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HomeMy WebLinkAboutAgenda_2021_7_12_Meeting(768) 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 July 12, 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 May 10, 2021 M eeng Minutes 4.P re s e ntaons (a)I ntroducon of Parks and Recreaon D irector 5 B us iness It e ms (a)2022 R ambling River C enter Fees (b)Tour O ther S enior Center Facilies 6.D is cus s ion It e ms (a)R ambling River C enter's 40 th A nniversary Celebraon (b)U pdate on F undrais ing Events (c)Review 2 0 2 1 Work P lan P r ogr es s 7.S taff Re port (a)I nformaonal U pdates 8.A dvisory B oard Roundtable (a)Roundtable Format 9.Items for N ext M eeng A genda (a)Pos s ible I tems for S eptember 1 3 , 2021 M eeng A genda 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:A ppr ove May 10, 2021 M eeng Minutes DAT E:J uly 12, 2 021 I N T R O D U C TI O N I ncluded in the meeng packet are dra' minutes fr om the A dvisory Board’s M ay 1 0 , 2021 meeng. D I S C U S S I O N A dvisory Board member s s hould review the dra' minutes to determine if ther e 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 T he A dvis ory B oar d is being asked to review the a-ached dra' M ay 10, 2 0 2 1 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' May 10, 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 MAY 10, 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, Gina Smith, Pat Hennen, and Ken Schumann Members absent: Pennie Page Others Present: Recreation Supervisor Missie Kohlbeck, Seasonal Program Supervisor Michael Meffert 2. Approve Agenda Kohlbeck had a request to add the day old bread policy to the agenda. Motion made by Hennen to add and approve the meeting agenda and seconded by Koski, APIF. Motion carried. 3. Approve Minutes Motion made by Reichert to approve April 12, 2021 meeting minutes and seconded by Schumann, APIF. Motion carried. 4. Presentation 5. Business Items A. Arts and Crafts Fair and Bike Auction Fundraising Event Gross revenue from vendors $1,875 plus the gross revenue from bike $283 is a total of $2,158 in gross revenue. Expenses included banners, Facebook promotions, and KCHK radio for a total of $368.45. Net revenues are $1,789.55. Attendance was 644 people. Next year the event will be held on Saturday, April 30, 2022. Keep set up the night before and have a food truck. Update vendor communication to indicate chairs are not available, prices of table rental need to increase, and give the vendors credentials so they are not part of attendance count. Mail out a follow up to this year’s vendors giving them next year’s date. B. Adopt-a-Grandparent Program Currently there are two children registered and no grandparents. Staff will ask Lauren Siebenaler, Communication Specialist to do a boost on social media. C. RRC 40th Anniversary Celebration Page has very clearly listed the volunteer committees needed and a timeline for tasks to be completed. Thank you Pennie for all your work. The celebration will include a red-carpet photo booth, a time capsule, and a bench with the plating of a memorial tree. Kohlbeck will again contact DCTC to see if they are still interested in completing the historical timeline for hallway. Michael Meffert, Seasonal Program Supervisor, presented a budget for all things relating to the events. Motion by Schumann to request $2,550 in general fund monies to support this event. Seconded by Smith APIF. Motion Carried. Kohlbeck will bring this request forward to Omlid when she begins. D. Approve Cancelling June 14, 2021 Meeting Motion by Schumann and seconded by Koski to cancel the June 14 meeting. APIF. Motion Carried. E. Day Old Bread Policy Discussion re: how the amount of bread fluctuates and that people are coming back; this means some days not everyone gets treats. Meffert has an idea that we create a sign with Velcro to indicate small, medium, large, and extra large load for the day with corresponding amounts for each load so it can easily be changed by volunteer based on the day. General consensus that we try this method. 6. Discussion Items A. Review 2021 Work Plan Progress Work continues on the 2021 Work Plan. Objective deadlines have been moved to late summer or early fall to allow for the relaxing of Covid restrictions. 7. Staff Report a. Informational Updates • With Governor Waltz relaxing restrictions, we will ask for additional programs to be added back into our schedule. • In addition to the Muddy Bunny, we had a member donate $5,000. We have sent our thanks! • Volunteers are currently returning to the front desk. • The membership survey went out again in the last issue of the River and have gotten no additional responses. • A one-day Dew Days event is scheduled for Saturday, September 18. 8. Advisory Roundtable. Moes – Birthday cards are coming too early. Can they be marked and mailed closer to the date? Schumann – Nothing Smith– Nothing Reichert – Nothing Hennen– Nothing Koski– Excited about things+ reopening. 