildings and
understands how to help different stakeholders
or constituent groups build consensus around
a shared vision that can move the community
forward. Bryan has been involved in numerous
award-winning planning and design projects,
which attests to his expertise and creativity as
an urban designer.
RELEVANT EXPERIENCE
Downtown Redevelopment Study, Golden Valley,
MN
Civic Campus Redevelopment Planning and
Concept Design, Fridley, MN
Graham Park Master Plan, Olmsted County, MN
Minnehaha Park Refectory Site Plan - Sea Salt,
Minneapolis, MN
City Square West Redevelopment Plan, Chaska,
MN
Lockheed Martin Site Redevelopment Study,
Eagan, MN
Civic Campus Concept Plan | Waukee, IA
Sam’s Club Site Redevelopment Analysis | St. Louis
Park, MN
9 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
EDUCATION //
Bachelors of Science,
Civil Engineering
Minor, Environmental
Engineering, Clemson
University
REGISTRATIONS //
Professional Engineer: MN
YEARS OF EXPERIENCE //
13
DANIEL LAVENDER, PE
WENCK ASSOCIATES // CIVIL SENIOR PROJECT MANAGER
Mr. Lavender is a Senior Project Manager with
Wenck with over 13 years of experience in
various civil engineering disciplines. His project
experience includes management and design
of private and municipal site developments,
utility infrastructure, roadways and greenways,
industrial facilities, and municipal infrastructure
capital improvement programs. Mr. Lavender
is dedicated to ensuring a successful outcome
for every project and measures that success
through the satisfaction of his clients. He enjoys
the challenge and responsibility of earning
his client’s trust through technical excellence,
responsiveness, and teamwork.
RELEVANT EXPERIENCE
Canterbury Park Parking Lot Improvements,
Shakopee, MN
Wright County Government Center, Buffalo, MN
Snelling Yards Development, Minneapolis, MN
Malcolm Yards, Phase I Development,
Minneapolis, MN
United Machine Company, Monticello, MN
Snelling Mixed-Use Development, St Paul, MN
Apple Valley Commerce Center, Apple Valley,
MN
Wright County Tactical Center, Buffalo, MN
Brookings County Detention Center, Brookings, SD
Cleanwater2020 Program Management,
Columbia, SC
EDUCATION //
Bachelors of Education,
MURP, Master of
Landscape Architecture,
University of Minnesota
REGISTRATIONS //
Landscape Architect: MN
#53837
YEARS OF EXPERIENCE //
8
TIM SOLOMONSON, PLA
HKGI // LANDSCAPE ARCHITECT & PLANNER
Tim is skilled at providing landscape
architecture services on site, streetscape,
public space, and trail and park design
projects. These services include conceptual
design, design development, construction
documentation, cost estimation, and
construction administration.
Tim also provides planning support for a
variety of community planning and urban
design initiatives. He provides visualization, GIS
mapping, graphic design, and report layout
and coordination services for land use and
redevelopment plans, comprehensive plans,
and park and trail master plans.
RELEVANT EXPERIENCE
Civic Campus Master Plan, Bloomington, MN
Rambling River Center Site Plan, Farmington, MN
Federal Reserve Parking Facility Site Plan,
Minneapolis, MN
Government Center Campus Master Plan,
Washington County, MN
Menard’s Corporation - Land Planning Services,
Apple Valley, MN
Downtown Redevelopment Plan, Farmington, MN
Shady Oak Road Parking & Redevelopment Plan,
Hennepin County, MN
Downtown West Infrastructure Planning, Victoria,
MN
Government Center Campus Master Plan,
Washington County, MN
Glen Lake Neighborhood Study, Minnetonka, MN
Concord Boulevard Neighborhood
Redevelopment Plan | Inver Grove Heights, MN
Project_description client name, project name,
city, state – descriptive text, SF, construction cost,
whatever
10 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
EDUCATION //
Masters, Business
Administration,
Entrepreneurial Studies
Focus, University of
Delaware, Newark, DE
BS, Mechanical
Engineering, Virginia
Tech, Blacksburg, VA
REGISTRATIONS //
State of MN Professional
Mechanical Engineer
License #46615
YEARS OF EXPERIENCE //
14
TIM KITTILA, PE, MBA
KRAUS-ANDERSON // FACILITIES ASSESSMENT MANAGER
Tim helps owners verify program needs and
assists in generating long-term master planning
that addresses facility options and the risks
that exist for each of the options presented.
He observes, reviews, and documents the
facility conditions including, but not limited
to, site conditions, exterior envelope, interior
finishes, mechanical and electrical systems,
ADA requirements, and safety and security.
He presents all viable options and costs
associated as a part of a comprehensive plan.
RELEVANT EXPERIENCE
Washington County Consulting, Stillwater, MN
St. Croix County Facility Assessment of 4 Shop
Locations, Baldwin, WI
Dakota Carrier Networks Data Center Assessment
and Review, Fargo, ND
YMCA Facility Assessment, Minnetonka, MN
Mobridge Regional Hospital and Clinics Golden
Living Center Facility Assessment,, Mobridge, SD
Ellsworth Community School District Facility
Assessment,, Ellsworth, WI
Cambridge-Isanti Schools Facility Assessment,
Cambridge and Isanti, MN
Ladysmith School District Facility Assessment,
Ladysmith, MN
South Washington County Schools Facility
Assessment, Cottage Grove, MN
Tomahawk School District Facility Assessment,
Tomahawk, WI
EDUCATION //
MS, Construction
Management,
BS, Construction with
a Minor in Business
Administration
University of Wisconsin -
Stout Menomonie, WI
ASSOCIATIONS //
American Public Works
Association
International Facility
Management Association
(IFMA)
YEARS OF EXPERIENCE //
14
DUSTIN PHILLIPS, MSCM
KRAUS-ANDERSON // SENIOR PROJECT MANAGER
Dustin leads the project team in the master
planning study. Dustin provides owners with a
wide range of planning, cost estimating, and
project development services. He provides
these services on many significant projects
in the public sector and the private sector,
including municipal and educational building
types. In particular, Dustin has experience
working in the planning and feasibility phase
to partner with the owner’s project team in
programming, planning, budgeting, and
analyzing options for a solution.
RELEVANT EXPERIENCE
Roseville Civic Campus Master Plan, Roseville, MN
Washington County Public Works Storage Building,
Stillwater, MN
Washington County Public Works North Shop,
Stillwater, MN
Washington County Valley Ridge License Center,
Stillwater, MN
St. Croix Bluffs Storage Building, Hastings, MN
Ramsey County Master Plan, Arden Hills, MN
Scott County, Shakopee and Jordan, MN
City of Minneapolis Hiawatha Maintenance
Facility, Minneapolis, MN
St. Croix County Master Plan, St. Croix, MN
St. Croix County Highway Facility, Baldwin, WI
11 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
UNDERSTANDING OF THE WORK
We understand that this municipal facilities needs analysis carries the weight of both opportunity and requirement: a
distinct opportunity to build on current visions for the future of downtown Golden Valley, to establish a phased approach
to investment in civic facilities, and to address current and projected space and operational needs with a thoughtful,
value-driven plan. The success of this project rests on selection of a design team that can listen and respond to your vision
and needs, can contribute the insights of specific expertise in municipal, police, fire, and public works planning, and can
lead a process that engages stakeholders and the community in an inspiring and focused planning effort. The BKV Group
team is energized by the prospect of this partnership with the City of Golden Valley, to build on your investments to-date,
and to cultivate a planning process that draws on the perspectives of each department and staff. Our team is ready
and prepared to commit to this project upon notice to proceed, beginning with a project kickoff to establish and reaffirm
project vision and goals, with clear objectives for project process and outcomes.
APPROACH
Our approach to municipal planning efforts, with their multiple constituents and goals of efficiency and value, is consensus-
based: utilizing a workshop format as a vehicle to engage project stakeholders in active dialogue and collaboration
throughout each phase. Representatives from each firm will participate in the project kickoff, to lend their perspectives
to development of the project framework and throughout the analysis and planning process, facility experts will guide
programming and stakeholder engagement to address unique operational requirements. Development of planning
recommendations will be a whole-team effort: collaboration around recommendations that balance cost, construction
feasibility, phased implementation, and progress towards the long-term vision. Our project manager, Susan Morgan, will
ensure project progress is consistent towards scheduled milestones and deliverables, and our team will utilize meeting
minutes, document markups, and survey responses as a means of tracking stakeholder input and feedback. Our approach
is elaborated in our detailed scope of work, attached.
PROPOSAL PERIOD OF VALIDITY
We confirm that this proposal is valid for a period of 120 days after receipt.
