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HomeMy WebLinkAbout02.13.23 RRC Packet Meeng Locaon: R ambling R iver C enter 325 O ak S treet Farmington, M N 55024 RAM B L I N G RI V E R C E N T E R A D V I SO RY BO AR D M E E T I N G A G E N DA F ebruary 13, 2023 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove J anuary 9, 2023 M eeng Minutes 4.P resentaons 5 B usiness I tems (a)Elect C hair and V ice-Chair (b)G arage S ale F undrais er 6.D iscussion I tems (a)Review O pen Meeng L aw (b)Review A dvis ory Board O rdinance and Bylaw s (c)Review Favor Farmington Expo (d)Parks and Facilies Tour with Parks and Recreaon Commission and City Council (e)A rts and Cra2s F undraiser (f)Review and Understand the S ix G eneraons L iving in the U nited S tates (g)2023 Work P lan Review 7.S taff Report (a)S taff Report 8.A dvisory B oard Roundtable (a)A dvisory Board Roundtable 9.Items for N ext M eeng A genda (a)I tems for the M arch 13, 2023 M eeng A genda 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A pprove J anuary 9, 2023 M eeng Minutes DATE:February 13, 2023 I N T R O D U C TI O N I ncluded in the meeng packet are dra* minutes from the advis ory board’s January 9, 2023 meeng. D I S C U S S I O N A dvisory board members s hould review the dra* minutes to determine if there are any correcons or edits that need to be made prior to approval. A C T I O N R EQ U E S T E D The advisory board is being as ked to review the a0ached dra* J anuary 9, 2023 meeng minutes , make any correcons needed, and then approve the meeng minutes . AT TA C H M E N T S : Type D es cripon Backup M aterial D ra* J anuary 9, 2023 M eeng Minutes . City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers JANUARY 9, 2023 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Pennie Page called meeting to order at 9:31 a.m. Members Present: Blanche Reichert, Mary Garlets, Pennie Page, Pat Hennen, Larry Smith, Judy Janke and Marge Koski Members absent: Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck, and David McKnight 2. Approve Agenda Director Omlid requested that 4. (a) David McKnight be added to the agenda. Motion with requested changed made by Reichert seconded by Koski to approve January 9, 2023 agenda. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion made by Hennen to approve December 12, 2022 meeting minutes and seconded by Smith, APIF. Motion carried. 4. Presentations A. David McKnight David McKnight surprised the advisory board with a check for $5,000 to complete the fundraising for the passenger van. He told the advisory board their efforts are not going unnoticed and congratulated them on reaching their goal. The advisory board was very surprised and thankful. Pictures were taken to document the generous donation. 5. Business Items A. Approve 2023 Work Plan Chair Page reviewed the goals of the 2023 work plan. Motion by Garlets, seconded by Janke to approve 2023 work plan. APIF. Motion carried. Garlets and Janke agreed to begin researching the six generations living in America and report back at the February meeting. 6. Discussion Items A. Arts and Crafts Fundraiser The evaluation of last years arts and crafts fundraiser was reviewed. Consensus was to leave the vendors rate the same in 2023 and add an online registration option that is $5 more to cover processing fees. B. Garage Sale Fundraiser Discussion was held on the profits compared to the labor needed to run a garage sale. A raffle was also discussed. Kohlbeck shared how the Gillespie Center runs their raffle. Kohlbeck will reach out to a non- profit to see if there is interest in working together on a raffle. A decision will be made on holding the garage sale at the February meeting. C. Favor Farmington Expo The Rambling River Center and the Model Railroad Club will be at the City of Farmington tables at the Favor Farmington Expo. Koski and Janke will work the Expo from 9 – 10:30 a.m. and Reichert and Page will work from 10:30 a.m. to 12 p.m. We will have packets of information, the display, drawings for a free membership, and MDC cards. D. Chair and Vice Chair Elections During February Meeting Smith and Reichert both thanked Page for being the chair and told her she does a good job. Page is willing to chair again, but does not want to take the opportunity away from anyone else. Janke asked what is involved in the vice-chair position and may be interested in it. Director Omlid asked them to think more about it and declare their intentions to run at the February meeting. 7. Staff Report Informational Updates • The first “Much at Lunch” will be held at the end of January with Elvis as entertainment. • Recreation Supervisor Kohlbeck researched room assignment screens. Any monitor will work, it is the software that has to be purchased. Director Omlid will double check that room assignments can be done with RecTrac. • Director Omlid stated we are still waiting to hear about the grant funding. 8. Advisory Board Roundtable Smith – Nothing Janke – Nothing Hennen – Nothing Garlets – Will set up a talk about electronic security. Koski – Nothing Page – Can we do a class with Dakota County on transportation and a class with students to teach seniors how to order groceries? Reichert – Good discussion today. 9. Agenda Items for February 13, 2023 meeting • Elect Chair and Vice chair • 2023 Garage Sale Fundraiser • Open Meeting Law Review • Advisory Board Bylaws Review • Review Favor Farmington Expo • Parks and Facilities Tour with Parks and Recreation Commission and City Council • 2023 Arts and Crafts Fair • Review and Understand the Six Generation Living in the United States • 2023 Work Plan Review 10. 10. Adjourn Motion by Hennen and seconded by Koski to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor and Recording Secretary TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Elect C hair and V ice-Chair DATE:February 13, 2023 I N T R O D U C TI O N This is the firs t meeng a,er the city council made appointments to the advisory board. A ccording to city ordinance, February is the month w hen officers are elected for the advis ory board. O fficers to be elected are the chair and vice-chair posions . Both of these pos ions are for a one-year term. D I S C U S S I O N Chair Page w ill first call for nominaons for the chair pos ion. I f any member is interested in becoming the chair, they s hould indicate they are interes ted. Chair Page w ill connue to call for chair nominaons tw o more mes and if no one else indicates they are interes ted in the chair pos ion, the nominaon w ill be closed. O nce all members w ho are interes ted in becoming the chair are known, a vote will be taken for the posion. O nce the chair is elected, then the pers on elected as the chair will repeat the nominaon and vong proces s for the vice-chair pos ion. A C T I O N R EQ U E S T E D A dvisory board members s hould come prepared to make their interest in either pos ion know n. A ll members are being asked to vote during the elecon of the chair and vice-chair pos ions. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:G arage S ale F undrais er DATE:February 13, 2023 I N T R O D U C TI O N The Rambling River C enter holds a garage s ale fundrais er on an odd numbered years bas is and typically in the fall. The last garage sale fundraiser was held in 2019, as the 2021 fundrais er w as pushed to 2022 becaus e of C ovid-19. H owever, in 2022, the advis ory board decided not to hold the garage sale fundrais er becaus e of the 40th A nniversary Celebraon being held in S eptember and the amount of me required to make both events s uccessful. D I S C U S S I O N At the January meeng, advisory board members and staff discussed the benefits and concerns of holding a garage s ale fundrais er. I t w as als o dis cus s ed to explore holding an alternate fundraiser, s pecifically a raffle. A C T I O N R EQ U E S T E D A dvisory board members are as ked to come to the meeng prepared to dis cus s the garage sale and make a decision to hold it or not in 2023. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review O pen Meeng L aw DATE:February 13, 2023 I N T R O D U C TI O N The O pen Meeng L aw (M innesota S tatutes Chapter 13 D ) requires public bodies to meet in open s ession unless otherwise permi-ed and provide meeng noces to the public. This law applies to both s tate-level public bodies and local public bodies , such as county boards, city councils, and school boards. D I S C U S S I O N This law als o applies to city boards and commis s ions , including the Rambling River C enter A dvis ory Board. I t is important to understand the open meeng law and how it affects the work you do as a board member for the C ity of Farmington. The open meeng law requires meengs of public bodies must generally be open to the public. I t s erves three vital purpos es: P rohibits acons from being taken at a s ecret meeng w here the interested public cannot be fully informed of the decisions of public bodies or detect improper influences. Ens ures the public’s right to be informed. G ives the public an opportunity to present its view s . City s taff is res pons ible for making s ure meeng dates, mes, and locaons are made public in a mely manner. A s a Rambling River Center advis ory board member, each of you are res pons ible for and to remember the follow ing in regards to the open meeng law : Avoid gathering in a quorum (4+ members ) outs ide of the regular meeng. I f a quorum is present at a s ocial gathering, please do not dis cus s , decide, or receive informaon on city busines s . There are few excepons to the open meeng law. The excepons us ually pertain to city council on a limited number of topics (i.e. labor negoaons ) that permit them to hold a closed meeng. S erial discussions betw een less than a quorum could violate the open meeng law under certain circums tances . Avoid phone calls, emails, texts, and social media to discuss city bus iness to avoid having a s erial meeng. H ave thes e discussions during regular meengs. A ny person who intenonally violates the open meeng law is s ubject to a civil penalty up to $300 for a s ingle occurrence. The public body may not pay the penalty. A C T I O N R EQ U E S T E D I ncluded in the packet is informaon about the open meeng law that was put together by the League of Minnes ota C ies . Board members are asked to read the open meeng law informaon prior to the meeng, come prepared to discuss, and as k any ques ons you have. AT TA C H M E N T S : Type D es cripon Backup M aterial O pen M eeng Law I nformaon RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 12 Minn. Stat. § 645.44, subd. 5. If a holiday falls on a Saturday, the preceding Friday is considered to be a holiday. If a holiday falls on a Sunday, the next Monday is considered to be a holiday. Minn. Stat. § 645.15. See Section I-B-2 for more information about notice for special meetings. State law does not prohibit meetings on weekends. However, state law regulating how time is computed for the purpose of giving any required notice provides that if the last day of the notice falls on either a Saturday or a Sunday, that day cannot be counted. For example, if notice for a special meeting to be held on a Saturday or Sunday is required, the third day of that notice would need to be provided on the preceding Friday. Minn. Stat. § 204C.03. Minn. Stat. § 202A.19. Minnesota election law provides that meetings are prohibited between 6 p.m. and 8 p.m. on any election day, including a local general or special election. Therefore, if a school district is holding a special election on a particular day, no other unit of government totally or partially within the school district may hold a meeting between 6 p.m. and 8 p.m. Meetings are also prohibited after 6 p.m. on the day of a major political precinct caucus. II. Open meeting law See LMC information memo, Meetings of City Councils, for more information about the open meeting law. A. Purpose Minn. Stat. § 13D.01. St. Cloud Newspapers, Inc. v. Dist. 742 Community Schools, 332 N.W.2d 1 (Minn. 1983). The open meeting law requires that meetings of public bodies must generally be open to the public. It serves three vital purposes: • Prohibits actions from being taken at a secret meeting where the interested public cannot be fully informed of the decisions of public bodies or detect improper influences. • Ensures the public’s right to be informed. • Gives the public an opportunity to present its views. B. Public notice See section I-Types of council meetings and notice requirements. Minn. Stat. § 13D.04, subd. 7. Public notice generally must be provided for meetings of a public body subject to the open meeting law. The notice requirements depend on the type of meeting. However, if a person receives actual notice of a meeting at least 24 hours before the meeting, all notice requirements under the open meeting law are satisfied regardless of the method of receipt. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 13 C. Location Quast v. Knutson, 276 Minn. 340, 150 N.W.2d 199 (1967). (Holding that a school board violated the open meeting law when it held a meeting in a room located 20 miles outside the school district). DPO 18- 003. The Minnesota Supreme Court has held that, to meet the statutory requirement that meetings of public bodies shall be open to the public, “it is essential that such meetings be held in a public place located within the territorial confines of the [public body] involved.” D. Printed materials Minn. Stat. § 13D.01, subd. 6. DPO 08-015. DPO 17- 006. DPO 13-015 (noting that the open meeting law “is silent with respect to agendas; it neither requires them nor prohibits them”). DPO 18-003. DPO 18-011. Minn. Stat. § 13D.01, subd. 6. At least one copy of the printed materials relating to agenda items that are provided to the council at or before a meeting must also be made available for public inspection in the meeting room while the governing body considers the subject matter. This requirement does not apply to materials classified by law as other than public or to materials relating to the agenda items of a closed meeting. E. Groups governed by the open meeting law Minn. Stat. § 13D.01, subd. 1. Under the Minnesota open meeting law, all city council meetings and executive sessions must be open to the public with only a few exceptions. Minn. Stat. § 465.719, subd. 9. The open meeting law also requires meetings of a public body or of any committee, subcommittee, board, department, or commission of a public body to be open to the public. For example, the governing bodies of local public pension plans, housing and redevelopment authorities, economic development authorities, and city-created corporations are subject to the open meeting law. Southern Minnesota Municipal Power Agency v. Boyne, 578 N.W.2d 362 (Minn. 1998). The Minnesota Supreme Court has held, however, that the governing body of a municipal electric power agency is not subject to the open meeting law because the Legislature has granted these agencies authority to conduct their affairs as private corporations. F. Gatherings governed by the open meeting law Moberg v. Indep. Sch. Dist. No. 281, 336 N.W.2d 510 (Minn. 1983). St. Cloud Newspapers, Inc. v. Dist. 742 Community Schools, 332 N.W.2d 1 (Minn. 1983). The open meeting law does not define the term “meeting.” The Minnesota Supreme Court, however, has ruled that meetings are gatherings of a quorum or more members of the governing body—or a quorum of a committee, subcommittee, board, department, or commission thereof—at which members discuss, decide, or receive information as a group on issues relating to the official business of that governing body. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 14 Minn. Stat. § 412.191, subd. 1. Minn. Stat. § 645.08(5). For most public bodies, including statutory cities, a majority of its qualified members constitutes a quorum. Charter cities may provide that a different number of members of the council constitutes a quorum. See Section II-G-4 for more information about serial meetings. The open meeting law does not generally apply in situations where less than a quorum of the council is involved. However, serial meetings, in groups of less than a quorum, that are held to avoid the requirements of the open meeting law may be found to violate the law, depending on the specific facts. G. Open meeting law exceptions Minn. Stat. § 13D.05, subd. 1(d). The open meeting law is designed to favor public access. Therefore, the few exceptions that exist are carefully limited to avoid abuse. All closed meetings (except those closed under the attorney-client privilege) must be electronically recorded at the expense of the public body. Unless otherwise provided by law, the recordings must be preserved for at least three years after the date of the meeting. Minn. Stat. § 13D.01, subd. 3. Before closing a meeting under any of the following exceptions, a city council must make a statement on the record that includes the specific grounds that permit the meeting to be closed and describes the subject to be discussed. DPO 14-005. DPO 13-012. DPO 06-020. DPO 14-005. See The Free Press v. County of Blue Earth, 677 N.W.2d 471 (Minn. Ct. App. 2004) The commissioner of the Minnesota Department of Administration has advised that a member of the public body (and not its attorney) must make the statement on the record. The commissioner has also advised that citing the specific statutory authority that permits the closed meeting is the simplest way to satisfy the requirement for stating the specific grounds permitting the meeting to be closed. (holding that the county’s statement that it was closing a meeting under the attorney-client privilege to discuss “pending litigation” did not satisfy the requirement of describing the subject to be discussed at the closed meeting). Both the commissioner and the Minnesota Court of Appeals have concluded that something more specific than a general statement is needed to satisfy the requirement of providing a description of the subject to be discussed. Minn. Stat. § 13D.04, subd. 5. The same notice requirements that apply to open meetings also apply to closed meetings. For example, if a closed meeting takes place at a regular meeting, the notice requirements for a regular meeting apply. Likewise, if a closed meeting takes place as a special meeting or as an emergency meeting, the notice requirements for a special meeting or an emergency meeting would apply. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 15 1. Labor negotiations Minn. Stat. § 13D.03, subd. 1 (b). DPO 13-012. Minn. Stat. §§ 179A.01-.25. The city council may, by majority vote in a public meeting, decide to hold a closed meeting to consider its strategy for labor negotiations, including negotiation strategies or developments or discussion of labor-negotiation proposals conducted pursuant to Minnesota Statutes sections 179A.01 to 179A.25. The council must announce the time and place of the closed meeting at the public meeting. Minn. Stat. § 13D.03, subds. 1(d), 2. See Closing a Meeting from DPO. DPO 05-027. DPO 00-037. After the closed meeting, a written record of all members of the city council and all other people present must be available to the public. The council must record the proceedings at city expense and preserve the recording for two years after signing the contract. The tape-recording must be available to the public after all labor contracts are signed for the current budget period. Minn. Stat. § 13D.03, subd. 3. If someone claims the council conducted public business other than labor negotiations at the closed meeting, a court must privately review the recording of the meeting. If the court finds the law was not violated, the action must be dismissed, and the recording sealed and preserved. If the court determines a violation of the open meeting law may exist, the recording may be introduced at trial in its entirety, subject to any protective orders requested by either party and deemed appropriate by the court. 2. Not public data under the Minnesota Government Data Practices Act Minn. Stat. § 13D.05, subd. 2. The general rule is that meetings cannot be closed to discuss data that are not public under the Minnesota Government Data Practices Act. A meeting must be closed, however, if certain not public data is discussed. Any portion of a meeting must be closed if expressly required by law or if any of the following types of not public data are discussed: Minn. Stat. §§ 144.291- .298. • Data that would identify victims or reporters of criminal sexual conduct, domestic abuse, or maltreatment of minors or vulnerable adults. • Active investigative data created by a law-enforcement agency, or internal-affairs data relating to allegations of law-enforcement personnel misconduct. • Educational, health, medical, welfare, or mental-health data that are not public data. • Certain medical records. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 16 Minn. Stat. § 13D.05, subd. 1(d). A closed meeting held to discuss any of the not public data listed above must be electronically recorded, and the recording must be preserved for at least three years after the meeting. Minn. Stat. § 13D.05, subd. 1 (b), (c). DPO 09-012. Other not public data may be discussed at an open meeting without liability or penalty if the disclosure relates to a matter within the scope of the public body’s authority, and it is reasonably necessary to conduct the business or agenda item before the public body. The public body, however, should make reasonable efforts to protect the data from disclosure. Data discussed at an open meeting retains its original classification; however, a record of the meeting shall be public. 3. Misconduct allegations or charges Minn. Stat. § 13D.05, subds. 1(d), 2(b). DPO 03- 020. (Advising that when a meeting is closed under this exception, Minn. Stat. § 13.43, subd. 2 requires the government entity to identify the individual who is being discussed). A public body must close one or more meetings for “preliminary consideration” of allegations or charges of misconduct against an individual subject to its authority. This type of meeting must be open at the request of the individual who is the subject of the meeting. If the public body concludes discipline of any nature may be warranted, further meetings or hearings relating to the specific charges or allegations that are held after that conclusion is reached must be open. This type of meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. DPO 14-004. The commissioner of the Minnesota Department of Administration has advised that a city could not close a meeting under this exception to consider allegations of misconduct against a job applicant who had been extended a conditional offer of employment. The job applicant was not a city employee. The commissioner reasoned that the city council had no authority to discipline the job applicant or to direct his actions in any way; therefore, he was not “an individual subject to its authority.” DPO 10-001. Minn. Stat. § 13.43. The commissioner has also advised that a recording of a closed meeting for preliminary consideration of misconduct allegations is private personnel data under Minn. Stat. § 13.43, subd. 4, and is accessible to the subject of the data but not to the public. The commissioner noted that at some point in time, some or all of the data on the recording may become public under Minn. Stat. § 13.43, subd. 2. For example, if the employee is disciplined and there is a final disposition, certain personnel data becomes public. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 17 4. Performance evaluations Minn. Stat. § 13D.05, subds. 1(d), 3(a). See DPO 14-007, DPO 15-002, and DPO 16-002 (discussing what type of summary satisfies the open meeting law). A public body may close a meeting to evaluate the performance of an individual who is subject to its authority. The public body must identify the individual to be evaluated before closing the meeting. DPO 05-013 (advising that a government entity could close a meeting under this exception to discuss its contract with an independent contractor when that contractor is an individual human being). At its next open meeting, the public body must summarize its conclusions regarding the evaluation. This type of meeting must be open at the request of the individual who is the subject of the meeting. If this type of meeting is closed, it must be electronically recorded, and the recording must be preserved for at least three years after the meeting. 5. Attorney-client privilege Minn. Stat. § 13D.05, subd. 3 (b). Brainerd Daily Dispatch, LLC v. Dehen, 693 N.W.2d 435 (Minn. Ct. App. 2005). Prior Lake American v. Mader, 642 N.W.2d 729 (Minn. 2002). Northwest Publications, Inc. v. City of St. Paul, 435 N.W.2d 64 (Minn. Ct. App. 1989). A meeting may be closed if permitted by the attorney-client privilege. Meetings between a government body and its attorney to discuss active or threatened litigation may only be closed, under the attorney-client privilege, when a balancing of the purposes served by the attorney-client privilege against those served by the open meeting law dictates the need for absolute confidentiality. Minneapolis Star & Tribune v. Housing and Redevelopment Authority in and for the City of Minneapolis, 251 N.W.2d 620 (Minn. 1976). DPO 14-005. DPO 14-017. DPO 16-003. DPO 17-003. The need for absolute confidentiality should relate to litigation strategy and will usually arise only after the city has made a substantive decision on the underlying matter. This privilege may not be abused to suppress public observations of the decision-making process and does not include situations where the council will be receiving general legal opinions and advice on the strengths and weaknesses of a proposed underlying action that may give rise to future litigation. 6. Purchase or sale of real or personal property Minn. Stat. § 13D.05, subd. 3 (c). A public body may close a meeting to: Minn. Stat. § 13.44, subd. 3. • Determine the asking price for real or personal property to be sold by the public body. • Review confidential or protected nonpublic appraisal data. • Develop or consider offers or counteroffers for the purchase or sale of real or personal property. Minn. Stat. § 13D.05, subd. 3 (c). Before holding a closed meeting under this exception, the public body must identify on the record the particular real or personal property that is the subject of the closed meeting. