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HomeMy WebLinkAbout01.09.23 RRC Packet Meeng Locaon: R ambling R iver C enter 325 O ak S treet Farmington, M N 55024 RAM B L I N G RI V E R C E N T E R A D V I SO RY BO AR D M E E T I N G A G E N DA J anuary 9, 2023 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove D ecember 12, 2022 Meeng M inutes 4.P resentaons 5 B usiness I tems (a)A pprove 2023 Work P lan 6.D iscussion I tems (a)A rts and Cra&s F undraiser (b)G arage S ale F undrais er (c)Favor Farmington Expo (d)Chair and V ice C hair Elecons D uring February M eeng 7.S taff Report (a)S taff Report 8.A dvisory B oard Roundtable (a)A dvisory Board Roundtable 9.Items for N ext M eeng A genda (a)I tems for the February 13, 2023 Meeng A genda 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A pprove D ecember 12, 2022 Meeng M inutes DATE:January 9, 2023 I N T R O D U C TI O N I ncluded in the meeng packet are dra) minutes from the advis ory board’s D ecember 12, 2022 meeng. D I S C U S S I O N A dvisory board members s hould review the dra) minutes to determine if there are any correcons or edits that need to be made prior to approval. A C T I O N R EQ U E S T E D The advisory board is being as ked to review the a/ached dra) D ecember 12, 2022 meeng minutes, make any correcons needed, and then approve the meeng minutes . AT TA C H M E N T S : Type D es cripon Backup M aterial D ra) D ecember 12, 2022 Meeng M inutes . City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers DECEMBER 12, 2022 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Pennie Page called meeting to order at 9:31 a.m. Members Present: Blanche Reichert, Mary Garlets, Pennie Page, Pat Hennen, Larry Smith, and Marge Koski Members absent: Judy Janke Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck, City Administrator Lynn Gorski, Minnwest Bank Market President Neil Anderson 2. Approve Agenda Director Omlid requested that 4. (a) Ageism Video Segment be moved to 4. (b) and Minnwest Bank Market President Neil Anderson be 4. (a). Motion with requested changed made by Reichert seconded by Hennen to approve December 12, 2022 agenda. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion made by Garlets to approve November 14, 2022 meeting minutes and seconded by Koski, APIF. Motion carried. 4. Presentations A. Neil Anderson of Minnwest Bank Neil Anderson of Minnwest Bank surprised the advisory board with a check for $16,000 for the passenger van. The advisory board was very surprised and thankful. Pictures were taken to document the generous donation. B. Ageism Video Segment The advisory board and staff watched the ageism video segment that was on “60 Minutes”. Ageism directly effects live expectancy by as much as seven years. Ageism is anything that equates younger with better. Board members are asked to be aware of ageism and stop it. 5. Business Items A. 2022 Meeting Attendance Report The advisory board reviewed the 2022 meeting attendance report and was reminded the report would be updated to reflect member’s attendance at today’s meeting. Motion by Hennen seconded by Smith to approve the 2022 meeting attendance report with the additional attendance added to the report for members attending the meeting today. APIF. Motion carried. 6. Discussion Items A. Review of Boards and Commissions Reception Board members enjoyed the reception and thought the interaction between boards was very good. Page did a great job highlighting the Rambling River Center. Garlets enjoyed hearing about the other boards and commissions. Koski enjoyed hearing the planning commission’s presentation and had gone on the tour with Planning Manager Wippler and was wowed at the housing developments happening in Farmington. B. Arts and Crafts Fundraiser The arts and crafts fundraiser is scheduled for Saturday, May 6, 2023 at the Schmitz-Maki Arena. Discussions began regarding pricing of spaces and tables. The board reviewed the recommendations from 2022. It was agreed a task force should be formed and Kohlbeck will bring a draft vendor letter to the next meeting. C. 2023 Work Plan Ideas The board reviewed the draft 2023 work plan. It was agreed to remove “using statistical measurements” from goal #7 and instead have a quarterly report presented regarding participation numbers. It was also agreed to add a goal regarding community outreach and exposure of the Rambling River Center. Staff will add this goal and bring the updated plan to the January 9, 2023 meeting for approval. D. 2022 Work Plan Progress The 2022 work plan has been completed except for the tabled items, which include the facility master plan and the trip committee bus trips for 2023. These are in the 2023 work plan. 7. Staff Report Informational Updates • Staff will order tablecloths with the logo. Board prefers colored logo on gray cloth. • A list of movies was reviewed for movie days in the first quarter of 2023. • Minnwest Bank’s generous donation puts us within $5,000 of our fundraising goal. Director Omlid will contact the person who is willing to finish out the fundraising for the passenger van. • City council approved the 2023 budget including Rambling River Center fees and charges at their December 5, 2022 meeting. 