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HomeMy WebLinkAbout04.10.23 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 A pril 10, 2023 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove M arch 13, 2023 M eeng Minutes 4.P resentaons 5 B usiness I tems 6.D iscussion I tems (a)A rts and Cras F undraiser (b)Raffle F undrais er w ith the Farmington Rotary (c)V F W S teak F ry F undraiser (d)P rogramming for D ifferent G eneraons (e)Market and P romote the Rambling River Center (f)Review 2023 Work P lan P rogress 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 M ay 8, 2023 M eeng 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 M arch 13, 2023 M eeng Minutes DATE:A pril 10, 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 March 13, 2023 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' M arch 13, 2023 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' M arch 13, 2023 M eeng Minutes . 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 MARCH 13, 2023 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Vice-Chair Mary Garlets called meeting to order at 9:30 a.m. Members Present: Blanche Reichert, Mary Garlets, Pat Hennen, Larry Smith, Judy Janke, and Marge Koski Members absent: Pennie Page Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion by Koski to approve agenda, seconded by Reichert. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion made by Hennen to approve February 13, 2023 meeting minutes and seconded by Janke. APIF. Motion carried. 4. Presentations A. Parks and Recreation Department’s 2022 Annual Report Parks and Recreation Director Omlid and Recreation Supervisor Kohlbeck presented the Annual Report. This reviewed the work of the Parks and Recreation Department for 2022. 5. Business Items 6. Discussion Items A. Arts and Crafts Fundraiser Currently we are at 19 vendors and in discussions with Chick-fil-A to provide the concessions. The Facebook posts for vendors and shoppers will be boosted for $225, this is the same amount as 2022. The posting for vendors will be boosted during the end of March and the posting for shoppers will be boosted during the middle of April. The sub-committee will meet when Page is back from vacation. The volunteer sheets should only need to be modified slightly. B. Raffle Fundraiser with the Farmington Rotary Raffle tickets have several state requirements, staff has a rough draft ready. Farmington Rotary is completing the licensing requirement with the State and City of Farmington. If the licensing requirements are completed by May 20, the steak fry at the VFW benefiting the Rambling River Center would be a great place to start selling. C. Programming for Different Generations The board members discussed an open house, the possibility of evening programs for those working during the day, and personal contact to invite neighbors and friends to come. Results have been good for Coffee Café, council member Steve Wilson joined at the last coffee. This program will continue next year. We have also had a good turn out with the luncheons, movies, and bean bags. The movie “80 for Brady” has been request and should be an attraction for the generation that is familiar with the actresses. D. Review and Recommend Items for the Display Board Board members reviewed the display board and liked that the pictures were current. They would like to keep changing the pictures to the most current. The display looks good. E. Market and Promote the Rambling River Center Staff received bids on mailing lists; on average it is $0.07 a name. Staff will purchase the list for ages 49+ in the 55024-zip code. Discussion occurred on what to mail out, Director Omlid suggested a tri-fold brochure. Board members are looking for something simple that will draw attention. Staff will bring a rough draft to the April meeting. F. Discuss Additional Expectations and Guidelines for Rambling River Center Advisory Board Members Board members appreciated the review of the bylaws and open meeting law. Bylaws will now be reviewed every February. This completes the goal to “Create a list of expectations and guidelines for Rambling River Center Advisory Board Members.” in the 2023 work plan. G. 2023 Work Plan Review Vice-Chair Garlets reviewed the progress of the goals and objectives of the 2023 work plan. 7. Staff Report Informational Updates • An agreement with HKGi to update the park master plan for Rambling River Park was approved by city council at their March 6 meeting. The study will review everything from the Schmitz- Maki Arena parking lot to Kuchera’s entrance. They will be holding stakeholder meetings, watch for more information. • August 30 has been identified as the date for the annual parks and facilities tour. • Koski was asked to be a part of the Kiss the Pig contest and agreed. The Kiss the Pig and the bike auction will both be held on June 24. • Director Omlid attended a webinar presented by the Housing and Urban Development Committee (HUD) in regard to the grant. Director Omlid was surprised to find out we have until 2031 to spend the funds. • Staff talked with a member who is interested in hosting a 5K, however, the member was looking at it as more of a celebratory event/program than a fundraiser. • Director Omlid checked and there still is no date yet on completion of the passenger van. 8. Advisory Board Roundtable Smith – Nothing Janke – Nothing Hennen – Medical Guardian is only $45/mo. Much cheaper than Life Alert. Garlets – Will be on vacation August 14, so will not be at the board meeting. Koski – Nothing Page – N/A Reichert – Nothing 9. Agenda Items for April 10, 2023 meeting • Rambling River Center Advisory Board Photo • Arts and Crafts Fundraiser • Raffle Fundraiser with the Rotary • Programming for Different Generations • Market and Promote the Rambling River Center • Quarterly Participation Report • Draft of Tri-fold Brochure Mailer • 2023 Work Plan Review 10. 