HomeMy WebLinkAbout2.b. Community EventsCITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR DISCUSSION
COMMITTEE OF THE WHOLE: September 10, 2003
AGENDA ITEM: Community Special Events
AGENDA SECTION
PREPARED BY: Dan Schultz, Parks and Recreation Director
AGENDA NO.
ATTACHMENTS: Meeting Minutes Feb, 13, 2003, 2003 Leprechaun
APPROVED BY:
Days Contract, Event Information, Bylaws for Pan -
o -Prog, Jesse James Days and Rosemount
Halloween Festivity.
At the February 13, 2003, Committee of the Whole meeting (see attached minutes), Mayor Droste requested a
review of the liability and legal issues relating to the City's involvement in all community events. There was
discussion regarding whether a structured board or committee would better serve the residents by securing more
community members to participate in the planning of the events. There is a perception that the events are "City"
events planned and organized by City Staff. Events mentioned were Rosemount Halloween Festivity, City Wide
Garage Sale, Leprechaun Days, Share the Spirit, and the Shamrock Awards Banquet. The Council wanted the
events to be resident driven and supported by the community. The Council voiced support for the community
events and wanted to make sure there was an avenue for the continued future success of these events.
The 2003 City Fees and Fee Policy currently identifies four City sponsored special event. The events include
Rosemount Halloween Festivity, Leprechaun Days, Share the Spirit, and the Shamrock Awards Banquet. The
Leprechaun Days Committee is the only event that has signed a contract with the City of Rosemount to
coordinate the event (see attached contract). The City does not sign contracts with the two other events still
operating. Share the Spirit no longer takes place.
Staff has contacted a number,of individuals who are. involved with community events in the south metro area.
Attached is the event information regarding the events.
RECOMMENDED ACTION \ NOTES: Discussion Only.
ROSEMOUNT CITY PROCEEDINGS
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 13, 2003
Pursuant to due call and notice thereof a Committee of the Whole, regular work session meeting
of the Rosemount City Council was duly held on Thursday, February 13, 2003, at 6:30 p.m. in
the Council Chambers at City Hall, 2875 - 145th Street West.
Mayor Droste called the meeting to order with Council Members DeBettignies, Riley, and Shoe -
Corrigan present. Also in attendance were Interim City Administrator/ Police Chief
Kalstabakken, Community Development. Director Parsons, Parks and Recreation Director
Schultz, and City Engineer Brotzler. The agenda was adjusted to include City Council position
interviews and move the SKB presentation to follow the interviews.
City Council Position Interviews
City Council continued interviews from their Saturday, February 8th interviews. Four applicants
were called back for a second interview: Dave Anderson, Maureen Geraghty- Bouchard, Casey
Wollschlager, and Kevin Strayton. Interviews were conducted from 6:30 p.m. to 7:00 p.m. and
then the scheduled Committee of the Whole proceeded.
SKB Expansion
Interim City Administrator Kalstabakken presented four issues for discussion by Council and
reviewed a traffic report and environmental report. SKB Environmental Inc. has requested a
much larger capacity storage than allowed by the City's zoning ordinance. Rich Valley Landfill
expanded into Rosemount in 1994 on the northern border and the limited volume of 200,000
cubic yards was initially set for that area. The additional volume requested would be
accomplished by filling in areas between current cells in a "saddle" form increasing the height.
SKB maintained that the landfill would roughly double in size in both land area and capacity.
SKB has held an excellent record for operations and is even considered a desired "model" by the
Minnesota Pollution Control Agency (MPCA). The Planning Commission has recommended
approval of a zoning amendment to increase the volume. The MPCA and Dakota County
Environmental Division have stringent requirements that must be met. City of Rosemount
approval is necessary prior to MPCA and Dakota County approval.
The key environmental issue with the landfill is the control and treatment of the water that
leaches through the landfill materials ( leachate). A liner has been installed to capture the leachate
even though this is not a requirement by MPCA. The captured leachate is then pumped out and
trucked to the Rosemount Treatment Plant or to Pigs Eye Treatment Plant. After the landfill is
filled, it would be capped with a clay liner and an 80 -mil poly liner. After two to five years,
nearly all moisture will be gone and any settling of material would be complete. Ash is very
dense and becomes almost like concrete when compacted.
Council asked about how hazardous the waste is being placed into the landfill. SKB explained
that there are never any hazardous wastes acccepted. Each truckload is tested ten to twelve times
load and then a "finger print" of the material is recorded. A test is done immediately on that
material and if something is unacceptable it is shipped back to its origin immediately. The types
of material that will be accepted are industrial waste, ash, and construction/demolition debris.
