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HomeMy WebLinkAboutAgenda_2021_9_13_Meeting(777) 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 September 13, 2021 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove J uly 12, 2021 Meeng M inutes 4.P resentaons 5 B usiness I tems (a)H allow een Walk Parcipaon 6.D iscussion I tems (a)Review Parks and Facilies Tour w ith Parks and Recreaon C ommis s ion and C ity C ouncil (b)Rambling River Center's 40th A nniversary Celebraon (c)Update on F undraising Events (d)Review 2021 Work P lan P rogress 7.S taff Report (a)S taff Report 8.A dvisory B oard Roundtable (a)A dvisory Board Roundtable 9.Items for N ext M eeng A genda (a)Pos s ible I tems for O ctober 11, 2021 Meeng A genda 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A pprove J uly 12, 2021 Meeng M inutes DATE:S eptember 13, 2021 I N T R O D U C TI O N I ncluded in the meeng packet are dra( minutes from the A dvisory Board’s July 12, 2021 meeng. D I S C U S S I O N A dvisory Board members should review the dra( minutes to determine if there are any correcons or edits that need to be made prior to approval. A C T I O N R EQ U E S T E D T he Advisory B oard is being asked to review the a.ached dra( J uly 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( J uly 12, 2021 Meeng M inutes . City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers JULY 12, 2021 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:30 a.m. Members Present: Joan Moes, Blanch Reichert, Marjorie Koski, Pennie Page, Pat Hennen, and Ken Schumann Members absent: Gina Smith Others Present: Parks and Recreation Director Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Reichert to approve the meeting agenda, seconded by Koski, APIF. Motion carried. 3. Approve Minutes Motion made by Hennen to approve May 10, 2021 meeting minutes and seconded by Koski, APIF. Motion carried. 4. Presentation Parks and Recreation Director, Kellee Omlid, introduced herself to the RRCAB. 5. Business Items A. 2022 Farmington River Center Fees Fees were increased in 2021 and due to low numbers for both memberships and rentals, staff is recommending fees stay the same. Motion by Koski, seconded by Hennen to keep fees the same in 2022. APIF. Motion carried. B. Tour Other Senior Center Facilities Recreation Supervisor Kohlbeck will contact Apple Valley, Hastings, Northfield, and Rosemount to inquire about touring their facilities on Monday, September 13. 6. Discussion Items A. Rambling River Center 40th Anniversary Page reviewed the goals; to celebrate our history and to celebrate the community/members. We discussed the committees and by August 2021 each board member should indicate their area of interest. A subcommittee of Page, Koski, and Reichert will meet in July to continue the framework. Page will meet with Recreation Supervisor Kohlbeck to work on designs for invites/social media/flyers, etc. City Council and other Boards and Commissions will be invited along with members, business community, and general community. A sign up for volunteers will be posted on the bulletin board at the RRC. B. Update on Fundraising Events Between fundraising and donations, we are over our goal of $10,000. The Dad’s Belgian Waffle people still have not responded. We will continue with Kiss the Pig at Dew Days. Motion by Page to forgo the Waffle Breakfast and Silent Auction with no replacement event for 2021, seconded by Schumann. APIF. Motion carried. C. Review 2021 Work Plan Progress Work continues on the 2021 Work Plan. Goals 4, 7, and 9 are complete. 7. Staff Report a. Informational Updates • We have one family and one grandparent for the Adopt a Grandparent Program. • We received a large donation from a member and two donations from Happy Harry’s. They have been thanked. • A one-day Dew Days event is scheduled for Saturday, September 18. We will do Kiss the Pig. • Work will begin soon on redoing the parking lots to the north and west of the RRC. The downtown sidewalks will also be done prior to Dew Days. 8. Advisory Roundtable. Page – Nothing Moes – Nothing Schumann – Nothing Reichert – May also not be here in August; will let Recreation Supervisor Kohlbeck know. Hennen– Will not be at next meeting Koski– Excited about things reopening. 9. Agenda Items for October 11 meeting. August meeting to be held on August 11 for tour with City Council and Parks & Recreation Commission. September meeting on September 13 to tour other senior centers. • 40th Anniversary Celebration • 2021 work plan progress • Update on fundraising events • Halloween Walk participation • Trip committee report • 2022 budget update • 2022 work plan ideas 10. 10. Adjourn Motion by Reichert and seconded by Schumann to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 10:42 a.m. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:H allow een Walk Parcipaon DATE:S eptember 13, 2021 I N T R O D U C TI O N The Parks and Recreaon D epartment and C ommunity Educaon D epartment have partnered on the annual H allow een Walk for many years. The 2021 H alloween Walk is s cheduled for F riday, O ctober 29 at D odge M iddle S chool from 5:30 - 7:00 p.m. S et up begins at 4:00 p.m. D ue to C O V I D -19, the H alloween Walk will be held outside behind the Middle S chool. D I S C U S S I O N I n years pas t, A dvis ory Board members and R R C volunteers have parcipated by dressing up as the W iz ard of O z characters and handed out candy. S taff is w ondering if there is interest from Board members to parcipate in the H alloween Walk. I f there is n't any interest, then staff will a9empt to recruit R R C volunteers to parcipate. A C T I O N R EQ U E S T E D The reques ted acon is to have A dvisory Board members volunteer to dress up in costume and hand out candy during the H alloween Walk that will be held at D odge M iddle S chool on F riday, O ctober 29 from 5:30 - 7:00 p.m. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review Parks and Facilies Tour w ith Parks and Recreaon C ommis s ion and C ity Council DATE:S eptember 13, 2021 I N T R O D U C TI O N The Parks & Recreaon Commission, Rambling River Center A dvisory Board, and City Council had a parks and facilies tour on Wednes day, A ugust 11. A dvisory Board members should be prepared to discuss the parks and facilies s chedule and locaons. D I S C U S S I O N The discussion should include s ome general guidelines for future tours w ith the Parks and Recreaon Commission and City Council to keep it beneficial for all three groups. A C T I O N R EQ U E S T E D N/A TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Rambling River Center's 40th A nniversary Celebraon DATE:S eptember 13, 2021 I N T R O D U C TI O N I n 2022, the Rambling River C enter will celebrate 40 years of existence. D I S C U S S I O N A 40th A nniversary Commi-ee comprised of A dvisory Board members Page, Koski, and Reichert met to dis cus s and possibly revise the 40th anniversary celebraon plans . The Commi-ee will provide an update at the S eptember meeng. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to lis ten to the Commi-ee's updates, and as k any quesons they have and connue to make decis ions regarding the 40th A nnivers ary C elebraon. AT TA C H M E N T S : Type D es cripon Backup M aterial 40th A nniversary Meeng S ummary August 29, 2021 To: Rambling River Center Advisory Board From: Blanche, Marge and Pennie Subject: Update on the 2022 RRC 40th Anniversary Event Theme: Rambling River Center is Celebrating 40 years. 1982 – 2022 Established in 1982 as a landmark in the Farmington community to serve seniors and enrich connections. With collaboration, determination and joy, the pieces came together into a beautiful image by shining a light on the older community. We are a place for seniors to feel welcomed and a building vision for everyone in Farmington. On July 23, 2021, Blanche, Marge and Pennie met to discus next steps for the 2022 RRC 40th Anniversary Event. We concentrated on answering the question, “who is our audience for the event”. We made an effort to talk with numerous RRC members, some city employees and Missie to find out what they would like to see for our celebration. We would like to make the following suggestions based on our discussions: • Have a one day event only, Thursday, September 22, 2022, versus a two-day event. This suggestion is based on the consensus that most people will not attend two events and most likely will not attend a Saturday event. • Include lunch. Marge and Blanche are working on catering ideas (box lunch?) and pricing. We will keep the caterer within Farmington. • We would like to retain the time capsule, tree planting & honor bench (release balloons), Historical TimeLine, scavenger hunt, membership drawings and the photo booth. • A guest speaker would be awesome! Entertainer? motivational speaker? • Recognize RRC members who attend with a name badge that includes the number of years they have been a member on the badge. • During September 2022 offer free classes to members. We would like to hear from you: 1. Guest speaker ideas. 2. Should we charge for lunch? 3. Do we need a blessing? 4. Should we have a cake? (If someone cannot make the lunch time frame, they could have a piece of cake) 5. How the day should be organized including start and end times. The logo and tag line have been designed. Thank you. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Update on F undraising Events DATE:S eptember 13, 2021 I N T R O D U C TI O N The Rambling River C enter has a goal of raising at least $10,000 from fundrais ing events and donaons to fund future capital improvements and/or equipment and furniture purchas es. D I S C U S S I O N S taff w ill provide an update on fundrais ing events and the money raised this year-to-date. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to come prepared to as k ques ons and to dis cus s fundrais ing events for the rest of the year. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Review 2021 Work P lan P rogress DATE:S eptember 13, 2021 I N T R O D U C TI O N The A dvis ory 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 is included in the meeng packet. The updated w ork plan shows in red what items have been completed during or a,er the J uly 12, 2021 meeng. I tems in bold black were items completed prior to the July 12, 2021 meeng A C T I O N R EQ U E S T E D A dvisory Board members are asked to review the updated 2021 work plan prior to the meeng and come prepared to discuss, especially the items that w ere completed. The review also offers an opportunity for the A dvisory Board to dis cus s w ork plan items they would like to w ork on at future meengs . AT TA C H M E N T S : Type D es cripon Backup M aterial 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. Status: Completed. The Advisory Board reviewed, discussed, and voted on fees and charges at their July 12, 2021 meeting. 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. By October 1, complete a parks and facilities tour with the PRC and City Council. Status: Completed. A parks and facilities tour occurred with the Parks and Recreation Commission and City Council on August 11, 2021. 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. Status: Completed. Survey Monkey link opened in March 2021 and closed August 31, 2021. 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 Kellee O mlid, Parks and Recreaon D irector S U B J EC T:S taff Report DATE:S eptember 13, 2021 I N T R O D U C TI O N S taff w ill provide informaonal updates that do not require A dvis ory Board approval. D I S C U S S I O N The following updates w ill be provided during the meeng: 1. S enior Center Month 2. 2022 Budget U pdate A C T I O N R EQ U E S T E D A dvisory Board members should listen to the informaonal updates provided and then as k any ques ons they have. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:A dvisory Board Roundtable DATE:S eptember 13, 2021 I N T R O D U C TI O N The A dvis ory Board roundtable occurs during every monthly meeng. D I S C U S S I O N The A dvis ory Board roundtable agenda item provides an opportunity for A dvis ory 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 A dvisory Board roundtable. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to come s hare informaon or ask quesons about items not on the agenda. TO :Rambling River Center A dvisory Board F R O M :Missie Kohlbeck, Recreaon S upervisor and Kellee O mlid, Parks and Recreaon D irector S U B J EC T:Pos s ible I tems for O ctober 11, 2021 Meeng A genda DATE:S eptember 13, 2021 I N T R O D U C TI O N A dvisory Board to idenfy possible items for the O ctober 11, 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 O ctober 11, 2021 meeng agenda: review 2021 w ork plan progress update on fundrais ing events R R C 40th annivers ary celebraon trip commi/ee report H allow een Walk parcipaon Review tours of the S teeple Center (Ros emount) and Northfield S enior Center 2022 budget update 2022 w ork plan ideas 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 als o provide other possible agenda items for the O ctober 11, 2021 meeng.