8. Advisory Board Roundtable Smith – Feeling good after surgery. Hennen – Asked about the cost of memberships. Garlets – Are there expectations and/or guidelines for board members? Koski – More recruitment for help in basket making for next year’s silent auction. Page – Any work on monitors for schedule/room assignments? Reichert - Nothing 9. Agenda Items for January 9, 2023 meeting • Approve 2023 Work Plan • 2023 Arts and Crafts Fair • 2023 Garage Sale Fundraiser • Discuss Chair and Vice-Chair Election • Community Expo 10. 10. Adjourn Motion by Smith and seconded by Hennen to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:01 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor and Recording Secretary TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A pprove 2023 Work P lan DATE:January 9, 2023 I N T R O D U C TI O N At the beginning of each year the Rambling River Center A dvisory Board approves an annual work plan for the coming year. The annual w ork plan outlines the types of work items the advis ory board w is hes to accomplis h during the year. D I S C U S S I O N A,ached is the final dra. 2023 work plan the advisory board is being as ked to review and approve. The w ork plan is a product of the dis cus s ions that occurred over several advis ory board meengs in 2022. A C T I O N R EQ U E S T E D The advisory board is as ked to review the a,ached dra. 2023 work plan prior to the meeng and should come prepared to discuss and then formally approve a.er the discussion. AT TA C H M E N T S : Type D es cripon Backup M aterial D ra. 2023 Work P lan Rambling River Center Advisory Board 2023 Work Plan Goal #1: Focus on programs for multi-generations. Make the Rambling River Center an inviting destination for all ages and a vibrant source for learning, socialization, and physical wellbeing. Objectives: 1. By February 15, discuss the six generations living in America and understand what each generation finds appealing. 2. By April 1, discuss and increase programming for active adults. 3. By July 1, discuss and increase programming for inactive adults. 4. By October 1, assess program numbers and memberships. Goal #2: Create a master plan for future building configuration, improvements, and programming opportunities. Objectives: 1. By March 1, JLG Architects (formerly 292 Design Group) will be approved by city council to create a facility master plan and the kick-off meeting for the project will have happened. 2. By June 1, a stakeholder input session will have happened and up to three building layout options that show potential renovations or reconfigurations will have been presented. 3. By August 1, a study report including information the RRCAB and City of Farmington will need to make critical decisions moving forward will be assembled. 4. By October 1, a building master plan will be completed and the recommendations will be presented to city council. Goal #3: Review and recommend 2024 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2024 RRC fees and charges and determine if any revisions should be made to the 2024 fees and charges. 2. By August 1, forward recommended 2024 RRC fees and charges to the Parks and Recreation Commission. 3. By September 30, the Parks and Recreation Commission will have reviewed and approved the 2024 RRC fees and charges and will recommend to the City Council to approve them. 4. By December 31, the City Council will have acted on the Advisory Board and Parks and Recreation Commission recommended 2024 RRC fees and charges. Goal #4: Raise at least $10,000.00 from fundraising events and donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By June 1, discuss current fundraising events to see if any changes should be made to the exiting fundraising events and a discussion should occur about creating a new fundraising event. 2. By August 1, assist with and complete at least one fundraising activity. 3. By September 1, assist with and complete at least a second fundraising activity. 4. By October 1, assist with and complete at least a third fundraising activity. 5. By December 31, assist with and complete at least a fourth fundraising activity. Goal #5: Work with the Trip Planning Committee upon receiving the passenger van to offer Fun Fridays in 2023 and to plan future trips in 2024. Objectives: 1. By May 1, receive a report from the Trip Committee on trips that have been or will be offered in 2023. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2024. 3. By September 15, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2023. 4. By October 1, receive a presentation on the final list of trips planned by the Trip Committee to occur in 2024. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2023. 6. By December 31, receive a report from the Trip Committee on the attendance and trips offered during the fourth quarter and an annual report identifying the total attendance of those attending the 2023 trips. Goal #6: Facilitate a meeting with the Parks and Recreation Commission (PRC). Objectives: 1. By April 1, determine possible dates for a meeting with the PRC. 2. By May 1, finalize and approve a recommended date and give input on topics to be discussed. 3. By June 1, approve the meeting agenda. 4. By October 1, complete a meeting with the parks and recreation commission. Goal #7: Market and promote the Rambling River Center to increase exposure in the Farmington community. Objectives: 1. By March 1, purchase a customer list with names and addresses of those over age 50 in the 55024-zip code to mail introductory Rambling River Center materials to. 2. By May 1, mail introductory Rambling River Center materials to those over age 50 in 55024-zip code. 3. By July 1, attend at least two community meetings/events to promote the Rambling River Center. 