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 18 See Closing a Meeting from DPO. Vik v. Wild Rice Watershed Dist., No. A09-1841 (Minn. Ct. App. Aug. 10, 2010) (unpublished decision) (holding that this exception authorizes closing a meeting to discuss the development or consideration of a property transaction and is not limited to the discussion of specific terms of advanced negotiations). DPO 08-001. DPO 14-014. The closed meeting must be recorded. The recording must be preserved for eight years and must be made available to the public only after all real or personal property discussed at the meeting has been purchased or sold, or after the public body has abandoned the purchase or sale. The real or personal property that is being discussed must be identified on the recording. A list of members and all other persons present at the closed meeting must be made available to the public after the closed meeting. The actual purchase or sale of the real or personal property must be approved at an open meeting, and the purchase or sale price is public data. 7. Security reports Minn. Stat. § 13D.05, subd. 3 (d). Meetings may be closed to receive security briefings and reports, to discuss issues related to security systems, to discuss emergency-response procedures, and to discuss security deficiencies in or recommendations regarding public services, infrastructure, and facilities, if disclosure of the information would pose a danger to public safety or compromise security procedures or responses. Financial issues related to security matters must be discussed and all related financial decisions must be made at an open meeting. See Closing a Meeting from DPO. Before closing a meeting under this exception, the public body must, when describing the subject to be discussed, refer to the facilities, systems, procedures, services or infrastructures to be considered during the closed meeting. The closed meeting must be recorded, and the recording must be preserved for at least four years. H. Common issues 1. Interviews Channel 10, Inc. v. Indep. Sch. Dist. No. 709, 215 N.W.2d 814 (Minn. 1974). The Minnesota Supreme Court has ruled that a school board must interview prospective employees for administrative positions in open sessions. The court reasoned that the absence of a statutory exception indicated that the Legislature intended such sessions to be open. As a result, a city council should conduct any interviews of prospective officers and employees at an open meeting if a quorum or more of the council will be present. Mankato Free Press v. City of North Mankato, 563 N.W.2d 291 (Minn. Ct. App. 1997). The Minnesota Court of Appeals considered a situation where individual council members conducted separate, serial interviews of candidates for a city position in one-on-one closed interviews. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 19 The district court found that no “meeting” of the council had occurred because there was never a quorum of the council present during the interviews. However, the court of appeals sent the case back to the district court for a determination of whether the council members had conducted the interview process in a serial fashion to avoid the requirements of the open meeting law. Mankato Free Press v. City of North Mankato, No. C9- 98-677 (Minn. Ct. App. Dec. 15, 1998) (unpublished decision). On remand, the district court found that the individual interviews were not done to avoid the requirements of the open meeting law. This decision was also appealed, and the court of appeals affirmed the district court’s decision. Cities that want to use this type of interview process should first consult their city attorney. 2. Informational meetings and committees St. Cloud Newspapers, Inc. v. Dist. 742 Community Schools, 332 N.W.2d 1 (Minn. 1983). The Minnesota Supreme Court has held that informational seminars about school-board business, which the entire board attends, must be noticed and open to the public. As a result, it appears that any scheduled gatherings of a quorum or more of a city council must be properly noticed and open to the public, regardless of whether the council takes or contemplates taking action at that gathering. This includes meetings and work sessions where members receive information that may influence later decisions. Many city councils create committees to make recommendations regarding a specific issue. Commonly, such a committee will be responsible for researching the issue and submitting a recommendation to the council for its approval. DPO 08-007. DPO 13-015. These committees are usually advisory, and the council is still responsible for making the final decision. This type of committee may be subject to the open meeting law. Some factors that may be relevant in deciding whether a committee is subject to the open meeting law include: how the committee was created and who its members are; whether the committee is performing an ongoing function, or instead, is performing a one-time function; and what duties and powers have been granted to the committee. DPO 05-014. For example, the commissioner of the Minnesota Department of Administration has advised that “standing” committees of a city hospital board that were responsible for management liaison, collection of information, and formulation of issues and recommendations for the board were subject to the open meeting law. The advisory opinion noted that the standing committees were performing tasks that relate to the ongoing operation of the hospital district and were not performing a one-time or “ad hoc” function. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 20 DPO 07-025. In contrast, the commissioner has advised that a city’s Free Speech Working Group, consisting of citizens and city officials appointed by the city to meet to develop and review strategies for addressing free-speech concerns relating to a political convention, was not subject to the open meeting law. The advisory opinion noted that the group did not have decision-making authority. A.G. Op. 63a-5 (Aug. 28, 1996). Sovereign v. Dunn, 498 N.W.2d 62 (Minn. Ct. App. 1993). DPO 07-025. It is common for city councils to appoint individual council members to act as liaisons between the council and particular council committees or other government entities. The Minnesota Court of Appeals considered a situation where the mayor and one other member of a city council attended a series of mediation sessions regarding an annexation dispute that were not open to the public. The Court of Appeals held that the open meeting law did not apply to these meetings concluding “that a gathering of public officials is not a ‘committee, subcommittee, board, department or commission’ subject to the open meeting law unless the group is capable of exercising decision- making powers of the governing body.” The Court of Appeals also noted that the capacity to act on behalf of the governing body is presumed where members of the group comprise a quorum of the body and could also arise where there has been a delegation of power from the governing body to the group. If a city is unsure whether a meeting of a committee, board, or other city entity is subject to the open meeting law, it should consult its city attorney or consider seeking an advisory opinion from the commissioner of the Minnesota Department of Administration. Thuma v. Kroschel, 506 N.W.2d 14 (Minn. Ct. App. 1993). DPO 16-005. Notice for a special meeting of the city council may be needed if a quorum of the council will be present at a committee meeting and will be participating in the discussion. For example, when a quorum of a city council attended a meeting of the city’s planning commission, the Minnesota Court of Appeals ruled that there was a violation of the open meeting law not because the council members simply attended the meeting but because the council members conducted public business in conjunction with that meeting. A.G. Op. 63a-5 (Aug. 28, 1996). Based on this decision, the attorney general has advised that mere attendance by council members at a meeting of a council committee held in compliance with the open meeting law would not constitute a special city council meeting requiring separate notice. The attorney general cautioned, however, that the additional council members should not participate in committee discussions or deliberations absent a separate special-meeting notice of a city council meeting. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 21 3. Social gatherings St. Cloud Newspapers, Inc. v. Dist. 742 Community Schools, 332 N.W.2d 1 (Minn. 1983). Moberg v. Indep. Sch. Dist. No. 281, 336 N.W.2d 510 (Minn. 1983). Hubbard Broadcasting, Inc. v. City of Afton, 323 N.W.2d 757 (Minn. 1982). Social gatherings of city council members will not be considered a meeting subject to the requirements of the open meeting law if there is not a quorum present, or, if a quorum is present, if the quorum does not discuss, decide, or receive information on official city business. The Minnesota Supreme Court has ruled that a conversation between two city council members over lunch about a land-use application did not violate the open meeting law because a quorum of the council was not present. 4. Serial meetings Moberg v. Indep. Sch. Dist. No. 281, 336 N.W.2d 510 (Minn. 1983). DPO 10-011. DPO 06-017. The Minnesota Supreme Court has noted that meetings of less than a quorum of a public body held serially to avoid a public meeting or to fashion agreement on an issue of public business may violate the open meeting law. Mankato Free Press v. City of North Mankato, 563 N.W.2d 291 (Minn. Ct. App. 1997). The Minnesota Court of Appeals considered a situation where individual council members conducted separate, serial interviews of candidates for a city position in one-on-one closed interviews. The district court found that no “meeting” of the council had occurred because there was never a quorum of the council present during the interviews. However, the court of appeals sent the case back to the district court for a determination of whether the council members had conducted the interview process in a serial fashion to avoid the requirements of the open meeting law. Mankato Free Press v. City of North Mankato, No. C9- 98-677 (Minn. Ct. App. Dec. 15, 1998) (unpublished decision). On remand, the district court found that the individual interviews were not done to avoid the requirements of the open meeting law. This decision was also appealed, and the court of appeals affirmed the district court’s decision. Cities that want to use this type of interview process with job applicants should first consult their city attorney. 5. Training sessions Compare St. Cloud Newspapers, Inc. v. Dist. 742 Community Schools, 332 N.W.2d 1 (Minn. 1983) and A.G. Op. 63a-5 (Feb. 5, 1975). DPO 16-006. It is not clear whether the participation of a quorum or more of the members of a city council in a training program would be defined as a meeting under the open meeting law. The determining factor would likely be whether the program includes a discussion of general training information or a discussion of specific matters relating to an individual city. A.G. Op. 63a-5 (Feb. 5, 1975). DPO 16-006. The attorney general has advised that a city council’s participation in a non- public training program devoted to developing skills was not a meeting subject to the open meeting law. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 22 The commissioner of the Department of Administration has likewise advised that a school board’s participation in a non-public team-building session to “improve trust, relationships, communications, and collaborative problem solving among Board members,” was not a meeting subject to the open meeting law if the members are not “gathering to discuss, decide, or receive information as a group relating to ‘the official business’ of the governing body.” However, the opinion also advised that if there were to be any discussion of specific official business by the attending members, either outside or during training sessions, it could be a violation of the open meeting law. 6. Telephone, email, and social media Moberg v. Indep. Sch. Dist. No. 281, 336 N.W.2d 510 (Minn. 1983). DPO 17-005 (advising communication through a letter violated the open meeting law). It is possible that communication through telephone calls, email, or other technology could violate the open meeting law. The Minnesota Supreme Court has indicated that communication through letters and telephone calls could violate the open meeting law under certain circumstances. Best practice to share information with the entire council is to send it to city staff and have them distribute it. If a council member needs to email the entire council, they should use blind carbon copy (BCC) to add recipients to avoid accidental use of reply all which may constitute the initiation of a discussion among a quorum of the public body. DPO 09-020. DPO 14-015. The commissioner of the Department of Administration has advised that back-and-forth email communications among a quorum of a public body that was subject to the open meeting law in which the members commented on and provided direction about official business violated the open meeting law. However, the commissioner also advised that “one-way communication between the chair and members of a public body is permissible, such as when the chair or staff sends meeting materials via email to all board members, as long as no discussion or decision-making ensues.” O’Keefe v. Carter, No. A12-0811 (Minn. Ct. App. Dec. 31, 2012) (unpublished decision). In contrast, an unpublished decision by the Minnesota Court of Appeals concluded that email communications are not subject to the open meeting law because they are written communications and are not a “meeting” for purposes of the open meeting law. The decision also noted that even if email communications are subject to the open meeting law, the substance of the emails in question did not contain the type of discussion that would be required for a prohibited “meeting” to have occurred. The court of appeals noted that the substance of the email messages was not important and controversial; instead, the email communications discussed a relatively straightforward operational matter. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 23 The decision also noted that the town board members did not appear to make any decisions in their email communications. Because this decision is unpublished, it is not binding precedent on other courts. In addition, the outcome of this decision might have been different if the email communications had related to something other than operational matters, for example, if the board members were attempting to build agreement on a particular issue that was going to be presented to the town board at a future meeting. Minn. Stat. § 13D.065. The open meeting law was amended in 2014 to provide that “the use of social media by members of a public body does not violate the open meeting law as long as the social media use is limited to exchanges with all members of the general public.” Email is not considered a type of social media under the new law. The open meeting law does not define the term “social media,” but this term is generally understood to mean forms of electronic communication, including websites for social networking like Facebook, LinkedIn, Instagram, and Twitter through which users create online communities to share information, ideas, and other content. It is important to remember that the use of social media by council members could still be used to support other claims such as claims of defamation or of conflict of interest in decision-making. As a result, council members should make sure that any comments they make on social media are factually correct and should not comment on issues that will come before the council in the future for a quasi-judicial hearing and decision, such as the consideration of whether to grant an application for a conditional use permit. See II-G-4 - Serial meetings. It is also important to remember that serial discussions between less than a quorum of the council could violate the open meeting law under certain circumstances. As a result, city councils and other public bodies should take a conservative approach and should not use telephone calls, email, or other technology to communicate back and forth with other members of the public body if both of the following circumstances exist: • A quorum of the council or public body will be contacted regarding the same matter. • Official business is being discussed. