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HomeMy WebLinkAboutAgenda_2021_3_8_Meeting(726) M eeng Locaon : R ambling R iver Ce nter 325 O ak S t reet Farmington, M N 5 5 0 2 4 R A M BLI N G R I V E R C E N T E R A D V I S O RY B O A RD M E E T I NG A G E N DA M arch 8, 2021 9:30 A M 1.C all to O rde r 2.A pprove A genda 3.A pprove M inutes (a)A ppr ove February 8, 2021 M eeng M inutes 4.P re s e ntaons (a)Park s and Recreaon D epartment's 2020 A nnual Report 5 B us iness It e ms (a)A dopt-a-G randparent P rogr am (b)A r ts and C ra+s Fair Event (c)Far mington V F W S teak F ry F undrais ing Event (d)K is s the P ig and Bike A ucon F undrais ing Events (e)M eal Ev ent with the L ongbr anch (f)R ambling River C enter's 40 th A nniversary Celebraon (g)Waffle Breakfast and S ilent A ucon F undraising Event 6.D is cus s ion It e ms (a)Park s and Facilies Tour w ith Park and Recreaon Commis s ion and C ity C ouncil (b)Park s and Recreaon D irector Pos ion Update (c)Tour O ther S enior Centers (d)Review 2 0 2 1 Work P lan 7.S taff Re port (a)I nformaonal U pdates 8.A dvisory B oard Roundtable (a)Round Table Format 9.Items for N ext M eeng A genda (a)A genda Topics for A pril 12, 2 0 2 1 Meeng 10.A djourn TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:A ppr ove February 8, 2 0 2 1 M eeng M inutes DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N I ncluded in the meeng packet are dra' minutes fr om the adv is ory board's Febr uar y 8, 2 0 21 meeng. D I S C U S S I O N A dvisory boar d members should rev iew the dr a' minutes in order to deter mine if there are any correcons or edits that need to be made pr ior to approv al of the minutes . A C T I O N R EQ U E S T E D T he advisory boar d is being asked to review the a-ached dra' February 8 , 2021 meeng minutes , make any correcons needed, and then approve the meeng minutes . AT TA C H M E N T S : Type D escripon Backup M aterial D ra' February 8, 2 0 2 1 M eeng M inutes . FEBRUARY 8, 2021 RAMBLING RIVER CENTER ADVISORY BOARD VIRTUAL MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:30 am. Members Present: Joan Moes, Pat Hennen, Marjorie Koski, Pennie Page, Gina Smith and Ken Schumann Members absent: Blanch Reichert Others Present: Parks and Recreation Director Randy Distad, Recreation Supervisor Missie Kohlbeck and Communication Specialist, Lauren Siebenaler 2. Approve Agenda Motion made by Koski to approve the February 8, 2021 meeting agenda and seconded by Hennen. APIF. Motion carried. 3. Approve Minutes Motion made by Smith to approve January 11, 2021 meeting minutes and seconded by Hennen. APIF. Motion carried. 4. Presentation None. 5. Business Items A. Elect Chair and Vice-Chair Positions Chair Moes called for nomination for the chair position and also asked if anyone was interested in serving in the chair position. Page nominated Moes to for the chair position. Chair Moes called for nominations two additional times. There were no other nominations. Nominations were closed. By a 6-0 vote Moes was elected Chair for the next year. Chair Moes called for nomination for the vice-chair position and also asked if anyone was interested in serving in the vice-chair position. Page nominated Schumann for the vice-chair position. Schumann nominated Koski for the vice-chair position. Chair Moes called for nominations two additional times. There were no other nominations. Nominations were closed. The results of the vote were as follows: 5 votes for Schumann and 1 vote for Koski. Schumann was elected vice-chair for the next year. B. Approve 2021 Work Plan Director Distad revised the 2021 work plan to include a goal about including RRCAB members in the park and recreation director hiring process. He shared that Moes and Schumann will represent the advisory board on the interview committee and that City Administrator David McKnight has been made aware of their interest and will be including them in the hiring process. Motion made by Koski to approve the 2021 work plan and seconded by Smith. APIF. Motion carried. C. 2021 Arts and Crafts Fundraising Event Discussion occurred about the annual Arts and Crafts Fair event that is scheduled for May 8, 2021 at the Schmitz-Maki Arena. Recreation Supervisor Kohlbeck made the advisory board members aware that “save the date” postcards have been sent to vendors and RRC members. She also shared arts and crafts vendor applications are on the City’s website. She informed everyone that notices were also placed on a few Art and Craft show websites. There was some discussion about COVID 19 restrictions including the 150-person maximum allowed under the current Governor’s Executive Order. The 150-person maximum number would include vendors and anyone else who is in a vendor’s booth, so this would reduce the number of people who could be inside the arena shopping at the event. Recreation Supervisor Kohlbeck is going to wait sending out vendor