Board Meeting Minutes 03 - 05

March 5th, 2016, 10 am

East Phillips Park Cultural & Community Center, 2307 17th Ave S.

EPIC web address: eastphillips-epic.com

Office: 2536 18th Avenue S., Minneapolis, MN 55404

Phone: 612-280-8418

Board Roster: Jenny Bjorgo, Rosie Cruz, Laura Dale, Shawna Dillon, Mary Gonsior, Jean Howard, Linda Leonard, Margarita Ortega, Carol Pass

Board Members Present: Jenny Bjorgo, Rosie Cruz, Laura Dale, Mary Gonsior, Linda Leonard, Carol Pass

Board Members Not Present:  Shawna Dillon (E), Jean Howard, Margarita Ortega (E),

EPIC Members: Michael Green

Guests: Shirley Heyer

10:00   Introductions:

·       Meeting as a committee of the whole

·       Greetings and Introductions

·       Approval of Agenda: approved as amended.

·       Approval of Minutes: approved as corrected (JB and RC were present)

·       Received a grievance from Michael Green.

·       Quorum achieved 10:28 am

10:34   Announcements:

• Next EPIC Membership Meeting, March 10th, East Phillips Park, Thursday 6:30 pm,

• Next EPIC Board meeting, April 2^nd, East Phillips Park, Saturday, 10:00 am

 

10:35   Attendance review:

MG distributed our attendance tracker, and the board discussed what actions, if any are needed. CP reported. A review of attendance shows that there are no board members who have 4 unexecused absences since we started our tracker. LL pointed out that one main reason for absences is due to a lack of childcare. We discussed how we could do child care. We would need to form the following:

Policies, procedures and job description. Contract services.

MG will contact Ikram Mohamed for childcare.

MOTION: EPIC will budget up to $2400 per year for child-care at board and general membership meetings. LL, JB approved.

Attendance Policy: Adopted by consensus on March 5, 2016

Discussion: What is an excused absence?

1. Illness in the immediate family.
1. Scheduled medical appointment or urgent care.
2. Employment – required attendance
1. Not regularly scheduled.
3. Attendance at a meeting related to EPIC business
1. Not regularly scheduled.
4. Lack of childcare.

How must directors report excused absences? (These will be from now on, since not previously required) Shall be added to Policies and Procedures in the EPIC Board Handbook.

1. Call or text any executive board member who is attending the meeting.

1. It must be received and noted by the board BEFORE the meeting begins.
1. Email any executive board member who is attending the meeting at least 24 hours in advance of a meeting.

11:00   Grievances review:

 

The NCR took over our middle grievances and made a list of things we need to do to address them, and apparently we have done all these things. Most were done before the grievance was filed.

Policies and procedures are on the website since last summer.

The big grievance that went downtown is almost resolved.

A report will be written by Michelle and presented to EPIC board.

Mary has kept an attendance tracking sheet since last March.

MOTION: EPIC will consult with ask Ellen McVeigh to pro-bono our grievance procedure; if she is unwilling, then we will hire her up to $1,000. Approved. CP, LA.

10:10   Letters report and discussion:

MOTION: EPIC will report on all letters requested and/or sent at its monthly board meetings. Approved. MG, CP.

RECENT LETTERS

1. Kreske grant for $75,000 (planning grant for the roof depot site.)

2. Proposal for $10M for the East Phillips Indoor Urban Farm.

3. CP will update this list, if needed, next month.

OLD LETTERS (NOV. – DEC.)

1. Letter for Habitat 12/18/15

2. Habitat followup

3. To the mayor and police chief (for a meeting); not sent because the same meetings were held by other people and we didn’t want to duplicate them.

4. Thank you letter to owner of Roof Depot for not selling his property to Minneapolis; not sent, told agent to thank the owner (owner did not want to be contacted. But did want to be informed of progress on any serious proposal by the community)

5. Posted an invitation to comment on bike and streets on a new EPIC Facebook page and emails. Additional concerns aired extensively at an EPIC General Membership meeting(Website was not included.)

10:15   Final Financial Report 2016, Taxes, Attorney General’s Report

MOTION: Adopt as our Procedure for approving the Tax filing and AG Report. Approved. MG, LD.

