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EC Agenda-5-23-20227800 Golden Valley Road I Golden Valley, WIN 55427 763-593-8027 1 TTY 763-593-3968 1 763-593-8198 (fax) I www.goldenvalleymn.gov Environmental Commission REGULAR MEETING AGENDA city of goldvall� Y May 23, 2022 — 6:30 pm City Hall Council Conference Room Remote Attendance: Members of the public may attend this meeting via Webex by calling 1- 415-655-0001 and entering access code 1773 93 4642. Questions/Comments: Members of the public who have questions about the commission or any items on the agenda should contact the staff commission liaison — Eric Eckman, Environmental Resources Supervisor, eeckman@goldenvalleymn.gov, 763-593-8084. 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of April 25, 2022 Regular Meeting Minutes (5 min) 5. Old Business A. Energy summer EV event (5 min) B. Environmental Justice Collaboration (25 min) 6. New Business A. Commission Re -Orientation (20 min) B. Election of Officers (5 min) Action requested C. Review Bylaws (5 min) D. BCWMC 10-year Watershed Management Plan (10 min) E. Program/Project Updates (5 min) F. Council Updates (5 min) G. Other Business (5 min) i. Environmental Resources Staffing Updates ii. Visit commercial compost facility this summer? iii. Haha Wakpadan / Bassett Creek Community Event 7. Adjournment This document is available in alternate formats upon a 72-hour request. Please call 763-593-8006 (TTY: 763-593-3968) to make a request. Examples of alternate formats may include large print, electronic, Braille, audiocassette, etc. 7800 Golden Valley Road I Golden Valley, RUIN 55427 CZJ 0J 763-593-8027 I TTY 763-593-3968 1 763-593-8198 (fax) I www.goldenvalleymn.gov golden1l...7. Environmental Commission va April 25, 2022 — 6:30 pm REGULAR MEETING MINUTES Remote Attendance: Members of the public may attend th3is meeting via Webex by calling 1-415- 655-0001 and entering access code 1773 93 4642. Questions/Comments: Members of the public who have questions about the commission or any items on the agenda should contact the staff commission liaison — Eric Eckman, Environmental Resources Supervisor, eeckman@goldenvalleymn.gov, 763-593-8084. 1. Call to Order The meeting was called to order by Chair Weirich at 6:30 pm following joint meeting with OSRC. 2. Roll Call Commissioners present: Scott Seys, Wendy Weirich, Tonia Galonska, Dawn Hill, Debra Yahle, Shannon Hansen, Jim Stremel, Felix Fettig, Rachel Zuraff Commissioners absent: None Council Members present: None Staff present: Eric Eckman, Environmental Resources Supervisor; Carrie Nelson, Administrative Assistant; Ethan Kehrberg, GreenCorps Member. 3. Approval of Agenda MOTION by Commissioner Hill, seconded by Commissioner Stremel to approve the agenda for April 25, 2022 and the motion carried. 4. Approval of March 28, 2022 Regular Meeting Minutes MOTION by Commissioner Seys, seconded by Commissioner Galonska to approve the minutes of March 28, 2022 as submitted and the motion carried with the following change: • Add 'PM' to the forum time under section 6Bi. S. Old Business A. Environmental Justice Collaboration i. Maps will be shown by Eric before the breakout sessions at the forum. Maybe the EC can take the lead on the mapping and then run it by the DEIC for additional input and feedback? Should we include more social factors like: Non -White population and Age 65 and Older? 1. A Pre -Forum Survey was put on social media for people to take. This document is available in alternate formats upon a 72-hour request. Please call 763-593-8006 (TTY: 763-593-3968) to make a request. Examples of alternate formats may include large print, electronic, Braille, audiocassette, etc. 6 City of Golden Valley Environmental Commission Regular Meeting 2 April 25, 2022 — 6:30 pm 2. MPCA looks at the non -white population, but some disagree with that approach. 3. Age 65 and older could be on fixed income and susceptible to energy cost burden, mobility issues, and inability to fund emergency repairs. 4. Distance from Park or School — Areas beyond % mile of park or school — Look at map to see if any areas within % mile have a major barrier (i.e. a hwy) in between them and the park or school. These areas should be included. 5. Extreme Heat map is a regional mapping tool. 6. The Hennepin County tree planting priority areas coincide pretty well with our map. They used several factors and scoring. 7. Air Quality — 300-500 meters from highways are impacted by emissions. Facilities permitted to emit substances into the air. Use this map instead of the previous MPCA air quality map. 8. Can we add the following topics to the breakout sessions: i. Green spaces at commercial properties. ii. Do you live and/or work in GV? iii. Noise pollution — Hwy's, County Roads, Fire Stations, RR's. 9. The City has an inventory of trees on City properties. Trees on City properties and in the Right of Way are mapped and identified. Areas with more trees along the boulevard will likely have cooler pavement temps. 10. There are 4 properties in the Lakeview Heights area that used State dollars to create a stormwater basin to clean and treat stormwater. 11. Use the Housing Affordability by Census Block map that uses the affordable home price of $316,000 instead of $250,000. B. Energy Recognition Program i. The new logo was finalized. The GV Energy Hero business recognition program was launched on April 22 and is open for businesses to apply. The link is on the website. C. Energy Summer EV Event i. Ethan is setting up an EV Showcase event on June 16. 1. Will have EV owners on site to answer questions. 2. Possibly have food trucks. 6. New Business A. Partners in Energy 2021 Progress Report i. Reports are based on the second half of 2021 data. ii. Reports will be made available to the public. Can we simplify these reports? iii. Can we include definitions of the acronyms used in the reports? iv. We appear to be ahead of the curve in many aspects of the implementation plan after 6 months. City of Golden Valley Environmental Commission Regular Meeting April 25, 2022 — 6:30 pm 3 v. As we anticipated, the number of households experiencing energy cost burdened rose in GV in 2020, from about 2,000 to about 2,250. B. Home Energy Squad Progress Report i. The City has contributed $3,835 of the initial $5,000 allocated for this program. ii. Can we add a column to the end of the table for the total subsidy amounts were paid for each quarter? MOTION by Commissioner Seys, seconded by Commissioner Hill to approve recommending to Council we continue the HES program by adding an additional $5,000 in funding for this year and $5,000 for next year and the motion carried. C. Program/Project Updates i. None D. Council Updates i. None E. Other Business i. Felix Fettig's last meeting ii. The City Council will be talking about Commission Term Limits iii. Edina has a No Mow May program residents can sign up for. Can GV do something like this? iv. 2022 Work Plan formal adoption will happen at the May 3rd Council meeting. Council requested that we add a No Mow May bullet point to work plan under the Natural Resources section. 7. Adjournment MOTION by Commissioner Fettig, seconded by Commissioner Hansen to adjourn the meeting at 8:41 pm and the motion carried. ATTEST: Carrie Nelson, Administrative Assistant Wendy Weirich, Chair try of goldeno-gleir valley Date: May 20, 2022 MEMORANDUM Physical Development Department 763-593-8030 / 763-593-3988 (fax) To: Environmental Commission From: Eric Eckman, Environmental Resources Supervisor Subject: Environmental Justice Collaboration The Environmental Commission's work plan includes working collaboratively with the DEIC (formerly Human Rights Commission) to address the issues of environmental justice and climate justice in our community. Data show that people most impacted by a changing climate may contribute the least to greenhouse gas emissions and climate change. More information about our existing disparities and climate vulnerabilities can be found at: The Minnesota Equity Blueprint Hennepin County Climate Action Plan City's Resilience and Sustainability Plan City's Diversity, Equity, and Inclusion webpage https://www.pca.state.mn.us/about-mpca/mpca-and-environmental-justice https://www.hhs.gov/environmental- iustice/index.html#:-:text=Environmental%20Justice/o20(EJ)%20is/20the,laws/`2C/`2Oregulation s%2C%20and/o20policies. https://www.sierraclub.org/minnesota/racial-environmental-iustice-sierra-club Staff and members of the subcommittee will provide an update on the Environmental Justice forum held on Thursday, May 19. Staff will also present the latest 'inequities with respect to green infrastructure' maps and gather input and feedback on the draft prioritization map so that it can be forwarded to the DEIC for review and comment. GAEnvironmental Commission\Memos try of�,� golden alley l`� y Date: May 20, 2022 MEMORANDUM Physical Development Department 763-593-80301763-593-3988 (fax) To: Environmental Commission From: Eric Eckman, Environmental Resources Supervisor Subject: Commission Re -Orientation At the business meeting each May, staff reviews the orientation materials for Boards and Commissions including the commission's structure, member roles and responsibilities, open meeting law, and the City's values. Commission members are asked to review the attached materials ahead of time and come to the meeting with questions or comments. GAEnvironmental Commission\Memos\Monarch Pledge & Bee City city of go 1den valley City of Golden Valley Board and Commission Member Orientation Agend Commitment to Community • City of Golden Valley Structure City Boards and Commissions Structure • Board and Commission Member Roles & Responsibilities Commitment to Community All Are Welcome The City of Golden Valley believes in and stands for the values of social equity, inclusion, and justice. We embrace diversity and recognize the rights of individuals to live their lives with dignity, free of discrimination, fear, violence, and hate. We welcome individuals to Golden Valley regardless of race, color, creed, religion, national origin, immigration status, gender, gender identity, marital status, age, disability, economic status, sexual orientation, familial status, or cultural background. We strive to provide fair and unbiased services and programs, giving opportunities for all. We are dedicated to being a supportive and united community, strengthened by the diversity of our residents and visitors. Vision Vision & Mission Golden Valley strives to creatively connect people and places, preserve and enhance community resources, and nurture opportunities for all. Mission The City of Golden Valley delivers high - quality, responsive services to ensure the community remains a vibrant and welcoming environment in which to live, work, and play. Our Values Why And How We Work Communication Community Inclusion Integrity Respect Innovation Courage Accountability Golden Valley Commitment to Equity JUS00�ve...e4�'. • Provides free legal and title services to help property owners find discriminatory covenants and discharge them from their property titles. Provides education opportunities to help communities acknowledge this racist history and pursue reconciliation and anti -racist solutions. Take action to dismantle the racist systems that deny opportunities to communities of color, and by investing in solutions that create equity. 