Construction / demolition debris is not currently accepted at the site but will comprise most of
the requested expansion of cells.
ROSEMOUNT CITY PROCEEDINGS
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 13, 2003
Council discussed an end use for the landfill. The consensus was that the best land use is not
known now because there are so many variables. Because this is an industrially zoned area, a
park or golf course seems unlikely. There may be a market for a truck terminal or commercial
use in the future for the land. If a commercial use could be found, then investing a large amount
into grass and landscaping could be avoided. Council requested that a condition in the Interim
Use Permit (IUP) include language to evaluate the end use over the life of the landfill. Council
also discussed landscaping only the visible area, keeping it passive and natural perhaps with
walking trails. The IUP would require renewal every five years and review of the end use could
occur at those times. SKB noted that each cell would be sealed as it is filled; so determining the
end use could affect how it is sealed. Also SKB noted that the City could purchase the completed
landfill at 80% of the land value. SKB will be spending funds to close each cell as it occurs in
accordance with the approved end use plan. Any alteration to the end use plan requires a change
in the permits issued by MPCA and Dakota County.
Foth & Van Dyke Consultants presented a letter with Findings of Fact regarding the SKB
Rosemount Industrial Waste Facility Major Modification. They addressed the truck traffic design
by using County Road 38 for an alternate exit. Highway 55 is the main entrance. Minnesota
Department of Transportation (MnDOT) rated the capacity of Highway 55 at 20,000 trips per
day (TPD) and CR 38 at 15,000 trips per day. SKB projects 315 TPD on HWY 55 and 915 TPD
on CR 38. The portion of Highway 55 used as a service road will eventually be turned over to
the city for maintenance.
Discussion was held regarding what type of fees might be expected from SKB per ton or cubic
yard. Fees generated will be included in an amendment to the existing Development
Commitment agreement and will be negotiated to be similar to fees paid at landfills in other
Dakota County cities. Also a lump sum of money could be requested up front in order to develop
a city project or somehow improve city amenities. Council Member Shoe - Corrigan noted that the
public should be involved and informed of the zoning amendment. The MPCA will have a thirty -
day period for comment before approval also. SKB's request will be addressed at the March 6th
Council meeting.
Sidewalk and Trail Improvement Plan
Parks and Recreation Director Schultz and City Engineer Brotzler reviewed the Sidewalk and
Trail Improvement Plan. A map was shown that identifies locations where connections between
existing trails are needed. A priority list will be worked on considering safety first and then the
most heavily used sidewalks and trails. The budget this year includes $125,000 to begin
improvements and maintenance. The most effective use of funds could be accomplished by using
the public works crew to resurface needed areas. Schultz noted that grant money might be
available for some projects. Brotzler also noted some cities have done bond issues in order to
fund projects. Several trails were identified for maintenance. New development is always
requested to install connecting sidewalks or trails as stated in the Parks Master Plan.
Leprechaun Days Service Agreement
Parks and Recreation Director Schultz submitted a revised Leprechaun Days Service Agreement.
Mayor Droste requested a review of liability and legal issues with the city's involvement of all
community events. Droste wanted to consider a structure or board that would better serve the
residents. Droste suggested stepping back this year to observe the perception that events are
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ROSEMOUNT CITY PROCEEDINGS
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 13, 2003
"city" events and consider how much funding should be city sponsored. Events mentioned were
Halloween Party, City Garage Sale, Leprechaun Days, Share the Spirit, and Shamrock Award.
Council Member DeBettignies noted that donations to these events require a LG5 form on which
the city signs off. DeBettignies noted that the Minnesota Foundation could be a resource for
information. The Leprechaun Days Service Agreement will be brought to the March 6 Council
meeting for consideration.
Skate Park
Parks and Recreation Director Schultz reviewed the Task Force recommendation for a Tier I
Skate Park to be located in Central Park with $25,000 worth of equipment. The Parks and
Recreation Commission recommended the location to be at Schwarz Pond Park north of the
Community Center. Council consensus was to keep the activity in Central Park so kids can walk
to it. All Tier I park equipment must be 3 feet tall or lower, it does not require supervision,
padding, or a fence enclosure. Funds for the park have been received from SKB and Rosemount
First State Bank. The Jaycees, Quizno's, and Dole Explosives may pledge money for the skate
park. A determination to expand or change the skate park can be made after this year's use and
review. The skate park would be placed on the paved hockey rink. Council directed Schultz to
prepare a Request for Proposal for equipment and proceed with the project this year.