            Procedure for Board Approval of Taxes and Attorney General’s Report, all to be included in Policies and Procedures in EPIC Board Handbook.

·       Chair and Treasurer receive the Year End financial statements, the 990 tax return and the Attorney General’s Report and review, correct if necessary with check back to CPA.

·       Board members are sent digital copy for review at least one week before the next Board meeting, send any questions to the Treasurer and Chair. Treasurer and Chair respond.

·       Board members meet at the next Board Meeting for any additional review and approval.

Procedure: the full board will receive quarterly financial statements from the accountant before the board meeting.

11:54   Julie Graves’ Proposal-NRP Phase II Dollars

Pillsbury United Communities serves children in the East Phillips neighborhood. Julie Graves’ has submitted a proposal for a wellness program directed toward 30 Phillips youth.

MOTION: Partner with PUC to create a wellness program serving children in Phillips and provide $996.25 from our youth services NRP budget, and write a contract outlining responsibilities in accordance with EPIC’s criteria for funding collaborative agreements. Approved. LL, RC.

CP pointed out that we have $30,000 in youth services funds that is unspent.

12:10   Speed Bumps – Funding- Crime and Safety NPP and NRP Public Safety

CP is seeking funds from local businesses, churches and organizations to help fund the speed bumps discussed for  2500-block of 18^th Avenue and 2900-block of 16^th Avenue. It is not looking good to get large donations; we are waiting to hear from potential donors, especially DurDur Bakery. We are also waiting for the petition for the 16^th Avenue. The crime budget has some extra money since we don’t have to pay for the bike. We need to figure out how to come up with the funds for the two streets.

 The chair and treasurer will look at EPIC funds and see if we can find more money. CP left a call with Robert Lilligren to try to get a decision from LE before he leaves or we will have to start over. CP said she thought we could find money to pay for half the project on 18th, about $3,750, anf try to get the other half from Little Earth, the Church and Southside Family Nurturing Center combined. Perhaps also some of the Property owners on 18^th as well.

12:15   Cameras –Placement where?

We already have approval for 4 cameras. CP and RC will bring a proposal for location of two cameras in the vicinity of Lake and 16^th to the next board meeting. We will consult with Little Earth for cameras on Cedar Field. CP ‘s call to Robert Lilligren included this. We have the money to pay for this so we just need to try to get a decision from LE about where we all agree we want them.

12:20   Roof Depot Site Update: Drafting a bill

MOTION: EPIC fully endorses and adopts the proposal for the East Phillips Indoor Urban Farm written by East Phillips Improvement Coalition, DJR Architects, WEI (Karen Clark), Debbie Goettel of MN Sustainable Development Group, Turquoise River, and others. In addition, EPIC supports the MN Legislature’s bill providing $3M funding for planning and implementation of the project. Approved. MG, RC.

CP reported that we already have a commitment of $6.8M for this project from the East Phillips Indoor Urban Farm Team

12:00   Adjourn

General Membership Meeting Minutes 02 - 11

February 11, 2016, 6:30 p.m. – 8:50 p.m.

East Phillips Park Cultural & Community Center, 2307 17th Ave S.

EPIC web address: eastphillips-epic.com

Office: 2536 18th Avenue S., Minneapolis, MN 55404

Phone: (612)  280-8418

Board Roster: Jenny Bjorgo, Rosie Cruz, Laura Dale, Shawna Dillon, Mary Gonsior, Jean Howard, Linda Leonard, Margarita Ortega, Carol Pass.

Board Members Present: Jenny Bjorgo, Laura Dale, Shawna Dillon, Mary Gonsior, Linda Leonard, Carol Pass, Rosie Cruz

Board Members Not Present: Jean Howard (E), Margarita Ortega (E),

EPIC Members: Carol Hill-Kennedy, George Kennedy, Michael Green, Brad Pass, Lee Samelson,

Guests: Shirley Heyer (Midtown), Miski Abdulle (West Phillips), Leah Lehner(Habitat), Officer Gary Nelson (3^rd Precinct)   

 6:45     Introductions:

• ·       Greetings and Introductions.
• ·       Approval of Agenda by consensus
• ·       Approval of Minutes from January 21st, 2016

7:05     Announcements:

• Alley newsletter is having a celebration  of 40 years: Friday, Feb. 12 at 5:30-7:30 pm at the Global Market.
• EPIC Board Meeting, East Phillips Park, Sat, 10:00 am, March 5th, 2016.

