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HomeMy WebLinkAbout2015-08-19 PRC Packet AGENDA CITY OF MAPLEWOOD PARKSAND RECREATION COMMISSIONMEETING Wednesday,August 19,2015 7:00pmMeeting Council Chambers -Maplewood City Hall 1830 County Road B East 1.Call to Order 2.Roll Call 3.Approval of Agenda 4.Approval of Minutes a.July 15,2015 5.Visitor Presentations a.Farm Program at Harvest Park 6.Unfinished Business 7.New Business a.Friends of Maplewood Parks By-Laws 8.Staff Presentations a.Tuj Lub Update b.Playcrest Park Update c.Joy Park Update 9.Commissioner Comments (9:00p.m.) 10.Adjourn – MINUTES 4a MAPLEWOOD PARKS AND RECREATION COMMISSION 7:00p.m., Wednesday, July 15,2015 Council Chambers, City Hall 1.CALL TO ORDER A meeting of the Parks and Recreation Commission was held in the City Hall Council Chambers and called to order by Chair Malletat 7:00p.m. 2.ROLL CALL Commissioners Commissioner Rick Brandon Present Commissioner Craig Brannon Present Commissioner RonCockriel Present Commissioner Terri Mallet Present Commissioner Matt Prom Present Commissioner Kim Schmidt Present Commissioner Nikki Villavicencio Present Commissioner Mike Wilde Present Student Representative Julie Honsa Absent Draft Staff Parks Manager, Jim Taylor Present Parks Manager, Jim TaylorParks Manager, Jim Taylor P P Parks Manager, Jim TaylorParks Manager, Jim Taylorresentresent 3.APPROVAL OF THE AGENDA APPROVAL OF THE AGENDAAPPROVAL OF THE AGENDA CommissionerCockrielmoved toapprove the agenda. CommissionerCommissionerCockrielCockriel moved tomoved toapprove the approve the agendaagenda . . Draft Seconded by Commissioner Schmidt Ayes – All The motion passed. 4.APPROVAL OF MINUTES a.May 20, 2015 Commissioner Villavicenciomoved to approve the May 20, 2015Parks and Recreation Commission minutes. Seconded by Commissioner Cockriel Ayes – All The motion passed. 5.VISTOR PRESENTATIONS a. 6.UNFINISHEDBUSINESS a.Joy Park Concept Design Wednesday, July 15, 2015 Parks and Recreation Commission Meeting Minutes 4a Parks Manager, Jim Taylor, discussed the Joy Park ConceptDesignand answered questions of the commission. Commissioner Villavicencio moved to accept the Joy Park Concept design. Seconded by Commissioner Brandon Ayes – All The motion passed. 7.NEW BUSINESS a.2016-2020 CIP Parks Manager,Jim Taylor,presented the 2016-2020 CIP and discussed it with the commission. Commissioner Cockriel moved to accept the 2016-2020 CIP as presented. Seconded by Commissioner Brannon Ayes – All The motion passed. Draft b.Minnesota Food Association Farm Project Minnesota Food Association Farm Project Minnesota Food Association Farm Project Parks Manager, Jim Taylor, updated the commission on the Minnesota Food Parks Manager, Jim Taylor, updated the commission on the Minnesota Food Parks Manager, Jim Taylor, updated the commission on the Minnesota Food Association Farm Project. Association Farm Project.Association Farm Project. 8.STAFF PRESENTATIONS STAFF PRESENTATIONSSTAFF PRESENTATIONS a.WOW Events WOW EventsWOW Events Parks Manager, Jim Taylor, invited the commission to attend the WOW Events at Parks Manager, JParks Manager, Jim Taylor, im Taylor, invited the commission to attend the WOW Events at invited the commission to attend the WOW Events at Wakefield on July 29. Wakefield on July 29. Wakefield on July 29. 9.COMMISSIONER COMMENTS 10.ADJOURNMENT Commissioner Cockrielmovedto adjourn the meeting. Seconded by CommissionerBrannon Ayes – All The motion passed. The meeting was adjourned at 8:05PM. Next meeting is August 19, 2015. Wednesday, July 15, 2015 Parks and Recreation Commission Meeting Minutes 5a MEMORANDUM TO: Parks and Recreation Commission FROM: Jim Taylor, Parks Manager DATE: August 19, 2015 SUBJECT: Farm Program at Harvest Park Introduction At the July meeting of the Parks and Recreation Commission, staff introduced the idea of adding afarm program at Harvest Park. At this time staff agreed to bring membersof Minnesota Food Association and Our Community Food Project to discuss this exciting idea further. Background One of the recommendations in theMaplewood Parks System Plan was to continue to add gardening and farm programs. In early 2015 staff began working with Minnesota Food Association and Our Community Food Project to bring farming into the City. At this time we established a common vision to repurpose a park in Maplewood into a educational farm and training program. By working with these two partners the City feels we can accomplish this goal at an open area of Harvest Park. Discussion Each partner involved in this group brings a unique set of expertise to the project. The City would provide 3.5 acres of parkland and access to water. In return, the other partners will continue to work to secure funding to make the project viable. Attached you will find additional information on the partner groups, as well as the process to make this farm a reality. Recommendation Staff recommends a motion of support on adding aneducational farm at Harvest Park. Attachments 1.Letter from OCFP and MFA 2.PowerPointon OCFP 3.Informational Flyer on MFA 5a, Attachment 1 5a, Attachment 1 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 2 5a, Attachment 3 5a, Attachment 3 7a MEMORANDUM TO: Parks and