Commission By -Laws and Selection Process
Interim City Administrator Kalstabakken presented the amended by -laws for commissions to
change terms from one year for the Planning and Parks and Recreation Commissions to three -
year terms and remove the Council Liaison requirement. The Commission Selection Policy was
also drafted to reflect the term length change. The Port Authority by -laws were amended by the
City Attorney at Article V. Governing Body to correct the inappropriate change to three -year
terms and add language to have council member terms coincide with their elected term. The
statement of "not less than two commissioners shall also be members of the council" was
debated; later it was found to be in the originating resolution. The Port Authority Chairperson
will be elected by the commission members. These amendments will be brought to the March 6th
Council meeting for consideration.
Council Member Appointment
Mayor Droste called for selection of the council member position following the second
interviews of Dave Anderson, Maureen Geraghty- Bouchard, Casey Wollschlager, and Kevin
Strayton. All four applicants had enthusiastic comments and good communication skills. The
choice was difficult and Council did not want to discourage those not chosen from continuing his
or her service to the community. After some discussion Council decided to appoint Kevin
Strayton to the remaining term of Council Member Klassen's at the March 6, 2003 City Council
meeting. That term will expire December 31, 2004.
Additional Topics
Council Member Riley requested that the City's Emergency Plan be reviewed at the next
Committee of the Whole. Council was advised that a letter supporting Dakota County's request
for federal transportation funds for Highway 52 corridor projects at Co. 46 and 47 will be sent.
The letter will be signed by the mayor and interim city administrator . The meeting was
adjourned at 10:40 p.m.
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ROSEMOUNT CITY PROCEEDINGS
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 13, 2003
Respectfully submitted,
Linda Jentink
Recording Secretary
The City Council Agenda Packet is Clerk's File 2003 -06.
rd
SERVICE AGREEMENT
BETWEEN THE CITY OF ROSEMOUNT
AND LEPRECHAUN DAYS
THIS AGREEMENT is made the day of March 2003, by and between the City of
Rosemount, a Minnesota municipal corporation (hereinafter referred to as "City ") and
Leprechaun Days, a Minnesota association (hereinafter referred to as "Leprechaun Days ");
WITNESSETH:
WHEREAS, for a number of years Leprechaun Days has conducted an annual civic
community festival known as Leprechaun Days (hereinafter referred to as The Community
Festival); and
WHEREAS, the city council of the City has determined that it is in the best interest of
the City and its citizens to promote the City and its businesses and to provide recreational
opportunities for its residents by entering into a contract with Leprechaun Days to conduct the
Community Festival in 2003;
NOW, THEREFORE, on the basis of the premises and the mutual covenants and
agreements hereinafter set forth, it is agreed as follows:
Leprechaun Days will organize and conduct, in cooperation with the city staff, the
Community Festival for 2003, which shall run for ten days which shall be agreed
upon by Leprechaun Days and the city council, in accordance with practices and
standards of such festivals conducted in past years. Services shall include the
recruitment, selection, training, and managing of such employees and volunteers as
are necessary to conduct the Community Festival, and shall include but not be
limited to:
a. advertising and promotions including the design, production and distribution
of buttons, flyers and posters, and the development and installation of signs
and banners;
b. securing all necessary governmental permits and seeking approval of street
closings and other required City action;
c. soliciting financial support from individuals, businesses and organizations
including sponsorships of certain events; and
LALEPDAYS GENERAUService Agreement 2003.doc 01 -28 -03
d. conducting the following events or arranging for them to be conducted by
other cooperating organizations, provided that events may be deleted or added
with the approval of the city council:
1) Medallion Hunt
2) Big V gieL4 Ras Trike, Bike, Scooter Races
3) Penny Scramble
4) Bathtub Race
5) Bingo
6) Bowl for D.A.R.E.