applications until either the maximum number who can be in attendance has increased, or if it isn’t, then adding additional language to the application limiting the number of people who can be in a vendor’s booth. D. Rambling River Center Membership Survey Page suggested a slight language change in the survey introduction paragraph of the draft survey and suggested adding a “thank you” at the bottom of the page. Supervisor Kohlbeck will make these changes prior to printing. Advisory board members also suggested posting information in The River newsletter about the survey and also promote it in the digital version on the city’s website. By consensus it was decided that two boxes of MDC cards would be offered as door prizes for those completing the survey. Anyone completing a survey and included their name on the survey would be eligible during the drawing to win one of the MDC boxes. 6. Discussion Items A. Review Open Meeting Law Director Distad review the open meeting law with Board members. B. Intergenerational Committee Events and Programs Recreation Supervisor Kohlbeck informed advisory board members that city council member Katie Porter is interested in meeting with a sub-committee from the Rambling River Center to start an adopt-a- grandparent program. Page and Koski volunteered to be on the subcommittee. Recreation Supervisor said she would contact city council member Porter to schedule a meeting. C. Park and Facilities Tour City Council and Rambling River Center Advisory Board The advisory board members by consensus felt that the August 11, 2021 date identified for the park and facilities tour with a start time at 6:00 p.m. was acceptable. By consensus advisory board members also recommended using the 2020 parks and facilities tour schedule and locations, which was included in the meeting packet, for this year’s tour. D. Prioritize Work Goals to Achieve Director Distad shared several of the 2021 work plan goals are already being worked on including the membership survey and the parks and facilities tour. He asked advisory board members if they have any goals they would like to prioritize to work on at the March 8 meeting. The goals identified to work on included fundraising and the Rambling River Center’s 40th anniversary celebration. Director Distad will look at what other goals have upcoming deadline dates and have the goals discussed at the next meeting. 7. Staff Report a. Informational Updates Information about the following items was shared: • COVID: A change at the RRC is now masks are required for exercise. • The parks and recreation director position has been posted and application deadline is February 12. • Kenny LaBeau from the Longbranch would like to offer his services to serve a free meal for seniors. • City Administrator David McKnight is planning to fundraiser for a new tread mill to be purchased for the RRC by taking pledges and running 100 miles on Farmington Streets. 8. Advisory Roundtable. Schumann – Asked if it is possible to have AARP tax preparation services held in Farmington? Recreation Supervisor shared that no tax preparation services will be offered in any government buildings in 2021 due to COVID. Page – Shared she is not receiving the Mailchimp email. Koski - Thought it was wonderful that David McKnight and Kenny LaBeau are willing do things for the Rambling River Center when they don’t have to. Hennen – Will not be at the March meeting due to a doctor’s appointment. Smith – Didn’t have anything to share. Moes – She had the opportunity to do a video with Bethel’s Rock Church to explain who we are and what the RRC does. The video will be used to recruit runners for their 5K fundraiser. It will be shown in three different churches, which includes the Farmington church. They are donating all the profits to the RRC. The dulcimer group and Julia also made appearances in the video. It will hopefully be shared with everyone when the city receives a copy of the video. 9. Agenda Items for March 8, 2021 Meeting • 2021 work plan items • Tour other senior centers • Fundraisers • Parks and recreation director position • Adopt-a-grandparent program • Meal event • 40th anniversary celebration planning 10. 