3 City Council meeting & Planning Commission meeting minutes show a requirement for racially restriclive covenants 1,604 Golden Valley properties have racially restrictive covenants P. -10 petroaf of aaI Me othel t= tte :n:zct race ilial. Pf! m occcpl aoI hnttdli♦ a ml lot, ezeept that ibis omeoant &91 not pmri co- e acl t+, dowette rettute of a diffaat ate da•irlled r11h ea ester or temmt. 33 YEARS OF So RACIALLY RESTRICTIVE COVENANTS IN Highervalueon GOLDEN VALLEY homes with Disparities that exist today: household income, school funding, access to health care, Racially police, green spaces and neighborhood parks, public transportation, convenient & affordable Restrictive grocery stores and other retail, and nearby jobs Covenants that pay living wages. 61 City -owned properties with racially goo den" 1 restrictive covenants valley Equity and Inclusion Manager Kiarra Zackery • Directs and develops initiatives in policy, practice and community engagement to develop equitable outcomes internally and externally; • Develops and facilitates staff training and professional development; • Manages and updates the City's Equity Plan; • Collaborates with staff in all departments; and • Staff Liaison to the Diversity, Equity and Inclusion Commission. Community Connection and Outreach Specialist • Airrion Williams Build partnerships within the Community to increase engagement and connections. • Building trust and establishing collaborative relationships with underrepresented communities • Assist with data collection to improve outreach and education • Assist with developing and implementing civic engagement strategies to increase participation among diverse populations • Staff Liaison for the Police Employment, Accountability, and Community Engagement Commission in collaboration with the Police Department. ity Structure city Of Qolden^� �- --"valley City Demographics Population — 22,552 • Location —10.5 square miles, located five miles west of downtown Minneapolis Median Age — 45.6 Organizational Chart • Race — White 80%, Persons of Color 20% • Median Household Income - $98,100 • Plan 6 form of Government Golden Valley Voters City Council/ Housing Redevelopment Authority [HRAJ City Manager Human Resources Legal Communications Parks and Administrative public Works Recreation Services Boards, Commissions, and Task Forces Physical Development Police Fire Current City Council Shep Harris Mayor (2023) Kimberly Sanberg Council Member (2023) Denise La Mere - Anderson Council Member (2025) Maurice Harris Council Member (2023) Gillian Rosenquist Council Member (2025) City Staff Leadership Team • City Council point -of -contact • Administers City business — including hiring and directing City staff • Assists Council with developing policies • Implements policies and directives of the Council Tim Cruikshank City Manager Kirsten Santelices Maria Cisneros Cheryl Weiler Rick Birno Sue Virnig Tim Kieffer Marc Nevinski Virgil Green John Crelly Deputy City City Attorney Communications Parks and Finance Director Public Works Physical Chief of Police Fire Chief Manager/Human Resources Director Recreation Director Development Director Director Director Organizational Priorities Qson Strategic Development & Redevelopment Effective Governance 1 Infrastructure Maintenance & Enhancement Financial Wellness 0�:�� Community Affairs ar. Boards and Commissions Structure city Of goldven,!i'.� alley How Everyone Works Together Community Role • Elect Council and Mayor • Participate in MM community input — which may include Board/Commission and Task Force initiatives Mayor and Council Role • Make decisions based on provided input Process includes discussions and debates; and may result in split votes, and dialogue is open and respectful. Staff Role Board/Commission/ Task Force Role • Study issues and provide input to City Council Council makes final decisions that may or may not reflect the recommendations of the advisory body. • Study issues and provide professional recommendations to the Council and Boards, Commissions, and Task Forces • Carry out policy and directives from City Council Board and Commission Structure Ordinance Laws passed by the City Council creating and setting rules for City commissions Commission governing document — approved by Council Quorum Majority of seated members required to vote on business items • Meetings can be held without a quorum, but cannot conduct business by taking votes on motions. Roberts Rules Procedure used to run Commission meetings Officers Chair (1 year) • Vice Chair (1 year) • Max 2 consecutive years and Chair and Vice Chair Types of Meetings • Regular • Special Meeting Packet Agenda • Minutes • Additional Supporting Documents Work Flow Calendar January • New member recruitment begins • City Council hosts annual strategy session May • Reappointments and new member appointments effective May 1 • Review Commission bylaws (first meeting in May) • Annual Board/Commission Appreciation Dinner February • Joint Board, Commission, and City Council Meeting June — December March -April • Boards/Commissions begin submitting annual work plans to Council (Example • Reappointment Process Begins • City Manager's Office reviews attendance for the previous year (April -March) • Boards/Commissions conduct ongoing regular business • Policies and initiatives that were not included in the Council's action steps or Board and Commission annual work plan become recommendations for Council consideration at the next annual strategy session. • Other initiatives may take priority as the Council and Commissions work to be responsive to community needs. Current City Boas Board of Zoning Appeals Meet to hear requests for variances from the zoning code (which is the City's main form of land use regulation). Environmental Commission Advises and makes recommendations to the Council in matters that affect the environment. and Commissions Diversity, Equity and Inclusion Commission 'advises, recommends, and assists Council in matters relating to diversity, equity, inclusion, and human rights. The mission of the Golden Valley DEIC is to promote and nurture a safe and welcoming community dedicated to the values of social equity, inclusion, and justice. Human Services Commission 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. Current City Boas Police Employment, Accountability and Community Engagement (PEACE) Commission 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. a a Commissions Planning Commission Advises, recommends, and assists Council in matters relating to planning and growth of the City, including issues relating to the social, economic, and physical environment. Open Space and Recreation Commission Advises, recommends, and assists Council in policies and plans relating to open space needs, parks and recreation programs, trail systems, and Brookview Golf Course. Board and Commission Members Roles and Responsibilities city Of goldven,!i'.� alley Board/Commission Roles Role of Board/Commission Discuss matters within the scope of the board/commission, as defined by Council -approved work plan, bylaws and City Code, or as directed by City Council. Conduct research, including gathering community input and subject matter expert advice. Advise the Council on topics within the scope of the Board/Commission's work, and submit recommendations as voted upon by the Board/Commission. Not Role of Board/Commission Boards/Commissions do not direct the work of City staff. Cannot direct the use of City funds With the exception of Board/Commission's Council - approved budget. We will not always agree, but we share the same end goals: Provide Council with the best information possible • Result in smart outcomes for the City! Member Expectations • Prepare by reading agenda and previous meeting minutes prior to meeting • Attend meetings & events • Participatr. during meetings and planned events • MOnito� emails on a regular basis. • Communicate with staff liaison • Respect all • FOIIOv% the Guidelines and Guiding Principles ,iw i OJO I • Members are expected to attend all meetings & the joint meeting • Staff liaisons track attendance at each meeting • Virtual attendance is allowed in limited circumstances under virtual attendance policy Open Meeting Law Purpose Prohibits secret meetings • Ensures the public's right to be informed Gives the public an opportunity to participate Rules Meetings must be open to the public and noticed in advance Violations occur when a quorum of members meet and decide business in private This law pertains to emailing, phone calls, social media and texting! Written Records and Communication Methods • How Council Gets Board/Commission Updates: • Meeting Minutes • Staff Report (written by Staff) • Annual Report/Work Plan • Joint Council, Board, and Commission meeting • Official City Communications— City Staff and Council • Media Requests • T.V. Spots • Social Media • City Website RISING TIDES TASK FORCE RECOMMENDATIONS TO THE GOLDEN VALLEY CITY COUNCIL r m.rx�rmnrr„�e;a..�l,gm�R�eae liie ft TIDE S Tssk Force Joelle Allen -Chair Amber Nerender-Ym weir Shen Hi— Melima Johnson Alez Moreno RUIN Paredix Sem Pmxem Brad Taylor -whoa Mysi —de Tun tyani—loon cityS.� Taman Romaio Tim Gmbh—k a Of goln`r valley GOLMNYALLEY RISING TI DES Truck - Inclusion • Dw—ity • Equity Social JPstice AfioVtRign4lidee 'f Summary Ova the mmse of the Pao Year. the liivvgTI�E51Ssk Form by endeawred mhr`-^ �nalu�r aadpenpectivem ragre a£ race avd emuty- - videvtified as • Marketing and Graphics $ord�n.,,, galley PM Thank you for your service! F f IV city of New Board/Commission golden Member Welcome Packet valley Hello, and welcome to the City of Golden Valley as a new Board/ Commission member. We are thrilled to have you join us. This packet includes important information to help you navigate your new role. When you arrive for your first meeting you will receive a new member orientation, where we will go over a lot of the information in this packet, and you will have an opportunity to ask any questions. Table of Contents Council, Board, and Commission Guiding Principles .................................. pages 2-10 The Guiding Principles apply to all members of the Council and each appointed member of a board or commission. The "Principles" document details the values and standards of conduct expected for each member, outlines communication structure, and identifies and addresses conflict of interest. Guidelines for Advisory Boards and Commissions ................................... pages 11-16 The "Guidelines" were developed to help board and commission members with the structure and procedures of City Boards and Commissions. Topics include "terms of office," "attendance," and more! Minnesota Government Data Practices Act ................................................. page 18 The Data Practices Act presumes that all government data are public. This one page guide shares the "who, what, where, when, why, and how" of the Data Practices Act. OpenMeeting Law........................................................................................... page 19 All of the City's meetings abide by the State of Minnesota's Open Meetings Law. This one -page gives the "who, what, when, and why" of the open meeting law. It is crucial that board and commission members understand that this law applies to all types of "meetings" including phone calls, emails, and texts! Robert's Rules of Order............................................................................ pages 20-21 The City conducts business at Council meetings and Board/Commission meetings using Robert's Rules of Order. This "cheat sheet" should help you understand the structure, including how to handle a motion, and how conduct business during meetings. city of goldvall� Y Council, Board, and Commission Guiding Principles 2 7800 Golden Valley Road I Golden Valley, MN 55427 ir1 ty 763-593-3991 1 TTl 763-593-3968 1 763-593-8109 (fax) I www.goidenvalleymn.gov goldena,,,, V GUIDING PRINCIPLES I. General Policy Statement & Objective The purpose of this document is to establish guiding principles for the Golden Valley City Council (the "Council") and Golden Valley City Boards and Commissions. These principles apply to the members of the Council and the Mayor as well as the appointed members of the City's Boards and Commissions, each of the foregoing being referred to in this document as a "Member." II. Values The City of Golden Valley has determined the following as our core set of values: • Communication • Community • Inclusion • Integrity III. Standards of Conduct • Respect • Innovation • Courage • Accountability 1. A Member must not use his or her official position to secure special privileges or exemptions for the person or others. 2. A Member must not act as an agent or attorney for another before the Council or a board or commission in a matter where a conflict of interest exists or may exist. 3. A Member must not knowingly accept or solicit, directly or indirectly, a gift or loan for himself, herself, or another if this is prohibited by law. 4. A Member may accept compensation or expense reimbursement for the performance of the person's public duties only from the sources listed below. A Member must not solicit or accept compensation or expense reimbursement for the performance of the person's public duties from any sources other than: a. compensation and expenses paid by the City; b. compensation and expenses from other employment, if the person happens to conduct public business while being paid for the other employment and if the other employment does not interfere with, influence, or compromise the person's public position; or c. compensation and expenses paid by another governmental agency or municipal association to a Member who serves as a City representative for that agency, but only if the City does not also pay the person for the same activity. GUIDING PRINCIPLES 5. A Member must not use public money, time, personnel, facilities, or equipment for private gain or political campaign activities except when: a. the use is required or authorized by law; or b. the use is not greater than that allowed for members of the general public. This paragraph does not prohibit correspondence at any time to individual residents in response to the resident's specific inquiries. 6. A Member must not disclose to the public, or use for the private gain of self or others, information that was gained by reason of the official's public position and that is not public data or was discussed at a closed session of the Council. Further, a Member must not disclose information received, discussed, or decided in conference with the City Attorney that is protected by the attorney/client privilege, unless a majority of the Council has authorized that disclosure. 7. A Member must not enter into a contract with the City, unless in accordance with law. A Member who has a proprietary interest in an agency or company doing business with the City must make known that interest in writing to the Council and the City Clerk. 8. A Member must not intentionally violate a provision of the City Code or the City ordinances. 9. Council Members are expected to be prepared for Council meetings and Council/Manager meetings by reading agenda packets and requesting further research in advance of the meetings. 10. The Mayor and Council Members direct City staff, contract employees, and consultants only through the City Manager, as established by the requisite majority vote. At Council meetings, the Council may express concerns and may provide staff specific direction, provided that the direction is the consensus of the Council. The City Manager will request further clarification if he/she feels it is required so there is a clear understanding of what the Council's expectations are in terms of the actions to be taken by staff. 11. Members shall conduct themselves in such manners as to obey and adhere to Minnesota Statutes Chapter 13D, the Open Meeting Law. 12. Members' duties shall be performed in accordance with the process and rules of order established by the Council or the City Code. 13. Public resources that are not available to the general public (e.g., City staff time, equipment, supplies and/or facilities, etc.) shall not be used by the Members for private, personal, or political purposes. GUIDING PRINCIPLES 14. It is the responsibility of Council Members to publicly share, with all other Council Members, information they have received from sources outside of the public decision- making process, which pertains to a topic under consideration. Whenever possible, new information or data obtained by Council Members, pertinent to a topic being discussed, will be distributed through the City Manager to other Council Members. IV. Communications As elected officials, Council Members have a responsibility to communicate information to the public. Communicating accurate, timely, and professional information is important to ensuring the quality and credibility of information being provided to the public. Public Record: Communications (electronic or written) involving Members are public records (with a few exceptions as stated by the Minnesota data practices act— www.house.leg.state.mn.us/hrd/pubs/dataprac.pdf). Communications not considered public record may still be public information (i.e., email, text messages). Those interested in copies of these items must file a public disclosure request. Requests for private data or information outside of the scope of a Member's role should be routed to the City Manager. Align With Minnesota Open Meeting Law: Information posted or responded to should be done in alignment with the open meeting law: (See www.house.leg.state.mn.us/hrd/pubs/openmtg.pdf). Members should generally act with caution when using electronic means to communicate with one another. Members who wish to share information with other Members should do so through the City Manager. Materials relating to agenda items for City business (including email) must be provided to the public at the meeting. Email or social media communications shared among three or more Members should take place at an open meeting. Example of a violation: A Member posts a comment on a Facebook page about a proposed ordinance. A second Member comments that they agree and a third Member clicks the "like" button. Citizen Questions, Comments, and Concerns: It's important that Members direct citizen questions, comments, and concerns to staff. Doing so ensures requests are routed to the appropriate staff person and holds accountability that proper follow-up is made and the task is completed. In addition, since some requests cover multiple departments there may be a request history that will be useful as staff works to resolve the issue. Electronic Communications: Generally, the Golden Valley City Council receives agenda materials, background information, and other meeting information via email and/or the list serve. Contact the City Manager if there are questions about these items. Social Media: Since social media is an effective and frequently chosen communication tool among the public, the City of Golden Valley has its own official social media pages. GUIDING PRINCIPLES Communication Tips for Email and Social Media Public Perception: Members are public officials representing the City of Golden Valley and its policies and perspectives. Official Versus Individual Perspectives: Since the public connects City officials to the City of Golden Valley, it's important to clarify official perspectives from individual perspectives. Public information: Any published content, written or electronic (email, for example), may be considered public information or considered covered under the Minnesota data practices act. Informal messages not related to a public official's role, such as meeting notices, reminders, telephone messages, and informal notes, are not public record. Large Outreach: Information posted on social media is public and is online for a long time. Both email and social media posts can be quickly shared with other audiences, making it important to post professional messages and avoid political comments. Discoverability: Generally, email is removed from the system every three years. Email is discoverable in litigation, making it important to use it cautiously. When seeking legal advice or to discuss matters of pending litigation or other "confidential" City business, ensure emails are sent to only those intended because the attorney -client privilege protecting the document from disclosure may be waived. Media Relations - Media Inquiries: Members are strongly encouraged to refer all media inquiries to the City Manager prior to Council discussion and vote on an item. After a vote has been taken, individual Members may comment on their decision. It's understood that individual Member decisions may not be reflective of the Council's majority vote. Following these guidelines is important to the democratic process because it helps avoid creating the public perception that a vote or decision has been made on a topic. That perception may discourage the public from engaging in the democratic process. City Manager's Role: The City Manager communicates on the City's behalf in interviews, publications, news releases, on social media sites, and related communications. The City Manager is in the best position to provide a response because many issues involve multiple departments or work may already be in progress. Many times, a department director will handle interviews and communications on behalf of the City Manager. When the media calls about: Upcoming agenda items, issues, or discussion topics: Wait to provide information until the topic is voted on. This communicates that a decision has not been made and allows the public process to work by keeping the topic open for citizen input. If a Member discusses the issue with media before a decision is made, there is potential that the public may be confused about the Council's direction. This may create a public perception that a vote or decision has been made on a topic and discourage the public from engaging in the democratic process. GUIDING PRINCIPLES 2. Routine or public information (i.e., a meeting time or agenda): Provide media with the information and notify City Manager. 