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HomeMy WebLinkAboutAgenda_2022_1_10_Meeting(809) 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 January 10, 2022 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 13, 2021 Meeng M inutes 4.P resentaons 5 B usiness I tems (a)A pprove 2022 Work P lan (b)2022 G arage S ale F undrais er 6.D iscussion I tems (a)Rambling River Center's 40th A nniversary Celebraon (b)Tour O ther S enior C enters (c)A rts and Cra/s F undraiser (d)D iscussion C hair and V ice-Chair Elecon D uring February Meeng 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 14, 2022 meeng agenda 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 13, 2021 Meeng M inutes DATE:January 10, 2022 I N T R O D U C TI O N I ncluded in the meeng packet are dra( minutes from the A dvisory Board's D ecember 13, 2021 meeng. D I S C U S S I O N A dvisory Board members should review the dra( minutes in order to determine if there are any correcons that need to be made prior to approval of the minutes . A C T I O N R EQ U E S T E D The A dvis ory Board is as ked to review the minutes , make any correcons , and approve the a.ached dra( of the D ecember 13, 2021 minutes . AT TA C H M E N T S : Type D es cripon Backup M aterial D ra( D ecember 13, 2021 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 13, 2021 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:32 a.m. Members Present: Joan Moes, Blanche Reichert, Pat Hennen, Marjorie Koski, Pennie Page, and Gina Smith Members absent: Ken Schumann Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion by Reichert to approve agenda with the addition of discussion item (e) Garage Sale. Seconded by Koski, APIF. Motion carried. 3. Approve Minutes Motion made by Hennen to approve November 8, 2021 meeting minutes and seconded by Koski, APIF. Motion carried. 4. Presentations None 5. Business Items A. Approve 2021 Meeting Attendance RRC Advisory Board members reviewed the meeting attendance report. Attendance for the boards and commission reception will be added along with today’s meeting. Motion to accept the report with the additional attendance added to the report for members attending the boards and commission reception and today’s meeting by Smith, seconded by Hennen, APIF. Motion carried. B. Approve Completed 2021 Work Plan The 2021 work plan was reviewed and completed. Motion to accept completed plan by Page, seconded by Smith, APIF. Motion Carried. C. Task Force for Fundraising Events Members were asked to discuss the make-up of a task force for fundraisers. Discussion re: A Board Member and an alternate for each fundraiser. There was also discussion re: recruiting other RRC members to be on the task force. Kohlbeck will come to next meeting with a task list for the larger fundraisers. 6. Discussion Items A. Rambling River Center’s 40th Anniversary Celebration The plan was reviewed including a variety of volunteer committees. Koski leading the decorating committee, Reichert the dedication area, Hennen will work with staff on clerical details and be at the welcome table, Moes will lead the food committee, Page will work with staff on pre-event ideas, marketing, and contests. Staff will be in charge of advertising and marketing. Page has booked an Umpapa band for free. B. Boards and Commissions Reception Each board and commission provided an update on the work they did in 2021. It was good information. Moes was very prepared and had a good presentation. It was nice to have in the banquet room at the Rambling River Center, much more room. The food was good. C. 2022 Arts and Crafts Fundraiser Staff will bring the vendor letter to the next meeting for approval. Staff will inquire about a youth association providing concessions. D. 2022 Work Plan The draft 2022 work plan was reviewed. NO additions at this time. The Parks and Recreation Commission is interested in another park tour. This would change goal #6 from a meeting to a tour. There was discussion about adding additional goal(s) to the work plan; members were going to think about this and bring additional ideas to January meeting. E. Garage Sale Due to the date of the 40th Anniversary Celebration and the anticipated Waffle Breakfast, RRC Advisory Board members discussed whether they should hold this event in 2022. The consensus was hosting both the garage sale and 40th Anniversary Celebration in the fall would be difficult. The board decided to bring the garage sale back to the January meeting to vote on. 7. Staff Report Informational Updates • Holiday programs: Trains and Treats had 153 participants, Secret Holiday Shop had 200 youth and 70 volunteers, and Rotary Christmas had 64 seniors attend • 2022 Budget: The 2022 budget was approved by city council. There weren’t many questions from residents. • 2022 Referendum update: There will be an Advisory Committee to discuss ideas and develop a master plan for the Jim Bell Park and Preserve. Staff is looking for a senior to be a part of this group. 