4. By August 1, promote a success story or member profile that illustrates the benefits of the Rambling River Center in the Currents and River. 5. By October 1, create and send out weekly stories and events to press release contacts. 6. By December 1, partner with others to offer a creative event for the Rambling River Center. Goal #8: Review relevant documents to determine if additional expectations and guidelines for Rambling River Center Advisory Board Members need to be created. Objectives: 1. By March 1, review the city code (Chapter 10) to understand the advisory board’s role in city governance and the bylaws of the advisory board. 2. By June 1, discuss and determine if additional expectations and guidelines need to be created, modified, and/or revised. 3. By October 1, if determined additional expectations are needed a draft of the document will have been reviewed. 4. By November 1, if determined additional expectations are needed a final draft of the document will have been reviewed and approved by the advisory board. 5. By December 31, if needed, the final draft will have been reviewed by the Parks and Recreation Commission and City Council and approved. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A rts and Cra"s F undraiser DATE:January 9, 2023 I N T R O D U C TI O N The advisory board approved S aturday, M ay 6, 2023 for the annual arts and cra"s fundrais er. S chmitz - Maki A rena has been reserved for the event. D I S C U S S I O N T here should be a connued discussion by advisory board members about the on-going planning of the event. T his includes, but not limited to, dra" vendor applicaon, fees, setup, pets at event, recruitment and schedule of volunteers, and adversing. Advisory board members should also discuss a planning commi/ee for the arts and cra"s fundraiser and who wants to be on it. A/ached is the dra" vendor applicaon. A C T I O N R EQ U E S T E D The advisory board is as ked to come to the meeng prepared to parcipate in a dis cus s ion about the arts and cra"s fundraising event and to make addional decisions needed for the event. AT TA C H M E N T S : Type D es cripon Backup M aterial D ra" Vendor A pplicaon Rambling River Center Arts & Crafts Fair Held at Schmitz-Maki Arena, 114 W. Spruce St. Saturday, May 6, 2023, 9 a.m.– 2 p.m. Vendor Application Return to: Rambling River Center, 325 Oak St. Farmington, MN 55024 Please Print Legibly Name: ____________________________________ Business:___________________________________ Address: ________________________________City: _______________ State: _____ Zip: __________ Phone: _______________________________ Email Address:_______________________________________ *TAX ID Number: _____________________ Include a copy of ST19 Signature: ____________________________ Date: __________ List the items that you would like to sell: _________________________________________________________ I am willing to donate a raffle prize: Yes No I need power: Yes No RRC Member: Yes No 10’ wide X 8’ deep Space Fees Table Cost if we provide table $35 – RRC Members | $45 – Non-RRC Members $25 per table # of Spaces Requested: ________ # of Spaces with Tables: ________ Total Amount Due # of Spaces + # of tables _________________ The Rambling River Center’s Arts & Crafts Fair is free and open to the public. Our goal is to provide an opportunity for vendors to sell their craft, jewelry, and other artwork. • The Rambling River Center Arts & Crafts Fair is an event dedicated to arts and crafts. The event coordinator will make final determination of appropriate merchandise. Direct sales will be limited to 10% or less of total vendors. No professional services. • No refund will be given after April 14, 2023. • Set up Friday, May 5, 3 – 7 p.m. RSVP only (RSVP by calling or texting 651-755-2075) and/or Saturday, May 6, 7 a.m. • Chairs must be provided by vendor. • ST 19 must be filled out and returned. • We will do our best to accommodate requests, no guarantee of location. • Payment must accompany registration form • Show admission is free and we will be giving away raffles each hour. Raffle prize donations will be requested. Vendors are required by MN State law to have a MN Tax ID Number. You can register for a MN Tax ID number at: www.revenue.state.mn.us or call 651-282-5225. Exceptions are made if you do only one craft/flea market annually and make less than $500. You must sign the attached form verifying this information and turn i n with registration. MN Sales and Tax Use Fact Sheet 148, Selling Event Exhibitors and peratiors: Revenue Notices 07-09 and 98-04 Non-Liability Notice, Photo Permissions Notice of Non-Liability I understand that physical injury may occur during participation of this program. By signing below, I hereby release and agree to hold harmless the city of Farmington and its representatives to the fullest extent allowed by law from any and all claims for personal or bodily injury and property damage occurring or resulting from participating . Photographs Farmington Parks and Recreation periodically takes photographs of people in parks and recreation programs. These photographs may be used in city publications, on the cable access channel, and on the city website. If you do not wish to be photographed or published, please check the opt out box below the signature line at the bottom of the page.  