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HomeMy WebLinkAbout02.10.25 RRC Packet Meeting Location: City Hall 430 Third Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Monday, February 10, 2025 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES 3.1. January 13, 2024 Draft Meeting Minutes The advisory board is being asked to review the attached draft January 13, 2025 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: January 13, 2024 Draft Meeting Minutes - Pdf 4 - 6 4. PRESENTATIONS 5. BUSINESS ITEMS 5.1. Elect Chair and Vice-Chair Agenda Item: Elect Chair and Vice-Chair - Pdf 7 6. DISCUSSION ITEMS 6.1. Open Meeting Law Review Included in the packet is information about the open meeting law that was put together by the League of Minnesota Cities. Board members are asked to read the open meeting law information prior to the meeting, come prepared to discuss, and ask any questions you have. The advisory board is asked to come to the meeting prepared to listen to the arts and crafts fundraiser committee update, provide feedback on the identified needs, and ask any questions they have. The board should also be prepared to make decisions regarding the arts and crafts fundraiser. Agenda Item: Open Meeting Law Review - Pdf 8 - 26 Page 1 of 45 6.2. Advisory Board Bylaws Review Board members should review the ordinance and bylaws prior to the meeting, come prepared to discuss, and ask any questions you have. Agenda Item: Advisory Board Bylaws Review - Pdf 27 - 33 6.3. Arts and Crafts Fundraiser The advisory board is asked to come to the meeting prepared to listen to the arts and crafts fundraiser committee update, provide feedback on the identified needs, and ask any questions they have. The board should also be prepared to make decisions regarding the arts and crafts fundraiser. Agenda Item: Arts and Crafts Fundraiser - Pdf 34 - 36 6.4. Market and Promote the Rambling River Center to New Residential Developments The advisory board is asked to come to the meeting prepared to discuss and plan additional ways to market and promote the Rambling River Center to new residents. In addition, the advisory board should provide feedback on the reusable bags. Agenda Item: Market and Promote the Rambling River Center to New Residential Developments - Pdf 37 6.5. Fundraising Events Advisory board members are asked to come to the meeting prepared to discuss current fundraising events to see if any changes should be made to the existing events, creating a new event, and possible partners. Agenda Item: Fundraising Events - Pdf 38 6.6. Thank You's to all Who Assisted During the Renovations The advisory board is asked to come to the meeting prepared to discuss previously mentioned ideas and brainstorm additional ways to thank all who assisted during the renovation of the Rambling River Center. Agenda Item: Thank You's to all Who Assisted During the Renovations - Pdf 39 6.7. 2025 Work Plan Progress Advisory board members are asked to review the updated 2025 work plan prior to the meeting and come prepared to discuss, especially the items that were completed. The review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at future meetings. Agenda Item: 2025 Work Plan Progress - Pdf 40 - 42 7. STAFF REPORT Page 2 of 45 7.1. Staff Report Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Agenda Item: Staff Report - Pdf 43 8. ADVISORY BOARD ROUNDTABLE 8.1. Advisory Board Roundtable Advisory board members are being asked to come share information or ask questions about items not on the agenda. Agenda Item: Advisory Board Roundtable - Pdf 44 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for March 10, 2025 Meeting Agenda Advisory board members are asked to come prepared to discuss the staff proposed agenda items and also provide other possible agenda items for the March 10, 2025 meeting. Agenda Item: Items for March 10, 2025 Meeting Agenda - Pdf 45 10. ADJOURN Page 3 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: January 13, 2024 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s January 13, 2025 meeting. DISCUSSION: Advisory board members should review the draft minutes to determine if there are any corrections or edits that need to be made prior to approval. ACTION REQUESTED: The advisory board is being asked to review the attached draft January 13, 2025 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: January 13, 2025 RRCAB Draft Meeting Minutes Page 4 of 45 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 13, 2025 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Mary Garlets called meeting to order at 9:30 am. Members Present: Mary Garlets, Rachel Edwards, Pennie Page, Judy Janke, Jeff Spillman, and Blanche Reichert Members Absent: Pat Hennen Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion by Janke to approve agenda, seconded by Reichert. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Janke to approve the December 9, 2024 meeting minutes, seconded by Spillman. APIF. Motion carried. 4. Presentations 5. Business Items 5.1 2025 Work Plan Motion by Edwards to approve the 2025 work plan, seconded by Reichert. APIF. Motion carried. 5.2 Arts and Crafts Fundraiser The advisory board discussed volunteers to assist vendors in carrying in their wares. They also discussed giving out reusable bags for marketing, not having a food vendor, adjusting the time, and increasing fees. Motion by Spillman to increase all fees by $5 and adjust the time of the event to 9 am – 3 pm. Seconded by Janke. APIF. Motion carried. Board members Janke, Page and Garlets all volunteered to be on an arts and crafts fair planning committee. 6. Discussion Items 6.1. Market and Promote the Rambling River Center to New Residential Developments The advisory board brainstormed ideas. Ideas included going into new developments and teaching classes, promoting the renovated rental spaces, and recruiting volunteers. Promotional ideas include bookmarks with Rambling River Center events and recycled bags with Rambling River Center materials in them. 6.2. Chair and Vice Chair Elections During the February Meeting Chair Garlets expressed interest in another term if no one else is interested. Vice Chair Janke is also interested in another term if no one else is interested. The board thanked them both for doing a good job. 7. Staff Report 7.1 Informational Updates Page 5 of 45 • Director Omlid showed a few pictures of the Rambling River Center. Staff is attending weekly construction meetings. The construction company is working to get everything back on track after the contract signing delay. • Recreation Supervisor discussed operations at Fire Station 1. The classes are full and staff continues to work to ease crowding. The set up of the room continues to change. • City council interviewed Edwards and Janke for the advisory board, both were reappointed. • We recently received $1,000 from the Sons of the American Legion for the omelet breakfast and at the end of 2024 we received $2,500 from Finch and Daisy Consulting, and donations of $300 and $50 from members. • Director Omlid talked about a T-Mobile Hometown Grant the City of Farmington is applying to for funds to kick off the wayfinding plan by adding signage downtown. The downtown signage would call out the Rambling River Center. Page has been interested in wayfinding signs for several years. Director Omlid requested Page to write a letter of support for the city’s grant application. 