10. Adjourn Motion by Smith and seconded by Koski to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 10:34 a.m. Respectfully Submitted, Missie Kohlbeck, Recreation Supervisor and Recording Secretary TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Park s and Recreaon D epartment's 2020 A nnual Report DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N Each year the Par ks and Recreaon D epartment (D epar tment) creates an annual report that contains informaon about the following: parks, tr ails and facilies projects completed programs and events offered maintenance w ork performed in parks , on trails and in facilies T he 2020 annual report is not included in the meeng packet because the file is quite large due to the photos that are included in the annual r epor t. Recreaon S upervisor M is s ie Kohlbeck will present the informaon contained within the 2020 annual r epor t. D I S C U S S I O N A ll D epartment s uperv is ory s taff members par cipated in creang an annual report for 2 0 20. Recognion is giv en to Recreaon S upervis or Kohlbeck who took on the res pons ibility of acquiring the informaon fr om other D epartment staff members and then format this infor maon in the 2020 annual report. This is the 1 8 th cons ecuve year the D epar tment has provided an annual report. T he 2020 annual report r eflects the challenges faced during the C O V I D 19 pandemic. W hile there was an impact on the operaons of the D epartment and on programs and event offerings , staff nonetheles s pus hed ahead and w as able to accomplish a number of things in 2020. A C T I O N R EQ U E S T E D A dvisory boar d members are asked to lis ten to the 2020 annual report pr es entaon and are encouraged to ask queson both dur ing and a8er the annual r epor t is giv en. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:A dopt-a-G randparent P r ogr am DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N At the Februar y 8 meeng Recreaon S uper vis or Mis s ie Kohlbeck made adv is ory board members aw are that city council member Kae Porter w as inter es ted in w orking with staff and the adv is ory board to dev elop a new adopt-a-grandparent program at the R ambling River C enter. At the meeng, advisory board member s M arj orie Kos ki and Pennie Page volunteered to meet and dis cus s the program w ith Recreaon S uper vis or Kohlbeck and council member Porter. D I S C U S S I O N A meeng occurr ed s everal w eeks ago to dis cus s the adopt a grandparent program. Parcipang in the meeng were city council member Porter, Recr eaon S uperv is or Kohlbeck and advis ory board members Kos ki and Page. T he group decided to s tar t w ith a goal of pair ing up 24 children and 24 R R C members . Communicaon between the childr en and members who par cipate would be completed via phone, email and regular mail. I n-pers on meengs inially would not occur due to C O V I D -19. I n addion, a Zoom meeng would occur in the beginning and a Zoom party would occur at the end of the planned 1 2 w eek program. The R R C would set up the Zoom meengs. L ong term the goal is to have the program be an in-person program a5er the pandemic restricons hav e been li5ed. Children would be s epar ated into the follow ing two different age groups : 5 – 10 year s of age 11 – 17 year s of age Council member Por ter and advisory board member Koski are working on a lis t of appropriate topics to hav e available, s o the children and member s hav e a tool to "break the ice" w hen they meet and can maintain a conv er s aon around a number of differ ent topics. A dvisory boar d member Page is w orking on an applicaon that children and members can us e in or der to idenfy who w ould like to parcipate in the program. T here was als o dis cus s ion about compleng back gr ound checks on parcipants and establis hing ground rules including s uch things as : youth can not as k their adopted grandparent for money the adopted gr andparent can not as k youth for a r ide somewhere T he group is planning to hav e a complete packet of materials ready for implementaon by the end of this coming May. T he group is currently planning on hav ing the program star t in the beginning of June 2021 and finish by the end of A ugus t 2021. A C T I O N R EQ U E S T E D A dvisory boar d members are asked to do the follow ing during the meeng: lis ten to the infor maon that w ill be prov ided ask any questions they may have about the program give feedback to the group on w hat has been planned so far for the program TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:A r ts and C ra!s Fair Ev ent DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he advisory boar d has approv ed a date of M ay 8 , 2021 for the annual ar ts and cr a!s sale fundraiser to occur. S chmitz -M aki A r ena w as selected as the s ite and it has been res erv ed for the event. D I S C U S S I O N A dvisory Board member s hav e discussed the 2 0 2 1 ar ts and cra!s fundrais ing event over its pas t s everal meengs. W hile the s tatus of the C O V I D 19 pandemic w ill ulmately determine if the ev ent is held, planning connues to need to happen, s o it is r eady to occur if no prohibited r es tr icons are in place on the date of the fundr ais ing ev ent. S taff w ill provide an update about how many vendors have registered to parcipate in the event. The A dvisory Board s hould have a connued dis cus s ion about the arts and cra!s s ale ev ent and determine if there are decis ions to make on some of the advanced planning items that need to be made prior to the ev ent being held on M ay 8 . A C T I O N R EQ U E S T E D T he advisory boar d is as ked to come to the meeng pr epared to parcipate in a dis cussion about the ar ts and cra!s fundrais ing event and als o be prepar ed to make addional decis ions needed for the event. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Far mington V F W S teak F ry F undrais ing Event DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he Rambling Riv er C enter has been involved in the Farmington V F W S teak F r y fundr aiser for many years . Recently the s teak fry fundraiser has fallen under the res pons ibility of the Far mington S ons of the A merican L egion gr oup to run. D I S C U S S I O N I n 2020, the adv is ory board asked Recreaon S uper vis or Kohlbeck to contact the Far mington S ons of the A merican L egion about moving the annual s teak fr y fundraiser from J anuar y to one of the months in the s ummer becaus e of the cold weather in J anuar y. Recreaon S uper vis or Kohlbeck contacted the Farmington S ons of the A mer ican L egion and as ked if they w ould cons ider changing the date of the Rambling R iver C enter steak fry fundr ais er to a s ummer month. T he Farmington S ons of the A merican L egion agreed with the request and moved the steak fry fundrais er to July. H owev er in 2 0 2 0 , a s teak fry fundrais er did not occur because of the C O V I D -19 pandemic. Recreaon S uper vis or Kohlbeck has been in contact with the Farmington S ons of the A merican L egion about a date for the 2021 steak fry fundrais er. S he has learned that a tentave date of July 17, 2021 w as idenfied. H ow ev er, because the Farmington S ons of the A merican L egion has not met since O ctober 2 020, due to the pandemic, the date has not been finaliz ed y et. I t is hoped that the s teak fry fundrais ing date w ill be k now n at least a couple of months before the event, s o informaon can be pr ovided in city publicaons in order to make the public aware of the fundraiser. S hould this come to fr uion then the Rambling Riv er Center w ould need to s ell ckets and recruit volunteers to help both prior to and the day of the s teak fry fundraiser. A C T I O N R EQ U E S T E D A dvisory Board member s s hould come prepared to dis cus s the possible 2021 s teak fry fundrais er. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:K is s the P ig and Bike A ucon F undrais ing Events DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N I n years pas t there has been a kiss the pig contes t and bike aucon held dur ing the D ew D ays celebraon. A s w as the cas e in 2020, D ew D ay s has been cancelled in 2021. Becaus e of this , both the kiss the pig contes t and bike aucon will not hav e the opportunity to be held dur ing the D ew D ays celebraon in 2 0 2 1 . D I S C U S S I O N Because D ew D ay s has been cancelled in 2021, s taff w ould like to have a dis cus s ion about the kiss the pig contest and bike aucon ev ents. A s a starng point for discussion during the meeng, staff would like to propose s ome alter nave dates for the kiss the pig contest and bike aucon ev ent for the advisory boar d to cons ider, in order to allow both fundrais ing ev ents to occur in 2021. B ike A ucon A lternave D at e : Mov e the bike aucon to the M ay 8 arts and cra,s fair fundrais ing at S chmitz -M aki A rena. This may bring s ome addional traffic to the event, w hich hopefully translates into an incr eas e in the number of s hoppers at the arts and cra,s fair. I t w ould be held outside of the arena. I t w ould be a good me to s ell bikes because it is pr ior to summer beginning, w hich means people are likely look ing to purchase a bike to ride. I f all of the bikes don’t sell during the aucon, then there could be addional bike aucons held during other city ev ents that occur in 2021 a,er the ar ts and cra,s fair. Kis s the P ig A lt e rnave D ate: I n 2020, the city enter ed into a contract w ith Koo Koo Kanga Roo to have a concert during D ew D ays . Koo Koo Kangaroo is a mus ical group that is gear ed for children/families . W hen the 2 0 2 0 D ew D ays was cancelled and the pandemic connued to remain in place, the concert w as cancelled, but the contract w ith Koo Koo Kangaroo was not cancelled. I ns tead, it was extended to 20 2 1 . B ecaus e D ew D ays has been cancelled in 2 0 2 1 , there w on't be an oppor tunity for this concert to occur during D ew D ays. A s an alternav e, s taff is w orking on securing a date this fall to have Koo Koo Kangaroo perform their concert. S taff is looking to make the concert a bigger fall fes v al event to include other acvies around the concert. S taff feels it would work well to have the k is s the pig contest at the s ame me the Koo Koo Kangaroo concert is held. A C T I O N R EQ U E S T E D A dvisory boar d members are asked to come to the meeng to discuss the pos s ible 2 0 2 1 alternave dates for the kiss the pig contes t and bike aucon fundrais ing events . A ,er the dis cus s ion, adv is ory board members should prov ide direcon to s taff about holding the kiss the pig and bike aucon fundrais ing ev ents in 2021. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:M eal Ev ent with the Longbr anch DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he advisory boar d w as made aware at the Febr uar y 8 meeng that Kenny L abeau w ho ow ns the L ongranch, is inter es ted in prov iding a free meal to older adults w ho live in Far mington. There w ere some decisions made dur ing this meeng about this ev ent. D I S C U S S I O N T he free meal ev ent was dis cus s ed and it w as decided by the adv is ory board to have the event on Tues day, Mar ch 3 0 . Kenny L abeau will donate up to 2 0 0 free meals to s enior ciz ens . H e is planning to open the L ongbr anch and allow people to eat their meal in the L ongbranch if people want to. H is current capacity is 50 people, but he hopes G overnor Walz will increas e this capacity number before the date of the event. T he current plan is to hav e 3 si2ngs of 50 people at each s i2ng. Times the meal would be s erved are: 4 :30 p.m., 5:30 p.m., and 6 :30 p.m. I f the capacity of 5 0 people remains in place, then there w ould be a limit of 50 minutes maximum for each si2ng. At the end of the 50 minutes , a8endees w ould be as ked to leave the restaur ant, s o it could be disinfected for the next si2ng. People not wanting to participate in one of the sittings, could do take out instead. Participants wanting to do take out would drive through the alley off of 4th Street (the alley north of the Rambling River Center) and drive west towards the Longbranch building. T here will be a canopy with meals waiting for them behind the Longbranch building. When arriving at the canopy, participants will check in and have their meal handed to them through their vehicle window. After receiving their meal, the driver will leave by turning left and head south through the parking lot and exit the parking lot onto Oak Street. While it will not be advertised, if some people are not able to participate in one of the sittings or drive to the Longbranch to pick up their meal, then an effort will be made to recruit a few volunteers to deliver meals. T he date is fas t approaching, s o it has been idenfied that any one wanng to r eceive this free meal w ould need to RS V P by M ar ch 2 3 and either s chedule what s i2ng they want to a8end, or if not wanng to a8end one of the s i2ngs , then s cheduling a meal pick up me. Because this has the potenal for being a large event that could exceed 1 50 parcipants due to the takeout opon, volunteer s are needed dis h food on a plate, clean tables and deliv er meals to both the tables and cars . A C T I O N R EQ U E S T E D A dvisory Board member s s hould come prepared to further discuss and make decis ions about this free meal ev ent. A dvisory boar d members are also as ked to cons ider volunteering to help at the event. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:R ambling River C enter 's 4 0 th A nniversary Celebraon DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he Rambling Riv er C enter w ill be celebraon its 40th anniversary in the fall of 2022. P lanning for this s pecial occasion s hould s tart this year. D I S C U S S I O N S taff are inter es ted in creang a commi,ee to begin the planning of the Rambling Riv er Center's 40th anniv ers ary celebraon that w ill occur in the fall of 2 0 2 2 . P lanning s hould include the date or dates of w hen the celebr aon w ill occur. I t should include the types of programs and events that will be held during the celebraon. S taff w ould like to hav e three or les s member s of the advisory board volunteer to s er ve on the 40th anniv ers ary celebraon commi,ee. This is s o there w ill not be a quorum (4 or mor e members ) of adv is ory board member s s erving on the commi,ee. A C T I O N R EQ U E S T E D A dvisory Board member s s hould come prepared to begin to dis cus s the Rambling Riv er Center's 40th anniv ers ary celebraon and cons ider volunteering to s erve on the commi,ee. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Waffle Breakfast and S ilent A ucon F undraising Event DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N I n the past the R ambling R iver C enter has held a D ad's Belgian Waffle Breakfas t and s ilent aucon fundrais er on the las t S aturday of O ctober. I n 2 0 2 0 the fundraiser had to be cancelled due to the C O V I D 1 9 pandemic. D I S C U S S I O N I n the past, the w affle br eakfas t and silent aucon fundr aiser has been the lar ges t fundrais ing event held by the Rambling R iver C enter. T he advisory boar d s hould dis cus s if w ants to hold this fundrais ing event in 2 021. I f they do, then the adv is ory board s hould decide if the ev ent should be s cheduled to occur on the last S aturday of O ctober, like it has in the pas t. D iscussion