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HomeMy WebLinkAboutAgenda_2021_5_10_Meeting(754) 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 10, 2021 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 12, 2021 M eeng Minutes 4.P resentaons 5 B usiness I tems (a)A rts and Cras Fair and Bike A ucon F undrais ing Event (b)A dopt a G randparent P rogram (c)R R C 40th A nnivers ary C elebraon (d)A pprove C ancelling J une 14, 2021 Meeng 6.D iscussion I tems (a)Review 2021 Work P lan P rogress 7.S taff Report (a)I nformaonal Updates 8.A dvisory B oard Roundtable (a)Round Table Format 9.Items for N ext M eeng A genda (a)Pos s ible I tems for J uly 12, 2021 Meeng A genda 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A pprove A pril 12, 2021 M eeng Minutes DATE:May 10, 2021 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 12, 2021 meeng. D I S C U S S I O N A dvisory board members s hould review the dra% minutes in order to determine if there are any correcons or edits 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 advisory board is being as ked to review the a+ached dra% A pril 12, 2021 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 12, 2021 M eeng Minutes APRIL 12, 2021 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:30 am. Members Present: Joan Moes, Blanch Reichert, Marjorie Koski, Pennie Page, Gina Smith, Pat Hennen and Ken Schumann Members absent: None Others Present: Parks and Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Koski to approve the meeting agenda and seconded by Schumann. APIF. Motion carried. 3. Approve March 8, 2021 Meeting Minutes Motion made by Schumann to approve March 8, 2021 meeting minutes and seconded by Reichert. APIF. Motion carried. 4. Presentation There were no presentations 5. Business Items A. RRC 40th Anniversary Celebration The committee members Page, Koski and Reichert met in March. The dates scheduled are September 19 – 25, 2022 with focus on the main events on the dates Thursday, Sept. 22 and Saturday, Sept. 24. The draft itinerary was reviewed that was included in the meeting packet that the committee developed. Discussion occurred about possible door prizes of a lifetime membership for 1 person 90 and older and a 1-year membership for 1 person 50 and older. There was also discussion about the budget for this event. Director Distad asked the committee and board to bring their budget requests to Recreation Supervisor Kohlbeck so it can be requested in the 2022 budget. There was also discussion about food trucks, a 40th anniversary logo, taglines and use of the color Ruby Red (40th anniversary color). Recreation Supervisor Kohlbeck will put an article in the May/April Edition of The River asking for volunteers for a variety of committees. Motion by Koski to use tagline “Rambling River Center, A Center for Seniors” for this event. Seconded by Smith. APIF. Motion carried. B. Adopt-a-Grandparent Program The city’s quarterly newsletter, the Farmington Currents, has been mailed. Information about the adopt- a-grandparent program is included in the Farmington Currents. Online registration for programs opens today. Packets about the program are available either online or at the RRC for the program. The program will start in June and end in August with a gathering at Rambling River Park. The program will be all virtual in nature except for gathering in August. The Committee will meet again in May prior to the program starting. C. Arts and Crafts Fair and Bike Auction Fundraising Event There was discussion by the advisory board about volunteer positions and number of volunteers. There was volunteer information provided in a handout. Advisory board members were asked to email Chair Moes and let her know what positions/shifts advisory board members are interested in working. Staff will provide board members and volunteers with nametags. There will be a table with RRC information including: membership, FSP, Adopt-A-Grandparent program, and the 40th Anniversary celebration. It is planned to have a food truck being available for concessions. Park and Recreation staff will set up the spaces, tables and bring in bikes the day before the event. Recreation Supervisor Kohlbeck will talk with Park and Facility Supervisor Jeremy Pire and clarify times on Friday when vendors can set-up in the arena. She will add to publicity materials about 50+ bikes being on a silent auction sale and can be purchased either by cash or check only. Advisory board members discussed having a door prize drawing every hour. Recreation Supervisor Kohlbeck will order 2 more generic banners to hang. Advisory board members were asked to take a few signs after the meeting and then put the signs out on either May 2 or 3 and go back and remove the signs on either May 9 or 10 and return them