7) Puppets in the Park
8) Fishing Derby
9) Sunday Night Specials
10) Run for the Gold
11) Rosemount Family Fitness Walk
& Youth Shamrock Sprint
12) Pet Contest
13) Grand Day Parade
14) Mid- Summer Faire
15) Entertainment after the Parade
16) Root Beer Floats
17) Resource Fair
18) 500 Tournament
19) Leprechaun Days Street Dance
20) Fireworks Display
21) Sneaky Pete's Garden Tractor Pull
22) Kiddie Parade
23) Blarney Stone Hunt
24) Amusement Rides
25) Wet `n Wild Day
26) Teen Bowling at City Limits
27) Kvam's Softball Tournament
28) Public Ice Skating
29) Radio Controlled Air Show
30) Hamster & Gerbil Races
31) BBQ Beef & Corn on the Cob Feed
at the Legion
32) Euchre Tournament
33) 99 cent bowling at City Limits
34) Family Fun Day at Cub Foods
35) Toilet Bowl Races
36)
a t C a l n., a
37) Steak Fry at the Legion
38) 50's Day at City Limits
39) '
40) Relay for Life
41) Rosemount Reach -Out Night
42) Rosemount Ntl Bank Open House
43) Irish Soccer Day
44) Rosemount Showcase & Family
Fun Night
45) Dr. Fuzz Music Madness
46) Dakota City Trolley Rides
47) Bench Press Championships
48) Karaoke at the Legion
49) Wheel Chair Basketball
Tournament
2. Leprechaun Days will undertake the work of this agreement as an independent
contractor, and Leprechaun Days officers, employees, volunteers, and agents shall not
be deemed agents or employees of the City for any purposes including, but not
limited to, income tax withholding, workers' compensation and unemployment
compensation.
As consideration for the services provided by Leprechaun Days, the City will pay
monies received as contributions in support of the Community Festival. The amount
actually paid will be limited to the amount of such contributions received. The City
will advise Leprechaun Days, on request, of the status of funds received and funds
reasonably expected to be received.
LALEPDAYS GENERAL \Service Agreement 2003.doc 01 -2M3
4. Leprechaun Days will maintain liability insurance providing the following coverages:
Commercial general liability with personal injury limits of not less than $1,000,000
per occurrence and a general aggregate limitation of not less than $2,000,000. The
City of Rosemount will be named as additional insured on all such policies and proof
of insurance will be provided to the City.
5. All services and activities conducted by Leprechaun Days shall be on a
nondiscriminatory basis and in full compliance with all state and federal civil and
human rights laws, regulations, and rulings.
CITY OF ROSEMOUNT
Un
L
William Droste, Mayor
Linda Jentink, City Clerk
LEPRECHAUN DAYS
Leprechaun Days Treasurer
L:\LEPDAYS GENERAL\Se ee Agreement 2003.doc 01 -28 -03
EVENT INFORMATION
Community Event Contact
Eagan 4 th of July Jeff Ashfal, City of Eagan
Comments: This is not a city event. The Event does not sign a contract with the City. The
City provides limited Public Works and Police staff. No organizational by -laws.
Hastings River Town Days Marty McNamara, City of Hastings
Comments: A letter of understating is used to let the River Town Days Committee know
what the City will provide. The City offers free use of facility, portable toilets, barricades
and cones.
Apple Valley 4 th of July Bill Bird, City of Apple Valley
Comments: No contract with City. City provides much of the support staff to the event
Committee. The City provides Public Works, Police and Parks and Recreation staff. They
also provide barricades, cones and use of City facilities.
Northfield Jesse James Days Debbie Larsen, Event Chair
Comments: The Defeat of Jesse James Days Committee is a separate entity from the
City. They are the largest all volunteer organization in the State of Minnesota. I have
attached our by -laws and organizational chart for your review.
Lakeville Pan -o -frog Susan Rogers, Event Chair
Comments: The event is separate from the City. The event is run by the non - profit Pan -o-
Prog organization. The City does not sign a contract with Board. The City does provide a
large amount of in -kind services to the event including staff from the Police, Fire, Public
Works and Parks Departments. The Pan- o -Prog has started to make contributions to help
offset the cost to the City. See attached by- laws.
Burnsville Fire Muster Joy Cherney, Event Chair
Comments: Have not yet received information from this event.
Rosemount Halloween Mike Bouchard, Event Chair
Comments: Attached are their proposed by -laws
PANORAMA OF PROGRESS
BY -LAWS
ARTICLE I
REGISTERED OFFICE
The registered office of the Corporation shall be at the City of Lakeville, County of Dakota, State
of Minnesota. The Corporation may have such other offices as may from time to time be
designated by its directors or its executive committee.
ARTICLE 11
MEMBERSHIP
SECTION 1. The membership of this Corporation shall consist of the following organizations:
Airlake Industrial Park
American Legion, Post 44
City of Lakeville
Independent School District #194
Lakeville Chamber of Commerce
Lakeville Jaycees
Lakeville Lioness Club
Lakeville Lions Club
Lakeville Rotary Club
Lakeville VFW Club, Post 210
Women of Today
Additions 12- 10 -91: VFW Club Post 210 Auxiliary
American Legion Auxiliary
Each organization shall select a person to be a director of this Corporation and such selection
shall be held prior to September's meeting each year.
