Parks and Recreation Board
Regular MeetingMaple Grove, MN · April 13, 2020
Minutes
MAPLE GROVE
PARKS AND RECREATION BOARD
EMERGENCY MEETING MINUTES
APRIL 13, 2020
8: 00 a.m.
Regular Meeting A Park Board Emergency Meeting was held at 8: 07 a.m. on
Monday, April 13, 2020 at the Maple Grove Community Center
and online via WebEx.
Board Members Attending online were: Chair, Bill Lewis; Vice Chair, John
Present Ferm and Board Members: Ken Helvey, Deb Syhre, Debbie
Coss and Kelly Cunningham.
Board Members Board Member absent was: none.
Absent
Also Present Present also by WebEx were: Chuck Stifter, Director; Phil
Leith, City Council Representative; Justin Templin, City
Attorney and Jan Clark, Recording Secretary.
Approval of Agenda Chair Lewis called the meeting to order at 8: 07 a.m.
Motion made by Board Member Syhre, seconded by Board
Member Cunningham to approve the agenda for the April
13, 2020 Emergency Meeting as presented.
Upon call for the question, on a voice vote, there were six ayes
and no nays. Motion carried.
Emergency The Director stated that this Emergency Declaration is in
Declaration response to Governor Walz' s Executive Order regarding the
statewide COVID- 19 pandemic restrictions.
The Director stated that the emergency declaration was put into
place to allow acting quickly to rapidly changing events and
provide operational efficiencies. It basically authorizes the
Chair and Director to make some decisions in between the
monthly meetings. The Director added that there will be a
process in place to formalize those actions at meetings when
appropriate.
Emergency Park Board Meeting
April 13, 2020
Page 2
The Director noted that decisions made might include executing
agreements and contracts like critical purchasing sanitizing
equipment; the closure of facilities and cancellations of
programs while trying to respond to fast -paced current
conditions; and staff management with regards to staff work
load and how to manage that in a fiscally responsible way. Our
facilities are closed and recreation programs paused, but staff
still have plenty of work to do, but eventually that will waiver
and wane.
The Director assured that the Board will still be engaged prior
to any critical decision making; and it is the intention to reach
out to Board Member for feedback before making decisions.
City Attorney Justin Templin stated that the City did this same
Emergency Declaration as they have had to be nimble to
changing things on a daily basis and need to react quickly
without having to find a way to get a quorum together.
Motion made by Vice Chair Ferm seconded by Board
Member Syhre to approve Resolution No. 20- 064PB
declaring a local emergency pursuant to Minn. Stat. 12. 29
and outlining ongoing City response efforts to the COVID-
19 pandemic.
Chair Lewis reiterated that this comes from a recommendation
from city leadership, and is not a transfer of unilateral decision
rights to the Chair and Director without the continued valued
opinions of the Board. He added that it is considerably
important to him to hear from and receive opinions from all
Board Members. The Chair stressed that Board Members will
not be without a voice.
Board Member Helvey requested that Board Members be made
aware of policy decisions, especially those with visible public
impact before they are posted on Facebook. The Chair assured
him that is the intention that Board Members will be fully
apprised.
Upon call for the question, on a voice vote, the motion
carried with six ayes and no nays.
Emergency Park Board Meeting
April 13, 2020
Page 3
Misc. The Director noted that we are challenged with managing the
play equipment and basketball courts and how people are using
those and how we can limit that use by guidance and education.
The Director stated there will be future discussions on this. We
now have Park Ambassadors out in the parks giving guidance
and asking the people to leave if they' re not practicing good
social distancing. The Chair noted that the Director will be
reaching out to Board Members on what they believe would be
good practices.
Board Member Cunningham inquired where the pandemic
situation leaves the Woodland Ponds boardwalk project, or is it
on hold. The Director replied that it will move forward, noting
that the demolition of the old boardwalk was done in- house. He
added that a bid package has been put together and will
probably come back to the Board in May. The Director
explained that the boardwalk replacement is outside of our
operating dollars, but rather already budgeted for in the
Replacement Fund. The Director noted that the three big
projects that are still in concept planning stages are temporarily
on pause.
Adjournment Motion made by Board Member Syhre, seconded by Board
Member Coss to adjourn.
Upon call for the question, on a voice vote, there were six ayes
and no nays. Motion carried.
The meeting adjourned at 8: 25 a.m.
Respectfully submitted,
Jan Clark, Recording Secretary and
Chuck Stifter, Director
Parks and Recreation Board
City of Maple Grove
Agenda
CITY OF MAPLE GROVE
PARKS AND RECREATION BOARD
MONDAY, APRIL 13, 2020
EMERGENCY MEETING
8: 00 A. M.
1 Call to Order, 7: 00 p. m.
A. Roll Call
2. Special Business
A. Emergency Declaration Park Board — Resolution No. 20- 064PB
3. Adjournment
April 13, 2020 REQUEST FOR BOARD ACTION 1A
DATE AGENDA ITEM
Business Items: Emergency Meeting
Agenda Item
Call to Order/ Roll Call
PREVIOUS ACTIONS:
None.
RECOMMENDED BOARD ACTION:
The E ergency Meeting was called to order by Parks and Recreation Board ( Vice) Chairman
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Board Members absent:
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BACKGROUND:
April 14, 2020 REQUEST FOR BOARD ACTION 2A
DATE AGENDA ITEM
Business Items: Special Business
Agenda Item
Emergency Declaration
Resolution No. 20- 064PB
PREVIOUS ACTIONS:
None.
