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HomeMy WebLinkAboutAgenda_2020_10_12_Meeting(684) 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 O ctober 12, 2020 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove S eptember 14, 2020 M eeng Minutes 4.P resentaons 5 B usiness I tems (a)H allow een Walk (b)2021 A rts and Cra's F undraising Event 6.D iscussion I tems (a)Rambling River Center Reopening (b)Review 2020 Work P lan (c)2021 Work P lan I tems 7.S taff Report (a)I nformaonal Updates 8.A dvisory B oard Roundtable (a)Roundtable Format 9.Items for N ext M eeng A genda (a)November 9, 2020 M eeng A genda I tems 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 S eptember 14, 2020 M eeng Minutes DATE:O ctober 12, 2020 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 S eptember 14, 2020 meeng. D I S C U S S I O N A dvisory Board members should 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 A dvis ory Board is being as ked to review the a-ached dra' S eptember 14, 2020 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' S eptember 14, 2020 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 SEPTEMBER 14, 2020 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:30 am. Members Present: Marjorie Koski, Joan Moes, Ken Schumann, Blanch Reichert, Pat Hennen and Gina Smith Members absent Pennie Page 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 Reichert APIF. Motion carried. 3. Approve Minutes Motion made by Smith to approve June 8, 2020 meeting minutes and seconded by Koski. APIF. Motion carried. 4. Presentation None. 5. Business Items A. Halloween Walk Motion by Schumann to participate in the Halloween Walk and purchase $300 worth of candy to distribute. Seconded by Reichert, APIF. Motion carried. B. Rambling River Canvas Prints Display The RRCAB viewed the photos and news clippings that can be used in a visual historical timeline of the Rambling River Center. There were suggestions to research Costco for prices and/or the Graphic Design program at DCTC who previously designed the wall hangings for the RRC in 2014. It was suggested to see if they would do this as a class project, and see if the costs to print and put on the display boards would be covered by DCTC. It was also suggested to ask members if they have newspaper article clippings of the RRC history that can be added to the timeline. 6. Discussion Items A. Advisory Board Members Terms Expiring Gina Smith, Pat Hennen, and Marjorie Koski all have terms expiring in January 2021. City staff will send out applications for renewal after the general election on November 3. Between now and then think about applying for reappointment. B. Review 2020 Work Plan Goal #1 and #3 were completed. Goals #2, #5, #6, #7 and #8 were postponed due to COVID-19. Goal #4 is in process of being completed as the City Council will vote on fees and charges in October. Goal #9 was completed virtually. Schumann commented that Director Distad did a great job and he was very impressed with the park system. C. Identify 2021 Work Plan Goals to be carried over to 2021 include: • Senior center tours • Fundraising: arts and crafts show, kiss the pig and bike auction, garage sale, waffle breakfast/MDC cards, and locked shredding containers • Touring parks and facilities with the Park and Recreation Commission • Fees and charges • Building updates • RRC 40th anniversary • Bus trips 7. Staff Report a. Informational Updates • Reviewed the process for inside RRC programming that includes one-way hallways and entrance/exits, health screening questionnaire, masks, and sanitation or quarantine of all equipment supplies. Schumamm had a concern with the health screening questionnaire and why it is required at the RRC and not at City Hall or Fire Stations. Staff explained that it had to due to the nature of providing a program/service and the clientele being served. Staff also explained that children and coaches involved in programming are also completing the Health Screening Questionnaire. 8. Advisory Roundtable. Schumann – His thoughts were just addressed. Reichert – Nothing to share. Koski – Happy for all the doors signs and the entrance and exits clearly marked for social distancing. Smith – Nothing to share. Moes – Requested having her meeting packet mailed to her for next month’s meeting. Hennen – Nothing to share. 9. Agenda Items for October 12, 2020 Meeting • Review 2020 work plan • Arts and crafts fundraiser • 2021 work plan items • Halloween Walk event • Photo display update • COVID plan update 10. 10. Adjourn Motion by Schumann and seconded by Reichert to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 10:37 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:H allow een Walk DATE:O ctober 12, 2020 I N T R O D U C TI O N At the S eptember 14, 2020 A dvisory Board meeng, there was dis cus s ion and approval given for the Rambling River Center to parcipate in the annual H allow een Walk event, if it is held. D I S C U S S I O N The annual H alloween Walk is a partnership betw een the Farmington Parks and Recreaon D epartment, the Farmington S chool D istrict's Community Educaon D epartment and Farmington busines s es. A /er s everal meengs , the group has decided to cancel the 2020 H allow een Walk because of the logis c challenges it pres ented due to the C O V I D -19 pandemic. This means that the recruitment of volunteers to be present at the R R C booth is no longer needed. W hile the H allow een Walk has been cancelled, the above partners are working on an alternave H allow een coloring contest for youths in place of the H allow een Walk event. A C T I O N R EQ U E S T E D No acon is required. This item is for informaon only. 