3. Other information: About potential litigation, controversial issues, an opinion about a City matter, or if unsure of the type of question, it's strongly recommended to work with the City Manager on these topics. The City Manager typically works with staff on these issues and can present the discussion scope or topic. V. Identifying and Addressing Conflicts of Interest So that citizens may have the utmost confidence and trust in the integrity of their City government, and to protect the City's interest and its citizen's interests, Members must disclose and avoid conflicts of interest that arise in performing their official duties. To this end, the below principles provide Members guidance for identifying, addressing, and disclosing conflicts of interest. This guidance supplements, not supplants, the responsibilities Members have under law with regard to conflicts of interest. Members should consult with the City Manager and/or City Attorney with questions or concerns they may have regarding conflicts of interest (whether the conflicts are real or perceived, potential or in existence), and not participate in or take any official action on a matter until such questions or concerns are resolved with the City Manager or City Attorney. 1. Identifying Legal Conflicts of Interest A "legal conflict of interest" exists when, in the discharge of official duties, a Member participates in a governmental decision, action or transaction that: a. affects the person's financial interests or those of a business with which the person is associated, unless the effect on the person or business is no greater than on other members of the same business classification, profession, or occupation; or b. affects the financial interests of an organization in which the person participates as a member of the governing body, unless the person serves in that capacity as the City's representative. 2. Identifying Financial Interests A financial interest is any interest, including loans, which may yield, directly or indirectly, a monetary or other material benefit to the Member (other than monetary or material benefits authorized by the City in accordance with law). A financial interest of a Member or Member's employer (other than the City), his or her associated business, or his or her spouse, domestic partner, parent, sibling or child, and their employers or associated businesses shall also be considered a financial interest of the Member. The following assets shall not be considered a financial interest for purposes of this section: a. ownership of shares in a diversified mutual fund; b. membership in a pension plan or employee benefit plan; GUIDING PRINCIPLES c. ownership of bonds or publicly traded securities; and d. ownership of a whole life insurance policy. 3. Addressing Legal Conflicts of Interest a. When a legal conflict of interest exists, except as permitted by law, a Member must disclose the potential conflict of interest for the public record, in the manner described in Section VI below, and refrain from participating in the discussion and from voting on the matter. To participate or participation, for the purposes of this document, means making the decision, taking action, entering into a transaction, providing advice or a recommendation, introducing, sponsoring, debating, voting on, approving, and investigating the decision, action, or transaction. b. A Member shall not participate in making, or attempt to use his or her position to influence, any City governmental decision, action, or transaction in which the Member knows or has reason to know that he or she has a legal conflict of interest. 4. Non -Legal Conflicts of Interest a. Members may face situations in performing their official duties that raise, or are perceived to raise, a conflict of interest but which do not fall within the above description of a legal conflict of interest and are otherwise not a conflict of interest regulated by law. These types of conflicts are referred to, for purposes of this document, as "non -legal conflicts of interest." b. While non -legal conflicts of interest may be different in nature or degree from a legal conflict of interest and other conflicts of interest regulated by law, they can nevertheless impair, or give the appearance of impairing, a Member's independence of judgement and/or harm the City's interests and the interests of the citizens. c. The significance of non -legal conflicts of interest often depends on the facts and circumstances involved in each situation, and thus it is difficult to establish bright- line rules regarding when such conflicts must be disclosed and necessitate a Member to refrain from participating in a matter. Therefore, Members are entrusted to use their best judgement regarding such situations with the aim of upholding the principles established under this document and the highest possible standards of ethical conduct, and with the understanding that public disclosure of non- legal conflicts of interest, by itself, helps maintain citizens' trust and confidence in the integrity of City government. d. To this end, if a Member recognizes that his or her participation may create a non -legal conflict of interest, he or she should (i) discuss the matter in advance (to the extent possible) and in confidence with the City Manager and/or City Attorney regarding the appropriate action to take; and/or (ii) disclose the conflict in accordance with Section VI below and, if necessary, refrain from participating in the matter. GUIDING PRINCIPLES e. Without limiting the foregoing, a Member may participate in a City governmental decision, action, or transaction involving an organization or entity that the Member, or his or her partner, spouse, partner, domestic partner, sibling, or child is an officer, director, board member, or trustee of, if the Member does not have a legal conflict of interest in the governmental decision, action, or transaction. However, the Member must disclose his or her affiliation with the organization or entity as though it were a legal conflict of interest, in the manner described in Section VI below. Similarly, a Member may participate in a City governmental decision involving a person related by family to the Member, other than his or her parent, spouse, domestic partner, sibling, or child, if the Member does not have a legal conflict of interest in the governmental decision, action, or transaction. However, the Member must disclose his or her relationship with the related person as though it were a legal conflict of interest, in the manner described in Section VI below. VI. Disclosure of Conflicts of Interest If a Member, in the discharge of his or her official duties, recognizes that his or her participation in a matter would create a legal conflict of interest, or a non- legal conflict of interest that should or must be disclosed, the Member shall disclose the conflict of interest as follows: a. The Member shall disclose the conflict of interest to the City Manager and his or her fellow Members as soon as he or she becomes aware of the conflict. If a Member becomes aware of a conflict during a meeting of the Council or a committee or board, the Member shall immediately disclose the conflict of interest orally. b. In the case of a legal conflict of interest, a Member must also prepare, on a form prescribed by the City Clerk, a written statement describing the matter requiring action or decision and the nature of his or her conflict of interest, or as otherwise required by law. In the case of a Council Member, the written statement shall be distributed to the other Council Members and Mayor and filed with the City Clerk. Likewise, in the case of a Member of a board or commission, the written statement shall be distributed to the other Members of the board or commission and filed with the City Clerk. After the first time the Member has orally disclosed a conflict of interest and filed the disclosure form, the Member may subsequently orally disclose a conflict by referring to the filed form. Because Members may not attend all meetings, oral disclosure may consist of the written statement being read into the record by the presiding Member at the first regular meeting after the form has been filed. All written statements shall be filed and distributed within one week after the Member becomes aware of the legal conflict of interest. In the case of non -legal conflicts of interest that a Member discloses, the Member may file a written statement regarding the conflict. GUIDING PRINCIPLES c. If a Member does not participate in any discussion or vote on a matter due to a conflict of interest, he or she shall be counted present for the purposes of establishing a quorum to carry on the business of the Council, board, or commission, but shall be considered disqualified for the purpose of establishing the number of votes necessary to pass motions or resolutions. VII. Hearing Any person may file a written complaint with the City Clerk questioning a Member's adherence to the principles stated in Section III through VI above. After reviewing the complaint, the Council may hold a public hearing only if: (1) a neutral third -party designated by the City Attorney, advises the Council that the allegations state a legally - recognized violation of the law or a legally -recognized conflict of interest; or (2) a neutral third -party designated by the City Attorney, advises the Council that the complaint has been lodged in good faith and that the alleged violation is related to the accused Member's role as a Member. Prior to the hearing, a letter will be sent to the accused Member stating the alleged complaint. At the hearing, the accused Member shall have the opportunity to be heard. If, after the hearing, the Council finds a violation of the principles stated in Section III through VI above, the Council may, by a majority vote, censure the accused Member. The accused Member shall not