8. Advisory Roundtable Koski – Nothing Page – Nothing Smith – Nothing Moes – Do we know who the engineer or consultant will be for the Rambling River Center building master plan? Director Omlid replied we will do a Request for Proposal and send it to several firms. Reichert –Nothing Hennen– We had two new wood carvers come and become members. They will be good for group as they owned a carving business. Also, where do we recruit volunteers for 40th Anniversary Committee? Staff and other RRC Advisory Board members encouraged Hennen to recruit woodcarving friends. 9. Agenda Items for January 10, 2022 meeting • 2022 Arts and Crafts Fundraiser • 2022 work plan approval • Rambling River Center 40th Anniversary Celebration • Tour of other senior centers • Garage Sale 10. 10. Adjourn Motion by Hennen and seconded by Koski to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:00 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 2022 Work P lan DATE:January 10, 2022 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 A dvisory 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- 2022 work plan the A dvis ory Board is being as ked to review and approve. The w ork plan is a product of discussions that occurred over s everal board meengs in 2021. A C T I O N R EQ U E S T E D The A dvis ory Board is being as ked to review prior to the meeng the a+ached dra- 2022 work plan. Then during the meeng members should discuss and make any further revisions needed before final approval is given by the A dvis ory Board. AT TA C H M E N T S : Type D es cripon Backup M aterial D ra- 2022 Work P lan Rambling River Center Advisory Board 2022 Work Plan Goal #1: Tour other senior centers to learn about facilities and programs offered in other communities. Objectives: 1. By January 15, a discussion and decision will have been made about touring the two other senior center facilities. 2. If a decision is made to tour the other senior center facilities, then by February 1 a decision will have been made about the dates of the senior center facility tours. 3. By April 1, a tour of other senior center facilities and a follow up discussion about the tours will have occurred. Goal #2: Create a master plan for future building configuration, improvements, and programming opportunities. Objectives: 1. By February 1, discuss a timeline for completing a building master plan. 2. By March 1, complete a request for proposal process to hire a consultant firm to develop a building master plan. 3. By May 1, a consultant firm will be approved by city council and the kick-off meeting for the project will have happened. 4. By October 31, a building master plan will be completed. Goal #3: Review and recommend 2023 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2023 RRC fees and charges and determine if any revisions should be made to the 2023 fees and charges. 2. By August 1, forward recommended 2023 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 2023 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 2023 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 to offer bus trips in 2022 and to plan future bus trips in 2023. Objectives: 1. By May 1, receive a report from the Trip Committee on trips that have been or will be offered in 2022. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2023. 3. By September 15, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2022. 4. By October 1, receive a presentation on the final list of trips planned by the Trip Committee to occur in 2023. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2022. 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 2022 trips. Goal #6: Complete a city parks and facilities tour with the Parks and Recreation Commission (PRC) and City Council. Objectives: 1. By April 1, determine possible tour dates. 