HomeMy WebLinkAbout2017-03-27 City Council Workshop PacketPPLLEEAASSEE NNOOTTEE SSTTAARRTT TTIIMMEE
RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY
Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials,
staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a
reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will
follow these principles:
Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak
for the group or for citizens in the form of a petition.
Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other.
Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public.
Be respectful of each other’s tim e keeping remarks brief, to the point and non-repetitive.
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:30 P.M. Monday, March 27, 2017
City Hall, Council Chambers
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
None
E. NEW BUSINESS
1. Consider Closing Meeting Based on Attorney-Client Privilege Concerning Litigation
Regarding Ramsey Washington Suburban Cable Commission
a. Intent to Close Meeting (§13D.05 subd. 3b)
2. Wakefield Park Improvements
3. Harvest Park Farm Training Program
4. Update on Communications Plan and Social Media Policy
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
MEMORANDUM
TO: City Council
FROM: Melinda Coleman, City Manager
Mychal Fowlds, IT Director
DATE: March 20, 2017
SUBJECT: Consider Closing Meeting Based on Attorney-Client Privilege Concerning
Litigation Regarding Ramsey Washington Suburban Cable Commission
a. Intent to Close Meeting (§13D.05 subd. 3b)
Introduction/Background
The purpose of this agenda item is to consider action for request of reserve funds from the
Ramsey Washington Suburban Cable Commission. The City of Maplewood left the Ramsey
Washington Suburban Cable Commission effective January 1, 2016.
The City and the Commission have not reached a final agreement that relates to the division of
existing assets held by the Commission—the financial reserve dollars held by the Commission
are substantial and in the opinion of the City represent monies paid by Comcast to the
Commission but collected, pro-rata, from Maplewood citizens to which the City is entitled.
Minnesota State Statute 13D.05 subd. 3b allows a public body to close a meeting if the closure
is expressly authorized by statute or permitted by the attorney-client privilege.
Recommendation
Procedurally, it is recommended the City Council close the regular workshop meeting and go
into a closed meeting to discuss action for request of reserve funds from the Ramsey
Washington Suburban Cable Commission.
Attachments
None
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MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: DuWayne Konewko, EEDD/ Parks & Recreation Director
Audra Robbins, Recreation Manager
Ginny Gaynor, Natural Resource Coordinator
DATE: March 27, 2017
SUBJECT: Wakefield Park Improvements
Introduction
Staff has entered into a Professional Design Service Contract with Kimley-Horn and Associates,
Inc. for improvements at Wakefield Park which includes completion of a preliminary architectural
plan for a multi-purpose building. Other elements included in the professional design service
contract are site redesign, site improvement assessment, parking assessment, wetland review,
and identifying stormwater options by working closely with the Ramsey-Washington Metro
Watershed District. Representatives from Kimley-Horn will be present to give Council a brief
overview and discuss the possibilities for this exciting project.
Discussion
One of the major recommendations and strategies identified in the Maplewood Parks System
Master Plan was to build a multi-purpose facility at Wakefield Park that would provide needed
space for the City’s Parks & Recreation programs. The Parks System Master Plan envisions
Wakefield Park as one of the City’s signature parks. The new multi-purpose facility at Wakefield
Park will embrace Maplewood’s diverse population and serve as a local “hub” for programming,
special events, and a gathering place for residents.
In keeping with our promise to engage our stakeholders (residents, businesses, and park users)
and ensure that all have an opportunity to participate in the process, the survey included in
tonight’s presentation is directly aimed at engaging our many stakeholders to ensure that we
capture the needs of the community and users of our park system.
As part of this project, City staff, along with our consultant, are looking at identifying
opportunities to increase connectivity along the Frost Avenue Corridor including the Gladstone
area, White Bear Avenue and the City Hall campus. We are also working with the Watershed
District to explore opportunities to enhance awareness and provide education around
environmental issues at this site as well.
Budget Impact
None
Recommendation
This presentation is informational only, no recommendation required.
E2
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Attachments
1.Wakefield Park Improvements Presentation
2.Wakefield Park Improvements Survey
E2
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Wakefield Park Improvements March 2017E2, Attachment 1Workshop Packet Page Number 4 of 56
Wakefield Park Improvements
Project
Frost Ave.
