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HomeMy WebLinkAboutAgenda_2020_11_9_Meeting(689) 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 November 9, 2020 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove O ctober 12, 2020 Meeng M inutes 4.P resentaons 5 B usiness I tems (a)2021 A rts and Cra!s Event F undrais er 6.D iscussion I tems (a)Rambling River Center Reopening U pdate (b)Review 2020 Work P lan (c)2021 Work P lan I deas 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)I tems for D ecember 14, 2020 M eeng 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 O ctober 12, 2020 Meeng M inutes DATE:November 9, 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 O ctober 12, 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( O ctober 12, 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( O ctober 12, 2020 Meeng M inutes OCTOBER 12, 2020 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order Chair Joan Moes called the meeting of the Rambling River Center Advisory Board (RRCAB) to order at 9:30 am. Members Present: Marjorie Koski, Joan Moes, Ken Schumann, Blanch Reichert, Pat Hennen, Pennie Page, and Gina Smith 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 Minutes Motion made by Hennen to approve September 14, 2020 meeting minutes and seconded by Smith. APIF. Motion carried. 4. Presentation None. 5. Business Items A. Halloween Walk Recreation Supervisor Kohlbeck notified RRCAB members that the Halloween Walk has been cancelled for 2020, so there is no need to recruit members for the Rambling River Center (RRC) booth that was originally planned. B. 2021 Arts and Crafts Fundraising Event There was some discussion about holding a sale in the spring and if it was feasible. The Schmitz-Maki Arena is also unsure of their schedule at this time as the high school hockey and spring lacrosse season have moved dates. By consensus the RRCAB delayed a decision until the January 2021 meeting. In the meantime, Recreation Supervisor Kohlbeck will reach out to the vendors and see if there is any interest from them to participate in an arts and crafts sale event. 6. Discussion Items A. Rambling River Center Reopening Fitness and bingo are now being held inside the building and participation numbers are down slightly from when these programs were held outside. Koski stated that bingo is very safe at the RRC and that bingo at Celts has people too close together. Staff is looking to add the following programs: recycled cards, yoga, a holiday luncheon with possible a couple seating, and the diabetic shoe clinic. The Coffee Guys have been approved to start meeting inside the building on October 26. B. Review 2020 Work Plan The following work plan items were reviewed for completion: • Goal #1 was completed. • Goal #2 was not completed and has been pushed back a year due to budget constraints. • Goal #3 was completed. • Goal #4 the 2021 fees and charges for the RRC that were recommended by the RRCAB were discussed at a city council work session and the city council was in support of raising the membership fee $1.00. The city’s 2021 fees and charges will be approved at a November city council meeting. • Goal #5, #6, #7 and #8 were not completed due to COVID-19. All except goal #6 can be carried over to the 2021 work plan. • Goal #9 was mostly completed, but the park and facilities tour was a virtual tour only and not with the Park and Recreation Commission. C. Identify 2021 Work Plan RRCAB members identified the following possible ideas for the 2021 work plan: • Senior center tours • Fundraising: arts and crafts show, kiss the pig, bike auction, garage sale, waffle breakfast/MDC cards, and locked shredding containers • Touring parks and facilities with the Park and Recreation Commission • Recommending RRC fees and charges for 2022 • Developing a building master plan • RRC’s 40th anniversary • Bus trips • Membership survey – include class ideas, painting party, scrapbooking, possibility of a golf fundraiser. 7. Staff Report A. Informational Updates • Recreation Supervisor Kohlbeck made the RRCAB members aware the Dakota County Technical College is interested in having its students work on the RRC photos timeline in the fall of 2021. Because the RRC’s 40th anniversary is not until 2022, members felt that this timeline would still work. • The City Council set the 2021 preliminary budget at 4.9% increase. The budget can be further reduced before final approval occurs in December, but it cannot be increased before it is approved in December. 8. Advisory Roundtable Schumann – Shared that he is seeing elderly people being very lonely. He has given Marcella rides and his wife Jenny has visited with Audrey. If we know of someone who needs a visit let him know. It is also very tough for groups that want to get together. Reichert – Nothing Page – Good to see people again. Koski – Would like to see a trip planned for the future to give people something to look forward too. Smith – Nothing Moes – Asked that a meeting packet be mailed to her for the November meeting. Hennen – Staff is doing an excellent job, since the building has opened, by following CDC and MDH guidelines in keeping the RRC safe during COVID. 