RECOMMENDED BOARD ACTION:
Motion to approve Resolution No. 20- 064PB declaring a local emergency pursuant to Minn. Stat. 12. 29 and
outlining ongoing City response efforts to the COVID- 19 pandemic.
BACKGROUND:
The subject of the meeting is the Parks and Recreation Board' s immediate need for consideration of
planning and management efforts in response to Governor Walz' s Executive Order dated March 25, 2020
extending prior restrictions and instituting new shelter in place restrictions statewide, including in the City.
As outlined in the attached Resolution, authority is given to Chair Lewis and Director Stiffer to make staffing,
facility and park closure, program cancelation and expenditure decisions in between regular monthly Park
Board meetings during the COVID pandemic.
Attachments:
Attachment A: Resolution No. 20- 064PB
Attachment A
RESOLUTION NO. 20- 064 PB
CITY OF MAPLE GROVE PARKS AND RECREATION BOARD
A RESOLUTION DECLARING A LOCAL EMERGENCY PURSUANT TO MINN.
STAT. § 12. 29 AND OUTLINING PARKS AND RECREATION ONGOING RESPONSE
EFFORTS TO THE COVID- 19 PANDEMIC
WHEREAS, since the World Health Organization determined on March 11, 2020, that the
spreading COVID- 19 outbreak constitutes a pandemic, federal, state, county, and local officials have
been taking emergency responsive actions;
WHEREAS, on March 13, 2020, Governor Tim Walz declared by executive order a state of
peacetime emergency to address the COVID- 19 pandemic in Minnesota, and a series of additional
executive orders containing statewide guidance for response efforts followed;
WHEREAS, the Governor' s March 13, 2020 Executive Order triggered activation of local
emergency management plans and enabled the City to exercise emergency authority;
WHEREAS, at its regular meeting on March 16, 2020, the City Council authorized changes
to the City' s personnel policies to allow work from home arrangements for staff and to address
necessary leave for any quarantined individuals;
WHEREAS, acting pursuant to Minn. Stat. §§ 12. 29 and 12. 37, in an emergency meeting on
March 27, 2020, the City Council adopted Resolution 20- 60 declaring a local emergency
Emergency"), finding that the Emergency poses the risk of and may cause catastrophic loss of
public health, safety, and welfare of the City if not immediately addressed, and instituting plans for
the City' s ongoing response to the COVID- 19 pandemic;
WHEREAS, the spread of COVID- 19 in the United States and Minnesota has raised ongoing
serious public health concerns, resulted in a great deal of uncertainty, and generating critical needs
that are and will be time -sensitive for the duration of the Emergency; and
WHEREAS, the City of Maple Grove Parks and Recreation Board (the `Board") finds
that the Emergency continues to pose serious and significant risk to public health, safety, and
welfare and requires immediate action to address matters entrusted to the Board under Minn.
Stat. § 412. 521 and City Code Chap. 22.
NOW, THEREFORE, it is hereby resolved by the Board, as follows:
1. For the duration of the Emergency, the Board Chair and Parks and Recreation Director,
or their respective designees, are authorized to act on behalf of the Board regarding all
matters of employment of personnel and compensation where they determine such needs
are impacted by the Emergency and require immediate action.
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2. The Board Chair and Parks and Recreation Director are authorized to execute any
agreements, contracts, and related documents for the procurement of materials,
equipment, or services that are necessary to respond to or take corrective action regarding
the Emergency and to protect the health, safety, and welfare of the City and the
community.
3. The Board Chair and Parks and Recreation Director, in consultation with and upon the
approval of the Mayor and City Administrator, are authorized to act on behalf of the
Board regarding all matters of program cancellation or rescheduling or facilities closures
or restrictions that in their collective judgment are made necessary by the Emergency and
require immediate action.
4. Notwithstanding the Emergency and for its duration, any amendment to the Parks and
Recreation annual budget must be approved by the City Council or by the Mayor and
City Administrator in a manner consistent with Resolution 20- 60.
5. Parks and Recreation staff are authorized to take any appropriate action and to prepare
any appropriate documents to facilitate the directives of the Board as set forth in this
resolution.
6. The Board Chair, Parks and Recreation Director, City Administrator, and City Attorney
are authorized and directed to take any and all additional steps and actions necessary or
convenient in order to accomplish the intent of this resolution.
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Motion to approve the foregoing was made by and seconded by
upon a vote being duly taken thereon, the following voted in favor thereof:
and the following were against:
and the following were absent:
Whereupon, the resolution was declared duly passed and adopted the 13th day of April, 2020.
STATE OF MINNESOTA )
COUNTY OF HENNEPIN ) ss.
CITY OF MAPLE GROVE )
1, the undersigned, being the duly qualified and acting Clerk of the City of Maple Grove,
Hennepin County, Minnesota, a Minnesota municipal corporation, hereby certify that the above
and foregoing Resolution No. 20- PB is a true and correct copy of the Resolution as
adopted by the Parks and Recreation Board on the 13th day of April, 2020.
City Clerk
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April 13, 2020 REQUEST FOR BOARD ACTION 3
DATE AGENDA ITEM
Business Items: Emergency Meeting
Agenda Item
Adjournment
PREVIOUS ACTIONS:
None.
RECOMMENDED BOARD ACTION:
CaII by ( Vice) Chair to adjourn.
Motion by Board Member to adjourn the April 13, 2020 Emergency Meeting.
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