• EPIC Membership Meeting, East Phillips Park, Thursday 6:30 pm, March 10th, 2016.
• Valentine’s Day – February 14^th
• Mexica New Year and Indigenous Nations-a weekend of events from March 11-13. Friday, Kick off -February 26^th, 8:00-10 am, Minneapolis City Hall. Speakers from the Dakota and Mexica nations.
• Bernie Sanders talking on “Black Lives Matter” at North Minneapolis event, Friday, Feb. 12, 3:30 – 7 pm. Tickets required, Capri Theater, Broadway
• 2^nd Annual Women’s Memorial March, Solidarity Shawls honoring Indigenous women, Sunday, Feb. 12^th, 11:00 am, Minneapolis American Indian Center
• Minn. Report back from United Nations Commission on Human Rights, Feb. 12^th, Friday, 3:00 -5:00 pm, Sabathani Center, Rm 218

7:20      Update on Police Bikes, Officer Gary Nelson. Motion?

Most bikes used for special events, and for patrolling downtown. Downtown is often congested and they are very useful there. Bikes can be a very effective patrol tool. In the mid-90’s it was an occasional use with random bicycles. It has become a very organized program.

Rapid response team: muster a lot of officers quickly; friendly but also able to manage crowds/demonstrations.
Bike cops for kids: ride around and engage community; do fun things with kids;

Bicycles used now are very high end Volcanic patrol bikes; just purchased 30 for $50,000. The bikes have a lifetime warranty on the frames. The program has evolved a one-week patrol bike training with certified instructors. Maintenance training is also provided, as well as repair tools. Challenges are maintenance of bikes: bent rims, etc. It can be challenging to get bikes fixed as there is no maintenance budget. Repairs have been funded by “go fund me” donations.
Dept. doesn’t really need bikes – but would appreciate maintenance funds. If desired a small group could come and visit the maintenance shop. Another valuable way to fund bicycle officers would be to fund the Bike cops for kids program.

Questions:

1.     Can EPIC ask for Bike cops for kids to work with children in East Phillips. (Yes, very feasible.)

2.     Can we fund officers to patrol on bikes in EPIC area? (Once officers are trained they will have a very visible presence in the Lake St and Franklin corridors. With trained officers in 3^rd Precinct we can look for special funds to use these officers on a buy-back basis to attend events and for directed patrol.)

3.     How can we help with the problem of the lack of maintenance funding? (That is a political matter; funding is based on a priority basis. Much of the “extras” in the bicycle program are donations. Agree there needs to be more of an investment by the city.)

4.     Who can we lobby for maintenance funding? (gary.nelson@minneapolismn.gov.)

EPIC will ask for information about cost of maintenance annually, who to lobby for annual maintenance funding, how to rescind or amend our previous motion approving purchase of the bicycle, and set up a visit to the maintenance shop.

7:35     Progress:  New Home Construction - Noah Keller, Construction Manager for   Habitat, Coming Ground   Breaking and Habitat's home Ownership Program

Groundbreaking is scheduled:

• May 1 - 2441 16^th Ave
• May 8 - 2435 16^th Ave

240 applicants are on the list; letters are sent. Preference is given to someone who already lives in the area. The properties will probably be matched to buyers for June/July. Between the 3 zip codes in EPIC, there are 16 qualified applicants on the list.

Handouts: 2016 income guidelines; financial coaching program criteria. 

New program is starting July 1^st

CHECK OUT HABITAT WEBSITE:   http://www.tchabitat.org/homeownership

Habitat always has more applicants than houses so they are setting higher goals. They have increased the range of households they can work with. They have partnered with 9 other agencies to expand opportunities. Twin Cities serves the entire 7 county metro area. 

Coming soon: Buy a home on the open market. If the home needs rehab, TCHFH will help with financing and the rehab.