FEE SCHEDULE, HOURS, & TOTAL FEE
FIRM ROLE TOTAL HOURS TOTAL FEE
BKV Group Project Lead 210 $21,000
Oertel Architects Public Works Specialists 66 $8,910
HKGi Consulting Planner, Community Engagement Lead 128 17,150
Wenck Civil Engineer 38 $4,500
Kraus Anderson Cost Estimating, Pre-Construction Strategy 34 $5,100
TOTAL 476 $56,660
REIMBURSABLES $1,800
If there is any additional information or clarification that you and/or the selection committee need, please do not hesitate
to contact me at 612.790.7605.
Thank you for your consideration and we look forward to talking to you soon.
Sincerely,
Bruce Schwartzman, AIA
Partner-in-Charge, BKV Group
12 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
13 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
SCOPE OF WORK
WORKPLAN AND SCOPE OF WORK
Our approach to municipal planning is one of partnership: leveraging specific expertise within our team, and connecting
with your key stakeholders throughout the process to define and achieve your long-range vision. The BKV Group team will
work closely with the City, all departments, the City Council, your project task force and steering committee to review goals,
criteria and expectations at the start to help assure that the City’s objectives and schedule will be met. Throughout the
process BKV will assist the City in preparing and presenting updates to the City Council and public. Providing regular reviews
and updates to the City staff, Departments and City Council ensures all concerns, questions and options are heard and
considered through the development of the study.
At the beginning of the study we will work with the City’s steering committee to review and refine the proposed schedule
and incorporate all required dates such as tours, staff interviews, team meetings, City Council meetings, community
engagement session, public presentations, review periods, etc.
Key aspects of our schedule are:
• Identification of critical path milestones and target deliverable dates
• A defined sequence of regular workshop sessions with the steering committee and project task force
• An integrated approach to detailed stakeholder engagement
• Provision of review periods at key progress milestones so key stakeholders have time to reflect and comment on work-to-
date
• Coordination of team activities: analysis, programming, collaboration
• Recommendations for community engagement events, including marketing and outreach in advance
• Presentations (progress and final) to the City Council
Our proposed scope of work integrates the tasks outlined in your RFP with our tested approach to municipal planning,
starting from a period of information gathering, building on detailed facility understandings, and translating research into
preliminary options offering distinct options that realize your goals while providing alternatives to operations, identity, and
value. Following review by your steering committee, task force, and City Council, we will refine these into a set of final
recommendations designed to support phased implementation.
SCOPE OF WORK
14 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
PART A – DISCOVERY
Successful space needs assessments and programming must begin with a comprehensive understanding of project goals,
objectives, and previous work. This exploration will include:
•Review of the City’s Comprehensive Plan
•Review of previous assessments and studies including the January 2020 Downtown Study Phase II
•Workshop with the City’s steering committee to define project expectations, objectives, and opportunities
•Research into population and demographic projections
•Assessment of applicable zoning requirements
•Review of existing facility documentation
•Development of existing facilities plans in digital form (or adjustment of record documents to as-built conditions)
•Exploration of goals for community engagement: scale (small group vs open house), nature (formal, informal, digital, in-
person), timing (early to inform process, during progress to foster input and feedback) etc.
•Leading a dialogue with primary project stakeholders to define project vision and goals, and to define expectations for
project process
PART B – FACILITY ASSESSMENT
We find it useful to begin our studies with detailed facility audits
which provide insights into the opportunities and challenges of
each facility. This allows our team to understand these physical
resources as they relate to asset management, life expectancy,
maintenance cycles, energy efficiency, codes and technology.
This process can include utilization of previous facility studies
and reports, onsite assessment teams including our facility
specialists, engineers, architects, and landscape architects,
and documentation of existing conditions as a reference for
development of facility programs and overall master plan
recommendations.
Where previous studies recommend facility relocation or major
renovations, this process is still invaluable for our team to identify
and understand current workflows, limitations to service and
operations, and to inform our dialogue with stakeholders about future planning. For facilities to be reused or adapted,
we recommend a more comprehensive building audit which will include an evaluation of the facility relative to current
building, life safety, energy, and accessibility codes and regulations. This process is inclusive of detailed evaluation of site,
exterior envelope, major building systems, deferred maintenance projects, and interior environmental quality, and will result
in a detailed building audit report with specific recommendations to be integrated into comprehensive planning strategies
and budget.
PART C - FACILITY SPACE PROGRAMMING
To fully understand and help develop long range planning recommendations, department needs must be considered both
as they exist currently, but also for how they might adapt and transform in the near and long-term. Our work during this
phase will include:
•Plan & Space Review
Under the guidance of facility specialists, our team will review each facility’s existing plans to understand workflows,
space utilization, and deficiencies. Our team will then visit each facility and department to document key attributes, to
verify critical operating adjacencies, and to understand current service touchpoints with the public.
15 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
SCOPE OF WORK
• Questionnaires
Anonymous digital questionnaires will be issued to elicit feedback from staff within each department, as a tool that feeds
into our direct engagement. Each survey is structure based on specific department functions, staffing, and operations,
and will be provided as a draft for review by department supervisors prior to release.
• Leadership and Staff Interviews
Building on the information provided through the questionnaires, we will schedule listening sessions with each
department, allowing our team to more deeply understand issues raised in the questionnaires, and to more fully
understand departmental goals and operations. Through a guided dialogue led by our facility experts, we will lead a
conversation about space expectations, specialized functions, administrative and operational service demands, and
opportunities for future evolutions.
• Staffing Projections
Drawing on our firm’s database of municipal facilities within
Minnesota and nationwide, we will draw on benchmarks
and demographic projections along with feedback from key
stakeholders to develop detailed staffing projections for each
department’s growth at 5, 10, 15, and 20 years. We will review
possible changes in staffing, consolidation of departments, and
the impacts of evolutions in work-from-anywhere.
• Space Standards
Specific space standards will be developed for each
department and facility, integrating research and engagement,
codes and standards, current and projected needs, into plans
that accommodate growth and change over time. We will
utilize room data sheets as a tool to document space size,
critical attributes, key adjacencies, and required furniture,
technology, and equipment. These will be shared with the
City and key stakeholders to ensure all expectations and
requirements are accounted for in the planning documents.
• Facility Comparisons
As the City of Golden Valley considers future growth and
investment, it will be valuable to benchmark the City’s facilities
and operations against other Minnesota municipalities. BKV
Group’s database of municipal facilities will be a reference
point for creating a benchmark of municipalities with similar
size, population, facility size and age, staff counts, etc. We will
lead tours for the steering committee and task force, as a means of fostering an in-situ dialogue about the translation
of planning goals and vision to constructed reality. This will be an invaluable opportunity for you to ask questions about
“lessons learned,” and to reflect on your project expectations.
• Space Program – Current/Future/Projected
The conclusion of this programming process is compilation of the information and data into a program document which
clearly identifies long range facility space requirements. The final space program will include a spreadsheet listing staff
spaces and department support spaces projected over 5, 10, 15 and 20 year periods. Individual space requirements
will inform a recommendation for total building area for each facility. Following review and approval by the City this
program document will serve as the basis for Part E of this study.
PART D – COMMUNITY ENGAGEMENT
During the project kickoff, we will work with you to define expectations for community engagement, and will integrate
multiple touchpoints into our project schedule – often concurrent with other processes, but scheduled to inform
development and refinement. It will be critical for the steering committee and task force to contribute to a community
What I valued the most is that
all of the [BKV] crew were very
responsive to our needs. They
helped and guided us through
the decision making in the
designing of this fire station. We
needed to stay within a certain
footprint and to do so, we
wanted to optimize that, so we
tried to build the station to last
long. [BKV] gave us everything
we needed within this station.
DAN SCHWARTZ
Fire Captain
Henrico County
Short Pump Firehouse #19
“
16 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
SCOPE OF WORK
engagement framework that establishes goals for soliciting input and feedback, identifies targeted stakeholders including
adjacent property owners, residents who utilize existing City services and facilities, and those targeted to more fully connect
with City services and resources. Our team has a history of productive community engagement, and will be led in this
process by HKGI as a means of integrating this project with the Downtown Study, including the use of multiple engagement
methods:
• Dynamic, interactive digital websites such as Social Pinpoint
• Anonymous survey feedback (including translation into multiple languages, where appropriate)
• Hands-on guided workshops where residents and key stakeholders actively participate in planning dialogue
• Use of the World Café method for small-group meaningful discussions
• QR-code based surveys for feedback about specific facilities or service touchpoints
• Video communications as a touchpoint for dynamic connection
• Social media messaging for regular updates and to cultivate positive energy for the process
We look forward to working with you to define an engagement process which is appropriate to this project, provides a level
of connection and feedback to inform our recommendations,
and allows for meaningful touchpoints between this project
and your residents and key stakeholders.