8.1. Advisory Board Roundtable Reichert – Nothing Edwards – Nothing Janke – Nothing Omlid – Nothing Page - Nothing Spillman - Nothing Garlets - Nothing 9.1 Items for February 10, 2025 Meeting Agenda • Chair and Vice-Chair Elections • Arts and Crafts Fundraiser • Market and Promote the Rambling River Center to New Residential Developments • Open Meeting Law Review • Advisory Board Bylaws Review • Thank You Ideas for City Staff and Rambling River Center Members Who Helped with Rambling River Center Renovation Project 10. 10. Adjourn Motion by Janke and seconded by Spillman to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 10:52 am. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary Page 6 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Elect Chair and Vice-Chair Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: According to city ordinance, February is the month when officers are elected for the advisory board. Officers to be elected are the chair and vice-chair positions. Both of these positions are for a one year term. DISCUSSION: Chair Garlets will first call for nominations for the chair position. If any member is interested in becoming the chair, they should indicate their interest. Chair Garlets will continue to call for the chair nominations two more times and if no one else indicates they are interested in the chair position, the nomination will be closed. Once all members who are interested in becoming the chair are known, a vote will be taken for the position. Once the chair is elected, the newly elected chair will repeat the nomination and voting process for the vice-chair position. ACTION REQUESTED: Advisory board members should come prepared to make their interest in either position known. All members are being asked to vote during the election of the chair and vice-chair positions. Page 7 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Open Meeting Law Review Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The Open Meeting Law (Minnesota Statues Chapter 13D) requires public bodies to meet in open session unless otherwise permitted and provide meeting notices to the public. This law applies to both state level public bodies and local public bodies, such as, county boards, city councils, and school boards. DISCUSSION: This law also applies to city boards and commissions, including the Rambling River Center Advisory Board. It is important to understand the open meeting law and how it affects the work you do as a board member for the City of Farmington. The open meeting law requires 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. City staff is responsible for making sure meeting dates, times, and locations are made public in a timely manner. As a Rambling River Center Advisory Board member, each of you are responsible for and to remember the following in regard to the open meeting law:  Avoid gathering in a quorum (4+ members) outside of the regular meeting. If a quorum is present at a social gather, please do not discuss, decide, or receive information on city business.  There are few exceptions to the open meeting law. The exceptions usually pertain to city council on a limited number of topics (e.g., labor negotiations) that permit them to hold a closed meeting.  Serial discussion between less than a quorum could violate the open meeting law under certain circumstances. Avoid phone calls, emails, texts, and social media to discuss city business to avoid having a serial meeting. Have these discussions during regular meetings.  Any person who intentionally violates the open meeting law is subject to a civil penalty up to Page 8 of 45 $300 for a single occurrence. The public body may not pay the penalty. ACTION REQUESTED: Included in the packet is information about the open meeting law that was put together by the League of Minnesota Cities. Board members are asked to read the open meeting law information prior to the meeting, come prepared to discuss, and ask any questions you have. ATTACHMENTS: Open Meeting Law Page 9 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 12 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 fall on the preceding Friday, or earlier. 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. See LMC MemberLearn course, Open Meeting Law. II. Open meeting law See LMC information memo, Meetings of City Councils. 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 with respect to that person regardless of the method of receipt. 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.” Page 10 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 13 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. 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. Page 11 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 14 G. Open meeting law exceptions Minn. Stat. § 13D.01, subd. 3. Minn. Stat. § 13D.05, subd. 1 (d). See Closing a Meeting from DPO. See LMC MemberLearn course, How to Close a Meeting, for more information There are seven exceptions to the open meeting law that authorize the closure of meetings to the public. Under these exceptions some meetings may be closed, and some meetings must be closed. Before a meeting is closed under any of the exceptions, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. DPO 14-005. DPO 13-012. DPO 14-014. 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 open meeting law does not define the phrase “on the record,” but the commissioner has advised that the phrase should be interpreted to mean a verbal statement in open session. Free Press v. County of Blue Earth, 677 N.W.2d 471 (Minn. Ct. App. 2004). 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. Free Press v. County of Blue Earth, 677 N.W.2d 471 (Minn. Ct. App. 2004) (holding that a 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 a 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.05, subd. 1 (d). All closed meetings, except those closed as permitted by 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.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, the notice requirements for a special meeting apply. 