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HomeMy WebLinkAboutAgenda_2022_3_14_Meeting(837) 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 M arch 14, 2022 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove February 14, 2022 Meeng M inutes 4.P resentaons (a)Parks and Recreaon 2021 A nnual Report 5 B usiness I tems 6.D iscussion I tems (a)Community Expo Review (b)Rambling River Center's 40th A nniversary Celebraon (c)A rts and Cra+s F undraiser (d)S trategic P lan to I ncreas e M embers hip (e)Barriers to G e0ng to the Rambling River Center (f)Review 2022 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 A pril 11, 2022 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 February 14, 2022 Meeng M inutes DATE:March 14, 2022 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 February 14, 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( February 14, 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( February 14, 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 FEBRUARY 14, 2022 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:35 a.m. Members Present: Joan Moes, Blanche Reichert, Pat Hennen, Marjorie Koski, Pennie Page, Gina Smith, and Larry Smith Members absent: Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck, Communications Specialist Lauren Siebenaler 2. Approve Agenda Motion by Reichert to approve agenda, seconded by Koski, APIF. Motion carried. 3. Approve Minutes Motion made by Smith to approve January 10, 2022 meeting minutes and seconded by Koski, APIF. Motion carried. 4. Presentations A. City Administrator, David McKnight, stopped by to thank advisory board members for their service and let them know he turned in his resignation. B. New board member Larry Smith was introduced. 5. Business Items A. Elect Chair and Vice-Chair Motion by Smith for Koski as chair, no second, motion fails. Motion by Reichert for Page as chair, second by Moes. Moes calls for vote, APIF. Page is new chair. Motion by Page for Moes as vice-chair, seconded by Reichert. Page calls for vote. APIF. Moes is new vice-chair. 6. Discussion Items A. Rambling River Center’s 40th Anniversary Celebration Page talked about a marketing plan, tickets, Facebook event, and postcard sized flyers. Siebenaler will put on Facebook and other social media. Kohlbeck will assist her with a posting plan. In March, we will do a walk through of the building to identify where items will be located for celebration. It was suggested the nametags have a copy of the original suspenders/support button on them. Reichert will work with Kohlbeck to order a metal box/time capsule approximately 1’ x 2’. B. Parks and Facilities Tour with Parks and Recreation Commission and City Council The parks and recreation commission suggested July 27 or August 3 at 6:00 p.m. July 27 is Party in the Park. The RRC Advisory Board was good with August 3. The commission will identify parks and facilities to tour. So far Jim Bell Park and Preserve, Rambling River Park, Evergreen Knoll, and Mystic Meadows trails have been identified to possibly tour. C. 2022 Arts and Crafts Fundraiser As of today, seven spaces have been reserved and four door prizes donated. Facebook posts will increase mid-March. D. Strategic Plan to Increase Membership Discussion regarding strategic planning first steps are identifying strengths and weaknesses. Board members are asked to attend the next meeting with two-three strengths and weakness of the Rambling River Center. E. Barriers to Getting to the Rambling River Center This work plan item begins with identifying the barriers. Board members are asked to attend the next meeting with barriers in mind. F. Review 2022 Work Plan Progress Progress continues on the work plan. Goal 1, Objective 1 was completed. 7. Staff Report Informational Updates • The Community Expo is Saturday, March 5. Koski/Smith will work from 9 – 10:30 a.m. and Page/Reichert will work 10:30 a.m. – 12 p.m. The Train Club will also be there. • Kohlbeck handed out a calendar of events, Page asked if the parks and facilities tour could be added. • Pizza Man agreed to cater the breakfast on October, 29, 2022. He will quote prices closer to the date with the hope that food costs go down. • HKGi has begun the master planning process for the Jim Bell Park and Preserve. They met with city staff and the advisory committee the beginning of February. 8. Advisory Roundtable Koski – Nothing Page – Thanked everyone for their involvement. Smith – Nothing Moes – Nothing Smith – Nothing Reichert –Nothing Hennen– Nothing 9. Agenda Items for March 14, 2022 meeting • Rambling River Center’s 40th Anniversary Celebration • 2022 Arts and Crafts Fundraiser • Strategic Plan to Increase Membership • Barriers to Getting to the Rambling River Center • 2022 Work Plan Progress • Rambling River Center Building Master Plan 10. 10. Adjourn Motion by Moes and seconded by Reichert to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:08 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:Parks and Recreaon 2021 A nnual Report DATE:March 14, 2022 I N T R O D U C TI O N Each year, the Par ks and Recr eaon D epar tment (D epartment) creates an annual report about the follow ing: P rograms and events offered Parks, trails , and facilies projects completed Maintenance work performed in parks, on trails , and in facilies D I S C U S S I O N D epartment s taff have cr eated an annual r epor t for 2021, which is the 19th cons ecuve year an annual report has been provided. A C T I O N R EQ U E S T E D Recreaon S upervisor M is s ie Kohlbeck w ill pr es ent the annual report. A dvis or y board members ar e as ked to lis ten to the 2021 annual report and encouraged to as k ques ons during and a1er the pres entaon. 