participate in the Council's decision to censure. VIII.Shared Values Statement I affirm that I believe in and am committed to upholding the values as stated in this City of Golden Valley Guiding Principles. Signature Printed Name: Date: Refusal to sign City of Golden Valley Guiding Principles: Signature Printed Name: GUIDING PRINCIPLES Date: city of go ldvall� Y Guidelines for Boards and Commissions 11 Guidelines for Boards and Commissions Introduction city of go ldvall� Y The City Council wishes to express its appreciation to the many citizens who take time away from their personal and professional lives to serve the community through their membership on the Council's advisory groups. Golden Valley has had a history of extensive citizen involvement. At present approximately 60 advisory commission, board, and committee members participate in providing specialized expertise so that Council decisions can be made with more complete background and knowledge than would otherwise be possible. The Council and the entire community benefit from this invaluable service. Golden Valley is a statutory city. The legislature established it as a city in the early 1970's. The State Statutes provide: "In any such city, there shall be...no administrative board or commission... the Council shall itself perform the duties and exercise the powers and shall govern and administer the functions for which no independent boards are authorized by statute. The Council, may, however, create boards or commissions to advise the Council with respect to any municipal function or activity or to investigate any subject of interest in the City." This Council, and others before it, recognizes the many advantages to be gained from this approach. The purpose of this document is to provide guidance to the Council's advisory boards and commissions. The Council is directly responsible for the actions of its advisory boards and commissions. It is hoped that through these guidelines the expectations of the Council will be clearly understood and followed. The Mayor and Council Members welcome any request for discussion or clarification of information that is contained in these guidelines. The goals of the Council are better communication with its advisory commissions and better service to the citizens of Golden Valley. Current Golden Valley Boards and Commissions The Golden Valley City Council currently has seven standing advisory commissions. They are: • Board of Zoning Appeals • Police Employment, Accountability, and Community Engagement Commission • Environmental Commission • Diversity, Equity, and Inclusion Commission • Human Services Commission • Open Space and Recreation Commission • Planning Commission Short term advisory committees are appointed as needed. These Guidelines for Advisory Boards and Commissions apply to each of these groups as appropriate and as permitted by the laws and ordinances which establish them. I. Legal Basis of Advisory Boards and Commissions Boards and commissions are authorized to exercise all duties which the Council has legally assigned to them. They are frequently authorized to conduct research and make recommendations. It should be remembered, however, that advisory boards and commissions may not make decisions on behalf of the Council. In many cities, it is routine practice for the Council to accept an advisory recommendation if the 12 city of go ldvall� Y commission has done a thorough and competent job. It must be emphasized, however, that it is the Council's final decision on the matter and not simply the commission recommendation which is effective to bind the municipality. No recommendation of any advisory commission takes effect unless it has been adopted by formal action of the Council. These advisory commissions may be organized in any manner deemed appropriate by the Council. The City Council may create and dissolve them, appoint persons to serve on them, and exercise powers of general supervision over them. II. Open Meeting Law All meetings of all public bodies in Golden Valley must be open to the public. There can be no such thing as a "closed", "private", or "executive" meeting or session. The only exceptions that have been recognized in the past are certain disciplinary actions conducted by the Police Civil Service Commission and some personnel and legal matters before the Council. The Minnesota Statute requiring City Council meetings to be open to the public has been in existence for many years. A 1973 amendment and court decisions and rulings by the Minnesota Attorney General have made commissions, subcommittees, and other public bodies subject to the statute. Any person violating the open meeting requirement is subject to civil penalty. Commissions and committees should be careful to observe the requirements of holding all meetings in public places and posting notices of meeting dates and times at the City Hall. Scheduling of meetings with the Manager's Office will help prevent conflict with other groups over meeting times when public participation is particularly desired. Commission, board, and committee meetings will not be held on designated legal holidays or recognized religious holidays. Any questions regarding the meaning or application of the Open Meeting Law should be directed to the staff liaison. The staff liaison will seek such advice from the City Manager, in conjunction with the City Attorney as may be necessary. III. Commission Organization and Procedures A. Term of Office: Appointments to commissions are made effective May 1 of each year. The length of each appointment is provided in the governing ordinance or resolution and is designated by the Council at the time of the appointment. Each permanent advisory commission should elect officers no later than its second meeting after May 1 in each year. Chairpersons of special committees may be appointed by the Council. Voluntary resignations from a commission should be communicated by letter or email from the person resigning to the Staff Liaison. Chair and Vice Chair: The Chair and Vice -Chair shall be elected from the Commission membership by its members at its regular Annual Meeting. Members may only serve two consecutive years as the chair and vice -chair of any board or commission. B. Meetings: Meeting times and locations are set according to each commission's bylaws. Each commission should defer to the Council's meeting policy for meetings which occur on or near recognized holidays. A quorum of the board is made up of a majority of members currently 13 city of goldvenii,y appointed. All meetings will be conducted in accordance with the Minnesota Open Meeting Law and the City Code. The proceedings of meeting should be conducted using standard parliamentary procedure. C. 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 a quorum cannot 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. D. By -Laws or Rules of Procedure: Each commission shall follow By -Laws or Rules of Procedure governing its work. Proposed amendments to By -Laws or Rules of Procedure should be submitted to the Council for review and approval prior to implementation. E. Orientation: Staff liaisons, in conjunction with the City Manager's department, will provide orientation for new board and commission members. The staff Liaison for each Board or Commission will provide the new member with meeting information, discuss expectations, and review pertinent issues with them prior to the next meeting of the Board or Commission. F. Acting as a Private Citizen: A commission member testifying before the Council as a private citizen should clearly note before testimony that he/she is testifying as a private citizen. G. Expenditures: Each Commission is authorized to incur those specific expenditures included in its final budget, as adopted by the Council. Any other expenditures require specific Council approval prior to the time the obligation is incurred. Council approval is necessary prior to solicitation of funding from outside sources for any purpose. H. Minutes: A person will be provided by the City to take minutes for the advisory boards and commissions. Minutes serve the dual function of making an historical record of commission proceedings and of informing the Council regarding the commission's activities. The minutes should, therefore, contain an accurate report of the sequence of events and names of citizens who appear and are heard. In addition to the formal action of the commission, a summary of the reasoning underlying such action should be included in the minutes. I. Staff Liaison: A staff liaison is assigned to each commission. The purpose of this is to provide direct information to each commission regarding City policy and practices within its area of interest. Duties of the staff liaison are, in general, to facilitate or assist in the meetings, record 14 city of go ldvall� Y attendance, provide information and direction as requested by the commission, and to serve as a conduit for information and assignments from the City Council and the City Manager. Staff liaisons shall communicate all requests from a board or commission to the City Manager, appropriate Department Head, and the Council, as requested. It is also the responsibility of the staff liaison to inform the City Manager of any problems or issues that may arise. The City operates under the "Plan B City Manager" form of government, in which all employees are hired and supervised by the City Manager, who in turn is responsible to the Council. Neither the Council nor any commission member has the authority to direct staff personnel. Any commission recommendations for modification of City policy and practices should be directed to the Council. The liaison will periodically inform the Chair on the members' attendance, particularly when warnings must be sent as provided in Section III.C, and copy to the City Manager to forward to the City Council. J. Council Liaison(s): Each year, at its organizational meeting, the Council shall assign one or more liaisons to each Board or Commission. The Council Liaison(s) will meet at least annually with the Board or Commission to which he or she is assigned. These meetings can serve as an informal means for the exchange of information between the Council and the Board or Commission, but all formal communication shall follow procedures as outlined in Section IV. K. Subcommittees: From time to time, the Council may appoint subcommittees of certain commissions in order that special attention be concentrated in specified areas. At the same time, the Council also wants the opinion of the commission regarding each subcommittee's recommendations. Each subcommittee should submit any report or recommendations intended for the Council, first to the Commission for review and comment. Such review and comment should take place at the next regularly scheduled meeting of the Commission. If it does not, the report or