to the staff at the RRC because they can be reused in future years. D. Other Fundraising Event Updates Recreation Supervisor updated the advisory board members about no decision being made yet by the Farmington Sons of American Legion holding a Steak Fry this summer. She also shared there has been no response from Dad’s Belgian Waffles. She learned that City of Lakeville staff have experienced the same thing. The advisory board by consensus tabled this discussion until either staff receives communication from the Farmington Sons of the American Legion and/or Dad’s Belgian Waffles or August of no communication is received by then. 6. Discussion Items A. Park and Recreation Director Position Update Director Distad updated the advisory board that no announcement has been made about hiring a new parks and recreation director for the city. Chair Moes and Schumann shared their thoughts about the presentations that candidates made and which both of them participated in. B. Review Longbranch Free Meal Event Approximately 125 meal were served with most of the meals being take out. It appeared that people were still hesitant to come out because of Covid concerns. Kenny LaBeau was sent a thank you card and a thank you was posted on social media. C. Tour Other Senior Centers Recreation Supervisor Kohlbeck shared that not all are open and operating. The advisory board by consensus decided to table any decision about doing the tours in 2021 until the August meeting. D. Garage Sale Fundraiser General consensus was to table this event until January with a preliminary plan to add it to the 2022 calendar. E. Master Planning of the RRC Building Advisory board members were made aware that staff will request in the 2022 proposed budget funding to hire a consultant to develop a master plan for the building. F. Review 2021 Work Plan Progress Progress continues to be made on the 2021 Work Plan. The following goals and objectives were updated to reflect the following: • Goal #1 Objectives 1 and 2 were met. • Goal #4 Objective #1 was met. • Dates were adjusted for Goal #5 to move trip committee meetings back to the fall. • Goal #7 Objective 3 is in progress. • Goal #8 Objective 1 and 2 are completed. • Goal #9 Objective 3 is now completed. 7. Staff Report a. Informational Updates • RRC Covid update was given. The current plan is to resume regular building hours on May 3. Starting on this date, a volunteer receptionist will be at the main service desk the entire week. Programs to be added back include woodcarvers, beginning dulcimers, and daily coffee guys. Card playing, dominos, puzzles and the coffee nook are still on hold. • The 5K Muddy Bunny run event hosted by Bethel’s Rock church and sponsored by many local businesses, donated $10,000 to the Rambling River Center on Saturday, April 3, 2021. Kohlbeck passed a thank you card around so all Board members could sign. • Program Assistant Stacey Popp is contacting receptionist volunteers and training one on one with the volunteers so they are ready to go when the building is planned to return to regular hours on May 3. • The membership survey was sent to members last month and currently there have been 10 returned. Advisory board members were encouraged to remind members to complete and submit a survey. 8. Advisory Roundtable. Moes – Participated in the Park and Recreation Director interview in a presentation format. It was an interesting experience. Candidates had a wide variety of presentation skills. Schumann – Participated in the Park and Recreation Director presentation, it was a good experience for him. Surprised that people have not all gotten together if they have received their vaccine. Many people need assistance and are lonely. This separation of people has caused a lot of depression. He encouraged other to reach out. Smith– Nothing Reichert – Shared with Randy that it was nice to work with him over the years. Hennen– Shared that she didn’t fill out a member survey because for her everything is perfect. Koski– Didn’t have anything to share. Page – Said she will touch base with 40th Anniversary committee members after this meeting to schedule the next committee meeting. 9. Agenda Items for May 10, 2021 Meeting • 2021 work plan items • Arts and crafts/bike auction fundraising event • 40th anniversary celebration • Adopt-a-grandparent program • RRC building master plan 10. 