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HomeMy WebLinkAboutAgenda_2020_3_9_Meeting(623) M eeng Locaon : R amblin g R iver C en ter 325 O ak Street Farmin gton, M N 55024 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 M arch 9, 2020 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 February 10, 202 0 M eeng M inutes 4.P re s e ntaons (a)Park s and Recreaon D epartment's 2019 A nnual Report 5 B us iness It e ms (a)D ra' By laws (b)G roup P hoto for C ity Webs ite (c)2020 A r ts and C ra's Fair F undrais er (d)2020 Waffle Breakfast and S ilent A ucon F unrdaiser (e)O r ganiz e C ity C ouncil Candidates M eet and G reet (f)Park s and Facilies Tour w ith Park and Recreaon Commis s ion 6.D is cus s ion It e ms (a)C reate Rambling River Center B ehavior al and Trespas s ing G uidelines (b)Tour O ther S enior Centers (c)S ubcommi3ee Reports (d)Review 2 0 2 0 Work P lan 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)I tems for A pril 13, 2020 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:A ppr ove February 10, 2 0 2 0 Meeng M inutes DAT E:M ar ch 9 , 2020 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 Febr uar y 10, 2 020 meeng. D I S C U S S I O N A dvisory Board member s s hould review the dra' minutes in order to determine if there are any correcons or edits that need to be made pr ior to approv al of the minutes . 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' February 1 0 , 2020 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' February 10, 2 0 2 0 Meeng M inutes FEBRUARY 10, 2020 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Chair Page at 9:30 am. Members Present: Marjorie Koski, Joan Moes, Blanch Reichert, Pennie Page, Pat Hennen, Gina Smith, Ken Schumann Members absent Pat Hennen Others Present: Parks and Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Koski to amend agenda and hold election first and seconded by Moes. APIF. Motion carried 3. Approve Minutes Motion made by Moes to approve January 13, 2020 meeting minutes and seconded by Reichert. APIF. Motion carried. 4. Presentation A. Introduction of New Advisory Board Members New Advisory Board members provided the following introductions: Gina Smith: Is back in Minnesota after 27 years away. She ran a non-profit thrift store and was previously president of a senior center in. She researched the Rambling River Center before moving here. Ken Schumann: Has been married for 50 years and has 3 boys and 5 grandchildren. He lives south of town, has farmed, and worked at the refinery. He is looking forward to helping with activities and making good friends and having fun. 5. Business Items A. Chair and Vice-Chair Elections Chair Page asked if there were any nominations for the chair position, or if anyone was interested in running for the chair position. Chair Page nominated Moes for the chair position and she accepted the nomination. Chair Page asked two more times if anyone wanted to nominate someone for the chair position, or was interested in running for the chair position. Since there were none, the nominations were closed. By a 6-0 vote, Moes was elected as the Advisory Board Chair for the coming year. Chair Moes asked if there were any nominations for the vice-chair position, or if anyone was interested in running for the chair position. Chair Moes nominated Page for the vice-chair position and she accepted the nomination. Chair Moes asked two more times if anyone wanted to nominate someone for the chair position, or was interested in running for the chair position. Since there were none, the nominations were closed. By a 6-0 vote, Page was elected as the Advisory Board Vice-Chair for the coming year. B. 2020 Arts and Crafts Fundraising Event The following summary about the status of the event was given by Chair Moes and Recreation Supervisor Kohlbeck: • The volunteer positions are posted • Currently have 9 vendors who have paid the registration fee. • A reminder was provided that if you go to a craft sale, then collect a business card from vendors and/or leave an application for the RRC event C. Rambling River Center Capital Improvement Fund Balance and Future Projects The following information was shared with the Advisory Board: • There is $21,174.86 in the capital improvement fund • The money raised at all RRC fundraisers and donations such as memorials and Happy Harry’s donation program given to the RRC stay with the RRC • Staff would like to purchase a larger TV for the banquet room, move the current 55” to the fitness center and move the fitness center TV to the train room. Motion by Reichert to purchase 82” TV for banquet room, move the current banquet room TV to the fitness room and move the current TV in the fitness room to the train room. Motion was seconded by Koski. APIF. Motion carried. After the motion, there was some discussion about replacing the carpet in the Empire Room in the future. D. Review Sons of the American Legion Steak Fry The following information about the event was provided by Recreation Supervisor Kohlbeck: • Only 127steak were served at the Steak Fry in January • this number is quite a bit lower than previous years and was due to bad and cold weather Advisory Board members asked staff to contact the Sons of the American Legion and ask for a non-winter month to hold Steak Fry. Recreation Supervisor Kohlbeck will contact them about this request and will provide information at the March meeting. 