1. Meetings that may be closed The public body may choose to close certain meetings. The following types of meetings may be closed: Page 12 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 15 a. Labor negotiations under PELRA Minn. Stat. § 13D.03. DPO 13-012. A meeting to consider strategies for labor negotiations, including negotiation strategies or development or discussion of labor-negotiation proposals, may be closed. However, the actual negotiations must be done at an open meeting if a quorum of the council is present. Minn. Stat. § 13D.03. Minn. Stat. § 13D.01, subd. 3. The following procedure must be used to close a meeting under this exception: See Closing a Meeting from DPO. DPO 05-027. DPO 00-037. • The council must decide to close the meeting by a majority vote at a public meeting and must announce the time and place of the closed meeting. • Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. • A written record of all people present at the closed meeting must be available to the public after the closed meeting. • The meeting must be recorded. • The recording must be kept for two years after the contract is signed. • The recording becomes public after all labor agreements are signed by the city council for the current budget period. Minn. Stat. § 13D.03, subd. 3. If an action claiming that other public business was transacted at the closed meeting is brought during the time the tape is not public, the court will review the recording privately. If the court finds no violation of the open meeting law the action will be dismissed and the recording will be preserved in court records until it becomes available to the public. If the court determines there may have been a violation, the entire recording may be introduced at the trial. However, the court may issue appropriate protective orders requested by either party. b. Performance evaluations Minn. Stat. § 13D.05, subd. 3(a). A public body may close a meeting to evaluate the performance of an individual who is subject to its authority. Minn. Stat. § 13D.05, subd. 3(a). Minn. Stat. § 13D.01, subd. 3. The following procedure must be used to close a meeting under this exception: 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). • The public body must identify the individual to be evaluated prior to closing the meeting. • The meeting must be open at the request of the individual who is the subject of the meeting; so some advance notice to the individual is needed to allow the individual to make a decision. Page 13 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 16 DPO 14-007, DPO 15-002, and DPO 16-002 (discussing what type of summary is sufficient). • Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. • The meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. • At the next open meeting, the public body must summarize its conclusions regarding the evaluation. The council should be careful not to release private or confidential data in its summary. c. 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). DPO 16-003. DPO 17-003. Meetings between the governing body and its attorney to discuss active, threatened, or pending litigation may be closed when the balancing of the purposes served by the attorney-client privilege against those served by the open meeting law dictates the need for absolute confidentiality. The need for absolute confidentiality should relate to litigation strategy, and will usually arise only after a substantive decision on the underlying matter has been made. Northwest Publications, Inc. v. City of St. Paul, 435 N.W.2d 64 (Minn. Ct. App. 1989). Minneapolis Star & Tribune v. Housing and Redevelopment Authority in and for the City of Minneapolis, 251 N.W.2d 620 (Minn. 1976). 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 action that may give rise to future litigation. Minn. Stat. § 13D.01, subd. 3. The following procedure must be used to close a meeting under this exception: See Free Press v. County of Blue Earth, 677 N.W.2d 471 (Minn. Ct. App. 2004) (holding that a general statement that a meeting was being closed under the attorney-client privilege to discuss “pending litigation” did not satisfy the requirement of describing the subject to be discussed). • Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. • The council should also describe how a balancing of the purposes of the attorney-client privilege against the purposes of the open meeting law demonstrates the need for absolute confidentiality. • The council must actually communicate with its attorney at the meeting. d. Purchase or sale of property A public body may close a meeting to: Minn. Stat. § 13D.05, subd. 3(c). • Determine the asking price for real or personal property to be sold by the public body. Page 14 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 17 Vik v. Wild Rice Watershed Dist., No. A09-1841 (Minn. Ct. App. 2010) (unpublished opinion). • Review confidential or 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). The following procedure must be used to close a meeting under this exception: DPO 14-014. DPO 08-001 (advising that a public body cannot authorize the release of a tape of a closed meeting under this exception until all property discussed at the meeting has been purchased or sold or the public body has abandoned the purchase or sale). • Before closing the meeting, the council must state on the record the specific grounds for closing the meeting, describe the subject to be discussed, and identify the particular property that is the subject of the meeting. See Closing a Meeting from DPO. • The meeting must be recorded and the property must be identified on the recording. The recording must be preserved for eight years, and must be made available to the public after all property discussed at the meeting has been purchased or sold or after the public body has abandoned the purchase or sale. • A list of council 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 property must be approved at an open meeting, and the purchase or sale price is public data. e. Security reports Minn. Stat. § 13D.05, subd. 3(d). A meeting may be closed to receive security briefings and reports, to discuss issues related to security systems, emergency response procedures, and 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. Minn. Stat. § 13D.05, subd. 3(d). The following procedure must be used to close a meeting under this exception: • Before closing the meeting, the council must state on the record the specific grounds for closing the meeting and describe the subject to be discussed. • When describing the subject to be discussed, the council must refer to the facilities, systems, procedures, services or infrastructure to be considered during the closed meeting. • The closed meeting must be recorded, and the recording must be preserved for at least four years. Page 15 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 18 2. Meetings that must be closed There are some meetings that the open meeting law requires to be closed. The following meetings must be closed: a. Misconduct allegations Minn. Stat. § 13D.05, subd. 2(b). Minn. Stat. § 13.43, subd. 2(4). DPO 03-020. A public body must close a meeting for preliminary consideration of allegations or charges against an individual subject to the public body’s authority. 