2. By May 1, finalize and approve a recommended tour date and give input on which parks and facilities to tour. 3. By June 1, provide a recommended tour date, schedule and site locations to the PRC and City Council. 4. By October 1, complete a parks and facilities tour with the PRC and City Council. Goal #7: Develop a Strategic Plan to Increase Membership. Objectives: 1. By February 28, a discussion will have taken place on ideas to increase membership. 2. By April 1, staff will have researched and visited with other senior centers about ways they attract new members. 3. By June 1, a draft strategic plan will be completed by the Advisory Board. 4. By August 1, a strategic plan to increase membership will have been approved by the Advisory Board. 5. By December 31, the results of the strategic plan to-date will be shared with Advisory Board members. Goal #8: Finish Planning and Host a Rambling River Center 40th Anniversary Celebration that will occur in 2022. Objectives: 1. By April 1, the 40th anniversary celebration schedule and program will be finalized. 2. By August 1, publicity will have started and tickets on sale. 3. By September 30, the 40th anniversary celebration will have happened. Goal #9: Identify Barriers to Getting to the Rambling River Center and Explore Opportunities to Remove Them. Objectives: 1. By February 1, the Advisory Board will have discussed barriers for seniors to get to the Rambling River Center. 2. By April 1, the Advisory Board will have identified potential opportunities to remove these barriers to getting to the center. 3. By July 1, approved opportunities to help seniors get to the Rambling River Center will be implemented. 4. By December 31, a discussion on the success of the implemented strategies will have taken place. 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:2022 G arage S ale F undrais er DATE:January 10, 2022 I N T R O D U C TI O N The Rambling River C enter has tradionally offered a garage s ale every other year as part of its s cheduled fundrais ing events . D I S C U S S I O N I n 2022, it w ould be the year to hold a garage sale. H owever, concerns have been brought forw ard regarding s cheduling conflicts w ith the 40th A nnivers ary C elebraon and Waffle Breakfas t/S ilent A ucon events. A C T I O N R EQ U E S T E D The Rambling River C enter A dvis ory Board is being as ked to have a discussion and be prepared to make a decision regarding hosng a garage s ale in 2022 or re-scheduling to 2023. 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:Rambling River Center's 40th A nniversary Celebraon DATE:January 10, 2022 I N T R O D U C TI O N I n 2022, the Rambling River C enter will celebrate 40 years of existence. D I S C U S S I O N P lans connue to be confirmed for the 40th A nniversary Celebraon to be held on S eptember 22, 2022. The 40th A nnivers ary commi/ee has been meeng and w ill give an update. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to lis ten to the commi/ee's ideas , as k ques ons, and make decisions regarding the event. This includes commi/ees they would like to be involved w ith. AT TA C H M E N T S : Type D es cripon Backup M aterial R R C 40th A nnivers ary Tas k Timeline RRC 40th Anniversary Planning Timeline Sept 22 , 2022 12-8 Months 10/22/21-1/25/22 8-6 Months 1/25-3/25 6-4 Months 3/25-5/20 4-3 Months 5/20-6/20 3-1 Month 6/20-8/19 Month Before 8/19-9/16 Week Before 9/16-9/20 Day Before 9/21/22 Check with Committee Teams X X X X X X X X Assembly Committees DONE X Designate Committee Leads DONE X Design invites,program,flyers,tickets STAFF X Strategize pumkin contest Pennie X Use tag line and logo in emails etc STAFF X Order Photo Booth STAFF X Create Event logo & tag line DONE X Finalize Guest List BOARD X Order Tree PENNIE X Order Memorial Bench Staff X Ensure Historical Timeline is in place STAFF X Prepare Time Capsule contents BLANCHE X Order plaques for time cap&bench BLANCHE x Finalize Event Program DONE X Purchase all decorations MARGE X Create and launch publicity plan STAFF X Create Event page on City website STAFF X Create Facebook Event STAFF X Enable/create email event notifications STAFF X Order cake/beverages JOAN X Organize drawing for 50+ prize PENNIE X Organize Diner card give away PENNIE X Organize drawing for 90 yr old PENNIE X Print invites, flyers,tickets, program STAFF X Send save the dates STAFF X X X Confirm