6. Discussion Items A. Open Meeting Law Review Director Distad reviewed the open meeting law information that was included in the meeting packet and explained what this law included to make Advisory Board members aware of what it means to violate this law. B. Organize Meet and Greet City Council Candidates Director Distad shared that this was a goal the Advisory Board identified in its 2020 work plan. He stated that the intent is a meet and greet and not a forum for candidates. He felt the purpose was to introduce candidates to the RRC and its members. Vice-Chair Page provided information about a timeline to use for this event. It was decided that a good date and time to hold this event would be on Tuesday, October 6 from 4:30-6:00 p.m. C. Park and Facilities Tour with the Park and Recreation Commission The Advisory Board discussed when the tour should be held. Director Distad shared the last time a tour occurred it was held on the Park and Recreation Commission’s regular August meeting date, which is the second Wednesday of the month and held from 6:00-8:00 p.m. Advisory Board members by consensus felt the tour should be held on Wednesday August 12 at 6 p.m. and would like to have this date and time proposed to the Parks and Recreation Commission. Director Distad shared he would make the Parks and Recreation Commission aware of this at their upcoming meeting on Wednesday this week. D. Review 2020 Community Expo The following feedback was provided: • Attendance at the Expo was down slightly • location at the entrance to the high school was very good • Chair Moes and Vice-Chair Page will work on the RRC display board for future events E. Review 2020 Work Plan A review of the work plan was completed and the following goals and objectives were identified as being completed: • Goal 2, objective 1 • Goal 5, objective 2 F. Review Sample By-laws Director Distad reviewed the samples that of other senior center advisory boards that were included in the meeting packet. He asked if Advisory Board members had a preference of which format they liked the best. By consensus Advisory Board members felt the Oak Ridge, Tennessee example was the best because it was straight forward, to the to the point and was easy to follow. The Advisory Board asked staff to use the Oak Ridge Tennessee example as an outline for drafting the Advisory Board bylaws. Staff said they would provide a draft at the March meeting to review. G. Senior Center Tour Recreation Supervisor Kohlbeck shared that the communities of Northfield, Hastings, Eagan and Rosemount would be the closest facilities offereing the widest variety of operations for the Advisory Board to tour. The Advisory Board by consensus agreed with touring these four facilities. Staff felt the best time to tour would be in May. Advisory Board members brainstormed what questions they would like to ask and information to receive from the tours and came up with following: • Programs offered at the facility • Fundraising events • Building hours/schedule • What would be done differently in designing/building your spaces? • What are the most and least used spaces in the building? • how does the community use your space. Recreation Supervisor Kohlbeck will contact these facilities and schedule the tours. She will provide an update at the March meeting. 7. Staff Report A. Informational Updates • The floor is almost done in the Banquet Room and because there is still a good quantity of flooring left the train room area will have new flooring laid • Two people who have community service hours to complete are painting the train room area and the rooms adjacent to the Banquet Room • St. Michaels is no longer using the DARTS bus, so it is no longer stored in the RRC garage • The Senior Space software is in the process of being implemented and staff has sent them program and membership information to be uploaded into the system 8. Advisory Roundtable. Page – Didn’t have anything to share. Koski – She loves the building updates. Reichert – She asked how do we get the seniors at home out of their homes and engaged in activities at the RRC and in the community. This is a difficult problem to solve. Smith – Didn’t have anything to share. Schumann – Shared that Betty Olson’s 100 birthday party will held the first Saturday in April 11 am – 3 pm at the VFW and she was a long time member of the RRC. Moes – Stated there needs to be some decisions made about how we are going to sell waffle breakfast tickets without the Family Fresh store. She thought maybe other local restaurants could cater a different meal and places like the Trophy House could be looked at instead of Dad’s Belgian Waffles. 