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HomeMy WebLinkAboutAgenda_2022_5_9_Meeting(853) 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 ay 9, 2022 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove A pril 11, 2022 M eeng Minutes 4.P resentaons (a)I ntroducon of New Board Member M ary G arlets 5 B usiness I tems (a)P hoto of Rambling River C enter A dvis ory Board (b)A pprove C ancelling J une 13, 2022 Meeng 6.D iscussion I tems (a)A rts and Cra+s Fair F undrais ing Event Review (b)S trategic P lan to I ncreas e M embers hip (c)Barriers to G e/ng to the Rambling River Center (d)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 J uly 11, 2022 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 A pril 11, 2022 M eeng Minutes DATE:May 9, 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 A pril 11, 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 as ked to review the a-ached dra' A pril 11, 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' A pril 11, 2021 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 APRIL 11, 2022 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Vice chair Joan Moes called meeting to order at 9:30 a.m. Members Present: Joan Moes, Blanche Reichert, Pat Hennen, Marjorie Koski, and Larry Smith Members absent: Pennie Page Others Present: Mary Garlets, Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Koski seconded by Reichert to approve April 11 agenda. APIF. Motion carried. 3. Approve Minutes Motion made by Hennen to approve March 14, 2022 meeting minutes and seconded by Smith, APIF. Motion carried. 4. Presentations The 2021 Parks and Recreation Annual Report was presented by Recreation Supervisor Kohlbeck and Director Omlid. 5. Business Items A. 2022 Arts and Crafts Fundraiser Currently there are 25 vendors and 30 spaces registered. Discussion regarding spending on advertising. Motion by Moes, seconded by Reichert to spend $150 on Facebook and $135 on KCHK radio. APIF. Motion carried. 6. Discussion Items A. Tour of Other Senior Center General discussion was that it is very educational to see how the senior centers are all very different. Apple Valley was very impressive; really like the cappuccino machine and fireplace. B. Rambling River Center’s 40th Anniversary Celebration The RRCAB did a walk through of the building talking about the layout. The registration table and pumpkin decorating contest will be in the Empire Room. The photobooth and food will be outside. Overflow seating will be in the Ross Room. C. VFW Steak Fry Fundraiser Tickets are available. Koski took 20 and Smith took 10 to sell to friends and family. Kohlbeck will contact National Honor Society to volunteer during the event. D. Strategic Plan to Increase Membership Discussed the strengths especially memberships starting at age 50. Moes asked for the tagline to be more visible. Ideas included purchasing a mailing list of people over age 50, having events where you are asked to invite a friend, and hosting euchre and/or cribbage tournaments. E. Barriers to Getting to the Rambling River Center No new ideas at this time. All members realize this is something to continuously think about and discuss. F. Review 2022 Work Plan Progress Director Omlid provided an update on the work plan progress. 7. Staff Report Informational Updates • HKGi will present the draft concept plan to city council at their meeting on Monday, April 18, 2022. • Kiss the Pig and the bike auction are scheduled for Saturday, June 25. • Currently we have received $1,100 in donations. • Financial Support Program spent $1,113, leaving $2,649 in available funds until July 1, 2022. 8. Advisory Roundtable Koski – Nothing Moes – Will meet with Kohlbeck to lay out the Arts and Crafts Fair Smith – Nothing Reichert – Nothing Hennen– Asked if the benches are coming back? Also did Kohlbeck talk with Dad’s Belgian Waffles? 9. Agenda Items for May 9, 2022 meeting • Arts and Craft Fair Review • 2023 Rambling River Center Fees • Photo of Advisory Board Members • Rambling River Center’s 40th Anniversary Celebration • VFW Steak Fry Fundraiser • Advisory Board Meeting in June • Strategic Plan to Increase Membership • Barriers to Getting to the Rambling River Center • Review Work Plan 2022 10. 10. Adjourn Motion by Koski and seconded by Smith to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:30 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:I ntroducon of New Board Member M ary G arlets DATE:May 9, 2022 I N T R O D U C TI O N D ue to a resignaon on the Rambling River C enter advisory board, the city s olicited applicaons from res idents for appointment to the board. C ity council interviews the applicants and a+er a thorough review makes and approves appointments. D I S C U S S I O N City council at its M ay 2, 2022 meeng approved Mary G arlets as the newes t board member. Mary's term will be through January 31, 2024. A C T I O N R EQ U E S T E D This w ill be the first official board meeng for M ary, so introducons are in order during the first part of the meeng. Mary w ill introduce hers elf as w ill exisng board members . 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 hoto of Rambling River C enter A dvis ory Board DATE:May 9, 2022 I N T R O D U C TI O N A nnually a group photo of the advis ory board is taken, so it can be used for public purpos es. The photo w ill be posted on the city ’s webs ite and us ed in the Parks and Recreaon D epartment ’s annual report. D I S C U S S I O N A C T I O N R EQ U E S T E D A dvisory board members s hould come to the meeng prepared for a group photo, s o it can be pos ted to the city ’s webs ite. 