should als o take place about the s ilent aucon fundraiser. S ome of Far mington's bus inesses s aw a decline in s ales in 2020 due to the C O V I D 19 pandemic. This is something to consider since in the past the Rambling R iver C enter has relied on Farmington busines s es to donate s ilent aucon items and the busines s es hav e been v ery generous in the pas t w ith donang items. Knowing that sales were dow n for some bus ines s es , it may be difficult to as k s ome bus ines s es to donate an item for the silent aucon. T here may have to be a s trategy developed in order to idenfy w hich bus ines s es are likely to donate an item. Typically bus ines s es are contacted about two months in adv ance of the s ilent aucon about a donaon. T hese tw o fundr ais ing ev ents take a cons iderable amount to me to pull together, s o if the advisory board w is hes to s chedule the event, then planning s hould start to occur. Ty pically it takes many months for the planning to occur. P lanning includes markeng /promong the event, s elling adv anced ckets and s cheduling volunteers . T his year it may take longer due to maybe having to put s ome C O V I D 19 safety guidelines and pr acces in place. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to come to the meeng prepared to dis cus s and make a decis ion about holding the Waffle B reak fast and S ilent A ucon fundr aiser. I f a decision is made to have the fundraiser, then the planning pr oces s should be iniated. The planning proces s w ill include adv is ory board member s volunteering to help dur ing the planning proces s and on the day of the fundr ais ing ev ent. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Park s and Facilies Tour w ith Park and Recreaon C ommis s ion and C ity C ouncil DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N A date of A ugus t 1 1 , 2021 was approved by the park s and recreaon commis s ion for an adv is ory board, city council and park s and recreaon commis s ion city parks and facilies tour. D I S C U S S I O N T he parks and recreaon commis s ion review ed the s ites the advisory boar d idenfied at its February 10 meeng and w ere in agreement with the locaons the adv is ory board idenfied to tour. T he parks and recreaon commis s ion did add one addional s ite to tour, w hich w as the community garden in Evergreen Knoll Park. A,ached is a final dra- tour schedule for the adv is ory board to review and appr ove. I f the advisory board approv es the a,ached tour s chedule, then the parks and recreaon commis s ion will approve it at its March 10 meeng. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to review the a,ached revised parks and facilies tour schedule prior to the meeng. T hen at the meeng, they ar e as ked to discuss the s chedule and then approv e it if ther e are no further revis ions needing to be made to it. AT TA C H M E N T S : Type D escripon Backup M aterial D ra- 2021 Parks and Facilies Tour S chedule Rambling River Center Advisory Board and Park and Recreation Commission Parks and Facilities Tour August 11, 2021 Schedule Time Location Action 6:00 p.m. Rambling River Center Walk through facility to look at recent building improvements 6:10 p.m. Schmitz-Maki Arena Stop and go into the facility and see recent improvements 6:25 p.m. Flagstaff Meadows Park Stop and walk into future neighborhood park site in Regetta Fields and Whispering Fields developments 6:40p.m. North Creek Park Stop and talk about the park 6:55 p.m. Fairhill Estate at North Creek development new future neighborhood park site Drive into development and stop and look at park location if possible, and if not possible, then drive through the development 7:10 p.m. Tamarack Park Stop and talk about the park 7:25 p.m. Marigold Park Stop and discuss 2019 park improvements 7:40 p.m. Prairie Pines Park Stop and discuss 2019 park improvements and tour ends 7:50 Evergreen Knoll Park Stop and look at the community garden 8:00 p.m. Rambling River Center End of Tour TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Park s and Recreaon D irector Pos ion Update DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he city's park s and r ecr eaon director pos ion w ill be v acant a)er A pril 30, 2 0 2 1 . The city is moving forward with hiring a new director. D I S C U S S I O N A dvisory boar d members J oan M oes and Ken S chumann w ill be parcipang in the hiring process to fill the parks and recreaon director posion. S taff w ill prov ide an update at the meeng about the s tatus of the filling of the par ks and recreaon director pos ion. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to listen to the update giv en by s taff and then as k any ques ons they may have about the filling of the parks and recreaon director posion. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Tour O ther S enior Centers DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N O ne of the A dv is ory Board's goals in 2021 is to tour other senior centers in the ar ea to view w hat senior centers look like in other communies . M or e importantly it is to learn about w hat pr ogram s paces are offered in other s enior centers . G athering this infor maon will help w hen the advis or y board begins the proces s of compleng a building master plan for the R ambling River C enter in the future. D I S C U S S I O N I n 2020, the adv is ory board had discussed and s et a tour schedule. Unfortunately becaus e of the C O V I D 1 9 pandemic, it had to be cancelled and res cheduled to occur in 2021. T he tour s chedule that the advisory board appr oved in 2 0 2 0 included vis ing the follow ing community's s enior center facilies : Northfield H as ngs Ros emount A pple Valley A dis cus s ion s hould occur to s ee if there is a des ire to connue to tour the s enior center facility in these communies . I f they are, then the advisory boar d s hould determine some pos s ible dates and mes for the tours , so s taff can contact these s enior center facilies about a tour. W hen deter mining dates and mes, it is probably bes t if the facilies are not tour ed all on the same day. I n addion, and giv en current C O V I D 19 res tricons , it might be best to look at fall dates for the facilies tour. A C T I O N R EQ U E S T E D A dvisory boar d members should come prepar ed to dis cuss the previous 2 0 2 0 s enior center tour s chedule and then provide direcon to staff about w hen the tour s hould be held in 2021 and if the same facilies s hould be toured. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Review 2 0 21 Work P lan DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he advisory boar d appr oved its 2021 annual w or k plan at its February 8 , 2021 meeng. The annual w ork plan is review ed at ev ery monthly meeng to meas ure the progress being made. D I S C U S S I O N A n updated w or k plan has been included in the meeng packet. The updated w ork plan shows in red w hat items hav e been completed during or a*er the February 8, 2021 meeng. A C T I O N R EQ U E S T E D A dvisory boar d members are asked to review the updated 2 021 w ork plan prior to the meeng and then come to the meeng pr epared to dis cus s it, es pecially the items that w ere completed. T he rev iew als o offer s an opportunity for the A dvisory Board to dis cus s wor k plan items they w ould like to w ork on at the A pr il 1 2 , 2 021 meeng. AT TA C H M E N T S : Type D escripon Backup M aterial U pdated 2021 Work P lan Rambling River Center Advisory Board 2021 Work Plan Goal #1: Tour other senior centers to learn about facilities and programs offered in other communities. Objectives: 1. By March 1, a discussion and decision will have been made about touring other senior center facilities. Status: In progress. A discussion will occur at the March 8 meeting. 2. If a decision is made to tour other senior center facilities, then by May 1 a decision will have been made about the number, location and date of the senior center facility tour. 3. By November 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 March 1, a discussion and recommendation will have occurred about requesting funding in the 2022 budget to cover the cost of hiring a consultant to develop a building master plan. 2. By June 1 a request will be made in the 2022 budget to fund hiring a consultant to develop a building master plan. 3. By December 31, approval will be given in the final budget to have funding available to cover the cost of developing a building master plan in 2022. Goal #3: Review and recommend 2022 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2021 RRC fees and charges and determine if any revisions should be made to the 2022fees and charges. 2. By August 1, forward recommended 2022 RRC fees and charges to the Park and Recreation Commission. 3. By September 30, the Park and Recreation Commission will have reviewed and approved the 2022 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 Park and Recreation Commission recommended 2022 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: In progress. Fundraising events will be discussed during the March 8 meeting. 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 2021 and to plan future bus trips in 2022. Objectives: 1. By May 1, receive a report from the Trip Committee on trips that have been or will be offered in 2021. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2022. 3. By September 15, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2021. 4. By October 1, receive a presentation on the final list of trips planned by the Trip Committee to occur in 2022. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2021. 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 2021 trips. Goal #6: Complete a city parks and facilities tour with the Park and Recreation Commission (PRC) and City Council. Objectives: 1. By April 1, determine possible tour dates. Status: Completed. A tour date was approved at the February 8 meeting. 