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 tape 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. Minn. Stat. § 13D.01, subd. 3. Minn. Stat. § 13D.05, subd. 1. The following procedure must be used to close a meeting under this exception: Note: There is a special provision dealing with allegations of law enforcement personnel misconduct; see Minn. Stat. § 13D.05, subd. 2(a) and section II.G.2.b.- Certain not- public data. • Before closing the meeting, the council must state on the record the specific grounds for closing the meeting and describe the subject to be discussed. • The meeting must be open at the request of the individual who is the subject of the meeting. Thus, the individual should be given advance notice of the existence and nature of the charges against him or her, so that the individual can make a decision. • The meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. • If the public body decides that discipline of any nature may be warranted regarding the specific charges, further meetings must be open. Page 16 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 19 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). While the law permits the council to announce that it is closing a meeting to consider charges against an individual, it is still the best practice not to refer to that individual by name. The council should state only that it is closing the meeting to give preliminary consideration to allegations against someone subject to its authority. However, if someone requests the name of the employee who is the subject of the closed meeting, the name will probably have to be furnished since the existence and status of any complaints against an employee are public data. b. Certain not-public data 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 the following not-public data is discussed: Minn. Stat. § 13D.05, subd. 2(a). Minn. Stat. § 13.32. Minn. Stat. § 13.3805, subd. 1. Minn. Stat. § 13.384. Minn. Stat. § 13.46, subds. 2, 7. Minn. Stat. §§ 144.291- 144.298. • Data that would identify alleged victims or reporters of criminal sexual conduct, domestic abuse, or maltreatment of minors or vulnerable adults. • Internal affairs data relating to allegations of law enforcement personnel misconduct or active law enforcement investigative data. • Educational data, health data, medical data, welfare data or mental health data that are not-public data. • Certain medical records. Minn. Stat. § 13D.01, subd. 3. Minn. Stat. § 13D.05, subd.1. The following procedure must be used to close a meeting under this exception: • The council must state on the record the specific grounds for closing the meeting and describe the subject to be discussed. • The meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. H. Common issues 1. Data practices Minn. Stat. § 13D.05, subds. 1(a), 2(a). See section II.G.2.b.-Certain not-public data. Generally, meetings may not be closed to discuss data that is not public under the Minnesota Government Data Practices Act (MGDPA). However, the public body must close any part of a meeting at which certain types of not-public data are discussed. Minn. Stat. § 13D.05, subd. 2(a). Minn. Stat. § 13.03, subd. 11. If not-public data is discussed at an open meeting when the meeting is required to be closed, it is a violation of the open meeting law. Discussions of some types of not-public data may also be a violation of the MGDPA. Page 17 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 20 However, not-public data may generally be discussed at an open meeting without liability or penalty if both of the following criteria are met: Minn. Stat. § 13D.05, subd. 1(b). • The disclosure relates to a matter within the scope of the public body’s authority. • The disclosure is necessary to conduct the business or agenda item before the public body. Minn. Stat. § 13D.05, subd. 1(c). Data that is discussed at an open meeting retains its original classification under the MGDPA. However, a record of the meeting is public, regardless of the form. It is suggested that not-public data that is discussed at an open meeting not be specifically detailed in the minutes. 2. 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. 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. 3. 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. Page 18 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 21 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. 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.” Page 19 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 22 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. 4. 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. 5. 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. Page 20 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 23 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. 6. 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. 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. 7. Telephone, email, and social media Moberg v. Indep. Sch. Dist. No. 281, 336 N.W.2d 510 (Minn. 1983). It is possible that communication through telephone calls, email, or other technology could violate the open meeting law. Page 21 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 24 DPO 17-005 (advising communication through a letter violated 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. 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. Page 22 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 25 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 X 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-H-5 - 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. 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. Page 23 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 26 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 Outlook, 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 city’s adopted records retention schedule. 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. The Data Practices Office (DPO) handles these requests. 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. Page 24 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 27 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. 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. 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. Page 25 of 45 RELEVANT LINKS: League of Minnesota Cities Handbook for Minnesota Cities 6/7/2024 Meetings, Motions, Resolutions, and Ordinances Chapter 7 | Page 28 Jacobsen v. Nagel, 255 Minn. 300, 96 N.W.2d 569 (1959). 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. 