PART E - PLANNING OPTION DEVELOPMENT
Drawing on all of the work and feedback received to date,
our team will develop schematic design options – both at
site and individual building scale – that meet space needs,
address functional and operational requirements, reflect goals
for utilization, workflow, and service, and create a sense of
place and identity for Golden Valley. With our initial designs
our goal is to provide options that foster a dialogue about
opportunity, value, and adaptability as the City grows over
time. By preparing distinct options, the steering committee, task
force, and City Council will be able to engage in a dialogue
about how these strategies fulfill project goals, how they present
new opportunities, and what else should be explored and
considered. Following input and feedback, our team will refine
and consolidate design recommendations. This phase will include:
• Conceptual site plans with recommendations for site access, building massing, and key amenities
• Strategies for the downtown pathway and plaza with an eye towards public placemaking
• Site selection criteria for remote Public Works and Fire Stations, aligned with overall planning recommendations,
projected space needs, and operational requirements
• Recommendations for phased implementation, with an eye towards maintaining operations
• Implementation dates will be grounded in specific ‘triggers’ which the City may use as a guide to initiate investment
in a particular facility.
• An outline of steps required to prepare existing facility sites for private development
• Response to feedback from the steering committee, task force, and City Council, including revisions to proposed
designs, development of new approaches as requested, and refinement of final recommended planning and facility
designs
17 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES
SCOPE OF WORK
PART F – DETAILED RECOMMENDATIONS
Once preliminary planning approaches have been vetted, our
team will refine our options and develop a cost-benefit analysis,
including phasing. This is a critical component of a successful
and useful facility needs analysis, as government projects must
balance needs with investment and long-term value. Cost
assessments will include site and facility development costs,
implementation of deferred maintenance (where required),
and projected soft costs (professional services, testing,
permitting necessary to implement each part of the project).
We can also provide projections of utility costs, to define
savings over time with the investment in new facilities, and to
aid in consideration of grant and financing options.
A draft report will be developed and shared with the steering
committee, task force, and City Council, that provides:
• Project background and context, including referenced
reports and demographics
• Program information for each department and facility
• A summary of community and stakeholder engagement
• Final recommendations for site and schematic building
plans
• Projected phasing and implementation strategy
• Estimated construction and project costs for each scheme
• Appendices providing preliminary planning options and
detailed engagement feedback
The report can also include visioning images to aid in
communication of design intent and to foster a common
understanding of projet potential. These can include three-
dimensional site plans, and conceptual renderings of facilities.
Our team will refine the report based on feedback and will
submit and present a completed report to the City Council.
SCHEDULE
Please see page 18 for a detailed schedule.
ADDITIONS AND OMMISSIONS TO SCOPE
BKV Group proposes no deletions from the scope of work, but proposes additional workshop touchpoints as outlined in our
graphic schedule, to provide continuity of dialogue and accountability throughout the project.
The BKV Group got to know us as their client
very well, they listened well and sought an
abundance of input to make certain that
every aspect of the design would match our
needs. Clever details like the plaza area with
dyed concrete stripes that could double as
overflow parking stalls or the place for an
art fair or farmer’s market, an amphitheater
for outdoor classes or entertainment, a
fireside room that would serve as a great
meeting space or the resident’s civic campus
living room. Each space inside the building
was designed to be open, bright, airy and
efficient...the City of Fridley is thrilled with its
new, beautifully designed complex and our
choice of the BKV Group.
SCOTT J. HICKOK AICP
Community Development Director
Fridley Civic Campus
“
SCOPE OF WORK18 | ENRICHING LIVES AND STRENGTHENING COMMUNITIES ID Task NameStartFinish1Golden Valley Municipal Facilities Needs AnalysisMon 10/19/20Tue 5/18/212Part A & B - Discovery & Facilities AssessmentMon 10/19/20Fri 11/13/203Review Available Drawings, Documents & AssessmentsMon 10/19/20Fri 10/23/204Workshop 1: Project KickoffMon 10/26/20Mon 10/26/205Develop Existing Building Digital Floor PlansMon 10/26/20Wed 11/4/206Site Visits: Existing Building AuditsMon 11/2/20Wed 11/4/207Building Audit ReportMon 11/2/20Fri 11/13/208Workshop 2: Primary Project StakeholdersFri 11/13/20Fri 11/13/209Part C - Facility Space ProgrammingMon 11/2/20Fri 12/18/2010Facility Space ReviewMon 11/2/20Fri 11/6/2011Workshop 3: Department Leadership (by Department)Fri 11/6/20Mon 11/9/2012QuestionnairesMon 11/9/20Fri 11/20/2013Workshop 4: Staff Interviews (by Department)Mon 11/23/20Wed 11/25/2014Staffing Projections & Space StandardsMon 11/30/20Fri 12/4/2015Project Site Visits (Key Stakeholders)Mon 12/7/20Fri 12/11/2016Develop Program DocumentMon 11/23/20Fri 12/11/2017Council Update #1: Project ProgramTue 12/15/20Tue 12/15/2018Part D - Community EngagementMon 11/2/20Fri 2/19/2119Workshop 5: Engagement Goals & PlanningMon 11/2/20Mon 11/2/2020Community Engagement Part I (Methods & Dates TBD)Mon 12/7/20Fri 12/11/2021Community Engagement Part II (Methods & Dates TBD)Mon 2/8/21Fri 2/19/2122Part E - Planning Option DevelopmentMon 12/14/20Tue 4/6/2123Planning Option Development (incl. Holiday time)Mon 12/14/20Fri 1/15/2124Workshop 6: Review Draft OptionsMon 1/18/21Mon 1/18/2125Council Update #2: Draft OptionsTue 1/19/21Tue 1/19/2126Revise Planning OptionsWed 1/20/21Fri 2/5/2127Site & Phasing StrategyWed 1/20/21Fri 2/5/2128Workshop 7: Review Revise Options & Phasing StrategyMon 2/22/21Mon 2/22/2129Revise Planning OptionsTue 2/23/21Fri 3/12/2130Project Cost EstimationMon 3/15/21Fri 4/2/2131Council Update #3: Final Options & CostsTue 4/6/21Tue 4/6/2132Part F - Detailed RecommendationsMon 3/29/21Tue 5/18/2133Develop Draft ReportMon 3/29/21Fri 4/16/2134Workshop 8: Review Draft ReportMon 4/19/21Mon 4/19/2135Finalize ReportTue 4/20/21Fri 5/7/2136Submit 100% Final Report to City ManagerFri 5/7/21Fri 5/7/2137Report Submitted to Council for Approval/Consent AgendaTue 5/18/21Tue 5/18/2111/1310/2310/2611/411/411/1311/1312/1811/611/611/2011/2512/412/1112/1112/1511/212/112/194/61/151/181/192/52/52/223/124/65/184/164/195/75/75/18131823282712172227271217222716111621263151015202527121722271611162126161116212631October 2020November 2020December 2020January 2021February 2021March 2021April 2021May 2021City of Golden ValleyMunicipal Facilities Needs AnalysisPreliminary Schedule 09/18/20Page 1SCHEDULE
ENRICHING LIVES AND STRENGTHENING COMMUNITIES
WWW.BKVGROUP.COM
CHICAGO
209 South LaSalle Street The Rookery, Suite 920
Chicago, IL 60604
P 312.279.0470
DALLAS
1412 Main Street Adolphus Tower, Suite 700
Dallas, TX 75202
P 469.405.1196
HANOI, VIETNAM
No 1 Dao Duy Anh Street Ocean Park Building, Suite 15, Room 1508Phuong Mai Ward, Dong Da District
Hanoi, Vietnam
P 469.405.1240
MINNEAPOLIS
222 North Second Street Long & Kees Building, Suite 101
Minneapolis, MN 55401
P 612.339.3752
WASHINGTON, DC
1054 31st Street NW Canal Square, Suite 410
Washington, DC 20007
P 202.595.3173
CONTACT:
BRUCE SCHWARTZMAN, AIA
PARTNER-IN-CHARGE
612.790.7605
BSCHWARTZMAN@BKVGROUP.COM
Golden Valley Council Meeting
July 20, 2021
Agenda Item
3. F. Approval of Golden Valley Fire Relief Association By-Law Pension Amount –Resolution 21-54
Prepared By
Sue Virnig, Finance Director
John Crelly, Fire Chief
Summary
In 2018, staff worked with the Golden Valley Fire Relief Association (GVFRA) to update their policies
and by-laws on increases to their yearly pension levels to include the following:
• Set their internal policies so that the funding level (assets over liabilities) on their
current SC form has to be at least 120%. This means an increase will only be eligible for
consideration if assets exceed liabilities by 120% and after an increase is applied to the assets to
liabilities ratio cannot be less than 120%. This percentage allows less volatility with the markets
and less likely for a municipal contribution (levy) when an increase is approved to the yearly
pension.
• Change timing to review after the audit is complete instead of
December/January. The audit will give actual numbers instead of estimates for the funding
level. In 2021, the 2020 audit fieldwork was completed in May.