Recreation Commission FROM: Jim Taylor, Parks Manager DATE: August 19, 2015 SUBJECT: Friends of Maplewood Parks By-Laws Introduction An important goal of the recently adopted Maplewood ParksSystem Plan was to create addition funding sources for park improvements. One of these funding sources was the creation of a non-profit to fundraise. Background In an effort to support the creation of a non-profit parks and recreation group for the promotion and fundraising for system needs, staff has created a set of by-laws to begin the process. The mission of this group will be the following: Friends of Maplewood Parks and Open Spaces isan organization dedicated to enhancing the opportunities for all people to enjoy the Maplewood Parks and Open Space system. The organization is compromised of citizens, parents, booster clubs, and businesses that are committed to improving the Parks and Open Spaces throughout the city. The primary objective of “Friends” is to raise funds to update and enhance existing Parks and Open Spaces and to develop additional Parks and Open Spaces if warranted. Though “Friends” primary focus is to make capital investments, the need to provide on-going operational support is critical to ensuring the viability of the many Parks and Open Spaces that are currently with the City of Maplewood and its Parks and Recreation Department. Discussion This group will give us the ability to fundraise for an additional revenue stream to help pay for the maintenance and upkeep of our current system. Recommendation Staff recommends approval of the By-Laws and a motion of support to move forward with the creation of the Friendsof Maplewood Parks and Open Spaces. Attachments 1.Friends of Maplewood Parks and Open Spaces By-Laws 7a, Attachment 1 BYLAWS OF FRIENDS OF MAPLEWOOOD PARKS AND OPEN SPACES ARTICLE I PURPOSE Friends of Maplewood Parks and Open Spaces is an organization dedicated to enhancing the opportunities for all people to enjoy the Maplewood Parks and Open Space system. The organization is compromised of citizens, parents, booster clubs, and businesses that are committed to improving the Parks and Open Spaces throughout the city. The primary objective of “Friends” is to raise funds to update and enhance existing Parks and Open Spacesand to develop additional Parks and Open Spaces if warranted. Though “Friends” primary focus is to make capital investments, the need to provide on-going operational support is critical to ensuring the viability of the many Parks and Open Spaces that arecurrently with the City of Maplewoodand its Parks and recreation Department. ARTICLE II MEMBERS The Membership of the Organization shall be capped at a Board of15 active, voting, members. Any person eighteen (18) years of age or older shall be eligible to be a memberof the organization. ARTICLE III OFFICERS The officers of the organization shall be a President, Vice President, Secretary, and Treasurer. This group shall also serve as the “Board of Directors” for the organization which shall meet from time to time to make executive-level recommendations to the entire Board.They shallbe elected by the members as prescribed in these Bylaws. ARTICLE IV DUTIES OF OFFICERS The President shall be the Chief Executive Officer of the organization. He/She shall preside at all meetings of the organization. 7a, Attachment 1 The Vice President shall, in case of absence or disability of the President, perform the duties of the President. The Secretary shall keep and report minutes of all meetings of the organization. He/She shall register all membership applications and receive and transmit to the Treasurer all dues and other funds received by Him/Her. In the absence of the President, Vice President, He/She shall perform all duties of the President. The Treasurer shall receive all monies paid to the organization and shall deposit the same to the credit of the organization insuch bank the organization shall designate. The Treasurershall pay all obligations of the organization after theyhave been approved bythe organization and shall submit statements of accounts at annual meetings of the organization. In general he/she shall perform all duties usually incident to the office of Treasurer and in the absence of the President, Vice President, and Secretary shall perform all duties ofthe President. ARTICLE V MEETINGS Regular Meeting: Regular meetings shall be held bi-monthly throughout the year, at a time and place announced by the President. Notice of time, place, and agenda for regular meetings shall be mailed to the members at least one week, but no more than two weeks, in advance of the meeting. Items not included on the agenda shall not be voted on at a regular meeting if there is objection from a majority of members present. Annual meeting: The annual meeting shall be a regularmeeting held during the month of February. Special Meetings: Special meetings may be called by the President or by Three (3) members of the Board of Directors, but notice of time, place, and agenda of the meeting shall be mailed at least three (3) days, but no more than one (1) week, in advance, of the meeting giving full information about the purpose of the meeting and items to be addressed. Special meetings may