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. Page 26 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Advisory Board Bylaws Review Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The Farmington City Code is a huge compilation of laws (ordinances) and policies that have been adopted since 1872, when the city was incorporated. City codes provide answers to many questions, such as how boards and commissions are to function including the Rambling River Center Advisory Board (RRCAB). In addition to the ordinance pertaining to the RRCAB, there are bylaws. These bylaws are intended to identify rules so the board operates consistently, there are clear expectations for members, and the board can function in an orderly manner. They were approved by the city council in 2020. DISCUSSION: Included in the meeting packet are the ordinance and city council approved RRCAB bylaws. ACTION REQUESTED: Board members should review the ordinance and bylaws prior to the meeting, come prepared to discuss, and ask any questions you have. ATTACHMENTS: RRCAB Ordinance RRCAB Bylaws Udated 050420 Page 27 of 45 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 Page 28 of 45 II . II I . IV . Cl T V OF , . (9 ) 43 0 Th i r d St , Fa m u n g i o n . MN 55 0 2 4 FA R M I N G T O N C9 (" 7 5 1 . 3 8 0 . 5 8 0 0 J? (D ta r m m g t o n M N g o v Ci t y of Fa r m i n g t o n , Mi n n e s o t a Ra m b l i n g Ri v e r Ce n t e r Ad v i s o r y Bo a r d By l a w s Na m e . Th e na m e of th e or g a n i z a t i o n is Ra m b l i n g Ri v e r Ce n t e r Ad v i s m y Bo a r d (A d v i s o r y Bo a r d ) . Sc o E Th e Ad v i s o r y Bo a r d ’ s mi s s i o n is to ad v i s e an d ma k e re c o m m e n d a t i o n s to th e Pa r k s an d Re c r e a t i o n Co m m i s s i o n an d Fa r m i n g t o n Ci t y Co u n c i l co n c e r n i n g th e op e r a t i o n s of th e Ra m b l i n g Ri v e r Ce n t e r in c l u d i n g pr o g r a m s , ac t i v i t i e s , ev e n t s , bu d g e t s , bu i l d i n g op e r a t i o n s an d co m p r e h e n s i v e bu i l d i n g pl a n n i n g an d im p r o v e m e n t s . Th e Ad v i s o r y Bo a r d is co m m i t t e d to pr o v i d i n g qu a l i t y pr o g r a m an d se r v i c e s , wh i l e en c o u r a g i n g th e in v o l v e m e n t of ad u l t s ov e r ag e 50 . Me m b e r s h i p . Th e nu m b e r of Ad v i s o r y Bo a r d me m b e r s is se v e n (7 ) , wh i c h is es t a b l i s h e d by ci t y or d i n a n c e . Ea c h me m b e r is ap p o i n t e d by th e Ci t y Co u n c i l fo r at h r e e - y e a r te r m . Te r m s ar e st a g g e r e d so a ma j o r i t y of me m b e r s ar e no t re p l a c e d in an y on e ye a r du r i n g th e ap p o i n t m e n t pr o c e s s . An y va c a n c i e s oc c u r r i n g du r i n g th e ye a r wi l l be ?l l e d by th e Ci t y Co u n c i l . Pr i o r to as s u m i n g th e du t i e s to wh i c h ?r s t ap p o i n t e d , ea c h me m b e r sh a l l ta k e an oa t h of of ? c e . Fu n c t i o n s an d Po w e r s . Th e fu n c t i o n of th e Ad v i s o r y Bo a r d sh a l l be to pr o v i d e re c o m m e n d a t i o n s an d ad v i c e to th e Pa r k s an d Re c r e a t i o n Co m m i s s i o n an d Ci t y Co u n c i l ab o u t th e Ra m b l i n g Ri v e r Ce n t e r op e r a t i o n s , pr o g r a m m i n g an d an n u a l bu d g e t s . Th e Ad v i s o r y Bo a r d ’ s ro l e is to en s u r e se n i o r ci t i z e n ’ s li f e in th e ci t y is en r i c h e d an d th e qu a l i t y of li f e is en h a n c e d . In pe r f o r m a n c e of it s ?i n c t i o n s , th e Ad v i s o r y Bo a r d is au t h o r i z e d to : a. Re c o m m e n d an d co n d u c t , as re q u i r e d , an y st u d i e s or re v i e w s as ad v i s e d re g a r d i n g as s e s s m e n t of ne e d s , de v e l o p m e n t , an d ma i n t e n a n c e of pr o g r a m s , ac t i v i t i e s an d se r v i c e s wh i c h me e t th e ne e d s an d wi s h e s of Ra m b l i n g Ri v e r Ce n t e r me m b e r s an d ot h e r me m b e r s of th e se n i o r co m m u n i t y in th e Fa r m i n g t o n ar e a , so se n i o r s ma y co n t i n u e to co n t r i b u t e , pa r t i c i p a t e , an d sh a r e in th e li f e of th e co m m u n i t y . Page 29 of 45 VI I . Cl T V OF (9 ) 43 0 mm St an n i n g l o n . MN 55 0 2 4 FA R M ING T O N (C ) 65 1 28 0 Ge e s JP 0 la r m l n g t o n M N go v b. Co o p e r a t e wi t h an y gr o u p or or g a n i z a t i o n in an y wa y th a t wi l l ai d in ?i l ? l l i n g it s fu n c t i o n s to en h a n c e se n i o r li f e s t y l e s . 0. Ma k e re c o m m e n d a t i o n s to th e Pa r k an d Re c r e a t i o n Co m m i s s i o n an d Ci t y Co u n c i l re g a r d i n g po l i c i e s fo r us e of th e Ra m b l i n g Ri v e r Ce n t e r . d. Ad o p t an y ru l e s an d pr o c e d u r e s it fe e l s ad v i s a b l e fo r th e co n d u c t of it s me e t i n g s . e. Ac t as a so u n d i n g bo a r d fo r se n i o r ci t i z e n s in th e co m m u n i t y wh o se e k ne w or al t e r e d op p o r t u n i t i e s fo r ac t i v i t i e s , ed u c a t i o n , po l i c i e s , an d se r v i c e s . e. Su p p o r t th e us e of th e Ra m b l i n g Ri v e r Ce n t e r as a so u r c e of ed u c a t i o n an d pr o g r a m m i n g fo r se n i o r he a l t h , nu t r i t i o n , sa f e t y an d se c u r i t y , an d re c r e a t i o n a l ac t i v i t i e s an d ev e n t s . Me e t i n g s . Th e Ad v i s o r y Bo a r d sh a l l me e t at 9 : 3 0 a. m . on th e se c o n d Mo n d a y of ea c h mo n t h at th e Ra m b l i n g Ri v e r Ce n t e r , un l e s s it is a ci t y ho l i d a y an d th e n th e Ad v i s o r y Bo a r d sh a l l me e t on th e Tu e s d a y fo l l o w i n g th e ho l i d a y . Sp e c i a l me e t i n g s ma y be ca l l e d up o n th e re q u e s t of th e Pa r k s an d Re c r e a t i o n Di r e c t o r , or th e Ch a i r of th e Ad v i s o r y Bo a r d . Th e no t i c e of a sp e c i a l me e t i n g sh a l l be gi v e n at le a s t 72 ho u r s pr i o r to th e me e t i n g an d sh a l l st a t e th e su b j e c t ma t t e r to be co n s i d e r e d an d no ot h e r ma t t e r sh a l l be be f o r e th e Ad v i s m y Bo a r d . In th e ev e n t th e r e is no ma t t e r to be co n s i d e r e d , th e Pa r k s an d Re c r e a t i o n Di r e c t o r , in co n s u l t a t i o n wi t h th e Ch a i r , ma y ca n c e l a me e t i n g by no t i f y i n g ea c h Bo a r d me m b e r at le a s t 24 ho u r s pr i o r to th e ti m e se t fo r th e me e t i n g . Me e t i n g ca n c e l l a t i o n wi l l al s o be em a i l e d to th e me d i a an d ot h e r ap p r o p r i a t e in d i v i d u a l s an d it wi l l be pr o v i d e d on th e ci t y ’ s we b s i t e . Si g n s wi l l al s o be po s t e d at th e Ra m b l i n g Ri v e r Ce n t e r en t r a n c e s ab o u t th e me e t i n g ca n c