05-14-19 Rising TIDES Agenda PacketREGULAR MEETING AGENDA
1. Call to Order
2. Attendance/Roll Call
3. Approval of Agenda
4. Approval of March 12, 2019 and April 9, 2019 Minutes
5. Team Building Activity
6. New Business
A. Topic for Consideration–Increasing Diversity on Boards, Commissions and the Council
i. Staff presentation
ii. Discussion
7. Adjournment
May 14, 2019 – 5:15 pm
Council Conference Room
Golden Valley City Hall
7800 Golden Valley Road
Rising TIDES Task Force
REGULAR MEETING MINUTES
Call to Order
The meeting was called to order at 5:02 pm by Chair Joelle Allen.
Roll Call
Members present: Amber Alexander, Joelle Allen, Ruth Paradise, Ajani Woodson, Millicent
Flowers and Tanveer Gulzar
Members absent: Maurice Harris, Sam Powers, Melissa Johnson and Sheri Hixon
Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney; Marc Nevinski,
Physical Development Director
Approval of February 12, 2019 Meeting Minutes
MOTION by Member Woodson, seconded by Member Flowers to approve February 12, 2019 minutes as
submitted. Carried.
Team Building Activity
The Task Force Members participated in a team building activity.
Discussion of Topic: Eliminating Bias in Reviewing RFPs and Contracts
Chair Allen reminded members that they were asked at the last meeting to provide possible groups or
organizations that the City could connect with regarding the work of the Task Force. The members
discussed possible groups and City Attorney Cisneros said the information could be emailed to her and
she would share it with the City’s Communications Department.
Chair Allen introduced the topic for discussion. Cisneros provided background information on the
process the City currently uses for reviewing contracts including the State Statutes governing the bidding
process that cities must follow. Physical Development Director Nevinski and City Manager Cruikshank
answered questions for members on current City practices.
The Task Force discussed and commented on the first question posed by staff on this topic:
1. What barriers exist for disadvantaged business enterprises (DBE) to bid on public projects?
Members asked what the meaning of disadvantaged business enterprises was. Nevinski said it is a
contracting term used in federal law. Chair Allen said there are efforts in place to change the
language from “disadvantaged” to “underrepresented.” Members discussed possible definitions of
the word disadvantaged as it is used in federal law. Cruikshank read the official federal definition.
Mar 12, 2019 – 5:00 pm
Council Conference Room
Golden Valley City Hall
7800 Golden Valley Road
Members decided at this time to substitute the term with “underrepresented” and to state in
parenthesis that it corresponds to the federal term “disadvantaged.”
Members asked how the City currently communicates with disadvantaged groups regarding possible
bidding opportunities and where postings are advertised. Members discussed possible opportunities
for pushing postings out to underrepresented groups.
Members asked if the City looks at more than just price when awarding contracts. They also asked
who in the City reviews and selects the top bidders. Nevinski shared that the answers to these
questions vary by department and contract type. Cisneros said the best opportunities for change may
be (1) with the contracts under $175,000 because the City is not required to meet the public bidding
law requirements; or (2) by requiring larger contractors to subcontract parts of the bid to
underrepresented business.
Members discussed that some bids may require specialized contractors to qualify, which may narrow
the pool of bidders and asked if there is motivation in the process for including minority
participation. Members discussed possible barriers groups may have and possible goals the City could
use to overcome them.
Chair Allen summarized the discussion regarding possible barriers including how language is used,
how language definitions may need to be more classified to become more inclusive, communication
in general, additional resources large firms may have, and cash flow for smaller business. She said
some ideas that were discussed are: looking at scenarios that motivate larger contractors to use
subcontractors from underrepresented groups and the importance in setting clear, measureable
goals to guide this group as they make suggestions to the City.
Take away: Members should identify ideas and goals that the groups can discuss regarding the
barriers to underrepresented businesses in the bidding process.
Adjournment
Chair Allen adjourned the meeting at 5:56 pm.
_______________________________
Joelle Allen, Chair
ATTEST:
_________________________________
Kris Luedke, City Clerk
Rising TIDES Task Force
REGULAR MEETING MINUTES
Call to Order
The meeting was called to order at 5:15 pm by Chair Joelle Allen.
Roll Call
Members present: Amber Alexander, Joelle Allen, Ruth Paradise, Ajani Woodson, Sam Powers,
Maurice Harris, Melissa Johnson, Sheri Hixon and Millicent Flowers
Members absent: Tanveer Gulzar
Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney; Marc Nevinski,
Physical Development Director
Team Building Activity
The Task Force Members participated in a team building activity.
Discussion of Topic: Eliminating Bias in Reviewing RFPs and Contracts
Chair Allen introduced the topic—eliminating bias in the contracting process. She said at the last meeting
a comment was made regarding what the goals of the contracting process should be and she asked if the
group should decide what they would like to accomplish regarding the contracting process.
Members discussed ways of recording input on the topics being discussed by using a worksheet or
template and decided each meeting would be summarized by a different Member and that the summary
would include information from the minutes and other notes taken during the meeting. City Attorney
Cisneros said staff could provide a template for future meetings. City Manager Cruikshank said a goal of
the Task Force is to submit a final report with recommendations and action steps for staff and Council to
consider for implementation and having summary of agreed upon actions may help in assembling this.