10. Adjourn Motion by Koski and seconded by Smith to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 11:16 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 Randy D istad, Parks and Recreaon D irector S U B J EC T:A rts and Cra!s Fair and Bike A ucon F undrais ing Event DATE:May 10, 2021 I N T R O D U C TI O N The Rambling River C enter held an arts and cra!s fair and bike aucon fundrais er on May 8 at the S chmitz-M aki A rena. D I S C U S S I O N Recreaon S upervis or Kohlbeck will provide a summary of the event including the preliminary amount that was rais ed from the arts and cra!s fair and bike aucon. This w ill also be an opportunity for advis ory board members and s taff to complete an evaluaon of the event and make recommendaons for next year's arts and cra!s fair event s hould 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 May 8 arts and cra!s fair and bike aucon fundraising event, s o this informaon can be us ed in the planning of any future event. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A dopt a G randparent P rogram DATE:May 10, 2021 I N T R O D U C TI O N At the A pril 12 meeng, an update on the program w as shared by Recreaon S upervisor Missie Kohlbeck. D I S C U S S I O N Recreaon S upervis or Kohlbeck shared informaon about the conversaon topics the commi(ee created that can be used to facilitate a conversaon betw een parcipants . S he is hopeful that there will be a good turnout for this program. A lmost all of the program w ill be virtual in nature, unless the G overnor Walz's Execuve O rder changes during the program to allow more in-pers on type gatherings. The program w ill culminate in an in-pers on gathering of parcipants at Rambling River Park on A ugus t 25. The program is s cheduled to s tart w ith an introducon of parcipants through Zoom in early J une. Recreaon S upervis or Kohlbeck will provide an update at the meeng about on the registraon that have occurred so far with the adopt-a-grandparent program. A C T I O N R EQ U E S T E D A dvisory board members s hould come prepared to listen to the update provided by Recreaon S upervisor Kohlbeck and as k any ques ons they would like about the program. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:R R C 40th A nnivers ary C elebraon DATE:May 10, 2021 I N T R O D U C TI O N I n 2022, the Rambling River C enter will celebrate its 40th year of existence. D I S C U S S I O N A 40th A nniversary Commi*ee comprised of advis ory board members Page, Koski and Reichert provided informaon at the A pril 12 meeng about there preliminary plan for the 40th anniversary celebraon of the Rambling River C enter. This included the proposed dates of the celebraon and the events that w ould occur during the celebraon. A,er the commi*ee reviewed a dra, of their celebraon dates and plans, the advisory board formally approved the dates of September 19-25, 2022 for the 40th anniversary celebraon. T he advisory board provided direcon to the commi*ee to connue to work on the events that were idenfied to be held during the celebraon and asked the commi*ee to provide an updated report at the May meeng. T he commi*ee has met since the April 12 advisory board meeng and will be sharing informaon with advisory board members during the meeng about the events that are being planned. T his will also be an opportunity to discuss subcommi*ees that could be formed to help with the event planning during the week long 40th anniversary celebraon. A C T I O N R EQ U E S T E D A dvisory board members are as ked to come to the meeng prepared to lis ten to the commi*ee's pres entaon, ask quesons they may have for the commi*ee and then connue to make further decisions about the 40th annivers ary celebraon. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A pprove C ancelling J une 14, 2021 Meeng DATE:May 10, 2021 I N T R O D U C TI O N I n the past the advis ory board's June meeng has been cancelled due to s ummer s eas onal staff orientaon and the s tart of s ummer recreaon programs occurring the week of the advisory board's meeng. D I S C U S S I O N S ummer s eas onal recreaon staff receive training and orientaon during the week of the advisory board's s cheduled June 14 meeng, w hich requires Recreaon S upervis or Kohlbeck to commit me to providing the training. I n addion, s ummer recreaon programs begin this same w eek, w hich requires Recreaon S upervis or Kohlbeck to commit me to planning and coordinang the s tart of the programs . Because of the work and me commitment involved w ith ge-ng summer recreaon staff 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. I n years past, the J une meeng has been rounely cancelled due to this reas on. 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 14, 2021 meeng. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Review 2021 Work P lan P rogress DATE:May 10, 2021 I N T R O D U C TI O N The advisory board approved its 2021 annual work plan at its February 8, 2021 meeng. The annual w ork plan is reviewed at every monthly meeng to meas ure the progress being made. D I S C U S S I O N A n updated w ork plan has been included in the meeng packet. The updated work plan s how s in red w hat items have been completed during or a*er the A pril 12, 2021 meeng. I tems in bold black were items completed prior to the A pril 12 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 2021 w ork plan prior to the meeng and then come to the meeng prepared to discuss it, especially the items that w ere completed. The review also offers an opportunity for the A dvis ory Board to discuss work plan items they w ould like to work on at future meengs. AT TA C H M E N T S : Type D es cripon Cover Memo Updated 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: Completed. A discussion occurred at the March 8 meeting and it was decided to move the tour to the fall of 2021 and keeping the same facilities to tour as were identified in 2020 to tour. 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. Status: Partially completed. It was determined to tour the senior center facilities previously identified to be toured in 2020. However, a decision on the date for the tour has been tabled until the August, 2021 meeting. 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. Status: Completed. A recommendation was made by consensus at the April 12 meeting to have staff request funding in the 2022 budget to cover the cost if hiring a consultant to complete 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: Completed. Fundraising events were discussed during the March 8 meeting and it was decided to rearrange some of the fundraising events this year due to COVID. 2. By August 1, assist with and complete at least one fundraising activity. Status: Completed. Bethel’s Rock Church donated $10,000.00 to the RRC from its 5K Muddy Bunny fundraising run that was held on April 3, 2021. 3. By September 1, assist with and complete at least a second fundraising activity. Status: Completed. A second fundraising event consisting of an arts and crafts fair and bike auction occurred on May 8. 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. Status: Will be completed at a later date once trips are able to occur again when the COVID pandemic ceases to a point where it is allowed. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2022. Status: Will be completed at a later date once trips are able to occur again when the COVID pandemic ceases to a point where it is allowed. 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: Completed. A membership survey was initiated in March, 2021. 4. By June 1, a membership survey will be completed. 5. By September 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: Completed. A decision was made to have the celebration the week of September 19-25, 2022. 2. By June 1, approve a structure for a planning committee that will assist staff in the planning of the 40th anniversary celebration. Status: Completed. A committee was formed at the March 8 meeting. 3. By September 1, a draft schedule of events will be presented to the Advisory Board. Status: Completed. The committee presented a draft of the schedule of events and the Advisory Board approved the schedule. 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. Status: Completed. Chair Moes and advisory board member Schumann participated in the March 23 presentations that candidates gave. 4. By April 1, a decision will have been made about the hiring of the park and recreation director position. Status: Completed. Kellee Omlid was hired as the new parks and recreation director at the April 19, 2021 city council meeting. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:I nformaonal Updates DATE:May 10, 2021 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. R R C C O V I D update 2. C ommunity fundraising events for the R R C 3. Volunteers 4. R R C member survey update 5. D ew D ays A C T I O N R EQ U E S T E D A dvisory Board members should come listen to the informaonal updates given by s taff and then ask any quesons they may have about the updates . TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:Round Table Format DATE:May 10, 2021 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 Randy D istad, Parks and Recreaon D irector S U B J EC T:Pos s ible I tems for J uly 12, 2021 Meeng A genda DATE:May 10, 2021 I N T R O D U C TI O N A s s uming the advisory board approves cancelling the J une 14, 2021 meeng, then this is an opportunity for staff and the A dvis ory Board to idenfy pos s ible items for the J uly 12, 2021 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 12, 2021 meeng agenda: review 2021 w ork plan progress update on other fundrais ing events R R C 40th anniversary celebraon adopt a grandparent program 2022 R R C budget trip commi.ee report R R C building fully reopening 2022 R R C fees and charges recommendaon 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 to also provide other pos s ible agenda items for the J uly 12, 2021 meeng.