9. Agenda Items for March 9, 2020 Meeting The following items were identified for the March 9, 2020 meeting agenda: • arts & crafts fundraising event • review 2020 work plan • review draft by-laws • Park and Recreation Commission parks and facilities tour • Tour other senior centers • Organize meet and greet City Council candidates • Waffle breakfast update • Bus update • Steak Fry dates • Subcommittees • Update on Senior Space software 10. 10. Adjourn Motion by Reichert and seconded by Schumann to adjourn the meeting. APIF. Motion carried. Meeting was adjourned at 11:12 a.m. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Park s and Recreaon D epartment's 2019 A nnual Report DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N Each year an annual report of the projects, pr ogr ams , events , facilies and trails the D epartment has w orked on is pr oduced. D epartment s taff member s hav e created an annual r epor t for 2019. D I S C U S S I O N T he 2019 A nnual Report is not included in the meeng packet because the file is s o large due to the photos that are included in the annual r epor t. The annual report will be pr es ented on the monitor in the N icolai Board Room during the meeng. 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 lis ten to the 2019 A nnual Report pr es entaon and is encouraged to ask queson both dur ing and a0er the annual r epor t is giv en. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:D ra! By laws DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N At the A dvisory Board's February 10 meeng, a r ev iew of some sample by law s was completed. D I S C U S S I O N D uring the rev iew of the s ample bylaws, the A dvis or y Board idenfied one of the s ample by laws as their preferred choice to us e to create its own bylaw s . S taff was able to create dr a! by laws for the A dvis ory Board bas ed on the s ample bylaw s s elected. A-ached is a dr a! of the A dvisory Board's by laws . P lease review the dra! bylaw s to make sure the language in the by laws r eflects how the A dvis or y B oar d w ants to operate. At the meeng the dra! bylaw s s hould be dis cus s ed and then direcon give to s taff about any revis ions the A dvisory Board members would like to make. O nce the revis ions are idenfied, s taff w ill complete a final dra! for review and approval at the A pril 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 a-ached dra! bylaw s , come prepar ed to discuss them at the meeng and make any rev is ions it w ould like to direct s taff to make, s o a final dr a! can be prepared and brought to the A pril meeng for approval. AT TA C H M E N T S : Type D escripon Backup M aterial D ra! A dvisory Board B ylaw s DRAFT City of Farmington, Minnesota Rambling River Center Advisory Board Bylaws I. Name. The name of the organization is Rambling River Center Advisory Board (Advisory Board) II. Scope The Advisory Board’s mission is to advise and make recommendations to the Parks and Recreation Commission and Farmington City Council concerning the operations of the Rambling River Center including programs, activities, events, budgets, building operations and comprehensive building planning and improvements. The Advisory Board is committed to providing quality program and services, while encouraging the involvement of adults over age 50. III. Membership. The number of Advisory Board members is seven (7), which is established by city ordinance. Each member is appointed by the City Council for a three-year term. Terms are staggered so a majority of members are not replaced in any one year during the appointment process. Any vacancies occurring during the year will be filled by the City Council. IV. Functions and Powers. The function of the Advisory Board shall be to provide recommendations and advice to the Parks and Recreation Commission and City Council about the Rambling River Center operations, programming and annual budgets. The Advisory Board’s role is to ensure senior citizen’s life in the city is enriched and the quality of life is enhanced. In performance of its functions, the Advisory Board is authorized to: a. Recommend and conduct, as required, any studies or