Larpenteur Ave.English St.White Bear Ave.Clarence St.Ide St.Birmingham St.Kennard St.FlandrauSt.Prosperity Rd.Wakefield
Park
E2, Attachment 1Workshop Packet Page Number 5 of 56
Wakefield Park Improvements
Project Goals
•Site Investigation (Wetlands and Natural
Resources)
•Consider Connections to Gladstone and Frost
Avenue
•Engage Stakeholders
•Refine Park Master Plan
•Develop Schematic Design for Park Building
•Prepare Feasibility Report detailing Proposed
Improvements and Costs E2, Attachment 1Workshop Packet Page Number 6 of 56
Wakefield Park Improvements
Existing Conditions
Rain Garden
Ball Field
Rain Garden
Parking Lot
Volleyball Pit
Hockey Rink
Ball Field
Pleasure Rink
Parking Lot
Park Building
Playground
Pavilion
Vegetated Rolling
Landscape
Fishing Pier
Ball Field
Trail System
E2, Attachment 1Workshop Packet Page Number 7 of 56
Wakefield Park Improvements
Connections to Gladstone
E2, Attachment 1Workshop Packet Page Number 8 of 56
Wakefield Park Improvements
Signature Parks Connections
E2, Attachment 1Workshop Packet Page Number 9 of 56
Wakefield Park Improvements
Sidewalk and Trail Connections
E2, Attachment 1Workshop Packet Page Number 10 of 56
Wakefield Park Improvements
Missing Connections
E2, Attachment 1Workshop Packet Page Number 11 of 56
Wakefield Park Improvements
Possible Frost Avenue Improvements
E2, Attachment 1Workshop Packet Page Number 12 of 56
Wakefield Park Improvements
Possible Frost Avenue Improvements
E2, Attachment 1Workshop Packet Page Number 13 of 56
Wakefield Park Improvements
Possible Frost Avenue Improvements
E2, Attachment 1Workshop Packet Page Number 14 of 56
Wakefield Park Improvements
Possible Frost Avenue Improvements
E2, Attachment 1Workshop Packet Page Number 15 of 56
Wakefield Park Improvements
Key Stakeholders
•Parks and Recreation Commission
•City Council
•Other Boards and Commissions
•Residents and Park Users
•Ramsey-Washington Metro Watershed District
E2, Attachment 1Workshop Packet Page Number 16 of 56
Wakefield Park Improvements
Stakeholder Input
E2, Attachment 1Workshop Packet Page Number 17 of 56
Wakefield Park Improvements
Park Master Plan
E2, Attachment 1Workshop Packet Page Number 18 of 56
Wakefield Park Improvements
Park Building Design
•Programming Needs
o Recreational Programming
o Gathering Space/Community Room(s)
o Restrooms
o Warming House
o Kitchen/Servery
o Others?