9. Agenda Items for July 12, 2021 Meeting • 2021 Work Plan items • Update on fundraising events • 40th Anniversary Celebration • Adopt-a-Grandparent program • RRC budget • RRC fully opening • 2022 fees and charges recommendation • Trip committee report 10. 10. Adjourn Motion by Schumann and seconded by Reichert to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:32 AM. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:I ntroducon of Parks and Recreaon D irector DAT E:J uly 12, 2 021 I N T R O D U C TI O N Kellee O mlid w as hired as the new Parks and Recr eaon D irector at the A pril 19, 2 0 2 1 City Council meeng. Kellee s tar ted on J une 7, 2021 and this w ill be her firs t Rambling R iver C enter A dv is ory Board meeng. D I S C U S S I O N Kellee will introduce her s elf to the A dvisory Board. A C T I O N R EQ U E S T E D A dvisory Board member s s hould introduce thems elves and as k any ques ons they hav e. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:2022 Rambling River C enter Fees DAT E:J uly 12, 2 021 I N T R O D U C TI O N T he A dvis ory B oar d review s the Rambling Riv er C enter fees and charges annually and then makes a recommendaon to the Parks and Recreaon C ommis s ion if any s hould be increas ed, decreased, or remain the same. D I S C U S S I O N A+ached is the s taff r ecommended 2022 R R C fees and a comparis on to the curr ent 2021 fees and charges . S taff is recommending membership fees and r ental fees remain the s ame for 2 0 2 2. I n addion, all other R R C fees are recommended to remain the s ame as the 2021 fees . Membership fees w er e increas ed $1.00 in 2021, thus recommended to r emain the s ame in 2022 along w ith the connued impacts of the C O V I D -19 pandemic. A lthough rental fees w er en’t increased in 2021, s taff is recommending no increas e again due to los ing a number of regular r enters due to C O V I D -19. A C T I O N R EQ U E S T E D S taff is reques ng the A dv is ory Board review the r ecommended 2022 R R C fees , be pr epared to dis cus s during the meeng, and make a recommendaon to the Parks and Recreaon C ommission. AT TA C H M E N T S : Type D escripon Backup M aterial 2022 S taff Recommended R R C Fees 1 2022 Staff Recommended Rambling River Center Fees……………………… Rambling River Center Fees 2021 2022 Annual Membership $38.00/individual Same (includes regular and fitness center membership) (includes tax) Member Incentive Program 30 day money-back Same guarantee (Financial Support Program funded memberships excluded) Rambling River Center Room Rental Rates See Schedule G Rambling River Center Damage Deposit Banquet Room $500.00 Same Rambling River Center Damage Deposit Meeting Rooms $75.00 Same Fitness Room Non-Member One-Time Visitor Pass $7.00 (includes tax) Same Rambling River Center Non-Member User Fee $4.00 (includes tax) Same Rambling River Center Newsletter Advertisement $90.00 (includes tax) Same (2 inches x 1 inch ad space for one year) Sound System Rental $150.00 (includes tax) Same 2 SCHEDULE G RAMBLING RIVER CENTER ROOM RENTAL RATES* Room Name: 2021 2022 Banquet Room $350.00 includes four-hour rental Same (capacity 130 people and one hour for set up/clean up includes use of time (5 hours total); use of up Kitchenette) to 12 round tables and 130 chairs; and a mandatory fee for cleaning after rental ends, which includes garbage removal and tear down of the tables and chairs in the room. If cleaning takes more than two hours, then any additional cleaning time beyond two hours will be billed at a rate of $55.00 per hour $90.00 for each additional hour Same rented beyond the original five hour block Empire Room $80.00 for two-hour time block Same (capacity 57 people) $40.00 each additional hour Same Two Small Conference Rooms $20.00 for two-hour time block and Same (capacity 15 people) $10.00 each additional hour Same Harry and Louise Ross Room $65.00 for two-hour time block and Same (capacity 30 people) $32.50 for each additional hour Same Garage $60 per stall or Same $200 entire garage per day Garage Set Up/Tear Down $70 per day Same *Returning regularly scheduled renters receive first priority for rental of the room they rented in the previous year. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:Tour O ther S enior Center Facilies DAT E:J uly 12, 2 021 I N T R O D U C TI O N O ne of the A dv is ory Board’s goals for 2021 is to tour s enior centers in the area to lear n about facilies and programs offer ed in other communies . The tours will be very beneficial and pr ovide helpful informaon for w hen the A dvisory Board collaborates with a cons ult to cr eate a mas ter plan for the Rambling River C enter for future building configur aon, improv ements, and programming opportunies . D I S C U S S I O N At its M arch 8, 2 0 2 1 meeng, the Rambling Riv er C enter A dvisory Board decided to tour the senior center locaons that were idenfied for 2020. T he tour locaons the A dvis or y B oar d approved in 2020 include: A pple Valley H as ngs Northfield Ros emount I t was also decided at the March 8, 2021 meeng to table the decis ion on the dates of the tours . A s a reminder, w hen determining dates and mes for the tours it is probably bes t if the facilies are not all visited on the s ame day. 