be called by petition of ten (10) members if this request is made in writing to the Secretaryof the organization at least three (3) daysin advance of the meeting date. ARTICLE VI 7a, Attachment 1 QUORUM A quorum at any meeting of the members of the organizationshall consist of eight (8) registered members or 51% of the registered members, whichever is less. ARTICLE VII VOTING The right to vote shall be restricted to members of the organization who had been registered as members by the Secretary at a previous meeting. Voting by proxy and cumulative voting, for both meetings of the organization and the Board of Directors, shall not be permitted. The presidingofficer, for both meetings of the organization and of the Board of Directors, shall have the right to vote only in case of a tie. ARTICLE VIII ELECTIONS Election of officers shall be conducted at the annual meeting of the organizationin February. Only registered members of the organization shall be entitled to vote in such elections. Only registered members of the organization shall be entitled to be elected as officers of the organization. A nomination Committee of five members shall be elected by the members at a meeting held at least three (3) months before the annual meeting. It shall be the duty of this committee to nominate officers and, with their approval, to place names on ballotat the meeting preceding the annual meeting. The committee shall select one candidate for each office open for election at the annual meeting. Nominations of all officers may be made by any registered members of the organization at the annual meeting, including self-nomination. Each nominee must indicate his/her consent to his/her nomination; consent may be indicated verbally or in writing to the nomination committee or organization Secretary at the balloting meeting the month prior to the annual meeting. ARTICLE IX RESIGNATIONS AND REMOVAL 7a, Attachment 1 Any officer or board member may resign by filling a written notice with the Secretary. In the event of a vacancy in the office of the President for any reason, the VP automatically becomes the President for the balance of the term of office.Any three (3) consecutive unexcused absences from the Board meetings on the part of officers, directorsor membersshall constitute groundsfor automatic removal from officeor the organization. An officer or member of the Board of Directors shall be subject to removal for cause at any time by a two-thirds vote of those members present at a regular or special meeting providing notice of the intention to seek a removal and the cause for ithas been mailed to each member at least one week, but no more than two weeks, in advance of that meeting at which the motion is to be introduced. ARTICLE X TERM OF OFFICE The term of office for all officers shall be two (2) years. All officers shall assume the duties of their office at the close of the annual meeting at which they have been elected and shall serve until their successors have been elected, the officer resigns or is removed. No person shall serve as President or Vice President for more than two consecutive terms in the same office. ARTICLE XI AMENDMENTS The Bylaws and Articles of Incorporation may be amended at any regular or special meeting of the organization when such amendment is approved by two-thirds of those members present and voting, provided notice of the time and place of the meeting and, provided said notice sets forth the proposed amendment fully in writing. ARTICLE XII AUDIT An annual accountingshall be made of the organization’s books prior to the end of each calendar year by the Treasurer. Areport of the financial condition of the organization shall be made at the annual meeting. Every three years an Audit committee consisting of three (3) members of the organization shall be appointed by the President to recommend a consultant to conduct the full auditof the organization’s books. 7a, Attachment 1 ARTICLE XIII CONFLICT OF INTEREST All members of the Friends of Maplewood Parks and Open Spaces Board of Directors shall upon election to the Board, annually thereafter, disclose to the Secretarythe names of any non-profit corporation of which s/he is a member ofand identify any potential conflicts of interests in any projects, contracts or other activities of the Board. In the event a business transaction affecting a member of the Board is before the Board, the member shallabstain from discussion and voting onthe issue. ARTICLE VIV DISSOLUTION Upon the dissolution of the organization, the officersshall, after paying or making provision for the payment of all liabilities of the organization, dispose of all assets of the organization exclusively for the purposes of the organization in such a manner, or to such an organization or organizations organized and operated exclusively for charitable, educational, or recreational purposes shall at the time qualify as an exempt organization or organizations under section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law); as the officers shall determine. Any such assets not so disposed of shall be disposed of by the District Court of the county in which the principle office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.