•Architectural Design/Green Building Code
•Schematic Design Concepts
o Small (1,200 SF)
o Medium (1,850 SF)
o Large (3,000 SF)E2, Attachment 1Workshop Packet Page Number 19 of 56
Wakefield Park Improvements
Small Building Footprint
1,200 SF, $750,000-$1,000,000 construction cost
E2, Attachment 1Workshop Packet Page Number 20 of 56
19Wakefield Park Improvements
Small Building Footprint
~32 parking
spaces for 40
person
occupancy
E2, Attachment 1Workshop Packet Page Number 21 of 56
Wakefield Park Improvements
Medium Building Footprint
1,850 SF, $1.5M-$1.75M construction cost
E2, Attachment 1Workshop Packet Page Number 22 of 56
Wakefield Park Improvements
Medium Building Footprint
~56 parking
spaces for 70
person
occupancy
E2, Attachment 1Workshop Packet Page Number 23 of 56
Wakefield Park Improvements
Large Building Footprint
3,000 SF, $2M-$2.25M construction cost
E2, Attachment 1Workshop Packet Page Number 24 of 56
Wakefield Park Improvements
Large Footprint
~120 parking
spaces for 150
person
occupancy
E2, Attachment 1Workshop Packet Page Number 25 of 56
Wakefield Park Improvements
Project Budget and Financing
•City Funds
o 2017 CIP -$1 M
o 2019 CIP -$1 M
o 2021 CIP -$1 M
•Ramsey-Washington Metro Watershed District
o Storm Water Grant Opportunities
E2, Attachment 1Workshop Packet Page Number 26 of 56
Wakefield Park Improvements
Schedule/Next Steps
•Council Work Session March 27, 2017
•Planning Commission/CDRB/ENRC Meeting April 18, 2017
•Parks and Recreation Commission April 19, 2017
•Resident and User Survey May 2017
•Draft Preliminary Design Report Complete June 16, 2017
•Open House Meeting June 28, 2017
•Final Preliminary Design Report Complete July 14, 2017
•Council Receive Preliminary Design Report July 24, 2017
•Begin Final Design August 2017
•Bid Plans Jan./Feb. 2018
•Begin Construction May 2018 E2, Attachment 1Workshop Packet Page Number 27 of 56
Wakefield Park Improvements
Questions/Discussion
E2, Attachment 1Workshop Packet Page Number 28 of 56
Wakefield Park Survey
THE CITY OF MAPLEWOOD is considering improvements to
Wakefield Park. The park is located off Frost Avenue near
Wakefield Lake. Please share your thoughts with us!
1 Are you a resident of Maplewood? yes or no
Do you live within 6 blocks of Wakefield Park? yes or no
2 What best describes your primary use of the park?
Please choose only one.
Family Gathering/Picnic
Hockey/Skating
Playground
Field Sports/Games (volleyball, baseball, etc.)
Walking/Jogging/Exercise
Tuj Lub/Takraw
Other
3 On average, how frequently do you visit the park?
Once per week or more
1-3 times per month
Six or more times a year
Less than 6 times a year
I don’t use the park
4 What are your priorities for improvements to the park?
Please rank 1 through 7, with 1 being your highest priority.
Gathering Space/Park Building
Playground Equipment
Hockey/Skating Facilities
Open Lawn/Field Space
Trails and Exercise Opportunities
Environmental (lake quality, tree preservation, etc.)
Parks & Recreation Programs
Other
5 Do you have any other general comments regarding priorities for
improvements and/or programming at Wakefield Park?
E2, Attachment 2
Workshop Packet Page Number 29 of 56
City of Maplewood Parks and Recreation
1830 County Road B East
Maplewood, MN 55109
Place
Postage
Here
E2, Attachment 2
Workshop Packet Page Number 30 of 56
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: DuWayne Konewko, EEDD/ Parks & Recreation Director
Audra Robbins, Recreation Manager
DATE: March 27, 2017
SUBJECT: Harvest Park Farm Training Program
Introduction
In 2015, staff began exploring the idea of adding a farm program at Harvest Park. With the
support of the Parks and Recreation Commission (PRC), staff held an open house on August
15, 2016, at the site for the residents to discuss the mission of Minnesota Food Association
(MFA) and why this farm training program is important. The residents had some concerns about
the farm program including the reduction of green space, location and loss of park amenities.
Staff took this feedback and worked with MFA to revise the plan to address the concerns of
residents.
These same residents were invited to the 2017 February PRC meeting to discuss the plan
revisions and were very supportive of the changes. The PRC was also supportive of the
changes and recommended that staff and MFA proceed with the project. Representatives from
MFA are present this evening to give you an overview of the proposed Harvest Park Farm
Training Program.
Background
One of the recommendations in the Maplewood Parks System Plan was to continue to add
gardening and farm programs which was based on comments we heard in our 40 plus meetings
and statistically valid survey. The City of Maplewood’s strategic plan includes engaging low-
income and growing immigrant populations in more community programs as well as making
urban agriculture more accessible. Maplewood’s Environmental and Natural Resources
Commission has also chosen Urban Agriculture as one of their top priorities. While there are a
number of community gardens in Maplewood serving a diverse group of people, Harvest Park
Farm would provide opportunities for individuals interested in further developing the skills and
experience needed to begin growing food as a business.