reviews as advised regarding assessment of needs, development, and maintenance of programs, activities and services which meet the needs and wishes of Rambling River Center members and other members of the senior community in the Farmington area, so seniors may continue to contribute, participate, and share in the life of the community. b. Cooperate with any group or organization in any way that will aid in fulfilling its functions to enhance senior lifestyles. c. Make recommendations to the Park and Recreation Commission and City Council regarding policies for use of the Rambling River Center. d. Adopt any rules and procedures it feels advisable for the conduct of its meetings. e. Act as a sounding board for senior citizens in the community who seek new or altered opportunities for activities, education, policies, and services. e. Support the use of the Rambling River Center as a source of education and programming for senior health, nutrition, safety and security, and recreational activities and events. V. Meetings. The Advisory Board shall meet at 9:30 a.m. on the second Monday of each month at the Rambling River Center, unless it is a city holiday and then the Advisory Board shall meet on the Tuesday following the holiday. Special meetings may be called upon the request of the Parks and Recreation Director, or the Chair of the Advisory Board. The notice of a special meeting shall be given at least 72 hours prior to the meeting and shall state the subject matter to be considered and no other matter shall be before the Advisory Board. In the event there is no matter to be considered, the Parks and Recreation Director, in consultation with the Chair, may cancel a meeting by notifying each Board member at least 24 hours prior to the time set for the meeting. Meeting cancellation will also be emailed to the media and other appropriate individuals and it will be provided on the city’s website. Signs will also be posted at the Rambling River Center entrances about the meeting cancellation. VI. Meeting Rules of Order. General parliamentary rules, as given in Robert's Rules of Order, as modified by the rules and regulations of the Commission shall be observed during meetings. VII. Quorum. Four (4) members of the Advisory Board shall need to be present at the meeting to constitute a quorum for the transaction of business and all actions shall require the concurring vote of a majority of members present. VIII. Meeting Attendance. In order to maintain maximum participation of all appointed Advisory Board members at all regularly scheduled meetings, it is important to establish meeting attendance expectations. Advisory Board members shall have no more than four (4) total absences in one calendar year, which should consist of no more than two unexcused absence in a calendar year. An unexcused absence is described as when a member is absent from the meeting, but does not provide notice of their absence prior to the meeting to either the chair, Parks and Recreation Director, or the Recreation Supervisor. If any Advisory Board member is absent from more than four (4) scheduled monthly Advisory Board meetings in a year or has more than two (2) unexcused absences in a year, whether consecutive or not, during any one-year time period, the Advisory Board member will be recommended for dismissal unless extenuating circumstances exist. The recommendation for dismissal will be made by the Advisory Board and then the recommendation will be provided by city staff to the City Council for official action. IX. Resignation. Should an Advisory Board member resign, a written letter of resignation, either on paper or via email, should be provided to the Parks and Recreation Director, or Recreation Supervisor as soon as possible, so it may be placed on the next City Council meeting agenda to be accepted. X. Officers. Annually and at the regular February meeting the Advisory Board shall elect a chair and a vice chair for one-year terms beginning immediately. There are no term limits for members to serve in either the chair and vice-chair role, so long as they continue to be appointed by the City Council. Duties of Officers a. Chair: The chair shall preside at all meetings of the Advisory Board, decide all points of order, appoint membership to such temporary committees as deemed necessary, sign documents on behalf of the Board, and in consultation with the Parks and Recreation Director call regular or special meetings of the Advisory Board. b. Vice-Chair: The vice-chair shall assume all the duties of the chair in the chair’s absence. The Recreation Supervisor, or the Parks and Recreation Director in the absence of the Recreation Supervisor, shall record the minutes of the meeting and be responsible for providing