Marlene Libby, President of Integrated Process Management, Inc., introduced herself, overviewed how the Committee process will evolve and the fact that it usually requires five to seven meetings to complete the process, and finally, outlined the meeting agenda. Ms. Libby then asked each committee member to introduce themselves and the area they represent. Committee members introduced themselves and identified the areas they represent:

Mayor Mary Hamann-Roland remarked that the purpose of the Committee was to (a) ensure the safety of those who live and utilize Garden View Drive; (b) communicate at the highest possible levels; (c) the responsibility and actions of the Committee can have substantial and positive implications for work by future committees created for similar reasons, and the end result will be a win-win situation for all involved; (d) preserve the Garden View Drive and Apple Valley community; (e) the City Council supports the work of this Committee and is on record opposing the alignment of Highview Avenue at County Road 46 with Garden View Drive; and (e) this Committee will act and make determinations through an involved process.

City Administrator Tom Lawell stated that the Garden View Ad Hoc Advisory Committee on Traffic is expected to define the problems and concerns with existing and projected traffic flows, identify and research potential solutions, and recommend to the City Council specific measures which could be undertaken to improve traffic conditions in the area.

Marlene Libby asked the Committee to identify pressing deadlines that should be factored into the process. Committee Member Heieren stated the City of Lakeville was to begin construction in August 2000, and therefore thought the Committee should complete its responsibilities by this time. The Committee established a target date of August 1, 2000, for the completion of its responsibilities and to send a recommendation to the City Council.

The Committee stated that their purpose was to not only examine and implement short-term solutions, but also the long-term solutions; and that the focus of this Committee is Garden View Drive but that the Committee will also be examining other affected roads such Whitney Drive and 157^th Street

The Committee questioned the State Aid Highway status of Garden View Drive and whether someone from the State should be involved. City Administrator Lawell stated that the State Aid Highway classification is primarily a funding source, and representation from the State was not necessary at this time.

The Committee discussed whether Dakota County and a Dakota County Commissioner would be involved in the process. City Administrator Lawell stated that Dakota County involvement is very important in this process and Don Theisen, Dakota County Engineer, has been assigned as the lead person and liaison for this issue. City Administrator Lawell stated that Mr. Theisen was unable to attend the meeting for personal reasons. The Committee strongly emphasized that Dakota County must be represented at all meetings and actively involved in the process. The Committee discussed what action could be taken to involve the County before they make a decision that is irreversible. The Committee agreed that they must have a strong voice in the County process as well. The Committee determined that a letter should be drafted and sent to Dakota County requesting that formal action or decision be halted until such time that the Committee has completed its work and made recommendation to the Apple Valley City Council.

The Committee discussed the possibility of holding a public hearing at some point in this process. Marlene Libby stated that holding a public hearing at this point in the process would build more tension and would not likely produce any new results or information. Ms. Libby recommended to the Committee that holding an open house at some point in the process would act and serve as a public hearing and serve a much more beneficial purpose.

Committee Members discussed the possibility of utilizing a neutral party other than the City of Apple Valley's traffic engineering consultant Glen Van Wormer for traffic analysis. The Committee expressed concern over the interpretations Mr. Van Wormer has presented in the past. Committee Members stated that Mr. Van Wormer has been on record since 1995 as supporting the Highview Avenue and Garden View Drive alignment. Committee Member McKeag suggested that if in fact Mr. Van Wormer's statistics were misleading, committee members would be able to poke holes in the data because of what they experience on a daily basis.

Marlene Libby provided several ground rules for the process. Ms. Libby stated that Committee Members have been chosen and accepted the responsibility to serve, and that replacement Committee Members would not be permitted to serve on the Committee at any time in the process. Ms. Libby stated that such a process builds cohesion and trust in each of the Committee Members and the Committee as a whole. Other ground rules include (a) respect for one another, (b) openness and the ability to gain an understanding of other Committee Members, (c) listening to each other, (d) ability to understand others' perspectives, and (e) reaching decisions that each of the Committee Members can live with. At the suggestion of Committee Member Peg Smith, the Committee further determined that a maximum time limit of three hours be placed on each meeting.

The Committee identified the stakeholders that need to be communicated with, which include: (a) each committee members' quadrants, (b) City of Apple Valley residents, (c) media, (d) Dakota County and the County Commissioners, (e) Independent School District 196, (f) Baptist Church located on Garden View Drive, (g) area businesses, (f) residents in the cities of Lakeville and Burnsville whose children attend schools in Apple Valley, and (g) internal communications between Committee Members.

The Committee determined that the primary form of communication would be the minutes of each meeting. The Committee further determined that once the minutes were approved, the minutes would then be posted to the City of Apple Valley's web site (http://www.ci.apple-valley.mn.us). City staff also identified Government Access Channel 16 as another form of communication that could potentially be utilized by the Committee.

The Committee discussed how they would receive input throughout the process. The Committee discussed the potential for a survey and determined that it was not necessary at the current time. The Committee discussed the potential for an open house as the process proceeds to update the community and neighbors of the work the Committee has completed and the potential solutions that are being examined. Committee Member McKeag offered Valley Middle School as a potential meeting place for such an open-house.

Each Committee Member provided information on the ways in which they would like to be contacted. The Committee directed City staff to post the desired information on the City's web site.

Marlene Libby requested that each Committee Member state their top concerns regarding the issue. Committee Members identified the following concerns regarding Garden View Drive, which include:

Marlene Libby presented items that City staff and the traffic engineering consultants are gathering to have available at the next meeting. Such items include:

Marlene Libby asked the Committee for any additional types of information that the Committee would be able to utilize and feel would be beneficial for the process. Committee members requested the following information:

Marlene Libby stated that efforts would be made to obtain information pertaining to the requested items and make it available at the next Committee meeting.

The Committee established the next meeting date for the Committee as Monday, June 12, 2000, at 7 P.M. in the large conference room at Apple Valley City Hall. The Committee discussed subsequent dates of June 19 and June 26 for future meeting dates.

The Committee established a policy on how they are going to inform members who were unable to attend a meeting. The Committee determined that members who are unable to attend a meeting should be informed by their quadrant partner of the previous meeting discussion and activities.

The Committee also determined that a letter should be drafted and sent to Dakota County requesting that formal action be halted by Dakota County until such time that the Committee has completed its work and made recommendation to the Apple Valley City Council. The Committee determined that Committee Member McKeag would draft a letter and e-mail a copy to the Committee for its review and suggestions.