Staff began working with Minnesota Food Association (MFA) in 2015 to bring farming into the
City. At that time, we established a common vision to repurpose a park in Maplewood into an
educational farm and training program. Minnesota Food Association (MFA) is a nonprofit
organization with a mission to build a sustainable food system based on social, economic and
environmental justice. MFA provides an array of land-based educational opportunities about
sustainable organic agriculture for farmers, youth and the community.
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Recommendation
This report is informational only, no action required.
Budget Impact
None
Attachments
1.Map of Harvest Park Farm Site
2.Harvest Park Farm Presentation
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E3, Attachment 1
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MissionThe mission of MFA is to build a sustainable food system based on social, economic and environmental justice through training, education and partnerships.E3, Attachment 2
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Programs•Certified Organic Farmer Training and Education–Basic Training –Whole Farm Management–Organic Transitions–Open to BRF growers and other farmers•Immigrant and Minority Farmers Conference•Youth and Community Engagement•Big River Farms Food HubE3, Attachment 2
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Farming Program Options• Basic Training– 3-4 years– Farm-based (up to 3 acres)• Whole Farm Management– Focus on scaling withmechanization– Transition planning– Further development of markets– Independent Organic Certification• Organic Transitions– For more experienced growerswho want to learn to farmorganically– Off-site growing supported bytechnical assistance andworkshopsE3, Attachment 2
Workshop Packet Page Number 36 of 56
Youth and Community Programs•Farm‐based education about sustainable organic agriculture for youth and the community•Meet your farmer, role of animals, soil biology, anatomy of vegetables, etc. •Service learning and volunteer projects•Off‐site, community presentations and educationE3, Attachment 2
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Farmer Challenges•Markets• Land access• Legal and financial resources• Price (organic)• Language• Transportation• Balancing new farm operation and class workload with rest of life• Cultural norms• Access to credit• Networks and connectionsE3, Attachment 2
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Fighting Hunger. Nourishing our Community.E3, Attachment 2
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The Food Group•Mission Statement:Fighting hunger. Nourishing our community.•Founded in 1976 | Celebrated 40 years of service in 2016.•Distributed6,160,746 million pounds of food in 2016 which equates to approximately 5.1 million meals. •Supported by the community –31,469 hours volunteered (equivalent to 15 full time staff).•Annual operating budget of approximately $6.5 million ($9.9 million with in-kind). •33 full-time team members.•Network of over 240 partner organizations & program sites.E3, Attachment 2
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Our ValuesOur work is guided by these values: •Food is a basic right for all individuals.•Everyone deserves access to healthy food, where they live, that they can get to.•Everyone deserves access to foods that are familiar to them and fit their cultural and dietary needs.•Working collaboratively with other community organizations drives our mutual success.•Operating in a way that supports equity, sustainability and fairness to all builds stronger communities. E3, Attachment 2
Workshop Packet Page Number 41 of 56
The Food Group’s Programs•Agency Support–Partnering with food shelves and other hunger-relief partners including:•Wholesale food purchasing•Focus on nutrition and cultural equity•Supportive services and resources•Fare For All–Reduced cost grocery sales•Traveling healthy grocery store with 37 monthly distribution sites•Focused on distributing fresh produce and lean meats•Mobile Food Shelf–Partnership with 28 subsidized housing sites to provide free food distributions•Clients include seniors, individuals with disabilities, and low-income individuals and families•Helps those struggling to access traditional food shelves due to health, transportation, and/or mobility barriersE3, Attachment 2
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Effective April 1, 2017 the merger between The Food Group and Minnesota Food Association will be final.MFA programs will remain intact as will the name and brand of MFA and Big River Farms operating as programs of The Food Group. This merger will strengthen both organizations.•Provide The Food Group with additional differentiation within the food access system•Provide MFA with increased infrastructure in fundraising, financial stability, and program capacityThe Food Group is committed to partnering with the community for the Harvest Park project.E3, Attachment 2
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Harvest Park FarmProject Summary•Partnership between the City of Maplewood Parks and Recreation Department and The Food Group/Minnesota Food Association•Repurpose unused ballfields into organic farm fieldsoLand based farm trainingoAppx. 12 quarter acre plotsoBasic Training oOrganic certification•Explore opportunities to provide the community access to locally grown, organic produceE3, Attachment 2