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:2021 A rts and Cra$s F undraising Event DATE:O ctober 12, 2020 I N T R O D U C TI O N The Rambling River C enter has held an arts and cra$s sale fundraiser in the past and has generally been held during the month of A pril. D I S C U S S I O N A dvisory Board members are w ell aw are that the 2020 arts and cra$s s ale fundrais ing event had to be cancelled due to the C O V I D -19 pandemic. Because is takes s ome me to plan the event, it was felt that before any planning is started that a dis cus s ion take place about whether or not the A dvisory Board w is hes to purs ue an arts and cra$s sale fundrais er in 2021. S hould the A dvisory Board approve moving forw ard w ith the planning of the arts and cra$s s ale fundrais ing event, then a date, event mes , and locaon w ill need to be discussed during the meeng. This w ill allow me to promote the event. I f the A dvisory Board w is hes to purs ue this fundrais ing event, then the planning of the event should include C O V I D -19 safeguards , such as how to s ocial distance vendors and customers , wearing masks , and liming the number of people who can be in the venue at one me during the event. A C T I O N R EQ U E S T E D A dvisory Board members should come to the meeng prepared to dis cus s w hether or not to hold an arts and cra$s sale fundraiser. I f it is decided to move forward with the planning of the event, then A dvisory Board members s hould come to the meeng prepared to discuss the logiscs of holding this 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:Rambling River Center Reopening DATE:O ctober 12, 2020 I N T R O D U C TI O N The Rambling River C enter (R R C ) reopened on Thursday, O ctober 1 from 9:00 a.m. to noon. The building w ill connue to be open Monday through F riday from 9:00 a.m. to noon unles s there are any C O V I D -19 related is s ues. D I S C U S S I O N Because the A dvis ory Board's meeng is 11 days a2er the building reopens , staff thought it w ould be good for A dvisory Board members to provide feedback about what they are hearing from members w ho are accessing the building. S taff is open to hearing cons trucve feedback, so it can make a determinaon if anything needs to be adjus ted in order to make sure people who use the building are safe and are feeling comfortable when they are in the building. A C T I O N R EQ U E S T E D A dvisory Board members are being asked to provide construcve feedback to staff about any concerns that R R C members or A dvis ory Board members may have in regards to the building being open again. 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 2020 Work P lan DATE:O ctober 12, 2020 I N T R O D U C TI O N The A dvis ory Board approved its 2020 annual work plan at its J anuary 13, 2020 meeng. I t connues to review the annual work plan at every monthly meeng to meas ure the progress being made. D I S C U S S I O N The work plan w as las t review ed at the S eptember 14, 2020 meeng and compleon of any goals and objecves was idenfed. 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 S eptember 14, 2020 meeng. The items in bold black are items that w ere completed prior to the S eptember 14, 2020 meeng. Work plan items that are not bold red or bold black, have not been completed. A C T I O N R EQ U E S T E D A dvisory Board members are asked to review the updated 2020 work plan prior to the meeng and then come to the meeng prepared to discuss the 2020 w ork plan, 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 and complete by the end of 2020. AT TA C H M E N T S : Type D es cripon Backup M aterial Updated 2020 Work P lan Rambling River Center Advisory Board 2020 Work Plan Goal #1: Create Advisory Board By-Laws. Objectives: 1. By March 1, a review of sample by-laws from other boards will have occurred. Status: Completed. A review of four sample bylaws occurred at the February meeting and direction was given on which bylaw format to use. 2. By May 31, a draft of the Advisory Board by-laws will have been reviewed. Status: Completed. The draft bylaws were reviewed and approved at the March 9, 2020 meeting. 3. By July 31, a final draft of the Advisory Board by-laws will have been reviewed and approved. Status: Completed. The draft bylaws were reviewed and approved at the March 9, 2020 meeting. 4. By October 31, the Advisory Board by-laws will have been reviewed by the Park and Recreation Commission and City Council and approved. Status: Completed. The bylaws were reviewed and approved by both the Parks and Recreation Commission and City Council. The City Council officially approved the bylaws at its May 4, 2020 meeting. 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 creating a building master plan for the Rambling River Center. Status: Completed. A discussion occurred during the January 13 meeting and the it was decided to move forward with asking for funds in the 2021 city budget to complete a building master plan for the Rambling River Center. 