• All requests for increases will be approved by Council before an increase is
effective. If the benefit is increased without ratification and a municipal contribution should
subsequently become required, the benefit level is no longer effective without ratification and
any future benefits can only be paid using the ratified benefit level (the relief association must
drop its benefit level to the last ratified level).
Staff has had conversations with the GVFRA to discuss the pension increase to $12,200. The increase
would lower the ratio to 148% and met the criteria above. The amount was approved by the GVFRA
contingent on the approval of the City Council. If the City Council approves this resolution, the GVFRA
will vote on the change to their by-laws in September.
City Council Regular Meeting Executive Summary
City of Golden Valley
July 20, 2021
2
Financial Or Budget Considerations
The current liability meets the funding level of at least 120% (assets over liabilities) on their current
2020-SC form and the 2020 audit has been filed.
Recommended Action
Motion to adopt Resolution No. 21-54 Approving Golden Valley Fire Relief Association By-Law Article XI
Increasing the Service Pension from $9,200 to $12,200.
Supporting Documents
• Resolution No. 21-54 Approving Golden Valley Fire Relief Association By-Law Article XI
Increasing the Service Pension from $9,200 to $12,200 (2 pages)
RESOLUTION NO. 21-54
RESOLUTION APPROVING GOLDEN VALLEY FIRE DEPARTMENT RELIEF
ASSOCIATION BY-LAW ARTICLE XI INCREASING SERVICE PENSION AMOUNT
WHEREAS, the Golden Valley Fire Department Relief Association has by-laws
governing their process for active duty; and
WHEREAS, an active member of the Golden Valley Fire Department Relief
Association is eligible to collect a lump sum service pension subject to Article XI of the by-
laws; and
WHEREAS, the City of Golden Valley may be required to approve a relief
association’s pension benefit level, and also may be required to make contributions to fund
relief association pension benefits; and
WHEREAS, the Article XI relates to a sections of the by-laws; and
WHEREAS, the Annual Service Pension amount approved shown in Exhibit A; and
WHEREAS, the Fire Relief added to their policies that the benefit increases will be
pursued under the following guidelines: using the State current year Schedule Form (SC)
that show projected assets and accrued liabilities must be at a funding ration of at least
120% and the amount will not have triggered a municipal contribution on the current year
SC form.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden
Valley, Minnesota, as follows:
Approve the Annual Service Pension in Article XI from $9,200 to $12,200.
Adopted by the City Council of Golden Valley, Minnesota this 20th day of July, 2021.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Theresa Schyma, City Clerk
Resolution No. 21-54 - Continued July 20, 2021
EXHIBIT A
ARTICLE XI
Section I:
a. Amount of Benefit - Each applicant shall be eligible for a service pension of $9,200($12,200)
per full year of active service as a firefighter with the fire department.
b. Early Vesting Provision - In the event a member with ten years or more, but less than twenty
years of active service on the City of Golden Valley Fire Department resigns, that person shall be
entitled to the following benefits that represent the early vested portion of their total pension
amount, reduced by four (4) percent per year for each year less than 20. The following table shall
be used to determine the pension amount, less any accrued interest:
Completed Years of Service Early Vesting Reduction Pension Amount
10 40% $ 55,200 $ 73,200
11 36% $ 64,768 $ 85,888
12 32% $ 75,072 $ 99,552
13 28% $ 86,112 $ 114,192
14 24% $ 97,888 $129,808
15 20% $ 110,400 $ 146,400
16 16% $123,648 $ 163,968
17 12% $137,632 $ 182,512
18 8% $152,352 $ 202,032
19 4% $167,808 $ 222,528
20 none $184,000 $ 244,000
More than 20 none Add $9,200 $12,200
per year
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. G. Remote Meeting Attendance Policy, Resolution No. 21-55
Prepared By
Kirsten Santelices, Deputy City Manager/Human Resources Director
Summary
Between March 2020-June 2021, to protect individual safety during the COVID-19 pandemic, the City
hosted all Board, Commission, and City Council meetings virtually. Though the City resumed in-person
meetings in July, the City continues to recognize the benefits of offering virtual meeting attendance
options. Offering remote meeting attendance eliminates barriers for individuals who have childcare
needs or travel for employment. The City believes that offering hybrid (in-person and virtual) meetings
will both increase the recruitment pool for appointed individuals and decrease absenteeism of
appointed members.
The proposed policy allows elected and appointed officials, including City Council members, boards,
commissions, and task force members to attend their meetings remotely under the provisions of MN
State Statute.
At the Council/Manager meeting on July 13 the City Council discussed and agreed that a change to this
policy will be beneficial for current appointed officials and eliminating barriers for future appointed
officials.
Financial Or Budget Considerations
Not applicable
Recommended Action
Approve Resolution No. 21-55 to Amend the Remote Meeting Policy.
Supporting Documents
• Resolution No. 21-55
• Remote Meeting Attendance Policy (2 pages)
RESOLUTION NO. 21-55
RESOLUTION AMENDING REMOTE MEETING POLICY
WHEREAS, the City Council adopted a remote meeting policy during the COVID-19
pandemic; and
WHEREAS, the City Council recognizes the benefits of offering virtual meeting
attendance options and therefore staff recommends updating the Remote Meeting Policy.
NOW THEREFORE BE IT RESOLVED, that the City Council for the City of Golden
Valley amends the Remote Meeting Policy attached hereto as Exhibit A.
Adopted by the City Council of Golden Valley, Minnesota this 20th day of July, 2021.
_____________________________
Shepard M. Harris, Mayor
ATTEST:
_____________________________
Theresa Schyma, City Clerk
Resolution No. 21-47 -2- June 15, 2021
EXHIBIT A
City of Golden Valley Utility Billing Late Payment Policy
Current Policy
The City currently applies a 10% penalty to past-due quarterly residential utility bills and a 5% penalty to
past-due monthly commercial and multi-family apartment utility bills. The City charges late penalties to
incentivize prompt payment to ensure sufficient cash flow to cover the City’s costs to provide water,
including: timely payment to the City’s water supplier, the City of Minneapolis; sewage and wastewater
treatment charges to the Metropolitan Council Environmental Services (MCES); recycling fees; and other
regular and emergency system maintenance costs.
The Finance Director considers a number of factors when evaluating requests to waive penalties and late
fees, including payment history, past penalties, and whether a past-due balance has been certified to the
county in prior years. The City does not shut-off any utilities due to non-payment. The City uses a
mechanism called certification once a year to recoup the outstanding balances through the property tax
system.
The City will consider write offs of penalties and fees (collectively, “Late Fees”) according to the following
framework:
• Customers may submit requests to waive Late Fees by calling 763-593-8010 or emailing
finance@goldenvalleymn.gov.
• Penalty and late fee waivers will be granted under this policy if all of the following are true:
1. The customer that has received a late penalty due to non-payment by due date.
2. The customer has not received a write-off in the last three years.
Payment Options
The City offers a no-cost online payment option for customers preferring to pay by credit or debit card
(VISA, MasterCard, American Express, Discover), or by automatic withdrawal (ACH) from a checking or
savings account. Customers may make payments by mail or by leaving payments in the drop box next to the
front door of City Hall. The system allows the customer to set up automatic monthly payment to help with
their budget. Email finance@goldenvalleymn.gov or call 763-593-8013 for additional information about
payment options.
The City will not consider requests for discounts or reductions in usage fees unless the reading was proven
to be incorrect. This policy shall remain in effect indefinitely until modified or terminated by City Manager
or City Council action.
Elected and Appointed Officials Remote Meeting Attendance Policy
Remote Meeting Attendance Policy
Purpose
The purpose of this Remote Meeting Attendance Policy (“Policy”) is to establish standards for
remote meeting attendance for City of Golden Valley elected and appointed officials. All remote
attendance must meet the requirements of Minnesota Statutes § 13D.02 and this Policy.
Policy
A. Applicability
This Policy applies to City of Golden Valley elected and appointed officials (collectively,
“Members”), including but not limited to members of the following public bodies:
1. The City Council
2. All commissions of the City of Golden Valley
3. All boards of the City of Golden Valley
4. All task forces of the City of Golden Valley
5. All other public bodies duly created by the Golden Valley City Council
B. Interactive Technology & Remote Attendance Defined
As used in this Policy, the terms Interactive Technology and Remote Attendance have the
following meanings:
• Interactive Technology means technology that allows all Members to hear and see one
another and all discussion and testimony presented at any location at which at least one
member is present.
• Remote attendance means attending a meeting by Interactive Technology from a
location that is not the regular meeting location.
C. Requirements
Elected and appointed officials may attend City Council, Board, or Commission meetings by
interactive technology so long as:
1. All Members of the body participating in the meeting, wherever their physical location,
can hear and see one another and can hear and see all discussion and testimony
presented at any location at which at least one Member is present;
2. Members of the public present at the regular meeting location of the body can hear and
see all discussion and testimony and all votes of members of the body;
3. At least one Member of the body is physically present at the regular meeting location;
4. All votes are conducted by roll call so each Member’s vote on each issue can be
identified and recorded; and
5. Each location at which a Member of the body is present is open and accessible to the
public.