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Timeline•Site preparation•Plant cover crop•Start organic certification process•Begin fundraising2017•Build Infrastructure•Begin farmer training•Plan for and pilot market2018•Plan and implement expanded programming•Fully implement market2019E3, Attachment 2
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Harvest Park FarmBenefits•Environmental Stewardship•Economic Empowerment•Community action and learning•Community access to Healthy FoodE3, Attachment 2
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Harvest Park FarmExamples of Potential ProgrammingOnsite Events•Cooking Demonstrations•Community gatheringsYouth Education and Activities•Demonstration gardenAdult Education and Activities•Healthy eating•Gardening classes•Sustainable practicesAll farmer training and classes will be open to the publicE3, Attachment 2
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Harvest Park FarmQuestions?Contact information:Audra Robbins651-249-2125audra.robbins@maplewoodmn.govAnita Berg763-450-3864aberg@thefoodgroupmn.orgE3, Attachment 2
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MEMORANDUM
TO: Melinda Coleman, City Manger
FROM: George Fairbanks, Communications Manager
DATE: March 21, 2017
SUBJECT: Update on Communications Plan and Social Media Policy
Introduction
The Communications Department has recently completed work on its Communications Plan and
its Social Media Policy. The Communications Plan spells out the projects the Communications
Department will be working on for the next year. It also spells out the Department’s goals and
working philosophy.
The Social Media Policy is intended to help guide staff on best practices for efficiently and
professionally utilizing the City’s numerous social media opportunities.
Background
In mid-2016, Chad Bergo became the City’s Communications Coordinator and in the fall of
2016, George Fairbanks became the City’s Communications Manager. Since that time, the
Communications Department has been reviewing how the City conducted its communications
efforts prior to the department’s creation and has made changes where necessary.
The City Council has noted a desire to see clear, concise, and consistent communications with
all residents. To that end, the Communications Plan identifies key audiences and how those
audiences will be reached.
Additionally, the Communications Plan addresses new subjects like crisis communications,
translation into multiple languages, and the importance of easily accessible language.
Budget Impact
At this time, the Communications Plan and the Social Media Plan don’t have a budget impact.
Recommendation
Not needed.
Attachments
1.Communications Plan
2.Social Media Policy
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City of Maplewood
Communications
1830 County Road B East
Maplewood, MN 5510
Office 651-249-2000
@MaplewoodMN
www.maplewoodmn.gov
COMMUNICATION PLAN
The City of Maplewood is committed to being an engaged and helpful partner to its residents and
businesses. One of the primary ways to build, and continually strengthen, this partnership is through
dynamic and consistent communications. The Communications Department will serve as the conduit
for City Hall and the City’s elected officials to share news with the public.
Moving forward, the City will share timely and relevant information about the City Council, City
programs, and public events and activities. This information will be shared via the Maplewood Living,
the City’s website, social media accounts, and other electronic and print communications methods.
The Communications Department will serve two primary functions. The first will be to actively and
aggressively promote the City as a whole, as well as its residents and businesses. Touting the City’s
numerous achievements, and the achievements of its residents and business-owners, is a way to
promote community pride while also showing regional residents and business-owners all that
Maplewood has to offer. We know that Maplewood is a special and dynamic community and the
Communications Department will endeavor to share that knowledge beyond our City limits.
The second primary function for the Communications Department will be to serve as a news outlet.
Currently, it’s tremendously difficult for the City to receive adequate coverage from external news
outlets. That difficulty will only become more apparent in the coming years. Accordingly, the City must
become its own news outlet and to that end, the Communications Department will create and
disseminate content about the City Council, City departments, policy changes, staffing changes,
finances, and other vital activities.
While the Communications Department has only been at full capacity since September 2016, it’s
already forged a sustainable path forward. The Communications Department, due to rapidly changing
and emerging technology, will be in a constant state of change and adaptation. The way the
Communications Department shares its work in 2017 will almost certainly be significantly different
than the way it shares its work in 2022.