2. If the Advisory Board recommends completing a building master plan, then by June 1 the Park and Recreation Commission will have reviewed the recommendation and then make their own recommendation to the City Council. Status: The Park and Recreation Commission approved requesting funds in the 2021 budget to complete a building master plan for the RRC. 3. If the Park and Recreation Commission recommends completing a building master plan, then by August 30 the City Council will review the recommendation and make a decision about completing a master plan for the Rambling River Center. Status: Due to 2021 budget constraints related to COVID 19 the master plan was deferred until the 2022 requested budget is submitted next year. Goal #3: Create a Behavioral and Trespassing Policy Objectives: 1. By April 1, a discussion about creating a policy and a review of some examples of other senior center behavioral and trespassing policies will have occurred. Status: Completed. A discussion occurred with the Deputy Chief of Police about what should be included and it was decided to not make it a policy, but instead to identify a process and procedure to use if these types of issues surface at the RRC. 2. If the Advisory Board would like to create a policy, then by June 1 a draft behavioral and trespassing policy will have been created, reviewed and approved. Status: Completed. The policy was changed to a procedure to follow and a draft of the procedure was reviewed and approved by the Advisory Board at its March 9, 2020 meeting. 3. By August 31, the Park and Recreation Commission will have reviewed the policy and will have forwarded its recommendation to the City Council about whether or not to approve the policy. Status: Because it is a procedure and not a policy the behavioral and trespassing procedure does not need to be reviewed and approved by the Parks and Recreation Commission. 4. By October 1, the City Council will have reviewed and made a decision concerning the approval and implementation of the policy. Status: Because it is a procedure and not a policy the behavioral and trespassing procedure does not need to be reviewed and approved by the City Council. Goal #4: Review and recommend 2021 Rambling River Center fees and charges to the City Council. Objectives: 1. By July 1, review and discuss the 2020 RRC fees and charges and determine if any revisions should be made to the 2021fees and charges. Status: Completed. The Advisory Board reviewed the current RRC fees and revised the annual membership fee from $37.00 to $38.00 at its June 8, 2020 meeting. 2. By August 1, forward recommended 2021 RRC fees and charges to the Park and Recreation Commission. Status: Completed. The Advisory Board recommended to the Park and Recreation Commission to increase the annual membership fee from $37.00 to $38.00 in 2021at its June 8, 2020 meeting. 3. By September 30, the Park and Recreation Commission will have reviewed and approved the 2021 RRC fees and charges and will recommend to the City Council to approve them. Status: Completed. The Park and Recreation Commission reviewed the Advisory Board’s RRC recommended 2021 fees at its July 8 meeting and approved them. The Park and Recreation Commission forwarded a recommendation to the City Council to approve the recommended RRC 2021 fees. 4. By December 31, the City Council will have acted on the Advisory Board and Park and Recreation Commission recommended 2021 RRC fees and charges. Goal #5: Raise at least $10,000.00 from fundraising events and through donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By March 1, have a discussion about the 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. Discussion occurred at the January and February meetings. 2. By April 1, assist with and complete at least one fundraising activity. Status: Completed. The Farmington Sons of the American Legion steak fry fundraiser occurred on January 18 and netted $527.00 for the Rambling River Center. 3. By July 1, assist with and complete at least a second fundraising activity. Status: Not completed. Due to the COVID 19 pandemic, all fundraising activities were either cancelled or postponed to 2021. 4. By October 1, assist with and complete at least a third fundraising activity. Status: Not completed. Due to the COVID 19 pandemic, all fundraising activities were either cancelled or postponed to 2021. 5. By December 31, assist with and complete at least a fourth fundraising activity. Status: Not completed. Due to the COVID 19 pandemic, all fundraising activities were either cancelled or postponed to 2021. Goal #6: Organize a Meet and Greet for City Council Candidates. Objectives: 1. By March 1, have a discussion about if the Advisory Board would like to host a city council candidate meet and greet. Status: Completed. Discussion occurred at the February meeting. A date, time and location were preliminarily selected. The purpose of the event was also discussed. 2. By May 1, a decision will have been made by the Advisory Board about hosting a meet and greet event for city council candidates. Status. Completed. A decision was made at the February meeting to host this event at the Rambling River Center. 