D. Quorum
Each Member participating in a meeting by Interactive Technology is considered present at the
meeting for purposes of determining a quorum and participating in all proceedings.
E. Notice
If a Member attends a meeting by Interactive Technology, the City must provide notice of the
regular meeting location and notice of any site where a Member of the body will be participating
by Interactive Technology.
Elected and Appointed Officials Remote Meeting Attendance Policy
A Member wishing to attend a meeting remotely must request approval from the public body’s
staff liaison at least seven (7) calendar days prior to the meeting. The Staff Liaison will review the
request to ensure conditions of this policy are met. The Member’s request must include the reason
or reasons for the request and the description and street address of the proposed remote meeting
location.
F. Internet Connection
Members remotely attending a meeting must have a stable, consistent source of internet access.
G. Associated Costs
Members attending remotely are responsible for any associated costs and will not be reimbursed
by the City for remote meeting related expenses.
H. Public Monitoring of Remote Meetings
If Interactive Technology is used to conduct a meeting, to the extent practical, the City shall allow
members of the public to monitor the meeting electronically from a remote location.
I. Records
The minutes for all meetings conducted using Interactive Technology must reflect the names of
any Members appearing by Interactive Technology and state the reason or reasons for the
appearance by Interactive Technology.
J. Exceptions under State Law
This Policy shall not preclude members from participating remotely where they meet the
requirements of Minn. Stat. § 12D.02, subd. 1(b)(1)—(2), or 13D.021.
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
3. H. Flexible Spending Benefit Plan Amendment
Prepared By
Tara Olmo, Assistant to the City Manager´s Office
Kirsten Santelices, Deputy City Manager/Human Resources Director
Summary
The City proposes a benefit amendment to its Flexible Spending Plan document. The COVID relief Bill,
the Consolidated Appropriations Act 2021 allows employers to make a benefit plan change, which
allows employees to increase their dependent care reimbursement elections from the maximum of
$5,000 to $10,500. The City staff are supportive of this benefit plan amendment and giving employees
the opportunity to take advantage of the tax benefits as allowed under this act.
Financial Or Budget Considerations
Not applicable
Recommended Action
Motion to Authorize the City Manager to sign an amendment to its Flexible Spending Plan.
Supporting Documents
NA
Golden Valley City Council Meeting
July 20, 2021
Agenda Item
6. A. First Consideration of Ordinance Nos. 718 and 719 - Abolishing Civil Service Commission and
creating Police Employment Accountability and Community Engagement Commission
Prepared By
Kiarra Zackery, Equity and Inclusion Manager
Maria Cisneros, City Attorney
Tim Cruikshank, City Manager
Summary
At its September 15, 2020 meeting, the City Council approved the creation of a Police Commission Task
Force (the “Task Force”) to begin the process of studying how the City might replace the existing Civil
Service Commission with a new Police Commission. The purpose of the Task Force was to:
1. Develop a recommendation regarding the name, membership composition, and duties of a new
commission on policing; and
2. Draft a proposed mission statement and bylaws for the new Commission which defines its role.
The Task Force met twice per month beginning on November 19, 2020. Councilmember Gillian
Rosenquist served as the Task Force Chair. Kiarra Zackery, Equity and Inclusion Manager and Police
Chief Jason Sturgis served as the staff liaisons. City Attorney Maria Cisneros also attended Task Force
meetings and supported its work. All Task Force meetings were open to the public and were advertised
on the City’s website and social media. The work of the Task Force was presented to the public via
social media, an online survey, two podcasts, and two live community engagement events. The Task
Force invited the public to contribute to its work through a variety of means, which are summarized in
the Community Input Report.
The Task Force recommends the City Council create a new commission called the Police Employment
Accountability and Community Engagement (PEACE) Commission. The complete recommendations of
the Task Force are described in the Final Report.
At the July 13, 2020 Council Manager Meeting, the City Council reviewed the Final Report and the staff
recommendations included in the Executive Summary prepared by Ms. Zackery and Attorney Cisneros.
The City Manager, Equity and Inclusion Manager, Police Chief, and City Attorney participated in the
meeting and answered questions from the Council. Two Task Force members also shared comments
City Council Regular Meeting Executive Summary
City of Golden Valley
July 20, 2021
2
with the Council. After reviewing the report and staff recommendations, the Council instructed staff to
prepare the proposed ordinance creating the PEACE Commission with the changes summarized below.
Definition of Police Department
At the July 13 meeting, the Council discussed replacing the words police department with public safety
to accommodate any future changes to the structure or services of the Police Department. Council and
staff also discussed the need to use clear language to avoid confusion about the scope of the PEACE
Commission’s duties and responsibilities. After further internal discussions, staff recommends keeping
the term Police Department and adding the following definition to the ordinance (see Ord. 719, § 2-
130(b)):
For purposes of this section only, the term Police Department means the Golden Valley Police
Department and all other departments of the City of Golden Valley that provide public safety or
law enforcement services, but only to the extent those other departments provide public safety
or law enforcement services. Notwithstanding the foregoing, Police Department does not
include the Golden Valley Fire Department.
This definition broadens the phrase Police Department to include any other City departments that may
provide public safety or law enforcement services in the future. Under this definition, if the City were
to add or move public safety services to another department (other than Fire) or create a new
department to provide public safety services, the Commission could conduct programs of research and
study and provide recommendations to the Council related to those services. Currently, there are no
City departments other than the Police Department that fall under this definition.
The Council and Task Force acknowledged in discussion that the City’s officers do more than law
enforcement, they also work to maintain and create public safety and community wellness. To reflect
this reality, staff recommends adding the following defined term to the Article VI of the PEACE
Commission Bylaws:
Public Safety Services: Programs, responses, and interactions provided to meet the safety and
wellness needs of all community members with the intent to maintain dignity, build respect,
detect and prevent crime, enforce the law, and ensure safety for the providers and recipients of
the services. The term Public Safety Services reflects the evolution of the role of peace officers
from a focus on criminal detection, prevention, and enforcement, to a community-driven service
model that values learning from and sharing power with community and aims to reduce trauma
responses traditionally associated with policing in historically harmed communities like
members of the Black, Brown, Indigenous and LGBTQ+ communities.
Adopting this term in the Bylaws glossary reflects the community desire to have a department that
works in tandem with the community to maintain and create safe spaces where everyone can not only
survive but also thrive.
Commission Membership: Composition
The Council discussed what role and power Police Department employees should have on the
Commission. After reviewing the Task Force recommendations and receiving input from the Police
City Council Regular Meeting Executive Summary
City of Golden Valley
July 20, 2021
3
Chief, Equity and Inclusion Manager, City Manager, and City Attorney, the Council asked staff to modify
the membership section of the ordinance to include two non-voting members from the Police
Department. The Council asked that staff’s proposal allow for the inclusion of sworn police department
employees (i.e. licensed Peace Officers), non-sworn employees, supervisory employees, and non-
supervisory employees.
Staff recommends the two Police Department members be (a) one licensed Peace Officer that
supervises other licensed Peace Officers in the Police Department, such as a commander, sergeant, or
the Chief; and (b) one Police Department employee (staff or licensed Peace Officer) in a non-
supervisory role. (See Ord. 719, § 2-130(d).) In appointing Police Department employee members, the
Council should strive to for a balance of sworn and non-sworn members, as well as members with
supervisory and non-supervisory experience.
Staff believes this combination will provide a variety of Police Department experiences and
perspectives to the Commission and will allow all employees of the Police Department to participate in
the Commission. As directed by the Council, the staff members would be non-voting members. Staff
recommends these members be appointed by the City Council through the normal Commission
application process. These two seats would not count toward a quorum for attendance or voting
purposes and could only be filled with Police Department employees. Their membership would
terminate if they leave City employment.
Next Steps and Process
The next steps to abolish the Civil Service Commission and establish a PEACE Commission are as
follows:
Date Action
Aug. 4, 2021
6:30 pm
City Council Meeting
• Second Consideration of an ordinance repealing City Code § 2-130 to
terminate the police civil service commission (unanimous vote
required)
• Second Consideration of new section establishing PEACE Commission
• Approval of summary publication of PEACE Commission Ordinance
• Approval of PEACE Commission Bylaws
Aug. 5, 2021 Begin accepting applications for PEACE Commission
Aug. 10 – Oct. 5, 2021 Interviews for PEACE Commission appointment
Oct. 5, 2021
6:30 pm
City Council Meeting
Approve appointments to PEACE Commission
Oct. 14, 2021 First PEACE Commission Meeting
Financial or Budget Considerations
None at this time. Task Force and Staff recommend hiring Equity and Inclusion Outreach Specialist to
serve as staff liaison to PEACE Commission as part of 2022 City budget.