Please check the box if you do not wish to be photographed or published. Print Name Signature Date Phone Number 1. Print Name Signature Date Phone Number 2. I agree to all the conditions listed in this application and certify that all the information provided is true and complete t o the best of my knowledge. Failure to provide accurate information on your application will jeopardize any future involvement as a vendor. Signature: _______________________________________________ Date: ___________________ Misc. Info Vendor Parking The Rambling River Center requests vendors to park in the lot across the street at Boeckman Middle School after unloading their vehicles. This allows for customers to park in the Schmitz- Maki Arena parking lots. Food and Drink Food will be available for purchase at the arena. Please limit the amount of eating on the turf floor. Garbage cans will be provided at the end of each row. Show Promotions The show will be promoted on the City of Farmington’s social media. Please share the Facebook event. We are posted on Craftmaster News and Arts and Craft Shows USA, hang six banners, place a minimum of 50 yard signs, and post 100 flyers in area businesses. 2022 Show Stats A total of 666 people attended the show in five hours. Facebook analytics showed our reach with the three ads was 28,179. The Event responses were 1,452. Fifty-seven vendor spaces were sold. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:G arage S ale F undrais er DATE:January 9, 2023 I N T R O D U C TI O N The Rambling River C enter holds a garage s ale fundrais er on an odd numbered years bas is and typically in the fall. The last garage sale fundraiser was held in 2019, as the 2021 fundrais er w as pushed to 2022 becaus e of C ovid-19. H owever, in 2022, the advis ory board decided not to hold the garage sale fundrais er becaus e of the 40th A nniversary Celebraon being held in S eptember and the amount of me required to make both events s uccessful. D I S C U S S I O N S taff and the advis ory board s hould dis cus s holding a garage s ale fundrais er in 2023. This includes dates , mes, and advers ing. A C T I O N R EQ U E S T E D A dvisory board members are as ked to come to the meeng prepared to dis cus s and make decisions on the garage s ale. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Favor Farmington Expo DATE:January 9, 2023 I N T R O D U C TI O N The Favor Farmington Community Expo w ill be held at Farmington H igh S chool from 9 a.m. - noon on S aturday, January 28, 2023. D I S C U S S I O N The Rambling River C enter will have a booth at the Expo. S taff and advisory board members w ill provide informaon to the community about the Rambling River Center. A C T I O N R EQ U E S T E D A dvisory board members s hould decide w ho is w orking and at what mes at the Favor Farmington Community Expo. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Chair and V ice C hair Elecons D uring February M eeng DATE:January 9, 2023 I N T R O D U C TI O N February is the month w hen officers are elected for the advis ory board. O fficers to be elected are the chair and vice-chair posions . Both of these pos ions are for a one-year term. D I S C U S S I O N The purpos e of this item is to have a brief discussion to gauge the interest advisory board members have in s erving as the chair or vice-chair for the next year. This helps the February elecon go quicker and s moother. A C T I O N R EQ U E S T E D A dvisory board members s hould come prepared to make their interest know n to other advis ory board members about s erving in either the chair or vice-chair posions . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:S taff Report DATE:January 9, 2023 I N T R O D U C TI O N D uring each meeng, staff provides informaonal updates that do not require advis ory board approval. D I S C U S S I O N The following updates w ill be provided during the meeng: P rogram planning for 2023 Room as s ignment screens A C T I O N R EQ U E S T E D A dvisory board members s hould lis ten to the informaonal updates and then as k any ques ons they have about the updates . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A dvisory Board Roundtable DATE:January 9, 2023 I N T R O D U C TI O N The advisory board roundtable occurs during every monthly meeng. D I S C U S S I O N The advisory board roundtable agenda item provides an opportunity for advisory board members to s hare informaon or ask quesons of s taff about items that are not on the agenda. No formal decis ions can be made during the advis ory board roundtable. A C T I O N R EQ U E S T E D A dvisory board members are being as ked to come share informaon or as k ques ons about items not on the agenda. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:I tems for the February 13, 2023 Meeng A genda DATE:January 9, 2023 I N T R O D U C TI O N This item is for staff and advis ory board members to idenfy pos s ible items for the next meeng agenda. D I S C U S S I O N Thus far s taff has idenfied the following pos s ible items for the February 13, 2023 meeng. Elecon of Chair and V ice-C hair O pen M eeng Law Review A dvisory Board Bylaws Review Review Favor Farmington Expo A rts and Cra5s F undraiser 2023 Work P lan A C T I O N R EQ U E S T E D A dvisory board members are as ked to come prepared to dis cus s the staff propos ed agenda items and also provide possible other agenda items for the February 13, 2023 meeng.