6.c) Volunteer Agreement with Friends of Scandia Parks and TrailsSCANDIA
To: Scandia Park Committee
From: Adam Hawkinson, Director of Public Works
Date: March 4th, 2019
Re: Volunteer Agreement — FSP— Lilleskogen — Pollinator Garden — SE parking lot corner
Background:
When Lilleskogen's parking lot was added and a comprehensive plan was created for the
park, the Friends of Scandia Parks (FSP) along with other volunteers planted pollinator plants
in the SE corner of the parking lot area. Watering, weeding, and plant regeneration have been
a challenge in the area. Since then the Veterans Memorial has been constructed on the
opposite corner of the park. Though the pollinator garden is to be informal, the standards for
maintenance had not been established or documented by the City and FSP to deliniate the role
of each party.
Issue:
The staff and the FSP have edited a volunteer proposal to identify the roles for each party
relating to the care of the pollinator garden area.
Proposal:
Staff requests that the PRC review the document and discuss any areas of the agreement that
may not clearly identify roles of the two parties or discuss any other concerns with the
agreement.
Fiscal Impact:
The parks department is not funded specifically for the additional care that may be requested
by the FSP. Staff feels that if regular maintenance occurs, the added efforts by the public
works department will worthwhile. In the upcoming years the Parks Budget should reflect
additional time for some maintenance aid to the area.
Options:
1. Approve the agreement
2. Don't approve the agreement
Recommendation:
Staff recommends option #1
Volunteer Agreement
Between
City of Scandia
and
Friends of Scandia Parks and Trails
This is an agreement between the City of Scandia, hereinafter referred to as City, and
Friends of Scandia Parks and Trails, hereinafter referred to as FSPT.
PURPOSE & SCOPE
The purpose of this volunteer agreement is to clearly identify the roles and
responsibilities of each party as they relate to supporting the Butterfly Garden
located at the city's Lilleskogen Park. The garden is about 2,000 sf, located at the far
east end of the parking lot.
Il. BACKGROUND
In 2009 the City of Scandia hired a consultant to develop a restoration plan
for Lilleskogen Park, which included plans for a butterfly garden at the
entrance. In October 2014, in cooperation with the Scandia Park and
Recreation Committee, FSPT acquired funding and recruited volunteers to
install the butterfly garden. FSPT has been managing the garden since it was
installed. The City recognizes that the Butterfly Garden was not intended to
be a formal planting and will not have a highly manicured appearance.
Il. CONTACTS
Contact for the City is: Adam Hawkinson, Public Works Director
(PWD)651.433.5223 (0), 651.325.5218 (C). a.hawkinson@ci.scandia.mn.us
Contact for FSPT is: Sonia Borg, 651-433-4746, flyingears@gmail.com
III. CITY RESPONSIBILITIES UNDER THIS MOU
With prior notification, the city shall undertake the following activities and others,
as deemed necessary to maintain the character of the park.
• Mow or cut the dead vegetation in the spring, after snow melt and before
new growth begins.
If PW resources are available, with prior notification from FSP, PW may perform
other maintenance that is deemed necessary to maintain the character of the
butterfly garden.
IV. FSPT RESPONSIBILITIES UNDER THIS MOU
FSPT shall undertake the following activities:
• Maintain the garden plantings by removing weeds, not allowing weeds to go
to seed, and replanting as needed to replace dead plants.
V.
VI.
• Weed at least once a month, April through October. Replacement plants for
those that have died would be added as needed, with prior notification to the
PWD and care for establishment (e.g. watering).
• Notify PWD prior to plant replacement initiatives and provide a plan for
watering and additional maintenance of new plantings.
• In the event of a long dry period when the planting is new and vulnerable to
perishing, FSPT will contact PWD to determine if resources are available.
• Up to 10 percent of the plants installed may be species that are not native to
MN, but are conducive to butterflies based on listing compiled by the UMN
Extension, MN DNR or other recognized authority.
• Remove non-native woody shrubs to the east of the garden.
• Submit project proposal plans to the Scandia Parks and Recreation
committee for approval.
• Notify PWD in advance of planned activities, and coordinate activities with
the PWD, including, but not limited to, disposal of brush and weeds, timing of
work.
IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES
THAT:
1. This agreement can be modified upon written request from either party.
2. This agreement can be terminated within 14 days of written request from either
party.
EFFECTIVE DATE AND SIGNATURE
This MOU shall be in effect upon the signature of authorized officials from the City
and FSPT.
The City and FSPT indicate agreement with this MOU by their signatures.
Signatures and dates
City of Scandia Friends of Scandia Parks and Trails
Neil Soltis, City Administrator Karen Schik, President
Date
Date
2