2. By May 1, finalize and approve a recommended tour date and give input on which parks and facilities to tour. Status: Completed. Input was given 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. Status: Completed. A recommended tour date, schedule and site locations were sent to the PRC. 4. By October 1, complete a parks and facilities tour with the PRC and City Council. Goal #7: Complete a membership survey. Objectives: 1. By March 1, review the previous membership survey. Status: Completed. The two previous membership surveys were reviewed at the January and February meetings. 2. By April 1, develop a list of questions to ask on the membership survey and determine which method(s) to use in order to engage members to participate in the survey. Status: Completed. A list of questions to include on the membership survey and a method to use to engage members was determined at the February 8 meeting. 3. By June 1, a membership survey will be initiated. Status: In progress. 4. By September 1, a membership survey will be completed. 5. By November 1, the results of the membership survey will be shared with Advisory Board members. Goal #8: Begin planning a Rambling River Center 40th anniversary celebration that will occur in 2022. Objectives: 1. By April 1, approve a date to have the 40th anniversary celebration. Status: In progress. While no date has been approved, discussion has started on the celebration. 2. By June 1, approve a structure for a planning committee that will assist staff in the planning of the 40th anniversary celebration. Status: In progress. 3. By September 1, a draft schedule of events will be presented to the Advisory Board. 4. By December 31, a final schedule for the 40th anniversary celebration will be approved by the Advisory Board. Goal #9: Participate in the Park and Recreation Director hiring process. Objectives: 1. By February 1, the Advisory Board will have selected two of its members to participate in the hiring process. Status: Completed. Chair Moes and member Schumann were selected to participate. 2. By February 15, the City Administrator will be informed about the two members who are interested in participating in the hiring process. Status: Completed. The city administrator was notified of the two members who are interested in participating in the hiring process. 3. By March 15, two Advisory Board members will have participated in the interview process and given input on who the city should hire. 4. By April 1, a decision will have been made about the hiring of the park and recreation director position. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:I nformaonal U pdates DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N D uring each meeng, s taff prov ides informaonal updates that do not requir e A dv is ory Board approval. D I S C U S S I O N T he following updates will be prov ided during the meeng: 1 . R R C C O V I D update 2 . Bethel Rock C hur ch's Muddy Bunny Race and v ideo 3 . J ack and Bev M c Knight treadmill equipment fundr aising A C T I O N R EQ U E S T E D A dvisory Board member s s hould come lis ten to the informaonal updates given by s taff and then as k any quesons about the updates. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Round Table Format DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T he advisory boar d roundtable occurs during every monthly meeng. D I S C U S S I O N T he advisory boar d roundtable agenda item prov ides an opportunity for adv is ory board members to s hare informaon or as k ques ons of staff about items that are not on the agenda. No formal decisions can be made during the advisory board roundtable. A C T I O N R EQ U E S T E D A dvisory boar d members are being asked to come s hare informaon or as k ques ons about items not on the agenda. TO :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Randy D is tad, Par ks and Recreaon D irector S U B J EC T:A genda Topics for A pril 12, 2 0 2 1 Meeng DAT E:M ar ch 8 , 2021 I N T R O D U C TI O N T his item is for s taff and the A dvisory Board to idenfy pos s ible items for the next meeng agenda. D I S C U S S I O N T hus far s taff has idenfied the follow ing pos s ible items for the A pril 12, 2 0 2 1 meeng agenda: arts and cra-s fundrais ing event kiss the pig and bike aucon fundrais ing ev ent w affle break fas t fundraising event Farmington V F W s teak fry fundraising event 40th annivers ary celebraon meal ev ent with L ongbranch review 2021 wor k plan tour other s enior centers parks and r ecr eaon director pos ion adopt-a-gr andparent program A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to come prepar ed to discuss the s taff pr opos ed agenda items and to also provide other pos s ible agenda items for the A pr il 1 2 , 2021 meeng.