3. If a decision is made to host a meet and greet event for city council candidates at the Rambling River Center, then by August 31, the planning of the event will be completed. Status: Not completed. Due to the COVID 19 pandemic the city council candidate meet and greet was cancelled. 4. By November 1, a meet and greet event will have occurred with city council candidates at the Rambling River Center. Status: Not completed. Due to the COVID 19 pandemic the city council candidate meet and greet was cancelled. Goal #7: Work with the Trip Planning Committee to offer bus trips in 2020 and to plan future bus trips in 2021. Objectives: 1. By May 1, receive a report from the Trip Committee on the attendance and trips offered during the first quarter in 2020. Status: Not completed due to the COVID-19 pandemic 2. By June 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2021. Status: Not completed due to the COVID-19 pandemic. 3. By August 1, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2020. Status: Not completed due to the COVID-19 pandemic. 4. By September 1, approve a final list of trips planned by the Trip Committee in 2021. Status: Not completed due to the COVID-19 pandemic. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2020. Status: Not completed due to the COVID-19 pandemic. 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 2020 trips. Status: Not completed due to the COVID-19 pandemic. Goal #8: 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 February meeting and preliminary sites were identified to be contacted about a 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: Completed. A decision was made at the March 9 meeting approving a tour schedule and what facilities to tour. 3. By November 1, a tour of other senior center facilities and a follow up discussion about the tours will have occurred. Status: Not completed. Due to the COVID 19 pandemic the tour of other senior center facilities was postponed to a later date. Goal #9: Complete a City Parks and Facilities Tour with the Park and Recreation Commission (PRC). Objectives: 1. By April 1, determine possible tour dates. Status: Completed. Tour date was identified to occur at 6:00 p.m. on August 12, 2020. Park and Recreation Commission will be made aware of this date and time. 2. By June 1, finalize and approve a recommended tour date and schedule. Status: Completed. A tour date of July 8, 2020 was approved by the PRC and Advisory Board. A draft tour schedule was created. 3. By July 1, provide a recommended tour date, schedule and site locations to the PRC. Status: Partially completed. A date of July 8 was approved for the tour. A draft schedule was created, but due to the COVID 19 pandemic the parks and facilities tour was cancelled. Instead the Advisory Board will be receiving a virtual tour of the parks and facilities identified for a tour. 4. By October 1, complete a parks and facilities tour with the PRC. Status: Completed. While a parks and facilities tour did not occur with the PRC, the Advisory Board did receive a virtual tour of the parks and facilities at the July 13, 2020 meeting that were identified and scheduled to be toured with the PRC. 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:2021 Work P lan I tems DATE:O ctober 12, 2020 I N T R O D U C TI O N A nnually in the fall, the A dvisory Board begins the process of idenfying items to consider for inclus ion in the following year's w ork plan. D I S C U S S I O N At the S eptember 14, 2020 meeng, A dvisory Board members discussed and generated a lis t of pos s ible topics for its 2021 work plan. The lis t of topics included the follow ing: Tour of other senior centers H olding fundrais ing events Touring parks and facilies with the Parks and Recreaon C ommis s ion Recommending R R C 2022 fees Building update/master plan S tart planning the R R C 's 40th A nniversary celebraon in 2022 P lan bus trips S ome of these items w ere a carryover from the 2020 w ork plan because they w ere not able to be completed due to the C O V I D -19 pandemic. A C T I O N R EQ U E S T E D A dvisory Board members are asked to come to the meeng prepared to idenfy addional possible topics that could be included in the 2021 w ork plan. 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:O ctober 12, 2020 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. H allway photo display 2. 2021 preliminary budget A C T I O N R EQ U E S T E D A dvisory Board members should come to the meeng prepared to lis ten to the informaon being given by s taff and then ask any quesons they may have about the informaon provided. 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:Roundtable Format DATE:O ctober 12, 2020 I N T R O D U C TI O N The A dvis ory Board roundtable occurs at 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 Randy D istad, Parks and Recreaon D irector S U B J EC T:November 9, 2020 M eeng A genda I tems DATE:O ctober 12, 2020 I N T R O D U C TI O N This item is for staff and the A dvis ory Board to idenfy pos s ible items for the next meeng agenda. D I S C U S S I O N Thus far s taff has idenfied the following pos s ible items for the November 9, 2020 meeng agenda: Review 2020 work plan I denfy topics for 2021 work plan A rts and Cra0s fundraiser event (depends on decision during the O ctober 12, 2020 meeng) 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 agenda items for the November 9, 2020 meeng.