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 and recommend potenal dates in fall 2021 for the tours to be held. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:R ambling River C enter 's 4 0 th A nniversary Celebraon DAT E:J uly 12, 2 021 I N T R O D U C TI O N I n 2022, the Rambling Riv er Center w ill celebr ate 4 0 years of existence. D I S C U S S I O N A 40th A nnivers ary C ommi-ee comprised of A dv is ory Board members Page, Kos k i, and Reichert prov ided informaon at the A pril 12 and M ay 1 0 , 2021 meengs . The A dv is ory Board approv ed the dates of S eptember 1 9 -2 5 , 2022 for the 40 th annivers ary celebraon. Volunteer commi-ees and a meline for tas k s to be completed along w ith s ome of the acvies have been developed and pres ented. T he C ommi-ee w ill pr ovide an update at the J uly meeng. A C T I O N R EQ U E S T E D A dvisory Board member s s hould come prepared to lis ten to the Commi-ee’s updates , as k any ques ons they have, and then connue to make decis ions regarding the 40th annivers ary celebraon. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:U pdate on F undrais ing Ev ents DAT E:J uly 12, 2 021 I N T R O D U C TI O N T he Rambling Riv er C enter has a goal of rais ing at leas t $10,0 00 from fundr ais ing ev ents and donaons to fund future capital improv ements and/or equipment and furniture pur chas es . D I S C U S S I O N S taff w ill provide an update on fundraising events and the money raised this y ear-to-date. A n update on the waffle breakfas t w ill also be prov ided. A C T I O N R EQ U E S T E D A dvisory Board member s are being as ked to come prepared to as k ques ons and to discuss fundraising ev ents for the res t of the y ear. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:Review 2 0 21 Work P lan P r ogr es s DAT E:J uly 12, 2 021 I N T R O D U C TI O N T he A dvis ory B oar d appr oved its 2021 annual wor 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 is included in the meeng packet. The updated w or k plan s how s in red w hat items hav e been completed dur ing or a,er the M ay 1 0 , 2021 meeng. I tems in bold black were items completed prior to the M ay 1 0 , 2021 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 updated 2021 work plan pr ior to the meeng and come prepared to dis cus s , es pecially the items that w er e completed. The review als o offers an opportunity for the A dvis ory B oar d to dis cus s w ork plan items they w ould like to work on at futur e meengs . AT TA C H M E N T S : Type D escripon Backup M aterial 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. Status: Completed. Staff requested funding in the 2022 budget to hire a consultant to design 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 :R ambling River C enter A dvis or y Board F R O M :M is s ie Kohlbeck, Recreaon S uper visor and Kellee O mlid, Park s and Recreaon D irector S U B J EC T:I nformaonal U pdates DAT E:J uly 12, 2 021 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. A dopt a G r andparent P rogram 2. D onaons 3. D ew D ay s A C T I O N R EQ U E S T E D A dvisory Board member s s hould lis ten to the infor maonal updates provided by s taff and then as k any quesons they have. 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:Roundtable Format DAT E:J uly 12, 2 021 I N T R O D U C TI O N T he A dvis ory B oar d roundtable occurs during every monthly meeng. D I S C U S S I O N T he A dvis ory B oar d roundtable agenda item prov ides an opportunity for A dvis or y 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 A dv is ory Board roundtable. A C T I O N R EQ U E S T E D A dvisory Board member s are being as ked to come s har e 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 Kellee O mlid, Park s and Recreaon D irector S U B J EC T:Pos s ible I tems for S eptember 1 3 , 2021 M eeng A genda DAT E:J uly 12, 2 021 I N T R O D U C TI O N A s s uming the A dvis or y Board agrees the park s and facilies tour on A ugus t 11, 2 0 2 1 is the A ugus t meeng, then this is an opportunity for s taff and the A dv is ory Board to idenfy pos s ible items for the S eptember 13 , 2021 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 S eptember 13, 2 0 2 1 meeng agenda: review 2021 wor k plan progres s update on fundr ais ing ev ents R R C 40 th annivers ary celebraon trip commi0ee report H allow een Walk par cipaon 2022 budget update 2022 w or k plan ideas 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 als o prov ide other pos s ible agenda items for the S eptember 13, 2 021 meeng.