recommendation of the subcommittee shall be forwarded to the Council without Commission consent. The subcommittee report or recommendation, together with the commission's comments, should be submitted to the Council at its next regularly scheduled meeting. As in the case of commission presentations, a spokesperson for the subcommittee should attend the Council meeting and be prepared to make a presentation and answer questions. The Commission is free to appoint subcommittees of their membership as the commission sees a need. IV. Communications To and From Commissions A. Council Requests to Commissions: From time to time, the Council will refer items to commissions for recommendation. The purpose of such a referral is to assist the Council in gathering all pertinent facts and sharpening the issues. The referral will be communicated to the board or commission by the staff liaison. The Council would request a written report from each commission with regard to each such referral. The report should set forth all the pertinent facts 15 city of goldvenl� Y and detailed recommendations from the commission. The report should be submitted to the City Manager the Wednesday before the Council meeting so that it may be included in the agenda. Any time a commission report comes before the Council, one representative of the commission should be present to make a presentation and answer questions. In the event there is a difference of opinion on the commission, a minority report may be presented in the same manner. B. Commission Requests to Council: Any commission request or recommendation for Council action or legal opinion should be communicated from the staff liaison to the City Manager, giving a full explanation of the background of the matter. Along with the request, the commission should submit or refer to the pertinent portion of its minutes on the subject. The request should be delivered to the City Manager on the Wednesday before the Council meeting. A presentation for the commission should be made by a representative from the commission. A minority report may also be presented. C. Communications with Those Other Than City Council: Based upon past experience, the Council believes that there is some potential for misunderstanding regarding communications with persons and governmental units or agencies other than the City Council of Golden Valley. It is essential that members of commissions understand and observe appropriate policies and practices in this regard. The essential principle involved is that the Council alone has the responsibility and authority to adopt the decisions, policies, and recommendations of the City of Golden Valley. The Council values the opinions and advice of its commissions and invites the communication of the same to the Council. The Council will take such opinions and advice into account in formulating the City's official position. This method of proceeding does not preclude a commission from gathering such information as may be pertinent to its activities. Commissions are free, without prior Council approval, to gather information consistent with their annual work plan or other direction given by the Council. The matter of distribution of information to the public is one that is not capable of specific rules of practice. In general, any such communication which purports to, or has the effect of communicating an official City position or decision, should be submitted to the Council for prior approval. Other types of communications, which are purely informational and do not involve unresolved questions of City policy, may be disseminated without prior Council approval. 16 city of go ldvall� Y Minnesota Data Practices Act Minnesota Open Meeting Law Robert's Rules of Order Cheat Sheet 17 MINNESOTA GOVERNMENT DATA PRACTICES ACT • • • • • • • • • • • • • • • • - • • • • • • The Data Practices Act (Minnesota Statues, Chapter 13) presumes that all government data are public. State or Federal law must specifically classify data for the government to limit access. The Act also describes governments duty to respond to data requests made by a member of the public or by the subject of the data. WHO? The Data Practices Act applies to government entities in Minnesota, but does not apply to the Legislature or to the courts. Anyone can make a request to view or receive copies of government data. Public data are available to anyone for any reason, and private or non public data are available if the requestor is the subject of the data being requested. Confidential or protected non-public dtata are available o 1 to those government employees who require access to it for work -related reasons. WHEN? • Government must respond to a request of public data within a reasonable amount of time. Government must respond to requests for data immediately or within ten business days. HOW? Step 1: A person submits a data request to the Responsible Authority for the government entity that maintains the data. If the request is for private information, the government entity may ask for proof of identity. Step 2: The government entity retrieves the responsive data, if it has any. Step 3: The entity reviews the requested data. If the government entity denies access to any of the requested data, it must inform the requestor of the specific law that J.ustifies the denial. Step 4: The government entity provides access to the data and collects copy costs, if copies are requested. WHAT? • "Government data" means all data collected, created, 0 received, maintained or disseminated by state or local government, regardless of its physical form, storage media, or conditions of use. Paper documents, email, CD-Roms, videotape, and computer files are all forms of "government data." WHY? • The Act seeks to balance three principles: 1) Government's 0 need to have data to do its work; 2) The need to maintain an accountable and transparent government; and 3) The need to protect individual privacy rights. HOW MUCH? • Government may charge limited amounts for copies. Inspection of government records is always free. Government may never charge for the cost of separating public and not public data (i.e. redaction). For members of the public: If the request is for 100 or fewer printed black and white pages: no more than $0.25 per page. For all other requests (including electronic data): Actual cost of searching and retrieving the data, and for making the copies. For data subjects: For all requests: Only the actual cost of making the copies. Government may not charge for search and retrieval time. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • 0 DEPARTMENT OF 651-296-6733 or 800-657-3721 ADMINISTRATION info.ipacIpstate.mmus I mn.gov/admin/data-Practices DATA PRACTICES 18 OPEN MEETING LAW The Open Meeting Law (Minnesota Statutes, Chapter 13D) requires meetings of public bodies to be open to the public. The law also identifies limited times when a public body may or must hold a closed meeting, and the requirements for doing so. The Open Meeting Law does not address administrative concerns like agendas, meeting minutes, or parliamentary pro- cedure (such as Roberts Rules). There may be other laws public bodies have to follow that affect how they conduct their meetings. • • W H O ? • • Public bodies: public bodies are defined in the law and included State -level public bodies and local public bodies (such as county boards, city councils, and school boards). State public bodies and local public bodies have different requirements. The law also applies to committees, subcommittees, boards, departments, or commissions of public bodies. The public: The public has the right to attend open meetings to observe the decision -making process of its governing bod- ies. The Open Meeting Law does not require that public bodies allow public participation at the meetings, but it does not prohibit public participation, either. • WHAT? - A public meeting occurs whenever a quorum (majority) of the public body is present and discusses official business. There are three types of meetings: regular meetings, special meetings, and emergency meetings. A meeting or a portion of a meeting may be closed if the circumstances allow or require closure. Those meetings must be recorded (except those closed for discussions protected by attorney -client privilege). •• WHEN? - Every public meeting must be properly noticed. The Open Meeting Law has different requirements for notifying the public regarding when and where meetings are to take place depending on the type of meeting to be held: Regular meetings: Public bodies must have a schedule of regular meetings. Special meetings: Any meeting not on the regular schedule or that takes place at a different time, date, or location, than a regualr meeting requires a special meeting notice. • The notice must include time, date, location, and purpose of the special meeting • The public body must post the notice at least three days before the meeting • A public body may only discuss matters related to those listed on the notice. Emergency meetings: Special meeings urgent circumstances do not allow for the three-day notice, such as in the event of a natural disaster. No additional notice is required, except that public bodies must make a good faith effort to notify media that have requested notice. •• W H Y? DO The Minnesota Supreme Court has stated that the purpose of the Open Meeting Law is to: • Prohibit public bodies from holding secret meetings where they may hide their decision making process from the public • To allow the public to be informed • To allow the public to present its views to their public bodies we, 11.101.14:411141.11 MS41:W_N0:I4:1111 To: You say: Interrupt Second Debatable Amendable Vote Speaker Needed Needed Adjourn "I move that we adjourn" No Yes No No Majority Recess "I move that we recess until..." No Yes No Yes Majority Complain about noise, room "Point of privilege" Yes No No No Chair temp., etc. Decides Suspend further consideration of "I move that we table it" No Yes No No Majority something End debate "I move the previous question" No Yes No No 2/3 Postpone consideration of "I move we postpone this matter No Yes Yes Yes Majority something until..." Amend a motion "I move that this motion be amended No Yes Yes Yes Majority by..." Introduce business (a primary "I move that..." No Yes Yes Yes Majority motion The above listed motions and points are listed in established order of precedence. When any one of them is pending, you may not introduce another that is listed below, but you may introduce another that is listed above it. To: You say: Interrupt Second Debatable Amendable Vote Needed Speaker Needed Object to procedure or "Point of order" Yes No No No Chair decides personal affront Request information "Point of information" Yes No No No None Ask for vote by actual count "I call for a division of the house" Must be done No No No None unless to verify voice vote before new someone motion objects Object to considering some "I object to consideration of this Yes No No No 2/3 undiplomatic or improper question" matter Take up matter previously "I move we take from the table..." Yes Yes No No Majority tabled Reconsider something "I move we now (or later) reconsider Yes Yes Only if original No Majority already disposed of our action relative to..." motion was debatable Consider something out of its "I move we suspend the rules and No Yes No No 2/3 scheduled order consider..." Vote on a ruling by the Chair "I appeal the Chair's decision" Yes Yes I Yes I No Majority The motions, points and proposals listed above have no established order of preference; any of them may be introduced at any time except when meeting is considering one of the top three matters listed from the first chart (Motion to Adjourn, Recess or Point of Privilege). 