SECTION 2. Membership in this Corporation shall continue until terminated by a majority vote
of the Board of Directors or by the voluntary withdrawal of a member. All rights, privileges, and
interest of a member in or to the Corporation shall cease on termination of membership.
Memberships shall be non - transferable. Any member may, by giving written notice of such
intention, withdraw from membership. Withdrawals shall be effective on fulfillment of all
obligations to the date of withdrawal.
SECTION 3. The Board of Directors may replace any director who is absent without excuse
from three (3) consecutive meetings.
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ARTICLE III
BOARD OF DIRECTORS
SECTION 1. The business, property, and a ffairs o f t he C orporation s hall b e in anaged b y i is
Board of Directors.
SECTION 2. The Board of Directors shall consist of the elected officers of the Corporation, the
duly selected representative of each member, and the immediate past president, all of whom shall
serve for one year. In addition, there shall be three (3) directors at large selected from the general
Lakeville community who shall serve three (3) year terms, three (3) directors serving two (2) year
terms, and three (3) directors serving one (1) year terms. In case of death or resignation of any
Board member, that vacancy shall be filled by the remaining members of the Board of Directors
and such shall serve during the term of the member replaced.
SECTION 3. There shall be an annual meeting of the Corporation before November 1 unless
otherwise ordered by the Executive committee, for election of officers, receiving reports, and the
transaction of other business. Notice of such meetings, issued by the secretary, shall be mailed to
the last recorded address of each director at least seven (7) days before the time appointed for the
meeting.
SECTION 4. A majority of the Board of Directors of the Corporation, when present at the
meeting, s hall c onstitute a q uorum, and i n c ase there are less than this number, the presiding
officer may adjourn from time to time until quorum is present.
SECTION 5. Regular meetings of the Corporation may be called at any time by the president,
and must be called at any time by the president, or in his absence, by a vice president or the
secretary, on the written request of two (2) directors.
ARTICLE IV
OFFICERS
SECTION 1. The elected officers of the Corporation shall be a president, first vice president,
second vice president, secretary and treasurer. Other offices and officers may be established and
appointed by the Board of Directors of the Corporation at the regular annual meeting. The
elected officers and the immediate past president shall form the Executive Committee of the
Corporation.
SECTION 2. The officers of the Corporation shall serve for a term of one year.
SECTION 3. The officers of the Corporation shall be elected at the annual meeting of the Board
of Directors. An officer need not be a director of the Corporation.
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ARTICLE V
AMENDMENTS
These by -laws may be amended, repealed, or altered, in whole or in part, by a majority vote at
any duly organized meeting of the Corporation.
ARTICLE VI
LIABILITIES
Nothing herein shall constitute members or. directors of the Corporation as partners for any
purpose. No member, director, officer, agent, or employee shall be liable for the acts of failure to
act of any other member, director, officer, agent, or employee of the Corporation. Nor shall any
member, d irector, o fficer, a gent, o r e mployee b e 1 iable for his/her acts or failure to act under
these by -laws, excepting only acts or omissions arising out of his/her willful misfeasance.
ARTICLE VII
FUNDS
SECTION 1. This Corporation is not intended as a profit making organization, nor is it founded
with the expectation of making a profit. This Corporation shall use its funds only for objects and
purposes specified by these by -laws and its Articles of Incorporation.
SECTION 2. Person(s) entrusted with the handling of Corporation funds may be required, at the
discretion of the Executive committee, to furnish, at Corporation expense, a suitable fidelity
bond.
SECTION 3. No part of said funds shall insure or be distributed to the members of this
Corporation. In the event of the dissolution of the Corporation, any funds remaining shall be
distributed to one or more regularly organized and qualified charitable and /or educational
organization to be selected by the Board of Directors.
ARTICLE VIII
INSIGNIA
The Executive committee may adopt insignia, colors, badges, and flags for the Corporation as it
deems desirable.
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These amended by -laws shall become effective April 15, 1992.
President Signature
Address
Secretary Signature
Address
rg
AMENDED BY -LAWS
OF
THE DEFEAT OF JESSE JAMES DAYS COMMITTEE, INC.
A non - profit corporation organized under
the laws of the State of Minnesota.
ARTICLE I. OFFICES
The principal office of the corporation shall be located in Northfield, Rice County,
Minnesota 55057. The corporation may have such other offices as the Board of Directors may
determine from time to time.
ARTICLE II. MEMBERS
Members of the corporation shall include only individuals listed under the categories of
"Officers" or "Volunteers" or "Board of Directors of the Defeat of Jesse James Days Committee,
Inc. on the current years official brochure publication.