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:Community Expo Review DATE:March 14, 2022 I N T R O D U C TI O N The C ommunity Expo was held on S aturday, M arch 5, 2022 at the Farmington H igh S chool. S everal advis ory board members and s taff a/ended and provided informaon about the Rambling River C enter. D I S C U S S I O N A dvisory board members w ho volunteered at the C ommunity Expo should provide feedback about what w ent well and what could be improved. A C T I O N R EQ U E S T E D A dvisory board members s hould dis cus s the 2022 C ommunity Expo, s o any s uggesons can be cons idered for the 2023 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:Rambling River Center's 40th A nniversary Celebraon DATE:March 14, 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 discussed and confirmed for the 40th annivers ary celebraon to be held on S eptember 22, 2022. The 40th annivers ary commi.ee has been meeng and w ill give a s hort report. The board w ill also do a w alk through of the building to idenfy locaons for the planned acvies . A C T I O N R EQ U E S T E D A dvisory board members s hould come prepared to walk through the building and idenfy acvity locaons and listen to the commi.ee's ideas, ask quesons , and make decis ions regarding the event. 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:March 14, 2022 I N T R O D U C TI O N The advisory board approved A pril 30, 2022 for the annual arts and cra"s fundrais er. S chmitz -Maki A rena was s elected as the site and it has been res erved for the event. D I S C U S S I O N S taff w ill provide an update about how many vendors have registered to parcipate in the event. There should als o be a connued dis cus s ion by advisory board members about the on-going planning of this event. This w ould include recruitment of volunteers , tas ks the volunteers w ould perform, and w hen volunteers w ould be scheduled to work. 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 fundraiser and also be prepared to make addional decis ions needed for the event. 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 trategic P lan to I ncreas e M embers hip DATE:March 14, 2022 I N T R O D U C TI O N The Rambling River C enter's work plan for 2022 includes a goal to develop a strategic plan to increase membership. At its February 14, 2022 meeng, the board started this dis cus s ion. I t w as determined at that meeng for each board member to come to the next meeng with two-three s trengths and w eaknes s es of the Rambling River Center. D I S C U S S I O N A strategic plan w ill help determine where to s pend me, human capital, and money. S trategic planning typically has five components . 1. D etermine where you are by idenfying strengths and weaknesses . 2. I denfy what is important by looking at your mis s ion and values . 3. D efine w hat you must achieve by us ing objecves . 4. D etermine who is accountable. 5. Review. 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 their idenfied two-three s trengths and weaknesses of the Rambling River C enter. 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:Barriers to G e#ng to the Rambling River Center DATE:March 14, 2022 I N T R O D U C TI O N The Rambling River C enter's work plan for 2022 includes a goal to idenfy barriers to ge#ng to the Rambling River Center and explore opportunies to remove them. The advis ory board s tarted this conversaon at its February 14, 2022 meeng. I t w as determined at the meeng for board members to come to the next meeng with their ideas on what potenal barriers exist. D I S C U S S I O N I denfying barriers w ith the goal of eliminang them will increase parcipaon at the R ambling River Center. This will keep s eniors in the Farmington community engaged and healthier creang a be0er quality of life for individuals and the community. 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 to idenfy barriers to ge#ng to the Rambling River C enter. Board members s hould be prepared to s hare their potenal barrier 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:Review 2022 Work P lan P rogress DATE:March 14, 2022 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 February 14, 2022 meeng. I tems in bold black were items completed prior to the February 14, 2022 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 2022 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 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. Status: Completed. March 21 was identified to tour Apple Valley Hayes Senior Center and Hastings Senior Center. Staff will contact to see if date works for them. 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. Status: Completed. March 21 was identified and confirmed to tour Apple Valley Hayes Senior Center and Hastings Senior Center. 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. Status: Completed. The garage sale was cancelled and the breakfast and silent auction was scheduled for October 29, 2022. 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. Status: Completed. August 3, 2022 was tentatively identified as the tour date. 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:S taff Report DATE:March 14, 2022 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: J im Bell Park and P res erve Mas ter P lan K is s the P ig and Bike A ucon Rambling River C enter Building M aster P lan Tour O ther S enior Centers 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:March 14, 2022 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 A pril 11, 2022 M eeng A genda DATE:March 14, 2022 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 A pril 11, 2022 meeng. Rambling River C enter ’s 40th A nnivers ary C elebraon A rts and C ra/s Fair Review Tour of O ther S enior C enters S trategic P lan to I ncrease Membership Barriers to G e2ng to the Rambling River C enter Review 2022 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 other possible agenda items for the A pril 11, 2022 meeng.