10. Adjourn Motion by Reichert and seconded by Smith to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:25 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 rts and Cra"s F undraiser DATE:A pril 10, 2023 I N T R O D U C TI O N The annual arts and cra"s fundrais er is s cheduled for S aturday, M ay 6 from 9 a.m. - 2 p.m. at the S chmitz-M aki A rena. D I S C U S S I O N At the February 13, 2023 advisory board meeng, a s ubcommi/ee of Janke, Page, and S mith w as created for the arts and cra"s fundraiser. The subcommi/ee has met s ince the last board meeng and should provide an update. A s of the M arch 13, 2023 Rambling River C enter A dvis ory Board meeng, there w ere 19 paid vendors and staff was in dis cus s ion w ith Chick-fil-A to provide concessions. A C T I O N R EQ U E S T E D There should be a connued discussion by advis ory board members about the ongoing planning of this event. This w ould include, but not limited to, recruitment of volunteers , tas ks the volunteers w ould perform, and w hen volunteers would be s cheduled to w ork. 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:Raffle F undrais er w ith the Farmington Rotary DATE:A pril 10, 2023 I N T R O D U C TI O N O ne of the advis ory board's w ork plan goals for 2023 is to fundrais e a minimum of $10,000 to fund future Rambling River Center capital improvements and/or equipment and furniture purchas es. D I S C U S S I O N At the February 13, 2023 meeng, the advis ory board voted and approved unanimously to partner w ith the Farmington Rotary on a raffle fundrais er. Staff sent a dra0 of the raffle cket to the Farmington Rotary for proofing. There should be a connued discussion by advis ory board members about the ongoing planning of the raffle. This would include, but not limited to, volunteers to s ell ckets, locaons to s ell ckets, and promoon of the raffle. 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 raffle and make addional decis ions as needed. 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:V F W S teak F ry F undraiser DATE:A pril 10, 2023 I N T R O D U C TI O N O ne of the advis ory board's w ork plan goals for 2023 is to fundrais e a minimum of $10,000 to fund future Rambling River Center (R R C) capital improvements and/or equipment and furniture purchases . The S teak F ry Commi3ee at the Farmington V F W s cheduled the R R C 's s teak fry fundraiser for S aturday, May 20, 2023 from 5-8 p.m. The cos t per pers on is $15 w hich includes a Von H anson's grilled s teak, baked potato, s alad, and dessert. D I S C U S S I O N There should be a discussion by advis ory board members about the ongoing planning of the s teak fry. This w ould include, but not limited to, volunteers to sell ckets , bus tables, w ork the salad/dessert table, and promoon of the event. 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 s teak fry and make decisions as needed. 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:P rogramming for D ifferent G eneraons DATE:A pril 10, 2023 I N T R O D U C TI O N The Rambling R iver C enter (R R C) A dv is ory Board's w ork plan for 2023 includes a goal to focus on programs for mul-generaons , thus mak ing the R R C an inv ing des naon for all ages and a vibrant s ource for learning, s ocializaon, and phys ical wellbeing. D I S C U S S I O N At the March 13, 2023 meeng, advis ory board members lis ted the follow ing new programs that have s een good a1endance: much at lunch, movies , book club, and bean bags . 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 dis cus s and make s uggesons on programming ideas for acve adults. 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:Market and P romote the Rambling River Center DATE:A pril 10, 2023 I N T R O D U C TI O N The Rambling River C enter (R R C ) A dvisory Board's w ork plan for 2023 includes a goal to market and promote the R R C to increas e expos ure in the Farmington community. D I S C U S S I O N A mailing list of 7,259 people, ages 49 and over, in the 55024 z ip code was purchas ed by s taff. The advisory board discussed mailing an eye-catching and s traight to the point introductory tri-fold brochure to this list. S taff w as directed to create a dra6 tri-fold brochure to be dis cus s ed at the A pril 10 board meeng. 