ARTICLE III. MEMBERSHIP MEETINGS
Section 1. MEETING. The annual meeting of the organization shall be held in October
each year on the day, time, and place set by the Board of Directors, for the purposes of electing
new directors and to decide any other business which may properly be considered by the
membership. The Board of Directors shall schedule regular monthly meetings of the members.
Section 2. SPECIAL MEETINGS. Special meetings of the members may be called at
any time by the President or the Board of Directors or upon written request of at least ten
percent of the membership presented to the President or presented at a meeting of the Board of
Directors. Any meeting called by written request by the membership shall be scheduled by the
President or the Board of Directors. All meetings shall beheld at the principal office of the
corporation or at such other place as may be designated.
Section 3. NOTICE OF MEETING. Written notice of all meetings shall be given to each
member of record, and shall specify the date, time, place and purpose of the meeting.
Section 4. QUORUM. The presence in person of at least thirty percent of the members
of record shall constitute a quorum for the transaction of business.
Section 5. VOTING. All members are entitled to vote on resolutions brought up at
membership meetings and elections. A majority of the votes of the members present at any
meeting shall determine resolutions, unless specified otherwise by these by -laws. All charitable
gambling issues shall be brought before the committee of members. Individuals must be
present to vote. No proxy votes will be accepted.
ARTICLE IV. DIRECTORS
The affairs of the corporation shall be managed by its Board of Directors.
Section 1. NUMBER, TENURE AND QUALIFICATIONS. The number of Directors shall
be seven. The Board of Directors shall consist of the chairman of the board, who shall be the
immediate past general chairman of the committee; the general chairman, who shall also serve
as president of the corporation; the treasurer; the elected secretary; and three elected at large by
the members. The officers and one at -large director shall be elected at each annual meeting of
the members. The term of office of each at -large director shall be three years. Each officer will
serve a one -year term. The legal counsel shall be an ex- officio member of the board but shall
not be entitled to vote.
Section 2. REGULAR MEETING. A regular meeting of the directors shall be held without
any other notice immediately after, and at the same place as the annual meeting of members.
The Board of Directors may establish, by resolution, the time and place for holding additional
regular meetings without other notice than such resolution. Additional regular meetings shall be
held at the principal office of the corporation unless such location is designated in the resolution
Section 3. SPECIAL MEETINGS. Special meetings of the Board of Directors may be
called by or at the request of the President or any two directors, and shall be held at the principal
office of the corporation or at such other place as the directors may determine.
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Section 4. NOTICE. Notice of any special meeting of the Board of Directors shall be
given at least three days previously thereto by written notice delivered personally or by mail or
fax to each director at his address as shown by the records of the corporation. If mailed, such
notice shall be deemed to be delivered when deposited in the United States mail in a sealed
envelope and so addressed with postage thereon prepaid. Any director may waive notice of any
meeting. However, during the week of the celebration, emergency meetings may be held upon
reasonable notice by telephone, fax, email, or other electronic means. The attendance of a
director at any meeting will constitute a waiver of notice of the meeting, except when a director
attends a meeting for the express purpose of objecting to the transaction of any business
because the meeting was not lawfully called or convened. The business to be transacted at the
meeting need not be specified in the notice or waiver of notice of such meeting, unless
specifically required by law or by these by -laws.
Section 5. QUORUM. A majority of the Board of Directors shall constitute a quorum for
the transaction of business at any meeting of the Board of Directors; but if less than a majority of
the directors are present at any meeting, a majority of the directors present may adjourn the
meeting from time to time without further notice.
Section 6. BOARD DECISIONS. The act of a majority of the directors present at a
meeting at which a quorum is present shall be the act of the Board of Directors, unless the act of
a greater number is required by law or by these by -laws.
Section 7. VACANCY. Any vacancy occurring in the Board of Directors and any
directorship to be filled by reason of an increase of the number of directors shall be filled by the
Board of Directors. A director filling the vacancy shall serve until the next annual election.
Section 8. ATTENDANCE. All board members must attend 75% of the board meetings
in a committee year, or the member will be subject to removal by a majority vote of the directors.
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ARTICLE V. OFFICERS
Section 1. OFFICERS. The officers of the corporation shall be a president/general
chairman, one or more vice - presidents (the number to be determined by the Board of Directors),
a secretary, a treasurer, and such other officers as may be elected in accordance with the
provisions of this article. All event chairmen shall be officers of the corporation. The Board of
Directors may elect or appoint such other officers as it shall deem desirable. No member of the
Board of Directors may hold more than one position on the board of directors. Any two or more
offices may be held by the same person, except the offices of president, treasurer, and
secretary; however, a person shall only be entitled to one vote.