However, no matter how to the tools and means of delivery change, the Communications
Department’s mission to promote the City of Maplewood in ways that are consistent with its values
and policies, will remain the same.
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City of Maplewood - Communications
Vision Statement
The City of Maplewood’s Communications Department will strive to build a strong and lasting relationship with
its diverse community. This relationship will be built through a commitment to informing residents, business
owners, and visitors with timely, accurate, and accessible information with a focus on residents, businesses,
elected and appointed officials, city staff, and community organizations.
While the Communications Department will seek to share the many positive and admirable things happening in
Maplewood, the Department will also not shy away from sharing accurate and fair information on difficult or
controversial situations. Ultimately, the Communications Department will seek to be viewed as a legitimate
news and information source by the public.
Lastly, the Communications Department will continually embrace new technology and industry standards to
enhance the way it communicates with its audiences. As residents continue to rely on personal devices to find
news and information, the Communications Department will be prepared to reach them on those devices.
Our Audience
While the target audience can change depending on the parameters of a given project, our audience generally
consists of:
●Maplewood residents
●Maplewood business owners
●City Council members
●Commission members
●City staff
●Local nonprofits and community groups
●Neighborhood leadership
●County, regional, and state agencies
●Lillie Suburban Newspapers, the Pioneer Press, and other Twin Cities media outlets
Beyond communicating with current Maplewood residents and businesses owners, the Communications
Department will seek to communicate with people who visit the City to work or shop, residents of other
communities in our region, businesses owners with locations in other communities in our region, and people
looking to move or open a new business.
Key Messages
The Communications Department will produce material that seeks to do the following:
●Show that residents are engaged in the community and have the expectation that City government is
efficient and transparent.
●The Communications Department will serve as a timely source for information and City news.
●The City takes complaints and concerns seriously and uses that feedback to guide its decision making.
●The City is fiscally responsible.
●The City has a vibrant retail core that serves as a regional shopping hub.
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City of Maplewood - Communications
Reaching Our Audience
The City is in a strong position to reach its intended audiences in a number of different ways, including:
●www.maplewoodmn.gov
●Maplewood Living (print and digital)
●Facebook
●Twitter
●Instagram
●Seasons
●Television/Video
●Nature Center printed materials
●Periscope
●NextDoor
●Public Service Announcement (PSA)
●Email
●Digital displays
●Brochures, flyers and posters
●Direct mail
●Public meetings/open houses
Television/Video Communications
●In 2017, the Communications Department will begin to produce video content that can be used on the
website, social media, and the City’s television channels.
●The focus will be on short videos that are bright and engaging while also conveying critical information.
●With staffing changes, and a resolution on equipment needs and purchases, the Communications
Department will seek to produce video in-house by mid-2017.
●As much as possible, the videos will be included in a story package that has a written component, which
means a single story can be utilized on all of our communications channels.
●The Department will work with elected officials and City staff to design programming that shares
insights into the work the City Council and the City is doing.
●The Department will work with local entities, such as ISD 622, to share relevant external content on the
City’s television channels.
Measuring Success
Technology offers many opportunities to track how well the Communications Department is connecting with
residents and other targeted audiences through:
●HootSuite analytics
●Website hits
●Social media likes, follows, and shares
●Media placements
●Social media engagements
●Community feedback
●Participation/attendance at events the Communication Department has helped promote
Crisis Communications
When negative or emergency situations occur, the Communications Department will work with the City
Manager to come up with an action plan to handle the crisis in the best possible way for the City, including:
●Determining what staff members or elected officials are involved in the story/situation.
●Updating the Council about the story/situation as soon as possible.
●Gathering as much background as possible about the situation.
●Monitoring the situation through social media.
●Determining what staff members are best suited to offer solutions and guidance.
●Determining who will be the public face for the City if the media is requesting comment.
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City of Maplewood - Communications
Other Goals and Projects
●Consider staffing options that would make the Department more efficient and responsive while also
saving money. Given the desire for increased video production, this is a high priority for the
Communications Department, with the goal of having a formal and finalized plan for staffing in place by
May 1, 2017.
●Continue making changes and enhancements to the Maplewood Living to make it as appealing and
reader-friendly as possible.