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 dis cus s the a7ached tri-fold brochure. AT TA C H M E N T S : Type D es cripon Backup M aterial Trifold Brochure If we currently don’t have an activity you want, please talk to Missie or Stacey about starting it. We love new ideas and programs! I hope you are as excited as we are for you to start participating in our programming. Don’t hesitate to ask a fellow member for help at any time We live up to our mission statement in everything we do: The Rambling River Center is committed to providing quality programs and services, while encouraging the involvement of adults over age 50 in the Farmington Community. We would like to officially invite you to the Rambling River Center (RRC). We speak for all our members when we say, we’re excited at the thought of you joining of our active and remarkable community! The Rambling River Center (RRC )was established in 1982 as a landmark in the Farmington community to serve seniors and enrich connections. We are a place for seniors to feel welcome and build a vision for everyone in Farmington. The RRC is operated by the Farmington Parks and Recreation Department under the policies and guidelines established by the Farmington City Council. The RRC serves as the city’s senior recreation destination and is also available for rental use. Member Benefits: • Free fitness classes • Discounted classes, trips and programs. • Use of the McKight Fitness Center available 7:30 a.m. - 3 p.m.. • Large up-to-date free library and puzzles. • First pick of day old bread and sweets. • Volunteer opportunities where you can earn volunteer bucks to spend on trips and classes. See brochure. • The bimonthly publication, The River, highlights all upcoming trip and programs Member costs $39 per year from the date joined. If you can not afford $39 annually and live in the Farmington School District you may qualified for a discounted membership rate. Please contact the RRC at 651-280-6970 or you to the City’s websited at FarmingtonMN.Gov to learn more! 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:Review 2023 Work P lan P rogress DATE:A pril 10, 2023 I N T R O D U C TI O N The annual work plan is review ed at every monthly meeng to measure the progres s being made. D I S C U S S I O N A n updated w ork plan is included in the meeng packet. The updated w ork plan shows in red what items have been completed during or a*er the M arch 13, 2023 meeng. I tems in bold black w ere items completed prior to the March 13, 2023 meeng. A C T I O N R EQ U E S T E D A dvisory board members are as ked to review the updated 2023 w ork plan prior to the meeng and come prepared to discuss, especially the items that w ere completed. The review also offers an opportunity for the advis ory board to dis cus s w ork plan items they would like to w ork on at future meengs . AT TA C H M E N T S : Type D es cripon Backup M aterial 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 January 15, discuss the six generations living in America and understand what each generation finds appealing. Status: Completed. The advisory board listened to a presentation by Garlets and Janke on the six generations living in the United States at their February 13, 2023 meeting. 2. By March 1, discuss and increase programming for active adults. Status: Ongoing. The board started this discussion at their March 13, 2023 meeting. 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. Status: Completed. At their February 13, 2023 meeting, the advisory board decided to not hold a garage sale fundraiser this year and instead partner with the Farmington Rotary on a raffle fundraiser. 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. Status: Completed. The parks and facilities tour with the parks and recreation commission and city council is scheduled for Wednesday, August 30 at 6 p.m. 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 send introductory Rambling River Center materials to. Status: Completed. A customer list with names of those over age 49 in the 55024-zip was purchased. 2. By May 1, send 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 the Rivers. 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: Create a list of expectations and guidelines for Rambling River Center Advisory Board Members. Status: Goal is completed. Objectives: 1. By March 1, review the city code and understand the advisory board’s role in city governance. Status: Completed. The advisory board reviewed the advisory board ordinance and bylaws at their February 13, 2023 meeting. 2. By June 1, review city policies that pertain to advisory board members. Including but not limited to privacy, quorum, and communication. 3. By October 1, create of list of expectations. 4. By December 1, add list of expectation city board member description. 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:A pril 10, 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: Rambling River Park M aster P lan A ngie Craig and Tina S mith V isit F undrais ing U pdate Economic D evelopment I niave - Community P roject F unding Q uarterly Parcipaon Numbers 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:A pril 10, 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 M ay 8, 2023 M eeng A genda DATE:A pril 10, 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 M ay 8, 2023 meeng. A rts and C ra/s F undrais er Review Raffle F undraiser with the Farmington Rotary V F W S teak F ry F undrais er P rogramming for D ifferent G eneraons M arket and P romote the Rambling River C enter Review 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 May 8, 2023 meeng.