e l l a t i o n . Me e t i n g Ru l e s of Or d e r . Ge n e r a l pa r l i a m e n t a r y ru l e s , as gi v e n in Ro b e r t ‘ s Ru l e s of Or d e r , as mo d i ? e d by th e uo r u m . Fo u r (4 ) me m b e r s of th e Ad v i s m y Bo a r d sh a l l ne e d to be pr e s e n t at th e me e t i n g to co n s t i t u t e a qu o r u m fo r th e tr a n s a c t i o n of bu s i n e s s an d al l ac t i o n s sh a l l re q u i r e th e co n c u r r i n g vo t e of a ma j o r i t y of me m b e r s pr e s e n t . Page 30 of 45 VI I I . IX . cn v or ,Q) 43 0 Th i r d St , Fu n n i n g l o n MN 55 0 2 4 FA R M ING T O N © 55 1 1 8 0 6 1 3 0 0 1% 0 NW N W g Me e t i n g At t e n d a n c e . In or d e r to ma i n t a i n ma x i m u m pa r t i c i p a t i o n of al l ap p o i n t e d Ad v i s o r y Bo a r d me m b e r s at al l re g u l a r l y sc h e d u l e d me e t i n g s , it is im p o r t a n t to es t a b l i s h me e t i n g at t e n d a n c e ex p e c t a t i o n s . Ad v i s o r y Bo a r d me m b e r s sh a l l ha v e no mo r e th a n fo u r (4 ) to t a l ab s e n c e s in on e ca l e n d a r ye a r , wh i c h sh o u l d co n s i s t of no mo r e th a n tw o un e x c u s e d ab s e n c e in a ca l e n d a r ye a r . An un e x c u s e d ab s e n c e is de s c r i b e d as wh e n a me m b e r is ab s e n t fr o m th e me e t i n g , bu t do e s no t pr o v i d e no t i c e of th e i r ab s e n c e pr i o r to th e me e t i n g to ei t h e r th e ch a i r , Pa r k s an d Re c r e a t i o n Di r e c t o r , or th e Re c r e a t i o n Su p e r v i s o r . If an y Ad v i s o r y Bo a r d me m b e r is ab s e n t fr o m mo r e th a n fo u r (4 ) sc h e d u l e d mo n t h l y Ad v i s o r y Bo a r d me e t i n g s in a ye a r or ha s mo r e th a n tw o (2 ) un e x c u s e d ab s e n c e s in ay e a r , wh e t h e r co n s e c u t i v e or no t , du r i n g an y on e - y e a r ti m e pe r i o d , th e Ad v i s o r y Bo a r d me m b e r wi l l be re c o m m e n d e d fo r di s m i s s a l un l e s s ex t e n u a t i n g ci r c t u n s t a n c e s ex i s t . Th e re c o m m e n d a t i o n fo r di s m i s s a l sh a l l be ma d e by a ma j o r i t y of th e Ad v i s o r y Bo a r d an d th e n th e re c o m m e n d a t i o n sh a l l be pr o v i d e d by ci t y st a ? ‘ to th e Ci t y Co u n c i l fo r of ? c i a l ac t i o n . Re s i g n a t i o n . Sh o u l d an Ad v i s o r y Bo a r d me m b e r re s i g n , aw r i t t e n le t t e r of re s i g n a t i o n , ei t h e r on pa p e r or vi a em a i l , sh a l l be pr o v i d e d ei t h e r to th e Pa r k s an d Re c r e a t i o n Di r e c t o r , or Re c r e a t i o n Su p e r v i s o r as so o n as po s s i b l e , so it ma y be pl a c e d on th e ne x t Ci t y Co u n c i l me e t i n g ag e n d a to be ac c e p t e d . Of ? c e r s . An n u a l l y an d at th e re g u l a r Fe b r u a r y me e t i n g th e Ad v i s m y Bo a r d sh a l l el e c t a ch a i r an d av i c e ch a i r fo r on e - y e a r te r m s be g i n n i n g im m e d i a t e l y . Th e r e ar e no te r m li m i t s fo r me m b e r s to se r v e in ei t h e r th e ch a i r an d vi c e - c h a i r ro l e , so lo n g as th e y co n t i n u e to be ap p o i n t e d by th e Ci t y Co u n c i l . of or d e r , ap p o i n t me m b e r s h i p to su c h te m p o r a r y co m m i t t e e s as de e m e d ne c e s s a r y , si g n do c u m e n t s on be h a l f of th e Bo a r d , an d in co n s u l t a t i o n wi t h th e Pa r k s an d Re c r e a t i o n Di r e c t o r ca l l re g u l a r or sp e c i a l me e t i n g s of th e Ad v i s o r y Bo a r d . b. Vi c e - C h a i r : Th e vi c e - c h a i r sh a l l as s u m e al l th e du t i e s of th e ch a i r in th e Ch a i r ’ s ab s e n c e . Th e Re c r e a t i o n Su p e r v i s o r , or th e Pa r k s an d Re c r e a t i o n Di r e c t o r in th e Page 31 of 45 XI . XI I . CI Y V 0F (9 ) 43 0 Th i r d SL d e m I n g l o n MN 55 0 s z FA R M INGT O N (9 gs l - z e o - o a o o J? O ta r m m g t o n w g w c. Th e Re c r e a t i o n Su p e r v i s o r sh a l l re c o r d th e mi n u t e s of th e me e t i n g an d be re s p o n s i b l e fo r pr o v i d i n g a dr a f t of th e mi n u t e s to th e Pa r k s an d Re c r e a t i o n Di r e c t o r fo r in c l u s i o n in th e fo l l o w i n g me e t i n g ’ s pa c k e t . Me e t i n g Pa c k e t . At le a s t on e we e k pr i o r to th e mo n t h l y me e t i n g , th e ch a i r , Pa r k s an d Re c r e a t i o n Di r e c t o r an d Re c r e a t i o n Su p e r v i s o r sh a l l re v i e w an d se t th e me e t i n g ag e n d a . Th e Pa r k s an d Re c r e a t i o n Di r e c t o r , in co n s u l t a t i o n wi t h th e Re c r e a t i o n Su p e r v i s o r , is re s p o n s i b l e fo r th e pr e p a r a t i o n an d po s t i n g of th e me e t i n g pa c k e t on th e ci t y ’ s we b s i t e at le a s t ?v e (5 ) da y s pr i o r to th e me e t i n g . Ra m b l i n g Ri v e r Ce n t e r st a ? sh a l l be re s p o n s i b l e fo r pr i n t i n g an d ma k i n g co p i e s of th e me e t i n g pa c k e t . Th e me e t i n g pa c k e t wi l l be av a i l a b l e to be pi c k e d up at th e Ra m b l i n g Ri v e r Ce n t e r bu i l d i n g by Ad v i s o l y Bo a r d me m b e r s at le a s t 72 ho u r s pr i o r to th e me e t i n g . Th e or d e r of bu s i n e s s of al l re g u l a r me e t i n g s sh a l l be as fo l l o w s : Ag e n d a Fo r m a t 1. Ca l l to Or d e r 2. Ap p r o v a l of Ag e n d a 3. Ap p r o v a l of Mi n u t e s 4. Pr e s e n t a t i o n s 5. Bu s i n e s s It e m s 6. Di s c u s s i o n It e m s 7. St a ? Re p o r t 8. Ro u n d t a b l e 9. To p i c s fo r Ne x t Me e t i n g Ag e n d a 10 . Ad j o u r n m e n t Vo t i n g . An af ? r m a t i v e vo t e of a ma j o r i t y of th o s e pr e s e n t sh a l l be ne c e s s a l y to pa s s an y mo t i o n in v o l v i n g th e ad o p t i o n or am e n d i n g of pl a n s , po l i c y st a t e m e n t s , 01 ' re c o m m e n d a t i o n s to th e Pa i k a n d Re c r e a m n C o n m ' s s i o n an d C ' t y Co u n c i l . Vo t i n g sh a l l be by vo i c e vo t e an d sh a l l no t be re c o r d e d as in d i v i d u a l ay e s or na y s un l e s s vo t e to be so ex c e p t th a t an y me m b e r ma y so to vo t e . An a b s t e n t i o n ma y on l y be ma d e in th e ca s e of a co n ? i c t of in t e r e s t ; it is ot h e r w i s e th e du t y of al l Ad v i s o r y Bo a r d me m b e r s pr e s e n t to pa r t i c i p a t e in th e vo t e . Page 32 of 45 XI I I . XI V . XV . XV I . Cl T V OF , . (9 ) 43 0 Hu m 51 .Fu r m l n g l o n , MN 55 0 2 4 FA R M I N G T O N ® 65 1 - 2 8 0 - 6 9 0 0 JP () Fa f m l n g l o n M N g o v No t i c e . Ad e q u a t e no t i c e of al l me e t i n g s an d ma t t e r s to be di s c u s s e d sh a l l be gi v e n to th e pu b l i c an d ap p r o p r i a t e ci t