20 PROCEDURE FOR HANDLING A MAIN MOTION NOTE: Nothing goes to discussion without a motion being on the floor. Obtaining and assigning the floor A member raises hand when no one else has the floor • The chair recognizes the member by name How the Motion is Brought Before the Assembly • The member makes the motion: I move that (or "to') ... and resumes his seat. • Another member seconds the motion: I second the motion or I second it or second. • The chair states the motion: It is moved and seconded that ... Are you ready for the question? Consideration of the Motion 1. Members can debate the motion. 2. Before speaking in debate, members obtain the floor. 3. The maker of the motion has first right to the floor if he claims it properly 4. Debate must be confined to the merits of the motion. 5. Debate can be closed only by order of the assembly (2/3 vote) or by the chair if no one seeks the floor for further debate. The chair puts the motion to a vote 1. The chair asks: Are you ready for the question? If no one rises to claim the floor, the chair proceeds to take the vote. 2. The chair says: The question is on the adoption of the motion that ... As many as are in favor, say `Aye'. (Pause for response.) Those opposed, say 'Nay'. (Pause for response.) Those abstained please say `Aye'. The chair announces the result of the vote. 1. The ayes have it, the motion carries, and ... (indicating the effect of the vote) or 2. The nays have it and the motion fails WHEN DEBATING YOUR MOTIONS 1. Listen to the other side 2. Focus on issues, not personalities 3. Avoid questioning motives 4. Be Dolite 21 try of�,� golden alley l`� y Date: May 20, 2022 MEMORANDUM Physical Development Department 763-593-80301763-593-3988 (fax) To: Environmental Commission From: Eric Eckman, Environmental Resources Supervisor Subject: Review Commission Bylaws Every three years the Commission reviews its bylaws. The bylaws were last updated in December 2021 to reflect the addition of a second youth member, and were last reviewed by the Commission in 2019. Commission members are asked to review the attached bylaws and come to the meeting with their questions, comments, or proposed edits. GAEnvironmental Commission\Memos\Monarch Pledge & Bee City f 01 7800 Golden Valley Road I Golden Valley, MN 55427 city O 763-593-3991 1 TTY 763-593-3968 1 763-593-8109 (fax) I www.goldenvalleymn.gov l goldenl e Y BYLAWS wa Environmental Commission Article I: Purpose, Mission, and Duties The Environmental Commission shall be an advisory commission to the City Council on matters relating to the environment and human health. The Commission shall: • develop and make recommendations to educate the public on environmental regulations, policies, practices and tools • develop and make recommendations as an advisory review body for amendments to or revisions of the City's Surface Water Management Plan and provide advice as requested by the Council on other city programs and initiatives • review and make recommendations regarding the city's existing environmental ordinances, policies, and guidelines • develop and make recommendations on management practices for the City's nature areas, public and private ponding areas, and other such city -owned properties as directed by the City Council • develop and make recommendations regarding waste reduction, recycling, and organics/composting • review and make recommendations on the City's resilience and sustainability policies and actions to address climate variations • participate, as directed by the City Council, in local activities initiated by other public and quasi -public agencies regarding environmental issues • advise and recommend such other functions or procedures as may be assigned to them by the City Code or the Council Article II: Membership, Appointments, Terms, and Officers A. Membership The Commission shall consist of seven regular members, and eeetwo voting youth members. Regular members shall be residents of the City. Youth members shall live or attend school within Golden Valley, the Robbinsdale Area District or Hopkins School District and be enrolled in school grades 9 through 12. A vacancy shall be deemed to exist if a member ceases to meet the residency requirements. 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 shall be appointed for a one-year term. The terms of Commission members shall be fixed and determined at the time of appointment by the governing ordinance. Emphasis in appointments will be made based on knowledge of environmental issues and their relationships to the natural environment and the quality of life in the City. The City Council shall appoint the members of the Commission and to fill vacancies for unexpired terms. C. 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. Amended and approved June 2, 2020 BYLAWS — Environmental Commission Chair responsibilities include: • work with staff liaison to develop meeting agendas • conduct and preside at all meetings in a productive and time -efficient manner • ensure the Commission conducts its activities within the stated mission and bylaws of the Commission • appoint Commissioners to subcommittees • monitor and ensure the progress of the Commission • report to the City Council Vice -Chair responsibilities: • perform the duties of the Chair in the absence or incapacity of the Chair • 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 which has been posted and is open to the public. 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. Commission meetings may be cancelled by the staff liaison if there are no items on the agenda for discussion. The proceedings of meeting should be conducted using standard parliamentary procedure. Regular Meeting The regular meeting of the Commission shall be held on the fourth Monday 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. 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 elections will be held. iii. Special Meetings A special meeting may be called by the Chair or whenever three members request the same in writing. Staff shall give notice to each commissioner, at least three days prior to any special meeting, of the time, place, and purpose of the meeting. Amended and approved June 2, 2020 BYLAWS — Environmental Commission B. Attendance Members are expected to attend all meetings. If a member is unable to attend a meeting, they should contact the staff liaison, who will inform the chair. If a quorum cannot 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 (other than health circumstances) prevent the member from committing to consistently attend future meetings, the member may be asked to step down. If the member's attendance does not improve after receiving a warning, the Council may take action to remove the member. Article IV: Rules A. Recordkeeping 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 Data Privacy Act. B. 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. C. 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 feels appropriate to convey to the City Council. D. Performance of Duties Commissioners are expected to adequately prepare for meetings. Commissioners unable to complete an assigned task should notify the commission chair or subcommittee chair as soon as possible. The Commission staff liaison may ask the City Council to review a Commissioner's appointment based upon its assessment of significant non-performance of duties. 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. Amended and approved June 2, 2020 try of goldeno-gleir valley Date: May 20, 2022 MEMORANDUM Physical Development Department 763-593-8030 / 763-593-3988 (fax) To: Environmental Commission From: Drew Chirpich, Water and Natural Resources Specialist Subject: Watershed 10-year plan — board/commissioner input form The City of Golden Valley is one of nine member cities that make up the Bassett Creek Watershed Management Commission (BCWMC). The BCWMC is in the early stages of developing its Watershed Management Plan, which serves as the BCWMC's guide for all programs, policies, and projects over the next ten years. The BCWMC is seeking input from a variety of stakeholders, including City commissions, to help understand the water resources issues and concerns facing cities and their residents. The input and feedback gathered will be used to develop goals and priorities for the plan. Please review the attached materials and come prepared to discuss any questions or comments you may have. You are encouraged to fill out the attached City Input Form as an individual commission member. Feel free to hand your completed form to staff or email it to BCWMC Administrator Laura Jester at laura.