guest speakers BOARD X X Plant Tree PENNIE X Confirm cake/beverages JOAN X Advertise Free Week of events STAFF X X Mail Invites STAFF X Organize Vol for Welcome Desk PAT X RRC 40th Anniversary Planning Timeline Sept 22 , 2022 12-8 Months 10/22/21-1/25/22 8-6 Months 1/25-3/25 6-4 Months 3/25-5/20 4-3 Months 5/20-6/20 3-1 Month 6/20-8/19 Month Before 8/19-9/16 Week Before 9/16-9/20 Day Before 9/21/22 Confirm Caterer PENNIE X Print Name badges STAFF X Solicit Volunteers EVERYONE X Pick up table supplies/tableclothes STAFF X Print pumpkin contest ballots PEN &STAFF X X Extra trash and recycle bins STAFF X Prep site for time capsule BLANCHE X Create pumpkin display area PENNIE X Pick up cake & beverages JOAN X Oversee Photo Booth MARGE X Decorate MARGE X X VOLENTEERS NEEDED: Making decorations Decorating Setting up Photo Booth Contest logistics Servers: cake and beverages Cleaning up during lunch Welcome Desk Time Capsule content ideas 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:Tour O ther S enior C enters DATE:January 10, 2022 I N T R O D U C TI O N O ne of the A dvisory Board's goals in 2022 is to complete the tour of senior centers that were planned in 2021. The tour was delayed in early 2021 due to C O V I D -19. The H as ngs S enior Center and A pple Valley H ayes S enior Center are sll on the list to tour. The purpose of the tour is to learn about w hat program s paces are offered in other senior centers . G athering this informaon w ill help when the A dvis ory Board begins the process of compleng a building master plan for the Rambling River Center. D I S C U S S I O N The A dvis ory Board should determine dates and mes for a pos s ible tour, and idenfy programming s pace and facility amenies on their w is h lis t for the Rambling River Center A C T I O N R EQ U E S T E D The A dvis ory Board should provide direcon to staff about w hen to schedule the tours. 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 10, 2022 I N T R O D U C TI O N The Rambling River C enter hosts an annual arts and cra"s fundraiser. This year it is s cheduled for S aturday, A pril 30, 2022 at the S chmitz-M aki A rena. D I S C U S S I O N The A dvis ory Board should have a connued discussion about the arts and cra"s fundrais er and begin to make decis ions on s ome of the advanced planning items that need to be made prior to the event. A C T I O N R EQ U E S T E D A dvisory Board members should review the a/ached documents and come to the meeng prepared to further discuss details and the planning of the arts and cra"s fundraising event. AT TA C H M E N T S : Type D es cripon Backup M aterial A rts and Cra"s Fair Evaluaon 2021 Backup M aterial A rts and Cra"s C hecklis t RECREATION PROGRAM EVALUATION PROGRAM: RRC Arts and Crafts Fair PROGRAM INFORMATION: All Ages Free Admission to show Date Times/Days Program Desc. No. of Participants 9 a.m. – 2 p.m. Arts and Craft Show only 10% Vendors not handmade crafts 49 spaces and 20 tables sold Sat., May 8, ‘22 46 different vendors Total number of participants 644 attendees Location: Schmitz-Maki Arena, 114 W. Spruce St. Cost: RRC Members $35, non members $35 and tables $10 each. Activity Content: Craft fair, bike auction, free raffle drawings hourly, Hot metal Grill and Fgtn Bakery Food Truck/concessions, train club display Instructors: Missie, Stacey, Joan Moes and Advisory Board. Michael – Bikes, Ted tables, Parks staff, marking spaces. Michael working set up. REVENUES: SOURCE Participant fees AMOUNT Space and table vendor fees $1875 Bikes $ 283 Total Revenue $2,158 EXPENSES: STAFF ) Advertizing: Facebook Boost $150 KCHK 15 – 30 second ads $ 135 Banners $83.45 $83.45 OTHER: Total Expenses $368.45 OUTCOME: Net: + $1789.55 Park Improvement Fund: 1093 X Covers Direct Costs This program is subsidized by the 1095 account. Budget Comments: Yard signs were bought in 2019 so no expense. We now also have 6 banners. We did use recyclable bags as a promotion when people walked in the door. We purchased in 2019 out of promotional budget and gave away at the Community Expo and other events. May want to look at something similar for 2022. Table rental cost need to go up from $10 to possibly $20 or event more. It was a lot of work for Ted to haul 40 tables. Program Comments: Both vendors and shoppers enjoyed the food truck outside do this again! Both vendors and shoppers enjoyed the hourly raffles and vendors were eager to donate. We had 21 raffle prizes. They loved the Friday night set up and 75% of vendors used this option. Work with Farmington Bakery again for concessions. Bike Auction give or take for 2022. Suggestions:  Credentials for vendors so they are not counted as they go in and out. Use nametags with watermark saying “vendor or exhibitor” print 2 per booth and include in set up.  