REGULAR MEETING AGENDA

1. Call to Order

2. Attendance/ Roll Call

3. Approval of Agenda

4. Approval of March 12, 2019 and April 9, 2019 Minutes

5. Team Building Activity

6. New Business

A. Topic for Consideration– Increasing Diversity on Boards, Commissions and the Council

i. Staff presentation

ii. Discussion

7. Adjournment

May 14, 2019 – 5:15 pm

Council Conference Room

Golden Valley City Hall

7800 Golden Valley Road

Rising TIDES Task Force

REGULAR MEETING MINUTES

Call to Order

The meeting was called to order at 5:02 pm by Chair Joelle Allen.

Roll Call

Members present: Amber Alexander, Joelle Allen, Ruth Paradise, Ajani Woodson, Millicent

Flowers and Tanveer Gulzar

Members absent: Maurice Harris, Sam Powers, Melissa Johnson and Sheri Hixon

Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney; Marc Nevinski,

Physical Development Director

Approval of February 12, 2019 Meeting Minutes

MOTION by Member Woodson, seconded by Member Flowers to approve February 12, 2019 minutes as

submitted. Carried.

Team Building Activity

The Task Force Members participated in a team building activity.

Discussion of Topic: Eliminating Bias in Reviewing RFPs and Contracts

Chair Allen reminded members that they were asked at the last meeting to provide possible groups or

organizations that the City could connect with regarding the work of the Task Force. The members

discussed possible groups and City Attorney Cisneros said the information could be emailed to her and

she would share it with the City’s Communications Department.

Chair Allen introduced the topic for discussion. Cisneros provided background information on the

process the City currently uses for reviewing contracts including the State Statutes governing the bidding

process that cities must follow. Physical Development Director Nevinski and City Manager Cruikshank

answered questions for members on current City practices.

The Task Force discussed and commented on the first question posed by staff on this topic:

1. What barriers exist for disadvantaged business enterprises DBE) to bid on public projects?

Members asked what the meaning of disadvantaged business enterprises was. Nevinski said it is a

contracting term used in federal law. Chair Allen said there are efforts in place to change the

language from disadvantaged” to underrepresented.” Members discussed possible definitions of

the word disadvantaged as it is used in federal law. Cruikshank read the official federal definition.

Mar 12, 2019 5:00 pmCouncil Conference Room

Golden Valley City Hall

7800 Golden Valley Road

Members decided at this time to substitute the term with underrepresented” and to state in

parenthesis that it corresponds to the federal term disadvantaged.”

Members asked how the City currently communicates with disadvantaged groups regarding possible

bidding opportunities and where postings are advertised. Members discussed possible opportunities

for pushing postings out to underrepresented groups.

Members asked if the City looks at more than just price when awarding contracts. They also asked

who in the City reviews and selects the top bidders. Nevinski shared that the answers to these

questions vary by department and contract type. Cisneros said the best opportunities for change may

be 1) with the contracts under 175,000 because the City is not required to meet the public bidding

law requirements; or 2) by requiring larger contractors to subcontract parts of the bid to

underrepresented business.

Members discussed that some bids may require specialized contractors to qualify, which may narrow

the pool of bidders and asked if there is motivation in the process for including minority

participation. Members discussed possible barriers groups may have and possible goals the City could

use to overcome them.

Chair Allen summarized the discussion regarding possible barriers including how language is used,

how language definitions may need to be more classified to become more inclusive, communication

in general, additional resources large firms may have, and cash flow for smaller business. She said

some ideas that were discussed are: looking at scenarios that motivate larger contractors to use

subcontractors from underrepresented groups and the importance in setting clear, measureable

goals to guide this group as they make suggestions to the City.

Take away: Members should identify ideas and goals that the groups can discuss regarding the

barriers to underrepresented businesses in the bidding process.

Adjournment

Chair Allen adjourned the meeting at 5:56 pm.

Joelle Allen, Chair

ATTEST:

Kris Luedke, City Clerk

Rising TIDES Task Force

REGULAR MEETING MINUTES

Call to Order

The meeting was called to order at 5:15 pm by Chair Joelle Allen.

Roll Call

Members present: Amber Alexander, Joelle Allen, Ruth Paradise, Ajani Woodson, Sam Powers,

Maurice Harris, Melissa Johnson, Sheri Hixon and Millicent Flowers

Members absent: Tanveer Gulzar

Staff present: Tim Cruikshank, City Manager; Maria Cisneros, City Attorney; Marc Nevinski,

Physical Development Director

Team Building Activity

The Task Force Members participated in a team building activity.

Discussion of Topic: Eliminating Bias in Reviewing RFPs and Contracts

Chair Allen introduced the topic—eliminating bias in the contracting process. She said at the last meeting

a comment was made regarding what the goals of the contracting process should be and she asked if the

group should decide what they would like to accomplish regarding the contracting process.

Members discussed ways of recording input on the topics being discussed by using a worksheet or

template and decided each meeting would be summarized by a different Member and that the summary

would include information from the minutes and other notes taken during the meeting. City Attorney

Cisneros said staff could provide a template for future meetings. City Manager Cruikshank said a goal of

the Task Force is to submit a final report with recommendations and action steps for staff and Council to

consider for implementation and having summary of agreed upon actions may help in assembling this.