Section 2. ELECTION AND TERM OF OFFICE. The officers of the corporation shall be
elected annually by the members at their regular annual meeting. If the election of officers is not
held at such meeting, such election shall be held as soon thereafter as is convenient. Each
officer shall hold office until his successor has been duly elected and qualified. Any officers may
be removed by a majority of the Board of Directors at a meeting, provided that notice of the
intended act shall be given at the call of the meeting.
Section 3. VACANCY. A vacancy in any office may be filled by the Board of Directors for
the unexpired portion of the term.
Section 4. POWERS AND DUTIES. The several officers shall have the powers and shall
perform such duties as may, from time to time, be specified in resolutions or other directions of
the Board of Directors. In the absence of such specifications, each officer shall have the power
and authority and shall perform and discharge the duties of officers of the same title serving a
non - profit organization having the same or similar general purposes and objectives of this
corporation.
Section 5. EMPLOYEES. The Board of Directors may hire such personnel as it shall
deem necessary from time to time, for such periods of time, and on such terms as it determines.
Section 6. CONTRACTS. CHECKS. DEPOSITS AND FUNDS. The Board of Directors
may authorize any officers or agents in addition to the officers authorized by these by -laws, to
enter into any contract or execute and deliver any instrument in the name of and on behalf of the
corporation. Such authority may be general or may be confined to specific instances.
All checks, drafts or orders for the payment of money, notes, or other evidence of
indebtedness issued in the name of the corporation, shall be signed by such officer or officers,
agent or agents, of the corporation, and in such manner as shall from time to time be determined
by resolution of the Board of Directors. In the absence of such determination by the Board of
Directors, such instrument shall be signed by the treasurer and counter - signed by the president
or vice - president of the corporation.
All funds of the corporation shall be deposited from time to time to the credit of the
corporation, in such banks, trust companies, or other depositories as the Board of Directors may
select.
The Board of Directors may accept, on behalf of the corporation, any contribution, gift,
bequest, or devise for any purpose of the corporation.
All monies for Committee sanctioned events, except those run by civic organizations
approved by the Defeat of Jesse James Days Board, shall be deposited in the checking or
savings account of the Defeat of Jesse James Days Committee, Inc. No other accounts shall be
established without the approval of the Defeat of Jesse James Days Board.
ARTICLE VI. BOOKS AND RECORDS
The corporation shall keep correct and complete books and records of account, and shall
also keep minutes of the proceedings of its members, Board of Directors, committees having
and exercising any authority of the Board of Directors, and shall keep at the principal office a
record giving the names and addresses of members entitled to vote. All books and records of
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the corporation may be inspected by any member, or his agent or attorney, for any proper
purpose upon reasonable notice and at reasonable times.
ARTICLE VII. COMMITTEES
Section 1. COMMITTEES OF DIRECTORS. The Board of Directors by resolution
adopted by a majority of the directors in office, may designate one or more committees, each of
which shall consist of one or more members, which committees, to the extent provided in such
resolution, shall have and exercise the authority of the Board of Directors in the management of
the corporation.
Section 2. OTHER COMMITTEES. Other committees not having and exercising the
authority of the Board of Directors in the management of the corporation may be designated by a
resolution adopted by a majority of the directors present at a meeting at which a quorum is
present. Except as otherwise provided in such resolution, members of each such committee
shall be appointed by the president. Any member thereof may be removed by the president
whenever, in his or her judgment, the best interests of the corporation shall be served by such
removal.
ARTICLE VIII. AMENDMENT OF ARTICLES OR BY -LAWS
Section 1. AMENDMENT BY THE MEMBERS. The Board of Directors shall propose any
amendment to the articles or by -laws by resolution setting forth the proposed amendment and
directing that it be submitted for adoption at a meeting of the members not less than 20 days
distant, with notice of intent to amend the by -laws. Amendments shall be adopted by a majority
of the members voting.
Section 2. AMENDMENT BY THE DIRECTORS. If the members by a majority vote
authorize the Board of Directors to amend the articles or by -laws, then the Board of Directors
may adopt an amendment by a vote of two- thirds of the directors present at any meeting for
which proper notice has been given.
M
ARTICLE IX. DECORUM
Section 1. No smoking will be allowed at board and membership meetings.
ARTICLE X. CONTRACTS
Any and all contracts entered into and with the Defeat of Jesse James Days Committee,
Inc., shall be limited to one year unless otherwise deemed necessary by the Defeat of Jesse
James Days Board (e.g., Sutton Rodeo contract).