Questions:

1. Where do funds come from? (Private donations, foundations, smaller amounts from government grants.)
2. Do all homeowners do some “sweat equity”? (Yes, but the number of hours is being reduced.)
3. Regarding open market houses, does Habitat have to approve the rehab? (Yes, the project manager would have to inspect the house against Habitat criteria/regulations, and would then assist in planning work if approved.)
4. Would Habitat do large-scale rehabs? (For this program, for houses on the open market, only smaller projects would qualify.)
5. What kind of mortgages are provided – fixed rate? (Yes.)
6. What kind of follow-up does Habitat do to ensure the properties are used in the manner intended by Habitat and the funding partners. (Little follow up, but would investigate if a complaint was registered about a property. There are different courses Habitat could take, but none have “a lot of teeth”.)
7. How to apply? (Start now; go on the website and sign up for the orientation: tchabitat.org/homeownership. You can look at the guidelines, and sign up. Contact one of the Partner/ Referring agencies and begin financial counseling. African Development Center; PPL, Bii Gii Wiin, Build Wealth MN, Comunidades Latinas Unidus En Servico [CLUES], Hmong American Partnership, Lao Assistance Center of MN, Neighborhood Development Alliance [NEDA], Neighbor Works Home Partners.

7:50    Progress:  Speed Bump project for 2400 block of 18th Ave & 2900 Block 16th Ave - Shane Morton CPED.

Most speed bumps are installed after funding is raised. If funds are not raised in advance, the city will assess the property owners individually (over 5 years.) Property owners can opt out of paying. The city will work to implement a simple assessment plan for residents willing to pick up a portion of the cost. 

Step 1: Contact all the neighbors with petition (need 75%).

Step 2: Figure out the financing and present to neighbors.

BLANK PETITION FORM HANDED OUT.

8:10     Progress on the Swimming Pool; Info from Mpls. Swims, additions to plan

New drawings were available. They will break ground in the fall

8:20     Progress:  Public Safety Cameras - current situation, a Camera for Cedar Field?

Camera’s are less expensive now and we could actually do 2 cameras on Lake St. and one at Cedar Field. We could put a camera on Julie Engebretson’s building, but the city would have to get permission to go in the building and make any repairs. The building owner pays the electric bill. If there is a suitable light pole nearby, it may be the better option.

We need to find out if Cedar Field has a suitable light pole; otherwise we will have to ask the city to have a pole installed.

BP has observed police cameras on private buildings. Neighborhoods may reimburse property owner for electric (perhaps annually).

CP: Neighborhoods retain ownership of the camera (and provide all maintenance expenses), and lease to Police by agreement ($1 per year, for x years, etc.)

The board will review the contract and report on the lease to Police and EPIC members.

MOTION: EPIC will purchase up to 4 cameras within the existing safety budget. CP, RC, Approved.

8:35     Future Changes in our Park - Maps to consider. Responses??  MOTION?

The Park Board has created a Community Advisory Committee (CAC) to develop a “master plan” for city neighborhood parks. BP distributed drawings:

1. Existing Park
2. Concept A would add a couple more soccer fields at the expense of the baseball diamond and sliding hill. The dashed lines around soccer field indicates a domed field (to be used year-round) but tis goes over the gas main and may not be possible.
3. Concept B would eliminate the two existing soccer fields and build a sledding hill and open lawn, and move the premier soccer fields on the north edge.

Challenges: lack of parking for year round soccer; this is a pedestrian neighborhood and lack of parking might allow more use by East Phillip people. Also people who are making decisions need to know there is a major north-south gas pipeline buried under the center of the park, which will prevent building  over it..
Comments:

• Non soccer players wouldn’t mind the walking path
• More picnic tables, barbeque pits
• Small picnic shelter, small slab, electrical outlet
• This is a “neighborhood” park (not regional); focus on neighborhood needs, and safety.
• Not underused…the baseball diamond “couldn’t be used” for first two years.
• It would be wasteful to prematurely remove any components of this recently completed park.

8:55     Annual Meeting - Date April 23 or 30?

Park is available on April 30^th. Let’s make the reservation.

8:57     Summer Fest - time to start thinking,  June 12^th 

Park “program planning meetings” are held the last Tuesday of the month, 11:30 am including lunch (this is the “Programming Partnership” meeting).