Chair Allen reviewed a list of items previously discussed regarding what the Task Force would like to

accomplish. The list included:

Design a more inclusive system;

Have an international perspective;

Help residents feel that Golden Valley represents the community’ s values;

Communicate that staff is happy to support this process and is ready for the journey;

Be out front and come out with results that can be used to lead the way;

Recognize that it is challenging to be a person of color and enjoy the fruits of this community; and

Make changes to create a better environment.

The group discussed the list of items and possible ways they could be accomplished them.

Apr 9, 2019 5:15 pmCouncil Conference Room

Golden Valley City Hall

7800 Golden Valley Road

The Task Force moved to discussion of the topic for consideration. Chair Allen read an email she

received regarding catering at Brookview. The Task Force discussed the email and what steps could

be taken to increase participation of women and minority owned business during the preferred

caterer bidding process. Members made the following suggestions:

Members suggested the City partner with organizations that work with women and

minority owned business to find out where upcoming bidding information could be posted.

Members said bidding guidelines should be posted on the City’ s website for bidders to

easily find. Mr. Nevinski said sealed bid projects are posted, and the City has a subscription

service that allows applicants to be notified of upcoming bids.

Members discussed the City holding informational sessions during the year to update

vendors before a project is bid.

Members discussed ways to encourage contractors to sub contract with women or

minority owned businesses for large projects.

Members discussed providing training for City employees on this issue. Mr. Nevinski said it

may be possible to partner with surrounding communities.

Members discussed how far in advance the City should provide information to potential

bidders, creating a registry of types of upcoming projects and pre bid meetings.

Chair Allen summarized the discussion regarding the ways the City could notify potential women or

minority owned business vendors of upcoming project including additional information on the City’s

website, expanding the City’s network to be able to reach out to women and minority owned

business, holding pre bid meetings, creating a registry for types of upcoming projects, being more

regional, having City spend goals, and providing additional employee training.

Adjournment

MOTION by Member Woodson, seconded by Member Alexander to adjourn the meeting at 6:15 pm.

Carried.

Joelle Allen, Chair

ATTEST:

Kris Luedke, City Clerk

Increasing Diversity on Boards, Commissions & the Council

Framework

Under Minnesota law, all governing powers and duties of the City are vested in the City Council. The City

Council may not delegate its duties or decision making powers to boards or commissions. However, the

Council may create advisory boards and commissions. The City currently has 7 standing advisory Boards

and Commissions. They are:

1. Board of Zoning Appeals

2. Civil Service Commission

3. Environmental Commission

4. Human Rights Commission

5. Human Services Commission

6. Open Space and Recreation Commission

7. Planning Commission

Each board and commission has its own bylaws, which govern how and when members are appointed,

how often the body meets, the types of advice the body may provide to the Council, and the procedural

rules governing the body’ s meetings and actions. The attached handout provides a brief summary of

each of the 7 boards and commissions.

Each board and commission has a webpage on the City’ s website. All board and commission meetings

are open to the public and are included on the City’s calendar.

Recruitment & Appointment

The Council appoints ( or reappoints) board and commission members annually at the second City

Council meeting in April. All appointments are effective May 1. The City accepts applications from

citizens interested in serving on a board or commission year round. Each year in March, the City

Manager’ s office contacts commissioners whose terms are expiring to ask if they would like to be

considered for reappointment. The City Council reviews applications and interviews new candidates

before making appointments.

The City recruits board and commission members by advertising on the City Website; social media,

including Twitter and Facebook; the City Newsletter; and in printed materials available at City

buildings.

Questions for Consideration

Staff would like your input on the following questions:

1. What does the community want to know about the work of the City’ s boards and commissions?

2. What barriers to participation may exist for diverse communities?

3. How can the City expand its board and commission recruitment efforts?

Board of Zoning Appeals ( BZA) Hears requests for variances from the city code

zoning).

Meets monthly, fourth Tuesday, 7 pm,

at City Hall.

Members: Five regular and one student ( non- voting).

Civil Service Commission (CSC) Controls and supervises the employment,

promotion, discharge, and suspension of Golden

Valley Police officers.

Meets annually and on call at the Golden Valley

Police Department.

Members: Three.

Environmental Commission ( EC) Advises and makes recommendations to Council in

matters relating to and affecting the environment.

Meets monthly, fourth Monday, 6:30 pm, at City Hall.

Members: Seven regular and one student.

Human Rights Commission (HRC) Advises, recommends, and assists Council in matters

of human rights.

Meets monthly, fourth Tuesday, 6:30 pm, at City Hall.

Members: Seven regular and two student.

Human Services Commission ( HSC) Plans and holds fundraisers and events to help raise

money to meet previously identified human service

needs in the community. Advises City Council on

allocation of funds.

Meets monthly, second Monday, 6:45 pm, at

Brookview Community Center and requires additional

time commitment for planning and working at

fundraisers.

Members: 10 (seven citizens- at- large, two community or

business members, and one student).

Open Space and RecreationCommission (OS&RC) Advises, recommends, and assists Council in policies

and plans relating to open space needs, parks and

recreation programs, trail systems, and Brookview Golf

Course.

Meets monthly, fourth Monday, 7 pm, at Brookview

Community Center.

Members: Nine regular and one student.

Planning Commission (PC) Advises, recommends, and assists Council in matters

relating to planning and growth of the City, including

matters relating to the social, economic, and physical

environment.

Meets monthly, second and fourth Mondays, 7 pm, at

City Hall.

Members: Seven regular and one student ( non- voting).

www.goldenvalleymn. gov/boards

City Council

Advisory Boards & Commissions