City Council Regular Meeting Executive Summary
City of Golden Valley
July 20, 2021
4
Recommended Action
• Approve First Consideration of Ordinance No. 718 repealing City Code § 2-130
• Approve First Consideration of Ordinance No. 719 creating PEACE Commission
Supporting Documents
• Ordinance No. 718 repealing City Code § 2-130 (1 page)
• Ordinance No. 719 creating Police Employment, Accountability and Community Engagement
(PEACE) Commission (4 pages)
• Police Employment, Accountability and Community Engagement (PEACE) Commission Bylaws (7
pages)
• Task Force Final Report and Addenda (link)
ORDINANCE NO. 718
AN ORDINANCE AMENDING THE CITY CODE
REPEALING SECTION 2-130 OF THE CITY CODE RELATED TO
THE CIVIL SERVICE COMMISSION
The City Council of the City of Golden Valley hereby ordains as follows:
Section 1. The Civil Service Commission is hereby abolished, City Code Chapter 2,
Article V, Section 2-130 is repealed in its entirety and the section number shall be
reserved for future use.
Section 2. This ordinance shall take effect from and after its passage and
publication as required by law.
Adopted by the City Council this 4th day of August, 2021.
___________________________
Shepard M. Harris, Mayor
ATTEST:
___________________________
Theresa J. Schyma, City Clerk
ORDINANCE NO. 719
AN ORDINANCE AMENDING THE CITY CODE
AMENDING CHAPTER 2 OF THE CITY CODE
CREATING THE PEACE COMMISSION
The City Council of the City of Golden Valley hereby ordains as follows:
Section 1. City Code Chapter 2, Article V, Section 130 is renamed and shall read
as follows:
Sec. 2-130. – Police Employment, Accountability and Community
Engagement Commission.
(a) Establishment. A Police Employment, Accountability, and Community
Engagement Commission (PEACE Commission) is hereby established,
composed of 13 members, who shall serve three-year staggered terms, except
that youth members may elect to serve one, two, or three year terms.
(b) Definitions.
The following words, terms, and phrases, when used in this section only, shall
have the meanings ascribed to them:
Police Department: The Golden Valley Police Department and all other
departments of the City of Golden Valley that provide public safety or law
enforcement services, but only to the extent those other departments provide
public safety or law enforcement services. Notwithstanding the foregoing, Police
Department does not include the Golden Valley Fire Department.
(c) Term limits. Commissioners may serve up to two consecutive three year terms.
Partial terms shall not be counted toward this term limit. Former commissioners
may be re-appointed for additional terms so long as they have not been on the
commission during the twelve months prior to the effective date of any
subsequent appointment.
(d) Composition. The Commission shall consist of:
(1) Three individuals that represent populations historically and presently
harmed by policing.
(2) Two employees of the Police Department which shall include:
i. One licensed Peace Officer, as defined in Minnesota Statutes
section 626.84, subd. 1(c), that supervises other licensed Peace
Officers in the Police Department, such as a commander, sergeant,
or the Chief; and
ii. One Police Department employee (staff or licensed Peace Officer)
in a non-supervisory role.
The two Police Department members shall be non-voting, ex officio
members and shall not be counted in determining the number required for
a quorum. If an ex officio member leaves City employment, their
membership shall automatically terminate. In appointing ex officio
members, the Council shall endeavor to include a variety of perspectives,
experience, and roles.
(3) At least one and no more than two youth, 21 years old or younger, who
live, work, or attend school in the City of Golden Valley.
(4) One individual with professional human resources or recruitment
experience.
(5) One individual or social service provider with knowledge or experience of
mental health, substance use disorder, or homelessness.
(6) One individual or caregiver with knowledge of or experience with the
senior population in Golden Valley.
(7) One parent, teacher, or administrator at a school that serves Golden
Valley residents.
(8) One individual who is a renter or lives in multi-family housing or group
housing in Golden Valley.
(9) At least one individual that has been impacted by the criminal justice
system, for example, a criminal defendant or criminal defense attorney.
Except for the ex officio seats, if the City does not receive qualified applications
from one or more of the above categories, the remaining seats may be filled with
any qualified applicant with substantial ties to the City of Golden Valley.
In making appointments to the commission, the Council shall endeavor to
maintain a membership that reflects the many different social identities
represented in the City of Golden Valley, including but not limited to race, color,
creed, religion, ancestry, national origin, sex, sexual orientation, gender identity,
disability, age, marital status, status with regard to a public assistance program,
socioeconomic status, or familial status.
(e) Mission. It shall be the PEACE Commission’s mission to help the Golden Valley
Police Department innovate and transform its provision of public safety services
based on community input and needs, and to assure that the department
provides inclusive, community-centered service. The Commission shall carry-out
this mission by:
(1) Establishing transparency and accountability to the public;
(2) Enhancing communication and understanding between the Police
Department, and the people it serves through community dialogue and
engagement; and
(3) Ensuring the Police Department applies practices that promote equity and
inclusion and prioritize hiring and retaining officers with diverse
backgrounds.
(f) Duties and Responsibilities. It is the duty of the PEACE Commission to advise
and make recommendations to the Council on matters relating to and affecting
policing in the City of Golden Valley for the purpose of furthering the
Commission’s mission. All of the Commission’s work shall be performed pursuant
to an annual work plan approved by the Council. Specifically the Commission
may:
(1) Conduct programs of research and study, in conjunction with the Police
Chief and City Manager that analyze Police Department practices, internal
controls, and compliance with applicable law and regulation relating to:
police policy and procedure; community engagement and attitudes toward
policing; training, recruitment and retention initiatives; and other matters
related to the mission of the Commission. Research and study includes
programs that collect, review, and audit summary data and compile
aggregate statistics relating to the Commission’s mission.
(2) Present the results of programs of research and study on a periodic basis
to the City Manager, Police Chief, or City Council for the purpose of
ensuring Police Department operations are conducted in a lawful,
effective, transparent, and nondiscriminatory manner.
(3) Make recommendations to the City Council, City Manager, and Police
Chief relating to internal controls, police policy and procedure; community
engagement and attitudes toward policing; training, recruitment and
retention initiatives; and other matters contained within a program of
research and study.
(4) Celebrate exemplary police work and highlight examples of positive
contributions to public safety by community members.
(5) Educate and learn from the community. Create and implement a
community engagement and outreach program for the purpose of building
trust and communication between the police and community members and
facilitate community space in response to current events related to public
safety. Community engagement includes but is not limited to: community
forums to facilitate discussions with community members about their
experiences with the Golden Valley Police Department, programs to
educate the community about policing, and informal relationship building
activities.
(6) Collaborate with the Community, City Manager, Human Resources
Director, and Police Chief to develop and maintain equitable and inclusive
recruitment and hiring processes.
(7) In August of each year as part of its annual report, review and provide
feedback to the City Council on:
i. The previous year’s hiring data;
ii. The hiring and promotion processes employed by the department in
the previous year;
iii. The Commission’s previous year goals and how the goals were
advanced;
iv. The Police Department’s previous year goals and how the goals
were advanced; and
v. The City’s prosecution philosophy, data, and goals, and how the
goals were advanced.
(g) Minimum Training Requirements. Within one year of appointment, all new
members must complete the Golden Valley Citizen’s Academy or similar training
as arranged by the Police Chief.
(h) Requirement of Cooperation by Police Department and All Other City Employees
and Officials. The PEACE Commission shall have full, free, and unrestricted
access, to the extent authorized by law, to the records of the Police Department
and prosecutor’s office in order to facilitate research and study projects
authorized in section (f)(1) herein and to conduct special reviews at the request
of the City Council.
Section 2. This ordinance shall take effect from and after its passage and
publication as required by law.
Adopted by the City Council this 4th day of August, 2021.
___________________________
Shepard M. Harris, Mayor
ATTEST:
___________________________
Theresa J. Schyma, City Clerk
BYLAWS – PEACE Commission 1
BYLAWS
POLICE EMPLOYMENT, ACCOUNTABILITY, AND
COMMUNITY ENGAGEMENT (PEACE) COMMISSION
Article I: Purpose, Mission, and Duties
The Commission shall be an advisory commission to the City Council.
A. Mission. It shall be the PEACE Commission’s mission to help the Police Department, as defined in City
Code section 2-130, innovate and transform its provision of public safety services based on community
input and needs, and to assure that the department provides inclusive, community-centered service. The
Commission shall carry-out this mission by:
(1) Establishing transparency and accountability to the public;
(2) Enhancing communication and understanding between the Police Department, and the people it
serves through community dialogue and engagement; and
(3) Ensuring the Police Department applies practices that promote equity and inclusion and
prioritize hiring and retaining officers with diverse backgrounds.