Any current contracts shall be deemed void with the exception of the Sutton Rodeo
contract.
As amended September 17, 2002, at a duly called meeting of the members, verified this
17` day of September, 2002, by:
Debra Larsen
DJJD Secretary
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2003 befeat of Jesse James Days Board
Chairman of the Board Chairman
• Preside over Elections • Preside over Committee & BOD Meetings
• Assist Chairman in overseeing Chairman of the Board • Oversees all committees
all committees • Attends all BOD & Committee Meetings
• Liaison between committee and public
General Chairman • Oversee Heywood Award & Banquet
Secretary
Prepare Board & Committee
Agendas
Prepare Board & Committee
Minutes
Take Board & Committee
Minutes
Committee Membership
Up -to -date
Mail out meeting notices
Keep attendance records
Check P.O. Box
Distribute correspondence
Handle any correspondence
necessary
Keep calendar current
Notify location of meetings
Schedule dates /times for
any activities requested
Attend all BOD and
Committee Meetings
I Treasurer I
Pay bills on time
Keep financial records
Prepare budget
Prepare & present financial
report at BOD & Committee
Meetings
1st Year Board
Toilets
Garbage
Insurance
Attaboys
Announcer
Bike Tours
Brochures
Publicity
Electronic & Print Media
Walks, 5K & 15K Runs
Radio Control Flyers
Shuttle Bus
Sundowners Car Club
Waivers & Certificates
Horseshoe Hunt
2nd Year Board
Arts Guild
Sound
Sertoma
Grand Parade
Kiddie Parade
Buttons
$100 Pins
Kiddie Tractor Pull
Queen Coronation
Jr. Royalty Coronation
Royalty Cordinator
Inventory Sales
Information Booth
3rd Year Board
Rodeo
City
Rodeo Arena
Tractor Pull
Concessions
Entertainment Center
Security
Bank Raids
James / Younger Gang
Northfield Posse
Historian
i
`BYLAWS OF THE ROSEMOUNT HALLOWEEN HAUNTED TRAIL
Article I - Name
Name of the organization shall be recognized as: Rosemount Halloween Haunted Trail.
The organization will hold the Halloween event within the boundaries of the City of Rosemount,
Minnesota.
Article II - Purpose
To promote a seasonal family orientated event, with the focus up to pre -teen age children.
Article III - Participation
Participation is open to any person interested in volunteering and assisting with the annual
event.
Article IV — Officers
Section I - Officers
The elected officers shall consist of the following: Chairperson, Vice Chairperson, Treasurer
And Secretary. All Officers shall be elected on an semi- annual basis. With time and place to
be determined by the Halloween Haunted Trail Committee. Vacancies shall be filled by
appointment and approval of the committee.
Section 11 - Responsibilities
a. Chair
Chair shall call and preside at all Committee meetings.
Establish Ad -Hoc committees as needed.
Will be one of the authorized check signers.
b. Vice Chair
Vice Chair will assume the duties of the Chair in absence of the Chair.
c. Treasurer
Shall keep the books on a current basis and prepare a written report for the Committee for
the months that we meet.
Has custody of all funds, and make disbursements only as authorized by the Board, however
Does have discretionary authorization up to $ 50.
Shall be primary signatory on all checks from an account drawn on a local Rosemount Bank
d. Secretary
Shall keep records of proceedings at all committee meetings. Records to be available for
review at next committee meeting. Preserve records in a permanent file, too be located in the
Rosemount Park and Recreation office, all records of value to the Halloween Haunted Trail
Committee. Will act as one of the authorized check signers.
Article V - Finance
Fiscal year shall be January 1 through December 31.
Event shall be supported by fundraising, and donations and in kind services.
The City Of Rosemount will be a Co- Sponsor of the event.
Page l of 2
Schultz,Dan
From: Cherney, Joy Doy.cherney @thomson.com]
Sent: Wednesday, August 27, 2003 1:46 PM
To: Schultz,Dan
Subject: RE: Organizational bylaws
Hi Dan. I can fax a copy to you. What's your fax number? Will have to do so tonight or tomorrow as I don't have
the bylaws with me here at work.
Maybe your organizers could meet with our executive committee. (After the Fire Muster.) We've talked about
connecting with local event committees and organizers to share experiences and ideas, so this might be a way to
start out. If there is interest in that, please have the main contact person e-mail me, and we can work something
out.
Joy Cherney
Burnsville Fire Muster Chair