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7.a)1) Staff Report-Eagle Scout Guidelines Update �' � � _��. ���-��-� � u� � � SCANDIA Staff Report Date of Meeting: October 15, 2013 To: City Council From: Kristina Handt, City Administrator Re: Eagle Scout Guidelines Update Background: In order to improve the process of reviewing and accepting Eagle Scout projects, the Park and Rec Committee reviewed changes to the Eagle Scout Guidelines at their October meeting. Redlined and clean versions of their recommended changes are included in your packet. Issue: Should the Eagle Scout Guidelines be updated? Proposal Details: The proposed changes are underlined in red. The changes would include requiring the Scout to meet with staff prior to preparing their project, comply with Signage Guidelines, request to be on the agenda a month ahead of time, complete the donation form, and submit a copy of the Eagle Scout Service Project Proposal form to the City. This is the form the Scout is already required to complete by the Boy Scouts of America. Additionally, there is a requirement that the Unit Leader sign off on the project before it comes to the committee. This will ensure the Scout has spent some time planning the project before coming to the committee and gives the committee some confidence that the Scout has support of the troop. An important change is that the project will not be placed on the committee agenda unless these forms have been turned in. This way the committee will not be placed in a position of having to make decisions about a project without having all of the required information before them. A staff inember will be designated as the contact person during the execution of the project and will verify its completion prior to final acceptance by the Council. Options: 1) Approve the Eagle Scout Guidelines updates 2) Amend and then approve the Eagle Scout Guidelines 3) Do not make any changes Recommendation: Option 1. +.� Scout Project Guidelines �<:' � ' ; :--�-�:_, City of Scandia ���. . 14727 209'�'St. N. Scandia. MN 55073 c('���T S (651)433-2274 �•-�� �i 1. Planning—Before approaching the City with a project in a park or on other city property you will need to gather the following information: • What is your project? Why is it needed and why do you want to do it? • Where will it be located? Draw a map or a plan. • What will it look like? Collect drawings, photos or brochures. • How much will it cost? How will you raise the funds? �Who needs to give permission? Identify all agencies or property owners who may be involved. • Scouts are stron�l�� encoura�ed to meet���ith Citv stafl�prior to preparin�their proposal in order to revie�l� any applicable policies or regulations. If your project includes si�na�e, it must comnlv with the Parks, �I�rails and Open Space Si�na�e Guidelines. 2. Presentation to Park and Recreation Committee—Coi�tact city staff(651 433-2274) to find out when you may appear before the Committee. They meet the first Monday of the month at 7:00 p.m., and any re uest to appear �nust be made at least �-A�sone month before the meetin�. _ . • Provide your written materials (maps, drawings, etc.) to the city in advance (not later than the Monday prior to the meeting). Completed cop�� of Ea�le Scout Service Project Proposal form must be si�ned b�� Unit Leader and pro�ided to Citv staff along with a completed and si�ned Donation Form for Public Impro�ements, Memorials, Tributes, Works of Art, etc. Requests to be on the Committee a�enda will not be ��ranted unless both completed forms have been pro��ided to the Cit��at least 7 da��s before the meetin<,;. • Let staff know if you will need any special equipment for your presentation (such as a projector or an easel.) • Show up at the meeting on time ready to make your presentation. Dress neatly (in your scout uniform if possible)and please do not chew guin. • lntroduce yourself and explain your project plan. • Be ready to answer questions about your project. The Committee will make a recommendation to the City Council on whether or not your project should be approved. 3.� Presentation to City Council—After the Park and Recreatio�� Committee�;� recommendation, you will need to make the same presentation to the City Council. They must give approval before your project may proceed. The Council presentation will be scheduled for the next City Council meeting, normally the third Tuesday of the month at 7:00 p.m. 4. Execute your Project�ongratulations, your project can now begin! You will be assigned a �Ra�k e�-a+��+-staff inember as your contact person, to make sure we stay in the loop of your p ject and can guide you if needed. Staff��ill verif�roject has been completed as approved prior to final a ce tance bv the Council. 5. Final Acceptance—The City Council must formally accept your project (if you have donated any goods or services of value to the community) by adopting a resolution at a City Council meeting. When your project is completed, provide staff with the following information: • A description of the final project, including who worked on it and provided goods or services for it. Photographs would be helpful. • The final cost of your project including copies of receipts. • Any product literature or guarantees, if applicable. ,fpproved October?013 Staff will work with you to schedule your final presentation for the next regular City Council meeting and prepare the resolution. The Council will recognize you and your project at that time, so you may wish to invite others who participated in the project. Approved October 2013 Scout Project Guidelines �� , � City of Scandia �;"���, ��. � �� 14727 209`h St.N. Scandia, MN 55073 S�ANDltl (651)433-2274 1. Planning—Before approaching the City with a project in a park or on other city property you will need to gather the following information: • What is your project? Why is it needed and why do you want to do it? • Where will it be located? Draw a map or a plan. • What will it look like? Collect drawings, photos or brochures. • How much will it cost? How will you raise the funds? • Who needs to give permission? Identify all agencies or property owners who may be involved. • Scouts are strongly encouraged to meet with City staff prior to preparing their proposal in order to review any applicable policies or regulations. If your project includes signage, it must comply with the Parks, Trails and Open Space Signage Guidelines. 2. Presentation to Park and Recreation Committee—Contact city staff(65] 433-2274)to find out when you may appear before the Committee. They meet the first Monday of the month at 7:00 p.m., and any request to appear must be made at least one month before the meeting. • Provide your written materials (maps, drawings, etc.) to the city in advance (not later than the Monday prior to the meeting). Completed copy of Eagle Scout Service Project Proposal form must be signed by Unit Leader and provided to City staff along with a completed and signed Donation Form for Public Improvements, Memorials, Tributes, Works of Art, etc. Requests to be on the Committee agenda will not be granted unless both completed forms have been provided to the City at least 7 days before the meeting. • Let staff know if you will need any special equipment for your presentation (such as a projector or an easel.) • Show up at the meeting on time ready to make your presentation. Dress neatly (in your scout uniform if possible)and please do not chew gum. • Introduce yourself and explain your project plan. • Be ready to answer questions about your project. The Committee will make a recommendation to the City Council on whether or not your project should be approved. 3. Presentation to City Council—After the Park and Recreation Committee recommendation, you will need to make the same presentation to the City Council. They must give approval before your project may proceed. The Council presentation will be scheduled for the next City Council meeting, normally the third Tuesday of the month at 7:00 p.m. 4. Execute your Project—Congratulations, your project can now begin! You will be assigned a staff member as your contact person,to make sure we stay in the loop of your project and can guide you if needed. Staff will verify project has been completed as approved prior to final acceptance by the Council. 5. Final Acceptance—The City Council must formally accept your project (if you have donated any goods or services of value to the community)by adopting a resolution at a City Council meeting. When your project is completed, provide staff with the following information: • A description of the final project, including who worked on it and provided goods or services for it. Photographs would be helpful. • The final cost of your project including copies of receipts. • Any product literature or guarantees, if applicable. Staff will work with you to schedule your final presentation for the next regular City Council meeting and prepare the resolution. The Council will recognize you and your project at that time, so you may wish to invite others who participated in the project. Approved Oclober 2013