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 24 Minn. Stat. § 13.02, subd. 7. Another thing council members should be careful about is which email account they use to receive emails relating to city business because such emails likely would be considered government data that is subject to a public-records request under the Minnesota Government Data Practices Act (MGDPA). The best option would be for each council member to have an individual email account that the city provides, and city staff manage. However, this is not always possible for cities due to budget, size, or logistics. If council members don’t have a city email account, there are some things to think about before using a personal email account for city business. First, preferably only the council member should have access to the personal email account. Using a shared account with other family members could lead to incorrect information being communicated from the account, or incoming information being inadvertently deleted. Also, since city emails are government data, city officials may have to separate personal emails from city emails when responding to a public-records request under the MGDPA. Second, if the account a city council member wants to use for city business is tied to a private employer, that private employer may have a policy that restricts this kind of use. Even if a private employer allows this type of use, it is important to be aware that in the event of a public-records request under the MGDPA or a discovery request in litigation, the private employer may be compelled to have a search done of a council member’s email communications on the private employer’s equipment or to restore files from a backup or archive. See Handbook, Records Management, for more information about records management. What may work best is to use a free, third-party email service, such as Gmail or Hotmail, for your city account and to avoid using that email account for any personal email or for anything that may constitute an official record of city business since such records must be retained in accordance with the state records-retention requirements. I. Advisory opinions 1. Department of Administration Minn. Stat. § 13.072, subd. 1 (b). See Minnesota Department of Administration, Data Practices for an index of advisory opinions. The commissioner of the Minnesota Department of Administration has authority to issue non-binding advisory opinions on certain issues related to the open meeting law. A $200 fee is required. The Data Practices Office (DPO) handles these requests. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 25 See Requesting an Open Meeting Law Advisory Opinion. A public body, subject to the open meeting law, can request an advisory opinion. A person who disagrees with the way members of a governing body perform their duties under the open meeting law can also request an advisory opinion. 2. Attorney General Minn. Stat. § 8.07. See index of Attorney General Advisory Opinions from 1993 to present. The Minnesota Attorney General is authorized to issue written advisory opinions to city attorneys on “questions of public importance.” The Attorney General has issued several advisory opinions on the open meeting law. J. Penalties Minn. Stat. § 13D.06, subd. 1. Claude v. Collins, 518 N.W.2d 836 (Minn. 1994). Any person who intentionally violates the open meeting law is subject to personal liability in the form of a civil penalty of up to $300 for a single occurrence. The public body may not pay the penalty. A court may consider a council member’s time and experience in office to determine the amount of the civil penalty. Minn. Stat. § 13D.06, subd. 2. O’Keefe v. Carter, No. A12-0811 (Minn. Ct. App. Dec. 31, 2012) (unpublished decision). An action to enforce this penalty may be brought by any person in any court of competent jurisdiction where the administrative office of the governing body is located. In an unpublished decision, the Minnesota Court of Appeals concluded that this broad grant of jurisdiction authorized a member of a town board to bring an action against his own town board for alleged violations of the open meeting law. This same decision also concluded that a two-year statute of limitations applies to lawsuits under the open meeting law. Minn. Stat. § 13D.06, subd. 4. See LMC information memo, LMCIT Liability Coverage Guide, for information about insurance coverage for lawsuits under the open meeting law. The court may also award reasonable costs, disbursements, and attorney fees of up to $13,000 to any party in an action alleging a violation of the open meeting law. The court may award costs and attorney fees to a defendant only if the action is found to be frivolous and without merit. A public body may pay any costs, disbursements, or attorney fees incurred by or awarded against any of its members. Minn. Stat. § 13D.06, subd. 4. If a party prevails in a lawsuit under the open meeting law, an award of reasonable attorney fees is mandatory if the court determines that the public body was the subject of a prior written advisory opinion from the commissioner of the Minnesota Department of Administration, and the court finds that the opinion is directly related to the lawsuit and that the public body did not act in conformity with the opinion. A court is required to give deference to the advisory opinion. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 26 Minn. Stat. § 13D.06, subd. 4 (d). Coalwell v. Murray, No. C6-95-2436 (Minn. Ct. App. Aug 6, 1996) (unpublished decision). Elseth v. Hille, No A12- 1496 (Minn. Ct. App. May 13, 2013) (unpublished decision). No monetary penalties or attorney fees may be awarded against a member of a public body unless the court finds that there was intent to violate the open meeting law. Minn. Stat. § 13D.06, subd. 3 (a). Brown v. Cannon Falls Twp., 723 N.W.2d 31 (Minn. Ct. App. 2006). If a person is found to have intentionally violated the open meeting law in three or more separate actions involving the same governing body, that person must forfeit any further right to serve on the governing body or in any other capacity with the public body for a period of time equal to the term of office the person was serving. Minn. Stat. § 13D.06, subd. 3 (b). Minn. Const. art. VIII, § 5. Jacobsen v. Nagel, 255 Minn. 300, 96 N.W.2d 569 (1959). If a court finds a separate, third violation that is unrelated to the previous violations, it must declare the position vacant and notify the appointing authority or clerk of the governing body. As soon as practicable, the appointing authority or governing body shall fill the position as in the case of any other vacancy. Under the Minnesota Constitution, the Legislature may provide for the removal of public officials for malfeasance or nonfeasance. To constitute malfeasance or nonfeasance, a public official’s conduct must affect the performance of official duties and must relate to something of a substantial nature directly affecting the rights and interests of the public. Jacobsen v. Nagel , 255 Minn. 300, 96 N.W.2d 569 (1959). Claude v. Collins, 518 N.W.2d 836 (Minn. 1994). “Malfeasance” refers to evil conduct or an illegal deed. “Nonfeasance” is described as neglect or refusal, without sufficient excuse, to perform what is a public officer’s legal duty to perform. More likely than not, a violation of the open meeting law would be in the nature of nonfeasance. Although good faith does not nullify a violation, good faith is relevant in determining whether a violation amounts to nonfeasance. Sullivan v. Credit River Twp., 299 Minn. 170, 217 N.W.2d 502 (1974). Hubbard Broadcasting, Inc. v. City of Afton, 323 N.W.2d 757 (Minn. 1982). In re D & A Truck Line, Inc., 524 N.W.2d 1 (Minn. Ct. App. 1994). The open meeting law does not address whether actions taken at a meeting that does not comply with its requirements would be valid. Sullivan v. Credit River Township, 217 N.W.2d 502 (Minn. 1974). Lac Qui Parle-Yellow Bank Watershed Dist. v. Wollschlager, No. C6-96- 1023 (Minn. Ct. App. Nov. 12, 1996) (unpublished decision). DPO 11-004. Minnesota courts have generally refused to invalidate actions taken at an improperly closed meeting because this is not a remedy the open meeting law provides. RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 8/30/2022 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 27 Quast v. Knutson, 276 Minn. 340, 150 N.W.2d 199 (1967). But the Minnesota Supreme Court has held that an attempted school district consolidation was fatally defective when the initiating resolution was adopted at a meeting that was not open to the public. III. Meeting procedures A. Citizen involvement Any person may observe council meetings. In fact, the council should encourage citizen attendance to help raise awareness of the city’s problems and help create support for programs suggested by the council. Minn. Stat. § 13D.01, subd. 6. Citizens must be able to hear the discussion at a meeting and must be able to determine who votes for or against a motion. DPO 08-015. DPO 17-006. One copy of any printed materials relating to the agenda items of the meeting that have been distributed or made available to all members of the council must be made available to the audience unless doing so would violate the Minnesota Government Data Practices Act. Minn. Stat. § 412.191, subd. 2. Although anyone can attend council meetings, citizens cannot speak or otherwise participate in any discussions unless the mayor or the presiding officer recognizes them for this purpose. The decision to recognize speakers is usually up to the mayor or presiding officer, but the council can overrule this decision. The council can, through a motion, decide to hear one or more speakers from the audience. Participation in council meetings can be intimidating for the average citizen. Councils should make sure citizens are invited to participate when appropriate and listened to with courtesy. Individual council members should not argue with citizens. Citizens attend council meetings to give information for the council to consider. Discussions or debates between individual council members and citizens during council meetings is inappropriate and may reflect badly on the decision-making process. B. Recording and broadcasting of meetings A.G. Op. 63a-5 (Dec. 4, 1972). The public may make an audio or videotape of an open meeting if doing so does not have a significantly adverse impact on the order of the meeting. The city council may not prohibit dissemination or broadcast of the tape. Minn. Stat. § 13.03, subd. 1. Minn. Stat. § 13.02, subd. 7. Cities may also choose to record council meetings. The recording is a government record that must be kept in compliance with the city’s records- retention policy. It must also be made available to the public if it contains public data. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review A dvis ory Board O rdinance and Bylaw s DATE:February 13, 2023 I N T R O D U C TI O N The Farmington City Code is a huge compilaon of laws (ordinances ), and policies that have been adopted s ince 1872, w hen the city was incorporated. C ity codes provide ans w ers to many ques ons, s uch as how boards and commissions are to funcon including the Rambling River C enter A dvis ory Board (R R C A B). I n addion to the ordinance pertaining to the R R C A B, there are bylaw s . O ne of the board's goals of the 2020 w ork plan was to "Create Board Bylaws". These bylaw s w ere intended to idenfy rules s o the board operates cons is tently, there are clear expectaons for members, and the board can funcon in an orderly manner. The board developed bylaw s over several months in 2020, w hich included reviewing s ample bylaws from other senior organiz aons and deciding what to include in its bylaws. The board created dra5 bylaw s that it approved at its March 9, 2020 meeng and forwarded them to city council for approval. C ity council approved the R R C A B bylaw s at its M ay 4, 2020 meeng. D I S C U S S I O N I ncluded in the meeng packet are the ordinance and city council approved R R C A B bylaws. S ince the board has new members and hasn't reviewed the ordinance and bylaws recently, going forw ard they w ill be reviewed annually in February. A C T I O N R EQ U E S T E D Board members s hould review the ordinance and bylaws prior to the meeng, come prepared to discuss, and as k any ques on you have. AT TA C H M E N T S : Type D es cripon Backup M aterial O rdinance for Rambling River Center A dvisory Board Backup M aterial Rambling River Center A dvisory Board Bylaws CHAPTER 10 RAMBLING RIVER CENTER ADVISORY BOARD SECTION: 2-10-1: Board Established 2-10-2: Appointments 2-10-3: Criteria Adopted 2-10-1: BOARD ESTABLISHED: There is hereby established, a Rambling River Center Advisory Board (Advisory Board), the purpose of which shall be to make recommendations to the Park and Recreation Advisory Commission on all matters of broad policy regarding activities, programs and operations of the Rambling River Center. The Park and Recreation Advisory Commission shall advance a recommendation to the City Council on these matters. (Ord. 012-644, 5-21-2012) 2-10-2: APPOINTMENTS: Members shall apply to and be appointed by the City Council as described in subsections 2-10-3(D) and (G) of this chapter. (Ord. 012-644, 5-21-2012) 2-10-3: CRITERIA ADOPTED: The following criteria are hereby adopted: (A) Members; Officers: The Advisory Board shall consist of seven (7) members who shall choose from among themselves a Chair and a Vice Chair. (B) At Large Seats: All seats shall be at large. Membership should reflect the goals and concerns of the Rambling River Center. (C) Qualifications: Members shall be citizens of the United States and shall reside in the City of Farmington, Empire, Castle Rock or Eureka Townships. Members need not be senior citizens. (D) Terms: Terms shall be staggered so that there shall be continuity on the Advisory Board. Members shall be appointed for a three (3) year term, each beginning on February 1, providing for a rotation of two (2) members one year, two (2) members the next year and three (3) members the following year, et seq. Members may be reappointed. (Ord. 012-644, 5-21-2012) (E) Compensation: Effective February 1, 2018, members shall receive thirty dollars ($30.00) per meeting attended in addition to reasonable personal expenses. (Ord. 018-738, 3-19-2018) (F) Removal: Members may be removed by the City Council. The City Council may consider any recommendations from the Advisory Board or the Park and Recreation Advisory Commission regarding the removal of any members. (G) Vacancies: A vacancy shall be filled for the remainder of the term by the City Council per City Council policy 101-05-1997. (H) Budget: The Park and Recreation Director or designee shall review the annual operating and capital budget with the Advisory Board. (Ord. 012-644, 5-21-2012) FA192 2-11.txt TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review Favor Farmington Expo DATE:February 13, 2023 I N T R O D U C TI O N The Favor Farmington Expo w as held on S aturday, January 28, 2023 at the Farmington H igh S chool. S everal advisory board members and staff a0ended and provided informaon about the Rambling River Center. D I S C U S S I O N A dvisory board members w ho volunteered at the Favor Farmington Expo s hould provide feedback on w hat went w ell and w hat could be improved for 2024. A C T I O N R EQ U E S T E D A dvisory board members s hould dis cus s the 2023 Favor Farmington Expo, so any sugges ons can be cons idered for the 2024 Favor Farmington Expo. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Parks and Facilies Tour with Parks and Recreaon Commission and City Council DATE:February 13, 2023 I N T R O D U C TI O N The Parks and Recreaon Commission (P R C ), Rambling River C enter A dvis ory Board (R R C A B) and City Council hold a parks and facilies tour annually in A ugus t. D I S C U S S I O N The P R C at its J anuary 11, 2023 meeng idenfied A ugus t 16, 23, and 30 at 6:00 p.m. as potenal tour dates . The parks and facilies to tour have not been determined yet, but the tour will be kept to two hours or less. A C T I O N R EQ U E S T E D A dvisory board members s hould be prepared to dis cus s A ugust 16, 23, and 30 and idenfy if there is a preferred date for the parks and facilies tour. A dvis ory board members should als o dis cus s if there are parks and/or facilies they would like to include on the tour. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A rts and Cra"s F undraiser DATE:February 13, 2023 I N T R O D U C TI O N The annual arts and cra"s fundrais er event is scheduled for S aturday, May 6 from 9 a.m. - 2 p.m. at the S chmitz-M aki A rena. D I S C U S S I O N S taff w ill provide an update regarding how many vendors have regis tered to parcipate in the event. There should be a connued discussion by advis ory board members about the on-going planning of this event including, but not limited to, food, recruitment and schedule of volunteers, and promoons . A C T I O N R EQ U E S T E D The advisory board is as ked to come to the meeng prepared to parcipate in a dis cus s ion about the arts and cra"s fundraising event and also be prepared to make addional decis ions needed for the event. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review and Understand the S ix G eneraons L iving in the U nited S tates DATE:February 13, 2023 I N T R O D U C TI O N The Rambling River C enter (R R C ) A dvisory Board's w ork plan for 2023 includes a goal to focus on programs for mul-generaons , thus making the R R C an inving des naon for all ages and a vibrant s ource for learning, s ocializaon, and wellbeing. D I S C U S S I O N Reviewing the s ix generaons and tr aits of each w ill help be4er unders tand what each gener aon finds interesng and appealing. The six gener aons include the G r eates t G eneraon, S ilent G eneraon, Baby Boomers , G eneraon X , M illennials , and G eneraon Z . A dvisory boar d member J anke will des cr ibe the s ix generaons and explain the differences between them. A dvis ory board member G arlets will review the populaon of Farmington and to w hich generaon they belong. S he w ill also present the stascs on the R R C membership and their generaons . I ncluded in the packet is demographic informaon for Farmington from the A merican Community S urvey (A C S ) Cens us for 2017 - 2021. I t does not differenate the S ilent G eneraon fr om the G reatest G eneraon, but combines them. S eparate data for the S ilent and G r eates t G eneraons is not currently available on A C S Cens us infor maon. Cens us infor maon for the enr e U nited S tates s how s there are less than 100,000 people of the G reatest G eneraon sll alive today. A C T I O N R EQ U E S T E D The advisory board is as ked to come to the meeng prepared to lis ten to informaon on each generaon and have a discussion on what each generaon finds interesng and appealing. AT TA C H M E N T S : Type D es cripon Backup M aterial City of Farmington D emographics TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:2023 Work P lan Review DATE:February 13, 2023 I N T R O D U C TI O N The annual work plan is review ed at every monthly meeng to measure the progres s being made. D I S C U S S I O N A n updated w ork plan is included in the meeng packet. The updated w ork plan shows in red items that have been completed during or a+er the J anuary 9, 2023 meeng. The items in bold black w ere items completed prior to the January 9, 2023 meeng. A C T I O N R EQ U E S T E D Advisory board members are asked to review the updated 2023 work plan prior to the meeng and come prepared to discuss, especially the items that were completed. T he review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at future meengs. AT TA C H M E N T S : Type D es cripon Backup M aterial 2023 Work P lan P rogres s Rambling River Center Advisory Board 2023 Work Plan Goal #1: Focus on programs for multi-generations. Make the Rambling River Center an inviting destination for all ages and a vibrant source for learning, socialization, and physical wellbeing. Objectives: 1. By February 15, discuss the six generations living in America and understand what each generation finds appealing. 2. By April 1, discuss and increase programming for active adults. 3. By July 1, discuss and increase programming for inactive adults. 4. By October 1, assess program numbers and memberships. Goal #2: Create a master plan for future building configuration, improvements, and programming opportunities. Objectives: 1. By March 1, JLG Architects (formerly 292 Design Group) will be approved by city council to create a facility master plan and the kick-off meeting for the project will have happened. 2. By June 1, a stakeholder input session will have happened and up to three building layout options that show potential renovations or reconfigurations will have been presented. 3. By August 1, a study report including information the RRCAB and City of Farmington will need to make critical decisions moving forward will be assembled. 4. By October 1, a building master plan will be completed and the recommendations will be presented to city council. Goal #3: Review and recommend 2024 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2024 RRC fees and charges and determine if any revisions should be made to the 2024 fees and charges. 2. By August 1, forward recommended 2024 RRC fees and charges to the Parks and Recreation Commission. 3. By September 30, the Parks and Recreation Commission will have reviewed and approved the 2024 RRC fees and charges and will recommend to the City Council to approve them. 4. By December 31, the City Council will have acted on the Advisory Board and Parks and Recreation Commission recommended 2024 RRC fees and charges. Goal #4: Raise at least $10,000.00 from fundraising events and donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By June 1, discuss current fundraising events to see if any changes should be made to the exiting fundraising events and a discussion should occur about creating a new fundraising event. 2. By August 1, assist with and complete at least one fundraising activity. 3. By September 1, assist with and complete at least a second fundraising activity. 4. By October 1, assist with and complete at least a third fundraising activity. 5. By December 31, assist with and complete at least a fourth fundraising activity. Goal #5: Work with the Trip Planning Committee upon receiving the passenger van to offer Fun Fridays in 2023 and to plan future trips in 2024. Objectives: 1. By May 1, receive a report from the Trip Committee on trips that have been or will be offered in 2023. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2024. 3. By September 15, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2023. 4. By October 1, receive a presentation on the final list of trips planned by the Trip Committee to occur in 2024. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2023. 6. By December 31, receive a report from the Trip Committee on the attendance and trips offered during the fourth quarter and an annual report identifying the total attendance of those attending the 2023 trips. Goal #6: Facilitate a meeting with the Parks and Recreation Commission (PRC). Objectives: 1. By April 1, determine possible dates for a meeting with the PRC. 2. By May 1, finalize and approve a recommended date and give input on topics to be discussed. 3. By June 1, approve the meeting agenda. 4. By October 1, complete a meeting with the parks and recreation commission. Goal #7: Market and promote the Rambling River Center to increase exposure in the Farmington community. Objectives: 1. By March 1, purchase a customer list with names and addresses of those over age 50 in the 55024-zip code to mail introductory Rambling River Center materials to. 2. By May 1, mail introductory Rambling River Center materials to those over age 50 in 55024-zip code. 3. By July 1, attend at least two community meetings/events to promote the Rambling River Center. 4. By August 1, promote a success story or member profile that illustrates the benefits of the Rambling River Center in the Currents and River. 5. By October 1, create and send out weekly stories and events to press release contacts. 6. By December 1, partner with others to offer a creative event for the Rambling River Center. Goal #8: Review relevant documents to determine if additional expectations and guidelines for Rambling River Center Advisory Board Members need to be created. Objectives: 1. By March 1, review the city code (Chapter 10) to understand the advisory board’s role in city governance and the bylaws of the advisory board. 2. By June 1, discuss and determine if additional expectations and guidelines need to be created, modified, and/or revised. 3. By October 1, if determined additional expectations are needed a draft of the document will have been reviewed. 4. By November 1, if determined additional expectations are needed a final draft of the document will have been reviewed and approved by the advisory board. 5. By December 31, if needed, the final draft will have been reviewed by the Parks and Recreation Commission and City Council and approved. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:S taff Report DATE:February 13, 2023 I N T R O D U C TI O N D uring each meeng, staff provides informaonal updates that do not require advis ory board approval. D I S C U S S I O N T he following updates will be provided during the meeng: G rant F unding Rambling River Center P rogramming A C T I O N R EQ U E S T E D A dvisory board members s hould lis ten to the informaonal updates and then as k any ques ons they have about the updates . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A dvisory Board Roundtable DATE:February 13, 2023 I N T R O D U C TI O N The advisory board roundtable occurs during every monthly meeng. D I S C U S S I O N The advisory board roundtable agenda item provides an opportunity for advisory board members to s hare informaon or ask quesons of s taff about items that are not on the agenda. No formal decis ions can be made during the advis ory board roundtable. A C T I O N R EQ U E S T E D A dvisory board members are being as ked to come share informaon or as k ques ons about items not on the agenda. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:I tems for the M arch 13, 2023 M eeng A genda DATE:February 13, 2023 I N T R O D U C TI O N This item is for staff and advis ory board members to idenfy pos s ible items for the next meeng agenda. D I S C U S S I O N Thus far s taff has idenfied the following pos s ible items for the M arch 13, 2023 meeng. 2022 Parks and Recreaon D epartment A nnual Report A rts and Cra/s F undraiser P rogramming for D ifferent G eneraons Parks and Facilies Tour with the Parks and Recreaon C ommis s ion and C ity C ouncil Rambling River Center A dvisory Board P hoto 2023 Work P lan Review A C T I O N R EQ U E S T E D A dvisory board members are as ked to come prepared to dis cus s the staff propos ed agenda items and also provide possible other agenda items for the March 13, 2023 meeng.