Chair Allen reviewed a list of items previously discussed regarding what the Task Force would like to
accomplish. The list included:
Design a more inclusive system;
Have an international perspective;
Help residents feel that Golden Valley represents the community’s values;
Communicate that staff is happy to support this process and is ready for the journey;
Be out front and come out with results that can be used to lead the way;
Recognize that it is challenging to be a person of color and enjoy the fruits of this community; and
Make changes to create a better environment.
The group discussed the list of items and possible ways they could be accomplished them.
Apr 9, 2019 – 5:15 pm
Council Conference Room
Golden Valley City Hall
7800 Golden Valley Road
The Task Force moved to discussion of the topic for consideration. Chair Allen read an email she
received regarding catering at Brookview. The Task Force discussed the email and what steps could
be taken to increase participation of women and minority‐owned business during the preferred
caterer bidding process. Members made the following suggestions:
Members suggested the City partner with organizations that work with women and
minority‐owned business to find out where upcoming bidding information could be posted.
Members said bidding guidelines should be posted on the City’s website for bidders to
easily find. Mr. Nevinski said sealed bid projects are posted, and the City has a subscription
service that allows applicants to be notified of upcoming bids.
Members discussed the City holding informational sessions during the year to update
vendors before a project is bid.
Members discussed ways to encourage contractors to sub‐contract with women or
minority‐owned businesses for large projects.
Members discussed providing training for City employees on this issue. Mr. Nevinski said it
may be possible to partner with surrounding communities.
Members discussed how far in advance the City should provide information to potential
bidders, creating a registry of types of upcoming projects and pre‐bid meetings.
Chair Allen summarized the discussion regarding the ways the City could notify potential women or
minority owned business vendors of upcoming project including additional information on the City’s
website, expanding the City’s network to be able to reach out to women and minority‐owned
business, holding pre‐bid meetings, creating a registry for types of upcoming projects, being more
regional, having City spend goals, and providing additional employee training.
Adjournment
MOTION by Member Woodson, seconded by Member Alexander to adjourn the meeting at 6:15 pm.
Carried.
_______________________________
Joelle Allen, Chair
ATTEST:
_________________________________
Kris Luedke, City Clerk
Increasing Diversity on Boards, Commissions & the Council
Framework
Under Minnesota law, all governing powers and duties of the City are vested in the City Council. The City
Council may not delegate its duties or decision making powers to boards or commissions. However, the
Council may create advisory boards and commissions. The City currently has 7 standing advisory Boards
and Commissions. They are:
1. Board of Zoning Appeals
2. Civil Service Commission
3. Environmental Commission
4. Human Rights Commission
5. Human Services Commission
6. Open Space and Recreation Commission
7. Planning Commission
Each board and commission has its own bylaws, which govern how and when members are appointed,
how often the body meets, the types of advice the body may provide to the Council, and the procedural
rules governing the body’s meetings and actions. The attached handout provides a brief summary of
each of the 7 boards and commissions.
Each board and commission has a webpage on the City’s website. All board and commission meetings
are open to the public and are included on the City’s calendar.
Recruitment & Appointment
The Council appoints (or reappoints) board and commission members annually at the second City
Council meeting in April. All appointments are effective May 1. The City accepts applications from
citizens interested in serving on a board or commission year round. Each year in March, the City
Manager’s office contacts commissioners whose terms are expiring to ask if they would like to be
considered for reappointment. The City Council reviews applications and interviews new candidates
before making appointments.
The City recruits board and commission members by advertising on the City Website; social media,
including Twitter and Facebook; the City Newsletter; and in printed materials available at City
buildings.
Questions for Consideration
Staff would like your input on the following questions:
1. What does the community want to know about the work of the City’s boards and commissions?
2. What barriers to participation may exist for diverse communities?
3. How can the City expand its board and commission recruitment efforts?
Board of Zoning Appeals (BZA)
Hears requests for variances from the city code
zoning).
Meets monthly, fourth Tuesday, 7 pm,
at City Hall.
Members: Five regular and one student (non-voting).
Civil Service Commission (CSC)
Controls and supervises the employment,
promotion, discharge, and suspension of Golden
Valley Police officers.
Meets annually and on call at the Golden Valley
Police Department.
Members: Three.
Environmental Commission (EC)
Advises and makes recommendations to Council in
matters relating to and affecting the environment.
Meets monthly, fourth Monday, 6:30 pm, at City Hall.
Members: Seven regular and one student.
Human Rights Commission (HRC)
Advises, recommends, and assists Council in matters
of human rights.
Meets monthly, fourth Tuesday, 6:30 pm, at City Hall.
Members: Seven regular and two student.
Human Services Commission (HSC)
Plans and holds fundraisers and events to help raise
money to meet previously identified human service
needs in the community. Advises City Council on
allocation of funds.
Meets monthly, second Monday, 6:45 pm, at
Brookview Community Center and requires additional
time commitment for planning and working at
fundraisers.
Members: 10 (seven citizens-at-large, two community or
business members, and one student).
Open Space and Recreation
Commission (OS&RC)
Advises, recommends, and assists Council in policies
and plans relating to open space needs, parks and
recreation programs, trail systems, and Brookview Golf
Course.
Meets monthly, fourth Monday, 7 pm, at Brookview
Community Center.
Members: Nine regular and one student.
Planning Commission (PC)
Advises, recommends, and assists Council in matters
relating to planning and growth of the City, including
matters relating to the social, economic, and physical
environment.
Meets monthly, second and fourth Mondays, 7 pm, at
City Hall.
Members: Seven regular and one student (non-voting).
www.goldenvalleymn.gov/boards
City Council
Advisory Boards & Commissions