Send letter re: setting up and raffle as soon as registration is paid and us as a confirmation letter. Ass this to spreadsheet.  Look at adding dd online registration through ActiveNet Comparison to 2019 Profit in 2019 was only $751.56. we spent a lot on yard signs and also on concessions which did not go well. 2020 didn’t happen due to COVID. Planned in conjunction with other cities: YES NO x If yes, which cities: Apple Valley Burnsville Eagan Lakeville Rosemount Savage Prior Lake Planned by: FARMINGTON Evaluator Missie Kohlbeck Arts & Crafts Fair Check List Task Timeline Progress Assigned To Letter to Potential Exhibitors 4 months prior to event Staff Letter acknowledging registration As received Staff, Advisory Board Member & Volunteers Promotion of Event 4-6 weeks prior to event Flyers, postcards Staff, Advisory Board Member & Volunteers Contact food vendor, youth association, bakery 4-6 weeks prior to event Staff, Advisory Board Member & Volunteers Facebook promotion 3-4 weeks – paid push Staff Request Tables Fire Dept 4 weeks Staff Signage on private lawns I week prior – say this Saturday Staff, Advisory Board Member & Volunteers Inventory of Door prizes Week of event Staff, Advisory Board Member & Volunteers Tables from Fire Dept brought over Day before event Staff Spaces measured, taped and tables moved Day before event Staff, Advisory Board Member & Volunteers Tables Wipes Day before event Staff, Advisory Board Member & Volunteers Maps Completed Day before event Staff Set up: hand out map, collect door prize Night before event Staff, Advisory Board Member & Volunteers Welcome table Day of event Advisory Board Member & Volunteers Handouts at door Day of event Advisory Board Member & Volunteers Door prize drawing and distribution Day of event Advisory Board Member & Volunteers 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:D iscussion C hair and V ice-Chair Elecon D uring February Meeng DATE:January 10, 2022 I N T R O D U C TI O N February is the month w hen officers are elected for the A dvisory 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 A dvis ory Board members have about serving in the chair or vice-chair posion for the next year. This helps the February elecon go quicker and smoother. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to make their interes t known to other A dvis ory Board members about s erving in either the chair or vice-chair posion. 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 10, 2022 I N T R O D U C TI O N D uring each meeng, staff provides informaonal updates that do not require A dvisory Board approval. D I S C U S S I O N The following updates w ill be provided during the meeng: 1. Rambling River Center Rental A greement 2. Jim Bell Park and P reserve M aster P lan P roces s A C T I O N R EQ U E S T E D A dvisory Board members are encouraged to as k ques ons and/or provide comments on 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:A dvisory Board Roundtable DATE:January 10, 2022 I N T R O D U C TI O N The A dvis ory Board roundtable occurs during every monthly meeng. D I S C U S S I O N The A dvis ory Board roundtable agenda item provides an opportunity for A dvis ory 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 A dvisory Board roundtable. A C T I O N R EQ U E S T E D A dvisory Board members are asked to come s hare informaon or ask quesons 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 14, 2022 meeng agenda DATE:January 10, 2022 I N T R O D U C TI O N This item is for staff and A dvisory 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 14, 2022 meeng. Elecon of Chair and V ice-C hair 2022 Work P lan Rambling River Center 40th A nniversary Celebraon Tour of O ther S enior C enters A rts and Cra4s F undraiser Rambling River Center Building Mas ter P lan A C T I O N R EQ U E S T E D A dvisory Board members are asked to come prepared to discuss the s taff proposed agenda items and als o provide other possible agenda items for the February 14, 2022 meeng.