B. Duties. It is the duty of the PEACE Commission to advise and make recommendations to the Council on
matters relating to and affecting policing in the City of Golden Valley for the purpose of furthering the
Commission’s mission. All of the Commission’s work shall be performed pursuant to an annual work plan
approved by the Council. Specifically the Commission may:
(1) Conduct programs of research and study, in conjunction with the Police Chief and City Manager
that analyze Police Department practices, internal controls, and compliance with applicable law
and regulation relating to: police policy and procedure; community engagement and attitudes
toward policing; training, recruitment and retention initiatives; and other matters related to the
mission of the Commission. Research and study includes programs that collect, review, and audit
summary data and compile aggregate statistics relating to the Commission’s mission.
(2) Present the results of programs of research and study on a periodic basis to the City Manager,
Police Chief, or City Council for the purpose of ensuring Police Department operations are
conducted in a lawful, effective, transparent, and nondiscriminatory manner.
(3) Make recommendations to the City Council, City Manager, and Police Chief relating to internal
controls, police policy and procedure; community engagement and attitudes toward policing;
training, recruitment and retention initiatives; and other matters contained within a program of
research and study.
(4) Celebrate exemplary police work and highlight examples of positive contributions to public
safety by community members.
(5) Educate and learn from the community. Create and implement a community engagement and
outreach program for the purpose of building trust and communication between the police and
community members and facilitate community space in response to current events related to
public safety. Community engagement includes but is not limited to: community forums to
facilitate discussions with community members about their experiences with the Golden Valley
Police Department, programs to educate the community about policing, and informal
relationship building activities.
(6) Collaborate with the Community, City Manager, Human Resources Director, and Police Chief to
develop and maintain equitable and inclusive recruitment and hiring processes.
BYLAWS – PEACE Commission 2
(7) In August of each year as part of its annual report, review and provide feedback to the City
Council on:
i. The previous year’s hiring data;
ii. The hiring and promotion processes employed by the department in the previous year;
iii. The Commission’s previous year goals and how the goals were advanced;
iv. The Police Department’s previous year goals and how the goals were advanced; and
v. The City’s prosecution philosophy, data, and goals, and how the goals were advanced.
Article II: Membership, Appointments, Terms, and Officers
A. Membership. The Commission shall consist of:
(1) Three individuals that represent populations historically and presently harmed by policing
(2) Two employees of the Police Department which shall include:
i. One licensed Peace Officer, as defined in Minnesota Statutes section 626.84, subd. 1(c),
that supervises other licensed Peace Officers in the Police Department, such as a
commander, sergeant, or the Chief; and
ii. One Police Department employee (staff or licensed Peace Officer) in a non-supervisory
role.
The two Police Department members shall be non-voting, ex officio members and shall not be
counted in determining the number required for a quorum. If an ex officio member leaves City
employment, their membership shall automatically terminate. In appointing ex officio members,
the Council shall endeavor to include a variety of perspectives, experience, and roles.
(3) At least one and no more than two youth, 21 years old or younger, who live, work, or attend
school in the City of Golden Valley;
(4) One individual with professional human resources or recruitment experience;
(5) One individual or social service provider with knowledge or experience of mental health,
substance use disorder, or homelessness;
(6) One individual or caregiver with knowledge of or experience working or living with the senior
population in Golden Valley;
(7) One parent, teacher, or administrator at a school that serves Golden Valley residents;
(8) One individual who is a renter or lives in multi-family housing or group housing in Golden Valley;
and
(9) At least one individual that has been impacted by the criminal justice system for example, a
criminal defendant or criminal defense attorney.
If the City does not receive qualified applications from one or more of the above categories, the
remaining spots may be filled with any qualified applicant with substantial ties to the City of Golden
Valley.
In making appointments to the commission, the Council shall endeavor to maintain a membership that
reflects the many different social identities represented in the City of Golden Valley, including but not
limited to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity,
disability, age, marital status, status with regard to a public assistance program, socioeconomic status, or
familial status.
BYLAWS – PEACE Commission 3
B. Appointments and Terms. Appointments are made effective May 1 of each year. The Council shall
appoint regular members of the Commission for three-year staggering terms. Youth members may be
appointed for one, two, or three year terms. The terms of Commission members shall be fixed and
determined at the time of appointment by the governing ordinance. City Council shall appoint the
members of the Commission and to fill vacancies for unexpired terms.
Commissioners may serve up to two consecutive three year terms. Partial terms shall not be counted
toward this term limit. Former commissioners may be re-appointed for additional terms so long as they
have not been on the commission during the twelve months prior to the effective date of any
subsequent appointment.
C. Participation, Expectations & Sentiment. A Task Force of community members recommended the
creation of the Police Employment, Accountability, and Community Engagement (PEACE) Commission
and were initially responsible for drafting the Commission’s Mission and Bylaws. The Task Force worked
together from November 2020 to June 2021. The work of the Task Force was influenced by the social
context of the murder of George Floyd in the summer of 2020 civil unrest and subsequent trials of the
involved officers.
In this complex social context, the Task Force worked hard to reconcile many different views of
community policing and systemic racism in public safety. In that spirit, the Task Force envisions this
commission and its members will accept the following sentiment as the foundation of their work:
Commissioners should approach their duties and responsibilities with a growth mindset. They should
create opportunities for mutual respect, listen to understand, and value the perspectives and opinions
of all stakeholders.
D. Officers. The Commission shall elect officers of Chair and Vice-Chair from the Commission membership by
its voting members at its regular annual meeting, (no later than the second meeting after May 1 in each
year). The Chair and Vice Chair positions rotate, and members may only serve two consecutive years as
the Chair or Vice-Chair. Should the office of Chair or Vice-Chair become vacant, the Commission shall
elect a successor from its membership at the next regular meeting and such election shall be for the
unexpired term of said office. Officers may also delegate the duties of their position to other
Commissioners as deemed appropriate by the Commission.
Chair responsibilities include:
(1) work with staff liaison to develop meeting agendas
(2) conduct and preside at all meetings in a productive and time-efficient manner
(3) ensure the Commission conducts its activities within the stated mission and bylaws of the
Commission
(4) appoint Commissioners to subcommittees
(5) monitor and ensure the progress of the Commission
(6) report to the City Council
Vice-Chair responsibilities:
(1) perform the duties of the Chair in the absence or incapacity of the Chair
(2) perform all other duties as prescribed by the Commission
Article III: Meetings and Attendance
A. Meetings. All meetings of the Commission shall be conducted in accordance with the Minnesota Open
Meeting Law and City code. This means all business and discussion occurs at a meeting that has been
posted and is open to the public.
BYLAWS – PEACE Commission 4
The presence of a majority of all regular members currently appointed to the Commission shall
constitute a quorum for the purpose of conducting its business and exercising its powers and for all
other purposes. In the event a quorum is not reached, a smaller number of members may meet to have
informal discussion, however, formal action shall not be taken and must be reserved for such time as
when a quorum of the Commission is reached. A quorum of the members should not discuss
Commission business by email, forms of social media, telephone, or informal meetings. If there are no
items on the agenda, the meeting shall be cancelled and the staff liaison shall communicate the
cancellation to the commissioners.
The proceedings of meeting should be conducted using standard parliamentary procedure.
(1) Regular Meeting.
The regular meeting of the Commission shall be held on the second Thursday of the month at
City Hall at 6:30 pm. The Commission may, by a majority vote, change its regular meeting dates
for any reason provided proper public notice of the changed meeting is provided.
(2) Annual Meeting.
The Annual Meeting of the commission shall be a regular meeting, typically the first meeting
after May 1 of each year, at which time officer elections will be held.
(3) Special Meetings.
A special meeting of the Commission may be called by the Chair or two commissioners, or by the
City Council, for the purpose of transacting any business designated in the meeting notice. The
notice for a special meeting shall be posted in compliance with the Minnesota State Statutes
governing public meetings. The staff liaison shall notify Commissioners at least three days prior
to the meeting of the date, time, place and purpose of the special meeting. A special meeting
must also be posted in accordance with the requirements of the Minnesota Open Meeting Law.
B. Attendance. Members are expected to attend all meetings, including the annual board and commission
joint meeting. If a member is unable to attend a meeting, they should contact the staff liaison, who will
inform the chair. If is known in advance that a quorum will not be attained, the meeting will be canceled.
Staff liaisons will track attendance at each meeting. Each April, the City Manager’s office will review
attendance records for the preceding calendar year (April-March) and send a standardized letter of
warning to any member that has missed:
• two consecutive or three total meetings for groups that meet once a month; or
• two consecutive or five total meetings for groups that meet twice a month.