y of ? c e s , an d sh a l l be po s t e d on th e ci t y ’ s we b s i t e . Al l me e t i n g s sh a l l be op e n to th e pu b l i c . An n u a l Re m i t Th e Ad v i s o r y Bo a r d sh a l l re c e i v e a pr e s e n t a t i o n an n u a l l y fr o m ci t y st a l f sw n m a r i z i n g th e ac t i v i t i e s an d op e r a t i o n s of th e Ra m b l i n g Ri v e r Ce n t e r th a t oc c u r r e d in th e pr i o r ye a r . Ap p r o v a l of By l a w s . Th e Ad v i s o r y Bo a r d sh a l l be re s p o n s i b l e fo r re v i s i n g an d ap p r o v i n g it s by l a w s . On c e ap p r o v e d by th e Ad v i s m y Bo a r d , th e by l a w s wi l l be re v i e w e d an d ap p r o v e d by th e Ci t y Co u n c i l . Am e n d m e n t of By l a w s . Th e s e by l a w s ma y be am e n d e d by ma j o r i t y vo t e of th e me m b e r s of th e Ad v i s o r y Bo a r d . An am e n d m e n t to th e by l a w s sh a l l be vo t e d on at th e ne x t re g u l a r me e t i n g af t e r th e re g u l a r me e t i n g at wh i c h th e am e n d m e n t is pr o p o s e d . Th e am e n d e d by l a w s wi l l th e n be re v i e w e d an d ap p r o v e d by th e Ci t y Co u n c i l . AD V I S O R Y BO A R D AP P R O V A L DA T E : MA R C H 9 20 2 0 CI T Y CO U N C I L AP P R O V A L DA T E : 27 7 % ZZ C ’ Z E SI G N A T U R E : MA Y O R : (X Page 33 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Arts and Crafts Fundraiser Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The Rambling River Center's (RRC) arts and crafts fundraiser is scheduled for Saturday, May 3, 2025, from 9 am - 3 pm at the Schmitz-Maki Arena. DISCUSSION: The arts and crafts fundraiser planning committee of board members Pennie Page, Judy Janke, and Mary Garlets will provide an update. Attached is a list of items identified by the planning committee that are needed. Staff will provide an update on the number of vendors registered. ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to listen to the arts and crafts fundraiser committee update, provide feedback on the identified needs, and ask any questions they have. The board should also be prepared to make decisions regarding the arts and crafts fundraiser. ATTACHMENTS: Arts and Crafts Fundraising Event May 3 Identified Needs Page 34 of 45 Arts and Crafts Event May 3, 2025 Identified Items Needed for Event: Posters to place in local businesses, churches, etc Outdoor signs to put up, including yard signs Big door sign(s) outside Arena Big welcome sign inside Arena For tables, need signs: 1 each for Event Tickets, Vendor Donation Table, RR Information Need 1 box to hold completed surveys, 1 box for raffle tickets stubs Need to order: Bags to pass out to attendees Volunteers needed: Someone ahead of event to assist Missie with organizing vendors and their spots on the floor 2-3 volunteers for Friday Vendor check-ins, 4-7, take vendor to assigned spot Saturday need, shifts 9-12 and 12-3: Someone to open early at 7:00 to let vendors in 1 or 2 counters? Probably only 1 counter after 12 2 greeters, maybe only 1 greeter after 12, pass out raffle tickets 2 at RR table, information and sell Steak fry tickets Announcers of raffle winners-—probably Board Members, can share duty Board members to go around to vendors, greet them, inquire if need anything, pass out and collect surveys Page 35 of 45 How many table covers with RR logo do we have?? Can we have a stool/chair for counters and greeters? Can we sell Steak fry tickets and take credit cards for tickets? Can we offer discounted steak fry tickets, or have a drawing for a couple of free tickets? Need about 8-10 chairs for volunteers Would like to have Board Members present at event to assist with whatever the needs are. While not all Board Members need to be present for entire event, let’s try to have at least 2-3 present at all hours. Page 36 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Market and Promote the Rambling River Center to New Residential Developments Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The Rambling River Center Advisory Board's work plan for 2025 includes a goal to market and promote the Rambling River Center to new residential developments in Farmington. There are several new residential developments in Farmington including Vita Attiva, Fairhill Estate at North Creek, Whispering Fields, Sapphire Lake, Vermillion Commons, Denmark Housing Addition, and The Emery. With these new housing developments, there is an opportunity to familiarize new residents with the Rambling River Center. DISCUSSION: At the January 13, 2025 meeting, advisory board members discussed teaching a variety of classes at new developments, purchasing recycled bags with the Rambling River Center logo and include information inside to be used as a promotional gift, and recruiting volunteers who live in these new developments. Staff secured three proposals for reusable bags and will share this information at the meeting. ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to discuss and plan additional ways to market and promote the Rambling River Center to new residents. In addition, the advisory board should provide feedback on the reusable bags. Page 37 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Fundraising Events Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The Rambling River Center Advisory Board's work plan for 2025 includes a goal to "Raise at least $15,000 from fundraising events and donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases.". DISCUSSION: The current fundraiser calendar is as follows:  January 12 - Sons of the American Legion Omelet Breakfast  February - none  March - none  April - none  May 3 - Arts and Crafts Fair  May 17 - VFW Steak Fry  June 28 - Bike Auction  June 28 - Kiss the Pig  July - none  August - none  September - Raffle with Farmington Rotary, MDC Cards  October - Breakfast and Silent Auction  November - none  December - none  Ongoing - Happy Harry's Furniture  Ongoing - Shred Right ACTION REQUESTED: Advisory board members are asked to come to the meeting prepared to discuss current fundraising events to see if any changes should be made to the existing events, creating a new event, and possible partners. Page 38 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Thank You's to all Who Assisted During the Renovations Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The advisory board's work plan for 2025 includes a goal to thank all who assisted during the renovation of the Rambling River Center. DISCUSSION: While discussing their 2025 work plan goals during the December 9, 2024 meeting, the advisory board brainstormed ideas/events as a way to thank all who assisted during the renovation. These ideas included a gala, luau, and hayride. ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to discuss previously mentioned ideas and brainstorm additional ways to thank all who assisted during the renovation of the Rambling River Center. Page 39 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: 2025 Work Plan Progress Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The annual work plan is reviewed at every monthly meeting to measure the progress being made. DISCUSSION: An updated work plan is included in the meeting packet. The updated work plan shows in red what items have been completed during or after the January 13, 2025 meeting. Items in bold black were items completed prior to the January 13, 2025 meeting. ACTION REQUESTED: Advisory board members are asked to review the updated 2025 work plan prior to the meeting and come prepared to discuss, especially the items that were completed. The review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at future meetings. ATTACHMENTS: 2025 Work Plan Page 40 of 45 Rambling River Center Advisory Board 2025 Work Plan Goal #1: Plan and host a re-grand opening and ribbon cutting ceremony to celebrate and show off the remodeled Rambling River Center. Objectives: 1. By April 1, the re-grand opening and ribbon cutting details will be finalized. 2. By May 1, publicity will have started. 3. By September 30, a grand re-opening and ribbon cutting will have happened. Goal #2: Complete and celebrate the addition of the Minnwest Bank Patio to the Rambling River Center. Objectives: 1. By March 1, the Advisory Board will have discussed the outdoor patio, furnishings, landscaping, etc. 2. By April 1, furniture will be selected for the outdoor patio. 3. By May 1, details for a Patio Party to dedicate the Minnwest Bank Patio will be finalized. 4. By October 31, a Patio Party with Minnwest Bank will have happened to celebrate the addition of the patio. Goal #3: Review and recommend 2026 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2026 RRC fees and charges and determine if any revisions should be made to the 2026 fees and charges. 2. By August 1, forward recommended 2026 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 2026 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 2026 RRC fees and charges. Goal #4: Raise at least $15,000 from fundraising events and donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By March 1, discuss current fundraising events to see if any changes should be made to the existing fundraising events and a discussion should occur about creating a new fundraising event. 2. By July 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. Page 41 of 45 Goal #5: Participate in a parks and facilities tour with the Parks and Recreation Commission and City Council. Objectives: 1. By March 1, the Advisory Board, Parks and Recreation Commission, and City Council will have identified a date to have a tour. 2. By June 1, a draft list of parks and facilities to tour will be reviewed by the Advisory Board. 3. By July 1, a final list of parks and facilities to tour will be approved by the Parks and Recreation Commission. 4. By October 1, a parks and facilities tour will have occurred. Goal #6: Collaborate with Veteran’s Groups for more involvement at the Rambling River Center. Objectives: 1. By March 31, a date, time, and details for a veteran’s recognition and thank you event (coffee and dessert) will have been discussed, finalized, and approved. 2. By May 31, the Advisory Board will have hosted a coffee and dessert event for veterans. 3. By August 1, the Advisory Board will have evaluated the coffee event and discussed additional ways to collaborate with veteran’s groups. 4. By September 1, the Advisory Board will have met with and learned more about the identified veteran’s groups and brainstormed with them ways to collaborate. 5. By December 1, a second collaboration with a veteran’s group(s) will have taken place. Goal #7: Market and promote the Rambling River Center to new residential developments in Farmington. Objectives: 1. By March 1, discuss and develop a plan for promotion of the Rambling River Center to new residential developments. 2. By May 1, send Rambling River Center representative(s) to meet with residents of new residential developments (i.e. Vita Attiva, The Emery, etc.). 3. By July 1, mail Rambling River Center promotional materials to new residents. 4. By October 1, invite and host Farmington area residents to an open house and tour of the newly renovated Rambling River Center. Goal #8: Thank all City of Farmington staff and Rambling River Center members who facilitated the move and kept programming going during the Rambling River Center renovation project. Objectives: 1. By March 1, thank you idea(s) will have brainstormed and decided. 2. By April 1 all materials to facilitate the thank you will have been secured and/or arranged. 3. By May 31, thank you’ s / thank you event will have happened. Page 42 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Staff Report Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: During each meeting staff provides an informational update that does not require advisory board approval. DISCUSSION: The following updates will be provided at the meeting:  Rambling River Center Renovations  Rambling River Center Operations at Fire Station 1  Recreation Program Assistant Position ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Page 43 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Advisory Board Roundtable Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: The advisory board roundtable occurs during every monthly meeting. DISCUSSION: The advisory board roundtable agenda item provides an opportunity for advisory board members to share information or ask questions of staff about items that are not on the agenda. No formal decisions can be made during the advisory board roundtable. ACTION REQUESTED: Advisory board members are being asked to come share information or ask questions about items not on the agenda. Page 44 of 45 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for March 10, 2025 Meeting Agenda Meeting: Rambling River Center Advisory Board - Feb 10 2025 INTRODUCTION: This item is for staff and advisory board members to identify possible items for the next meeting agenda. DISCUSSION: Thus far staff has identified the following possible items for the March 10, 2025 meeting.  2024 Annual Report  Rambling River Center Advisory Board Photo  Arts and Crafts Fundraiser  Market and Promote the Rambling River Center to New Residential Developments  Thank You Ideas for City Staff and Rambling River Center Members who Helped with Renovation Project  Re-Grand Opening of the Rambling River Center  Veteran's Recognition and Thank You Event  2025 Work Plan Progress ACTION REQUESTED: Advisory board members are asked to come prepared to discuss the staff proposed agenda items and also provide other possible agenda items for the March 10, 2025 meeting. Page 45 of 45