●Design a plan that will slowly convert Maplewood Living into a digital only product. Such a plan would
likely be implemented over three to five years.
●The Communications Department will work with all other City departments to help create
communications that is as clear and concise as possible. Additionally, the Department will also stress the
importance of avoiding overly technical language, terminology, and acronyms that are often only
understandable to those within a specific field or industry. It’s vital that all external City communications
avoid language that’s “inside baseball.”
●Explore advertising opportunities for City events and programs at Maplewood Mall
●Enhance cross-promotion with Parks and Rec, the Nature Center, and other appropriate departments and
organizations.
●Train and work with Public Information Officers (PIOs) from each department to help them handle social
media and website updating tasks. PIOs will also be trained to identify potential stories for the
Communications Department.
●Translate communications projects into Spanish and Hmong so we’re better to able connect with more of
our residents and community members.
●In 2018, the Communications Department will begin gearing up for the 2019 website refresh. The City is
entitled to a website refresh every four years. In 2018, with the help of CivicPlus, the Communications
Department will put together a focus group, made up of residents, which will offer opinions and
guidance leading up to the 2019 website refresh.
●The Communications Department anticipates updating the communications plan on an annual basis and
presenting those changes to the Council. Ultimately, the communications plan will be viewed as a living
and adaptable document.
(March, 2017)
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City of Maplewood
Communications
1830 County Road B East
Maplewood, MN 5510
Office 651-249-2000
@MaplewoodMN
www.maplewoodmn.gov
SOCIAL MEDIA POLICY
Overview
To address the fast-changing landscape of the Internet and the way residents communicate and obtain
information online, City of Maplewood employees may consider using social media tools to reach a broader
audience. The City encourages the use of social media to further the goals of the City and the missions of its
employees, where appropriate.
City government social media and other web-based resources may be modified or removed by the City at any
time and without notice, as necessary to maintain the integrity of both communications and information
technology functions. The City of Maplewood has an overriding interest and expectation in deciding what is
"spoken" on behalf of the City on social media sites. This policy establishes guidelines for the use of social media.
Social media websites can offer many different ways for users to interact, such as instant-messaging, blogging
and commenting, online forums, status updates, link sharing, video conferencing and photo- and video-sharing.
Twitter, Vimeo, Nextdoor, and Facebook are examples of social media websites.
Scope
1. All City of Maplewood social media sites posted by employees will be subject to approval by the City
Manager who may delegate this review function to the Communications Manager.
2. The City of Maplewood's website (www.MaplewoodMN.gov) will remain the City's primary and
predominant Internet presence.
2.1. The best, most appropriate City of Maplewood uses of social media tools fall generally into three
categories:
2.1.1. As marketing/promotional channels which increase the City's ability to broadcast its messages to
the widest possible audience.
2.1.2. As channels for disseminating time-sensitive information as quickly as possible (example:
emergency information).
2.1.3. A two-way communication, promoting transparency and social engagement in government.
2.2. Wherever possible, content posted to City of Maplewood social media sites will also be available on the
City's main website.
2.3. Wherever possible, content posted to City of Maplewood social media sites should contain links
directing users back to the City's official website for in-depth information, forms, documents or online
services necessary to conduct business with the City of Maplewood.
2.4. All City of Maplewood social media sites shall comply with all appropriate City of Maplewood policies
and standards.
3. City of Maplewood social media sites shall comply with City of Maplewood policies and administrative rules.
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City of Maplewood - Communications
4. City of Maplewood social media sites are subject to State of Minnesota public records laws. Any content
maintained in a social media format that is related to City business, including a list of subscribers and posted
communication, is a public record. The Office of City Clerk is responsible for responding completely and
accurately to any public records request for public records on social media. Content related to City business
shall be maintained in an accessible format and so that it can be produced in response to a request.
Wherever possible, such sites shall clearly indicate that any articles and any other content posted or
submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests
must be directed to the City Clerk’s Office.