Because attendance is so important to the work of the City’s boards and commissions, the City
Manager may ask the member to explain the reasons for their absences. If circumstances prevent the
member from committing to consistently attending future meetings, the member may be asked to
step down. The City Manager will not ask the member to step down if their inability to attend meetings
is due to health reasons. If the member’s attendance does not improve within 3 months after
receiving a warning, the City Manager or their designee shall ask the member to step down. If the
member chooses not to step down, the Council may take action to remove the member.
Article IV: Rules
A. Agenda
(1) Preparation of the Agenda
The agenda for regular and special meetings of the Commission shall be prepared by the staff
liaison. Items to be placed on the agenda may be proposed by the Chair, a Commission
member, the staff liaison or at the request of the City Council. Residents, businesses, or other
interested parties may contact the staff liaison to request that an item be placed on the agenda
BYLAWS – PEACE Commission 5
for consideration. All agenda topics presented by the City Council will be placed on an
appropriate agenda; requests from other parties will be placed on an appropriate future agenda
at the discretion of the staff liaison.
(2) Approval of the Agenda
The agenda shall be approved at each meeting prior to discussion of any item on the agenda.
At the time of agenda approval, items may be removed and the order of business may be
modified by a majority vote of members present at the meeting. No items shall be added to the
agenda unless deemed as urgent by the staff liaison.
(3) Future Agendas
At each meeting, the staff liaison shall provide a list of future agenda items. Commission
members present may communicate items recommended for inclusion on future agendas. All
items must be consistent with the Commission’s mission and annual work plan. The
Commission may ask the Council to amend its work plan if it wishes to add or remove items
from its work plan during the year.
B. Records. All minutes and resolutions shall be in writing and shall be kept in accordance with City
procedures, Minnesota Statute and Rules regarding preservation of public records and the Minnesota
Government Data Practices Act. The following is an inexhaustive list of Commission records. The
Commission may approve any document or record not listed to be retained as an official record by a
majority vote
• GVPD Organizational chart
• Anonymized recruitment and retention demographic report by position maintained by the
Human Resources Department
• Records of classification studies, actions and job descriptions (describing typical duties,
responsibilities and minimum qualifications)
• Documents produced as a result of commission work or relied on by the commission to carry out
its work
• All data published by the Golden Valley Police Department on the GVPD window or similar data
portal.
C. Work Plan. The Commission will draft an annual work plan that details activities and projected timelines for
the upcoming year.
• The Chair may appoint Commissioners to be primarily responsible for each work plan activity.
• The Commission may establish subcommittees to oversee work plan activities. The
subcommittees will be chaired by Commissioners appointed by the Chair.
• The Commission’s work plan will be submitted to the City Council, typically during the first
quarter of the calendar year. The Chair and/or Commissioners will attend a Council/Manager
meeting to discuss the annual work plan with the City Council.
• The Commission’s work plan must be agreed upon by the City Council.
D. Annual Report. The Commission shall submit an annual report to the City Council summarizing the past
year's activities. The report may highlight information the Commission finds appropriate to convey to the
City Council.
• The Chair or Vice-Chair will prepare the report for approval by the Commission.
Commission members may submit signed addenda presenting alternative conclusions or
perspectives.
BYLAWS – PEACE Commission 6
• The report and addenda are submitted to Council with the current year work plan in the
first quarter of the calendar year or as soon thereafter as possible.
E. Subcommittees. The Commission may create subcommittees to plan and direct activities related to the
duties and responsibilities of the Commission and to facilitate and implement work plan activities.
• Subcommittees will be chaired by Commissioners appointed by the Chair and shall not consist
of a majority or more of currently appointed Commission members.
• A majority of the subcommittee must be present to conduct business, including the
subcommittee chair.
• The Commission may consolidate or dissolve subcommittees at any time.
• The subcommittee chair may appoint other Commissioners and community members to the
subcommittee, provided that the subcommittee at no time consists of a majority or more of
currently appointed Commissioners.
• The subcommittee chair shall report back to the Commission about its activities as an agenda
item at regular Commission meetings.
• Subcommittee meetings shall be held at a date and time that does not conflict with the
Commission’s regular and special meetings. The staff liaison shall be notified of the date,
time, location and topic of all Subcommittee meetings.
F. Performance of Duties. Commissioners are expected to adequately prepare for meetings. Commissioners
unable to complete an assigned task should notify the commission chair or subcommittee chair as soon as
possible. All members are expected to actively participate in the substantive work or participate in a
subcommittee. The staff liaison may ask the City Council to review a Commissioner’s appointment based
upon its assessment of significant lack of performance.
Article V: Amendments and Revisions
The Commission will review these bylaws no later than the second meeting after May 1 every three years.
Members may present recommendations for changes and amendments. These bylaws can be altered or
amended at any regular monthly Commission meeting with a majority of members present, provided that
notice of the proposed changes and amendments is provided to each member at least 10 business days before
the meeting. The Council must review and approve any changes to, and has final authority regarding, these
bylaws.
Article VI: Definitions
For purposes of the of the PEACE Commission’s work, the following terms shall have the meanings given
below:
• Accountability: A range of actions to mitigate harm and to restore mutual respect, as defined by
impacted parties and the Commission.
• Community: Residents, visitors, businesses owners, workers and members of surrounding communities
that interact and utilize GVPD services.
• Community Engagement: Conversations and activities that promote reciprocal communication of
knowledge, perspectives and ideas to build trust and mutual respect between and GVPD.
• Data: Quantitative and qualitative information, including narratives from all perspectives, gathered,
synthesized and published by GVPD, the PEACE Commission or other organizations relevant to the
work of the Commission.
• Gender fluid: Individuals whose gender varies over time. A gender fluid person at any time may identify
as male, female, gender, or any other non-binary identity or some combination of identities.
BYLAWS – PEACE Commission 7
• Gender non-conforming: Individuals who do not adhere to the traditional gender expectations for
appearance and behavior of people of their assigned gender. Some identify as transgender, but others
do not.
• Historically harmed: Individuals and groups associated with social identities that have been historically
and presently harmed by the American system of policing (i.e. LGBTQ+, American Descendants of
Slaves (ADOS), Black, Indigenous and Latina/o/x community members, individuals with mental and
physical dis/abilities, immigrants, refugees, etc).
• Public Safety Services: Programs, responses, and interactions provided to meet the safety and wellness
needs of all community members, including both the providers and recipients of the services, with the
intent to maintain dignity, build respect, detect and prevent crime, or enforce the law. The term Public
Safety Services reflects the evolution of the role of peace officers from a focus on criminal detection,
prevention, and enforcement, to a community-driven service model that values learning from and
sharing power with community and aims to reduce trauma responses traditionally associated with
policing in historically harmed communities like members of the Black, Brown, Indigenous and LGBTQ+
communities.
• Racism: The normalization and legitimization of an array of dynamics – historical, cultural, institutional,
and interpersonal – that routinely advantage Whites while producing cumulative and chronic adverse
outcomes for Black, Indigenous, and People of Color (racialequitytools.org).
• Transparency: A principle of institutional commitment to be open and forthcoming with data and
information.
22 Golden Valley Business Council Meeting 8:30 AM to 9:30 AM Held Virtually/TBD
25 Market in the Valley 9:00 AM to 1:00 PM City Hall Campus
26 Concerts in the Park: Salsa Del Soul 7:00 PM Brookview Park
31 Catalytic Converter Marking Event (Hosted by the GVPD) 8:00 AM to 12:00 PM
Golden Valley Tire & Service
600 Decatur Ave
1 Market in the Valley 9:00 AM – 1:00 PM City Hall Campus
2 Concerts in the Park: Banjo Boy Variety Band 7:00 PM Brookview Park
3 Minnesota Night to Unite 6:00 - 9:00 PM
Various Locations/
In-Person
4 City Council Meeting (Wednesday) 6:30 PM Hybrid
8 Market in the Valley 9:00 AM – 1:00 PM City Hall Campus
8 Greens Classic 6:00 – 8:00 PM Brookview
9 Concerts in the Park: Capri Big Band 7:00 PM Brookview Park
10 Special City Council Meeting (Interviews) (Tentative) 5:00 PM Hybrid
10 HRA Work Session 6:30 PM Hybrid
10 Council Manager Meeting 6:30 PM Hybrid
15 Market in the Valley 9:00 AM – 1:00 PM City Hall Campus
17 Special City Council Meeting (Interviews) (Tentative) 5:00 PM Hybrid
17 City Council Meeting 6:30 PM Hybrid
22 Market in the Valley 9:00 AM – 1:00 PM City Hall Campus
25 Public Safety Open House Begins at 6:00 PM
Police Dept & Fire Station 1
7800 Golden Valley Rd
26 Golden Valley Business Council Meeting 8:30 AM – 9:30 AM Held Virtually/TBD
29 Market in the Valley 9:00 AM – 1:00 PM City Hall Campus
JULY
AUGUST
ANNOUNCEMENT OF MEETINGS AND EVENTS
Three or more Council Members may attend the following