*ester@keystonewaters.com. GAEnvironmental Commission\Memos Planning Together to Improve &t �I � Protect Our Waters uR � 2025 - 2035 ! , I I J E&6 Ap{{ri12022 The Bassett Creek Watershed Management Commission (BCWMC) is embarking on the development of its next Watershed Management Plan that will guide programs and projects to address challenges and meet measurable goals from 2025 to 2035 (see page 2 for process). Development of a 10-year plan is a great opportunity to take a step back and assess where the organization has been and where it's going; to evaluate what's been working well and where are challenges remain. Your input is needed to help us understand the issues so that appropriate goals and priorities can be developed over the next few years. WHAT Right now, BCWMC is in the initial stages of gathering input on • How watershed stakeholders view the condition of our lakes and streams • How they use or enjoy lakes, streams, and natural resources in their community • What concerns they have or what challenges or opportunities they see regarding lakes, streams, and other natural resources WHOInput is being sought from a variety of stakeholders including • City staff • Neighborhood and community groups • Elected officials • Historically underserved communities • Appointed officials • Ethnic and minority groups • Residents • Park districts and boards • Lake & Environmental groups • Users of lakes, streams, natural areas Hj0 J J Input from stakeholders will be gathered in different ways throughout the spring, summer, and fall of 2022. There's no wrong way to give us your thoughts. Watch for information in city communications, local news outlets and at www.bassettcreekwmo.or Some input opportunities will include: • Presentations and discussions at meetings like city council meetings, city commission meetings, community group meetings, etc. • Community events and farmers markets • Online survey • Public meetings The Bassett Creek Watershed Management Commission is a local unit of government formed in 1969 to address flooding along Bassett Creek. It now operates under the 1982 Surface Water Management Act and is also focused on improving and protecting the water quality of Bassett Creek, Plymouth Creek, Medicine Lake, and the other lakes and streams throughout the watershed. The BCWMC is a joint powers organization among nine member cities: Crystal, Golden Valley, Medicine Lake, Minneapolis, Minnetonka, New Hope, Plymouth, Robbinsdale, and St. Louis Park and is governed by a Board of Commissioners with one commissioner appointed from each city. Funding for BCWMC programs and studies comes directly from cities while funding for large capital projects comes from property taxes levied by Hennepin Countv on behalf of the BCWMC. Learn more at www.bassettcreekwmo.ora. Plan Development Process r. APRIL — DECEMBER 2022 APRIL 2022 —APRIL 2023 • MAY 2023 — DECEMBER 2024 • • Gather Feedback and Finalize Plan • Submit draft plan for official 60-day review • Gather feedback and respond to all comments JANUARY — SEPTEMBER 2025 • Hold public hearing • Submit plan for final agency review • Adopt final plan —TARGET: September 2025 Gather Initial Stakeholder Input Hear about issues and concerns from cities Get input from agencies, Hennepin County, and technical partners Collect input from residents and communities through events and surveys Prioritize issues Analyze More Challenging Issues Perform gaps analysis Gather data and options to address challenging issues Develop Plan Content Define issues and priority resources Develop measurable 10-year goals Craft targeted policies, programs, and standard Develop 10-year implementation schedule and budget N -1 -_� I1 V, I -I - /_ \ r Planning Together to Improve Et i Protect Our Waters k 2025 - 2035 '= ti f ACity Input April and May 2022 The BCWMC seeks perspectives from city staff and elected and appointed officials on water resources in their community and the role of the Commission. Please concentrate your answers specifically to those areas and resources in the Bassett Creek Watershed portion of your city. You may submit multiple responses to the questions below, or aggregated responses into a single form. City What is your position at the city? (If aggregated responses, list the group or individuals who provided input) 1. With regard to BCWMC programs and services (e.g., water quality monitoring, hydraulic and pollutant load modeling, development reviews, capital improvement program, Flood Control Project inspections, technical assistance): a. How would you rate the overall level of service and quality of programs provided by the BCWMC? Excellent Good Just Adequate Subpar Needs Significant Improvement b. Which services are the most helpful or useful to your city? (What's working well?) c. What programs or services could be improved? (What's not working well?) d. Overall, would you prefer the BCWMC provide more and broader programs and services, or smaller/fewer programs and services? e. Which programs or services should be expanded, or which should be reduced? 2. Are there practices or programs implemented by other watershed management organizations/watershed districts that you think should be implemented in the BCWMC? 1 3. What education and public engagement activities performed by the BCWMC are the most beneficial? What additional or expanded education or public engagement services would you like to see the BCWMC perform? 4. What and where are the city's primary concerns regarding water quality, such as: a. Water quality of specific water bodies b. Specific pollutants of concern c. Pollutant loading hot spots S. What and where are the city's primary concerns regarding water quantity or flooding, such as: a. Flooding at specific locations b. Excessive flow rates and/or erosion c. High or low water levels d. Structures in the floodplain 6. What and where are your city's primary concerns regarding wetlands, habitat, or natural areas? What role, if any, would you like to see the BCWMC assume in managing, protecting, or restoring these resources? 7. What are your city's primary concerns regarding stormwater management, such as: a. Inspection, maintenance, and repair of your stormwater system b. Future capacity issues resulting from growth or climate change c. Implementation or enforcement of local stormwater controls d. Stormwater utility and/or other funding mechanisms e. Regulatory compliance (e.g., MS4 permit) 8. What are your organization's primary concerns regarding groundwater resources, such as: a. High or low groundwater levels b. Adequacy for drinking water supply (if applicable) c. Groundwater/surface water interaction issues 2 d. Well -head protection and groundwater quality e. Effects of infiltration practices on groundwater 9. How would you characterize your city's working relationship with the BCWMC? a. What barriers limit the effectiveness of this relationship? b. What changes would you recommend to improve the working relationship between the BCWMC and your city? 10. There are several significant and/or new challenges the BCWMC may consider taking a role in addressing in the future. In the table below, please select 1) How concerned are you about the following issues in your city? and 2) How involved should the BCWMC be in addressing them? Please add specific details to the issue column, as needed. (Please circle a response in both rows for each issue — one row for level of concern and one row for desired level of BCWMC involvement in the issue.) Issue Level of concern about the issue in your (Please provide additional detail as needed) city AND desired level of BCWMC involvement in addressing the issue (Circle a response in each row.) A. Pollution from winter deicers (chlorides) and Very Somewhat Not potential need for additional regulations Concerned Concerned Concerned Very Somewhat Not Involved Involved Involved B. Addressing and incorporating Diversity, Equity, and Very Somewhat Not Inclusion principals Concerned Concerned Concerned Very Somewhat Not Involved Involved Involved C. Adequacy of current performance standards for Very Somewhat Not linear projects to protect and improve water quality Concerned Concerned Concerned Very Somewhat Not Involved Involved Involved D. Current process for identifying projects or Very Somewhat Not implementing the Capital Improvement Program Concerned Concerned Concerned (CIP) Very Somewhat Not Involved Involved Involved E. Stormwater management (flooding and water Very Somewhat Not quality) in the Bassett Creek Valley and Concerned Concerned Concerned implementation of the Bassett Creek Valley plan to Very Somewhat Not create regional flood Involved Involved Involved F. Carbon footprint or climate impact of BCWMC Very Somewhat Not projects and programs Concerned Concerned Concerned Very Somewhat Not Involved Involved Involved 11. Is there anything else you would like to share with the BCWMC or would like the BCWMC to consider during the planning process? 11 PROGRAM/PROJECT UPDATES — May 2022 GREENCORPS UPDATE The member is continuing to focus on the Energy Action Plan as he coordinates the recently approved RETAP efficiency assessment of City Hall, helps with EV charging station expansion, and plans the Electric Vehicle Showcase event at City Hall scheduled for June 16 from 4-7pm (which he is hoping to make a zero -waste event). Last Thursday, he helped facilitate the BAEGV Environmental Justice forum. Earlier in the month, he helped with the distribution of 72 rain barrels to Golden Valley residents. The member also worked with another Minnesota GreenCorps member to automate the reporting and clean up old data in the B3 Benchmarking software to track energy efficiency in municipal buildings. He continues to work with the communications team to publish messaging about the organics recycling program, opportunities for energy efficiency, promotion of the Energy Hero program, and the upcoming EV event. He will start working with Parks staff to roll out organics recycling in the parks, alongside trash and mixed recycling. On the side, he serves on the Recruitment Committee for Minnesota GreenCorps to find new members for next year's program. Golden Valley was selected to host another Minnesota GreenCorps member for the 2022-2023 service term. WATER RESOURCES DeCola Ponds SEA School-Wildwood Park Flood Reduction Project - Revised 50% Plans A letter went out to the neighborhood on May 20 sharing the latest plans and inviting residents to an open house to engage further on the Revised 50% plans. o In person Informal Open House Wednesday, June 1, 2022. Come anytime between 5 pm and 7:30 pm Brookview Golden Valley, 316 Brookview Pkwy S Wirth Lake Room o Online On the City's project webpage you will find the project boards and plans for your review, along with a button for providing comments. Go to https://bit.ly/3FJpvOs or type "SEA School— Wildwood Park Flood Reduction Project" in the search bar on the City website. Please provide comments by June 10. All comments will be reviewed and considered during the design process. H) AKPADA.N,JUNE4, COMMUNITY CELEBTION 2022 H'aha Wakpadaq is the Dakota name for Bassett Creek.} Join us for a day of celebration and education in Golden Valley! Learn about the Hafia Wakpadaq / Bassett Creek Oral History Project and celebrate the vibrant traditions of American Indian people who have been connected to the creek for thousands of years. EVENT SCHEDULE 11:00 am Welcome & Land Acknowledgement 11:10 am Native Drum and Dance Group: Spirit Boy (Manido Gwiiwizens) 11:30 am Native Storytelling & Arts Activities 12:30 pm Project Presentation by Dr. Kasey Keeler 1:45 pm Closing Remarks 11:00 AM TO 2:00 PM 40 Snacks and blueberry tea from Native Food Perspectives FOOD• Wild rice wraps from Gatherings Cafe: veggie or turkey {S5 suggested donation, cash or check} • Or bring a picnic lunch from home! VALLEY COMMUNITY PRESBYTERIAN CHURCH 3100 LILAC DR. N, GOLDEN VALLEY, AN 55422 This project was made possible in part by Valley Community C L E A N Presbyterian Church, university of Wisconsin --Madison, Hennepin W A T E R History Museum, Bassett Creek Watershed Management LAND & Commission, Speaking Out Collective, and the people of Minnesota LEGACY through a Minnesota Arts and Cultural Heritage Fund grant. AMENDMENT