Adjourn

Board Meeting Miinues 02 - 06

February 6th, 2016, 10 am

East Phillips Park Cultural & Community Center, 2307 17th Ave S.

EPIC web address: eastphillips-epic.com

Office: 2536 18th Avenue S., Minneapolis, MN 55404

Phone: 612-280-8418

Board Roster: Jenny Bjorgo, Rosie Cruz, Laura Dale, Shawna Dillon, Mary Gonsior, Jean Howard, Linda Leonard, Margarita Ortega, Carol Pass

Board Members Present: Laura Dale, Mary Gonsior, Jean Howard, Linda Leonard, Carol Pass

Board Members Not Present:  Shawna Dillon (E), Margarita Ortega (E), Jenny Bjorgo, Rosie Cruz,

EPIC Members: Michelle Chavas, Eric Roper from StarTribune (doing a story on Little Earth)

Guests:

10:00   Introductions:

·       Greetings and Introductions

·       Approval of Agenda: approved by consensus

Approval of Minutes: (lJanuary was training)

10:10   Announcements:

• EPIC Board meeting, March 5^th, East Phillips Park, Saturday, 10:00 am
• EPIC Membership Meeting, February 11th, East Phillips Park, Thursday 6:30 pm,
• Valentine’s Day,  February 14th

10:15   Board Training – Michelle Chavis

Reviewed training last month

• Learn history of NRP
• How the city funds neighborhoods now
• Summary of EPIC funds; how to move money around
• Phase 1, 2 and 3 (Community Participation Program)
• 2017-2017: plans/applications are due in November

Goals for this month (see Michelle’s slides)

• NRP restricts how neighborhoods can move money
• Under $25,000 – 21 day notice to community and board vote
• Over $25,000 – 21 day notice to community, board vote and community vote
• Neighborhoods have money in different pots
• Different rules may apply to each fund regarding how to spend money
• *
• Ways to move money (see Michelle’s slide)
• Board Responsibilities
• EPICs policies and procedures (handout)
• Personnel: NCR has employment attorney
• Accounting: NCR has a pool of accountants
• Fiduciary Role (handout)
• Duty of Care
• Duty of Loyalty
• Duty of Obedience
• Opportunities and Challenges

JH asked about EPIC board members who want to invest in the Welna building so that it can serve as an office for EPIC. Do all board members have to agree? (JH decided to leave the meeting and finish training with Michelle and absent board members.) Eric Roper also left.

Michelle will send links to summaries of what we have covered, and links to EPIC’s Phase 1-2-3 fund information.

Michelle named grievances as one of the challenges.

Linda expressed concern that the executive committee did not follow the bylaws in dealing with a grievance. By not doing so and by neglecting a major point of duty has put the entire Board at risk.

Failure to be handicapped accessible is a problem some places in the city.

Having a meeting in a place friendly to the community is important.

Annual meetings have  been challenged sometimes. The reason haven't been clear

New proposed guidelines for NCR intend to find a way for NCR to intervene in neighborhoods and neighborhoods will have an appeal procedure. There will be a public meeting the end of February and end of March and there can be public input.

Susan Tramel is a city attorney that will deal with an ethics complaint in violation of an ethics policy. Michelle has taught respective work place and harassment and other workshops that are required for all city employees.  Those complaints will be investigated.

Barriers to underrepresented groups.

We have options call for help and ethnic  specialists. 612.

Ourterach Team

NCR risk management

MAP

SEE THE  DIGITAL COPY OF THE PRESENTATION FOR RESOURCES AND WEB RESOURCES

***Grievances                                                                                          NRP

The executive council failed to respond to six grievances according to bylaws.  Michelle must report to NCR about findings of the grievances not addresses.

1. Follow up with Michelle at NCR on Dec 5 2015 grievance

2. Committee to review bylaws every year.

3.  Assess board member attendance and enforce the action according to bylaws.

4. Inform    Michelle about ….    

\Ran out  od time for the following:

11:15   Grievances 

11:25   Speed Bumps

11:35  EPIC Office

11:45   Shawna’s Soup Kitchen

11:50   Cameras

12:00   Adjourn