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 C ancelling J une 13, 2022 Meeng DATE:May 9, 2022 I N T R O D U C TI O N I n the past, the advisory board's J une meeng has been cancelled due to summer seasonal s taff orientaon, the s tart of s ummer recreaon programs, and preparing for D ew D ays . D I S C U S S I O N S ummer s eas onal recreaon staff receive training and orientaon in early June and summer recreaon programs begin shortly therea.er. This requires Recreaon S upervis or Kohlbeck to commit me to provide the training and planning and coordinang the s tart of programs. Because of the work and me commitment involved with ge1ng s ummer recreaon s taff and programs prepared the w eek of the advis ory board’s meeng, it is recommended the meeng be formally cancelled by the advis ory board. A C T I O N R EQ U E S T E D The advisory board is being as ked to formally cancel the June 13, 2022 meeng. 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 Fair F undrais ing Event Review DATE:May 9, 2022 I N T R O D U C TI O N The Rambling River C enter held an arts and cra"s fair fundrais er on S aturday, A pril 30, 9 a.m. - 2 p.m. at the S chmitz -Maki A rena. D I S C U S S I O N S taff w ill provide a s ummary of the event including the preliminary amount that w as raised from the arts and cra"s fair and a compilaon of vendor evaluaons . This will als o be an opportunity for advisory board members and s taff to complete an evaluaon of the event and make recommendaons for next year's arts and cra"s fair fundraising event should one be held. A C T I O N R EQ U E S T E D A dvisory board members s hould come prepared to discuss and evaluate the A pril 30 arts and cra"s fair fundrais ing event, so this informaon can be used in the planning of future events . 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:May 9, 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. D I S C U S S I O N At its February 14, 2022 meeng, the board started this dis cus s ion. At the M arch 14, 2022 advisory board meeng, the board discussed s trengths and w eaknes s es of the Rambling River Center. At the A pril 11 meeng, the board began idenfying w hat is important by looking at the center's mission and values. The mis s ion s tatement of the Rambling River C enter is "C ommi/ed to providing quality programs and s ervices w hile encouraging the involvement of adults over age 50.". A tagline w as created in approximately 2014, which is "Recreaon, Relaxaon, and C ommunity". Board members menoned they like the tagline and it needs to be more visible. H ow ever, there w asn't much discussion regarding the mission and values in regards to increasing membership. 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 connue the discussion about the Rambling River Center's mission and values as part of s trategic planning to increase membership. 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:May 9, 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. D I S C U S S I O N I denfying barriers w ith the goal of eliminang them w ill increase parcipaon at the Rambling River Center and keep seniors in the Farmington community engaged and healthier. Thus, creang a be/er quality of life for individuals and the community. At its M arch 14, 2022 meeng, the advis ory board idenfied a number of barriers . T his included: Loss of community Transportaon No interes t in s ocial life H ealth concerns and s gma Parking 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 generate ideas to eliminate the idenfied barriers and connue to idenfy barriers to ge#ng to the Rambling River Center. 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:May 9, 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 A pril 11, 2022 meeng. I tems in bold black w ere items completed prior to the A pril 11, 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 P rogres s 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. Status: Completed. The tours of Apple Valley Hayes Senior Center and Hastings Senior Center were completed on March 21. 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. Status: Completed. The RRC Arts and Craft Fair was held on April 30, 2022. 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. Status: Completed. At the March 14, 2022 meeting, strength and weaknesses of the Rambling River Center were identified. Suggestions were made to visit senior living facilities in Farmington. 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. Status: Completed. The schedule and program have been 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. Status: Completed. At the March 14, 2022 meeting, several barriers were identified. 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:May 9, 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: Rambling River C enter ’s 40th A nnivers ary C elebraon V F W S teak F ry F undrais er J im Bell Park and P res erve Mas ter P lan K is s the P ig and Bike A ucon F undraising Update Trip C ommi3ee Report 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:May 9, 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 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 J uly 11, 2022 Meeng A genda DATE:May 9, 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 J uly 11, 2022 meeng. S trategic P lan to I ncreas e M embers hip Barriers to G e0ng to the Rambling River Center 2023 Rambling River Center Fees and Charges Rambling River Center's 40th A nniversary Celebraon S ilent A ucon and Breakfast F undraiser 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 July 11, 2022 meeng.