5. Minnesota state law and relevant City of Maplewood records retention schedules apply to social media
formats and social media content as reflected in the City’s records retention policy.. In most cases, content
on the City’s social media sites is expected to be transitory, incidental or non-vital in nature and therefore
shall be retained “until read”. However, any content posted that does constitute the official record will be
retained according to the City of Maplewood records retention schedule on a City server in a format that
preserves the integrity of the original record and is easily accessible. City of Maplewood social media site
articles and comments containing any of the following forms of content shall not be allowed:
5.1. Comments not topically related to the particular social medium article being commented upon;
5.2. Comments in support of or opposition to political campaigns or ballot measures;
5.3. Profane language or content;
5.4. Content that promotes, fosters or perpetuates discrimination on the basis of race, creed, color, age,
religion, gender, marital status, status with regard to public assistance, national origin, physical or
mental disability or sexual orientation;
5.5. Sexual content or links to sexual content;
5.6. Solicitations of commerce;
5.7. Conduct or encouragement of illegal activity;
5.8. Information that may tend to compromise the safety or security of the public or public systems; or
5.9. Content that violates a legal ownership interest of any other party.
5.10. Any harassing comments.
Guidelines
The City of Maplewood will determine, at its discretion, how its web-based social media sites will be designed,
implemented and managed as part of its overall communications and marketing strategy. City-related social
media sites administered by the Communications Division may be modified or removed by the city at any time
and without notice.
These guidelines must be displayed to users or made available by hyperlink. Any content removed based on
these guidelines must be retained, including the time, date and identity of the poster when available.
1. The City reserves the right to restrict or remove any content that is deemed in violation of this social media
policy or any applicable law. When a person’s comment is removed, the City will post a reason for removing
the post and archive it for data practices and records retention purposes. The record shall be maintained for
3 years.
2. The City will approach the use of social media tools as consistently as possible, enterprise-wide.
3. All new social media tools proposed for City use will be approved by the Communications Manager.
4. Individual City departments are discouraged from requesting an individual social media presence, and
should instead utilize the City’s official pages in coordination with the Communications Department.
5. Administration of City of Maplewood social media sites.
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City of Maplewood - Communications
5.1. The Communications staff will maintain a list of social media tools which are approved for use by City
departments and staff.
5.2. Communications staff will maintain a list of all City of Maplewood social media sites, including login and
password information. Departmental public information officers will inform Communications staff of
any new social media sites or administrative changes to existing sites.
5.3. The Communication staff must be able to immediately edit or remove content from all social media
sites.
5.4. The Communications Manager, City Manager and Department Heads may monitor content on each of
the social media sites to ensure adherence to the Social Media Policy for appropriate use, message and
branding consistent with the goals of City of Maplewood.
5.5. Violation of these standards may result in the removal of pages from social media outlets. The
Communications Manager retains the authority to remove information and site access to department
personnel.
Potential Uses for Social Media
Uses for Social Media include (but are not limited to):
1. Sharing published news releases from the Maplewood
2. Publicizing Parks and Recreation and other programs sponsored by Maplewood
3. Publicizing new services, holiday closings or other information normally only found on the city’s primary
website
4. Issuing emergency alerts, road closures, or weather alerts affecting large numbers of citizens.
5. Engaging with citizens, local businesses and other relevant local groups and organizations, and
responding to questions and inquiries
6. Enhancing Maplewood’s brand by posting creative, interesting and fun updates on various Social Media
sites
7. Using various communications methods including, but not limited to, text, photography and video
Centralization: Employees, Non---Communications Departments, and Elected Officials
For the purposes of integrity, efficiency, expediency, and consistency, Maplewood’s social media outreach will
be centralized to the City’s communications department and then distributed to individual departments. This
may change in the future based on changing needs. In such a case, any departments wishing to create social
media accounts on their own must receive approval from the Communication manager before implementation
and follow the guidelines provided by the communications department.
Employees representing the City of Maplewood on the City’s social media sites must conduct themselves
professionally at all times as representatives of the City.
Elected officials should comply with the guidelines outlined in the City’s Technology, Communications, and
Social Media Policies. Two-way communication between elected or appointed officials should be strictly
avoided in order to prevent violating the Open Meeting Law.
The information expressed on a city social media page does not necessarily reflect the opinions and position of
the City of Maplewood government or its officers and employees.
(March, 2017)
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