9. Agenda Items for November 9, 2020 Meeting • Review 2020 work plan • 2021 work plan items • Reopening plan update 10. Adjourn Motion by Koski 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:2021 A rts and Cra$s Event F undrais er DATE:November 9, 2020 I N T R O D U C TI O N The Rambling River C enter has held an arts and cra$s sale fundraiser in the past and has generally been held during the month of A pril. D I S C U S S I O N A dvisory Board members discussed the possible 2021 arts and cra$s fundraising event during its O ctober 12, 2020 meeng. There w ere some concerns expres s ed about holding the event if the C O V I D - 19 pandemic restricons have not eas ed. There was a feeling that if the res tricons did not eas e, then it might impact the parcipaon of arts and cra$s vendors and keep the public from a2ending this fundrais ing event. The A dvis ory Board by cons ensus agreed to the following: asked Recreaon S upervis or Kohlbeck to contact arts and cra$s vendors to s ee if there would be interest from enough vendors to a2end and have a booth at the event in order to determine if it w as worthw hile to connue planning the eventI t w as als o decided by consen delayed a decis ion unl the January 2021 meeng about holding the arts and cra$s event D uring the meeng Recreaon S upervisor Kohlbeck w ill provide informaon about w hat she has learned from arts and cra$ vendors w ho have parcipated in the event in the pas t. M ore s pecifically informaon w ill be provided about pas t vendor's interes t in a2ending and having a booth during the 2021 event. A C T I O N R EQ U E S T E D A dvisory Board members should as k ques ons about the informaon Recreaon S upervisor Kohlbeck w ill provide during the meeng and then have a further dis cus s ion about the 2021 arts and cra$s fundraising event bas ed on the informaon that was 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:Rambling River Center Reopening U pdate DATE:November 9, 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 connues to be open Monday through F riday from 9:00 a.m. to noon as there have not been any C O V I D - 19 exposures while it has been open. D I S C U S S I O N Because it has been over a month s ince the building has reopened, staff would like to have a dis cus s ion w ith A dvisory Board members about any feedback they have received from members who are acces s ing the building. S taff is open to also hearing any construcve feedback from A dvis ory Board members , so s taff can make a determinaon if anything needs to be adjusted in order to make s ure people w ho us e the building are s afe and are feeling comfortable when they are in the building. I n addion, Recreaon S upervis or Kohlbeck will provide an update about addional programs that have been added s ince the O ctober 12 meeng. S he will als o provide an update about any new programs being added in November and D ecember. A C T I O N R EQ U E S T E D A dvisory Board members should as k ques ons and connue providing construcve feedback to staff about any concerns R R C members and/or A dvis ory Board members may have in regards to the building being open. 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:November 9, 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 O ctober 12, 2020 meeng and compleon of any goals and objecves was idenfied. 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 a1er the O ctober 12, 2020 meeng. The items in bold black are items that w ere completed prior to the O ctober 12, 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. Status: Not completed yet. It is anticipated the 2021 RRC fees and charges will be approved at either the November 16, or December 7 city council meetings. 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 deas DATE:November 9, 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 O ctober 12, 2020 meeng, A dvis ory Board members review ed a lis t of previously idenfied 2021 w ork plan topics and these included the follow ing: S enior center tours F undrais ing events s uch as: arts and cra0s show, kiss the pig, bike aucon, garage s ale, waffle breakfast/M D C cards, and locked s hredding container Touring parks and facilies with the Park and Recreaon C ommis s ion Recommending R R C fees and charges for 2022 D eveloping a R R C building mas ter plan R R C ’s 40th anniversary event planning Bus trips D uring the meeng an addional possible item w as sugges ted to be cons idered for the 2021 work and included: Membership survey – include clas s ideas , painng party, scrapbooking, pos s ibility of a golf fundrais er. Because the D ecember meeng agenda has typically included a dra0 w ork plan, connued input on pos s ible work plan ideas s hould occur during the November 9 meeng. A C T I O N R EQ U E S T E D A dvisory Board members should come prepared to provide any addional ideas for the 2021 w ork plan, s o a dra0 work plan can be provided for review at the D ecember 14, 2020 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:I nformaonal Updates DATE:November 9, 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. 2020 city-w ide facility improvements update 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:Round Table Format DATE:November 9, 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:I tems for D ecember 14, 2020 M eeng A genda DATE:November 9, 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 D ecember 14, 2020 meeng agenda: Review 2020 work plan Review 2021 dra0 work plan A rts and Cra0s fundraiser event (depends on decision during the November 9, 2020 meeng) A pprove 2020 meeng a3endance report 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 D ecember 14, 2020 meeng.