a draft of the minutes to the Parks and Recreation Director for inclusion in the following meeting packet. XI. Meeting Packet. At least one week prior to the monthly meeting, the chair, Parks and Recreation Director and Recreation Supervisor will review and set the meeting agenda. The Parks and Recreation Director, in consultation with the Recreation Supervisor, is responsible for the preparation and posting of the meeting packet on the city’s website at least five (5) days prior to the meeting. Rambling River Center staff will be responsible for printing and making copies of the meeting packet. The meeting packet will be available to be picked up at the Rambling River Center building by Advisory Board members at least 72 hours prior to the meeting. The order of business of all regular meetings shall be as follows: Agenda Format 1. Call to Order 2. Approval of Agenda 3. Approval of Minutes 4. Presentations 5. Business Items 6. Discussion Items 7. Staff Report 8. Roundtable 9. Topics for Next Meeting Agenda 10. Adjournment XII. Voting. An affirmative vote of a majority of those present shall be necessary to pass any motion involving the adoption or amending of plans, policy statements, or recommendations to the City Council. Voting shall be by voice vote and shall not be recorded as individual ayes or nays unless requested by a member of the Advisory Board, in which case the chair shall order the vote to be so recorded except that any member may abstain by so declaring prior to vote. An abstention may only be made in the case of a conflict of interest; it is otherwise the duty of all Advisory Board members present to participate in the vote. XIII. Notice. Adequate notice of all meetings and matters to be discussed shall be given to the public and appropriate city offices, and shall be posted on the city’s website. All meetings shall be open to the public. XIV. Annual Report. The Advisory Board shall receive a presentation annually from city staff summarizing the activities and operations of the Rambling River Center that occurred in the prior year. XV. Approval of Bylaws. The Advisory Board will be responsible for revising and approving its bylaws. Once approved by the Advisory Board, the bylaws will be reviewed and approved by the City Council. XVI. Amendment of Bylaws. These bylaws may be amended by majority vote of the members of the Advisory Board. An amendment to the bylaws shall be voted on at the next regular meeting after the regular meeting at which the amendment is proposed. The amended bylaws will then be reviewed and approved by the City Council. DATE APPROVED BY THE ADVISORY BOARD:_________________________ CITY COUNCIL APPROVAL SIGNATURE: MAYOR:_______________________________ DATE: ________________________________ 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:G roup P hoto for C ity Webs ite DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N A nnually a gr oup photo of the A dv is ory Boar d is taken if there has been any new City Council appointments , s o it may be posted on the city's webs ite. T his year there w er e two new appointments made to the A dv is ory Board. D I S C U S S I O N I n keeping w ith pas t pracce, the group photo taken will idenfy A dvisory Board members by name and w ill be posted on the A dvisory Board's w ebpage, w hich is located on the city's webs ite. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to come to the meeng prepared to hav e a gr oup photo taken, so it may be pos ted on the city 's w ebsite. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:2020 A rts and C ra#s Fair F undrais er DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N T he Rambling Riv er C enter (R R C) will be holding its fi#h annual A rts and C ra#s S ale fundrais er on S aturday, A pr il 1 8 , 2020 from 9:00 a.m. to 2:0 0 p.m. at the S chmitz -Mak i A rena (A r ena). The Rambling Riv er Center A dv is ory Board (A dv is ory Boar d) has as s is ted with the annual arts and cra# fundrais er in the pas t. D I S C U S S I O N T he A rts and C r a#s S ale F undraiser will only be a li2le more than one month aw ay w hen the A dvisory Board meets . Becaus e of this , it is important that addional decis ions be made dur ing the meeng. A n update w ill be prov ided by Recreaon S uper vis or Kohlbeck and C hair M oes about the status of the arts and cra# fundrais er. F urther dis cus s ion about the event s hould occur both during and a#er the pres entaon, s o addional decisions can be made. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to come and lis ten to the update given and then further dis cus s the A rts and C ra#s S ale fundr ais ing ev ent. A s items are dis cus s ed further decisions s hould be made before the ev ent is held in A pr il. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:2020 Waffle Breakfast and S ilent A ucon F unrdaiser DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N At the Februar y 10, 2 0 2 0 A dvisory Board meeng ther e was a discussion about mak ing possible changes to the Waffle Br eakfas t and S ilent A ucon fundrais er. D I S C U S S I O N D uring the Febr uar y 10 meeng A dvisory Board members and staff discus s ed the current set up w ith the Waffle Breakfas t. T her e was dis cus s ion about try ing to work through a differ ent waffle vendor for the breakfast and to r es ear ch hav ing a different food s erv ed such as omelets or pancakes . W hile nothing w as decided direcon w as given to s taff to explore a contr act with a different w affle break fast v endor and to res earch other pos s ible br eakfas t meals to s er ve. There w as unanimous s upport for w hatever breakfas t is s erved, the S ilent A ucon will sll be part of the br eakfas t. S taff has researched another waffle breakfas t vendor and w ill s hare costs and infor maon about the vendor with A dvis or y B oard members during the meeng. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to listen to the pres entaon made by s taff, as k any quesons and then giv e direcon to s taff about w hat kind of br eakfas t s hould be serv ed along w ith a pr eferred v endor to make and serve the br eakfas t. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:O r ganiz e C ity C ouncil C andidates M eet and G reet DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N At the Februar y 10, 2 0 2 0 meeng the A dvis ory Board discussed having a meet and greet with the candidates w ho file to r un for C ity C ouncil. D I S C U S S I O N D uring the meeng, the A dvisory Board decided it would like to hos t a meet and gr eet for C ity C ouncil candidates. Pos s ible dates and mes w ere dis cus s ed for this ev ent. A date of Tues day, O ctober 6, 2020 and me of 4:3 0 -6 :00 p.m. w ere idenfied for the event to occur. A ddionally, A dvis or y B oard member Page pr ovided informaon about how to run a candidate meet and greet that would s er ve as a good template for this event. A copy of the informaon prov ided at the las t meeng is included in the meeng packet. Now that the A dvis or y Board has determined a date and me, it should w ork out the details for this ev ent including the dev elopment of a meline as to w hen tas ks as s ociated w ith the ev ent should be completed. This will r equire the dev elopment of a dr a5 schedule that outlines w hen tas ks should be completed and w ho will be res pons ible for compleng them. A C T I O N R EQ U E S T E D A dvisory Board member s are as ked to come dis cus s the C ity C ouncil candidate meet and greet event and make addional decis ions related to the schedule and logis cs as s ociated w ith this event. AT TA C H M E N T S : Type D escripon Backup M aterial C ity C ouncil Meet and G reet P lanning I nformaon 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Park s and Facilies Tour w ith Park and Recreaon C ommis s ion DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N At the A dvisory Board meeng that occurred on Febr uary 10, 2020, a dis cus s ion took place about a me and date to go on a tour of city parks and facilies w ith the Park and Recr eaon C ommis s ion. D I S C U S S I O N T he A dvis ory B oar d idenfied a date of A ugus t 1 2 and me of 6:00 p.m. to go on a tour of city parks and facilies with the Park and Recreaon Commis s ion. This informaon was br ought to the Park and Recreaon C ommis s ion's February 12, 2020 meeng. D uring the discuss ion, it was determined that this date w ould not w or k for Park and Recreaon C ommis s ion members due to ther e being at leas t one member unav ailable to a.end the tour. Becaus e of this the Park and Recreaon C ommission sugges ted for the tour to occur on an alternate date and me of J uly 8 , 2020 at 6:00 p.m. They as ked staff to bring this new propos ed date and me back to the A dvis or y Board to s ee if this w ould wor k for them. T he A dvis ory B oar d is as ked to check their calendar and s ee if this date and me will work for the tour. A C T I O N R EQ U E S T E D T he A dvis ory B oar d is as ked to cons ider the new pr opos ed date and me for the par ks and facilies tour w ith the Park and Recr eaon C ommis s ion and then be prepared to discus s and make a decis ion, so the decision can be communicated back to the Par k and Recreaon C ommis s ion. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:C reate Rambling River C enter B ehavioral and Trespas s ing G uidelines DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N O ne of the A dv is ory Board's 2020 work plan goals is to develop behavioral and tr es pas s ing guidelines for the Rambling Riv er C enter. D I S C U S S I O N W hile trespas s ing and behav ioral is s ues hav e not been a major is s ue at the Rambling Riv er Center, ther e has been an occas ion or two that has prompted s taff to as k someone to leav e the facility. S taff has als o heard this has occur red in other communies s enior centers . S taff completed s ome res earch with other neighboring communies to s ee if they had a sample policy that could be us ed by the Rambling River Center. Unfor tunately the communies contacted did not hav e a formal policy, but ins tead dealt w ith the is s ue on a cas e by cas e bas is , and if warr anted, their police department w as contacted to handle the s ituaon. I n light of this infor maon, s taff contacted the Farmington Police D epartment to s ee if someone from department w ould be available to a1end your meeng. I t is hoped that s omeone from the department w ill be able to a1end the meeng, but will depend on how bus y they are w ith police calls during the me your meeng is held. T he intent is to have the Farmington Police D epar tment prov ide some direcon about w hat should be included in any guidelines that are created, s o if they have to be contacted to deal w ith a trespas s ing or behavioral iss ue at the R R C , they are able to enforce the guidelines developed. A C T I O N R EQ U E S T E D A dvisory Board member s s hould come to the meeng prepared to lis ten to the police department's input on the development of tr espas s ing and behav ioral guidelines, ask quesons and then provide addional input on the dev elopment of the guidelines. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Tour O ther S enior Centers DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N At the Februar y 10, 2 0 2 0 A dvisory Board meeng a dis cussion occurred about the A dv is ory Board tak ing a tour of other s enior center facilies that are in clos e pr oximity to Farmington. D I S C U S S I O N D uring the dis cus s ion about the A dv is ory B oar d going on a tour of other s enior center facilies, it w as idenfied the following four facilies s hould be toured: Northfield H as ngs Ros emount A pple Valley S taff has contacted the four idenfied senior center facilies to s ee if they w ould be recepve to the A dvisory Board tour ing their facility. S ince s taff is s ll w aing to hear back fr om a couple of facilies , s taff w ill make a pr es entaon at the meeng that will pr ovide informaon about the conv ers aons that occurred with each of the facilies and the r ecepv enes s each facility expres s ed to pr ovide a tour. 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 lis ten to the s taff presentaon and then make a decis ion about touring the facilies that w er e inially idenfied. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:S ubcommi!ee Reports DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N S tarng in 2019 s ubcommi!ees were formed for A dv is ory Board members to s erv e on. D I S C U S S I O N P rev ious ly the following four sub-commi!ees w er e for med that A dvis ory B oar d members could serve on they included: volunteer member s hip major event and markeng his tory/documentaon A!ached is a br ief des cripon of each s ubcommi!ees r esponsibilies, s o the tw o new members on the A dvisory Board can under s tand the roles and res pons ibilies of each s ubcommi!ee. T he A dv is ory Boar d s hould go through the v ar ious s ubcommi!ees and then when each one is dis cus s ed, members should volunteer to s erv e on at leas t one subcommi!ee. A C T I O N R EQ U E S T E D A dvisory Board member s s hould come prepared to s elect at least one s ubcommi!ee it wishes to s erve on. AT TA C H M E N T S : Type D escripon Backup M aterial S ubcommi!ee D es cripons April 2019 Rambling River Senior Center Advisory Board Sub-Committee’s Volunteer Sub-Committee • Recruit volunteers • Create front desk training manual • Continuously update Volunteer opportunities as they become needed o Special Events • Work with Major Event Sub-Committee to recruit volunteers Membership Sub-Committee • Develop New Member information packet • Attend community events to help promote the RRSC and membership • Schedule Senior housing visits to increase awareness of membership benefits • Interview a Volunteer/Member for the Newsletter Major Event and Marketing Sub-Committee • Organize the logistics for Major Events to build relationships with our community, members, and participants. • Work with the Volunteer Sub-Committee to staff volunteers for Major Events when needed. • Assist in updating the RRSC marketing materials o Includes the portable display board • Deliver information via mail chimp History/Documentation Sub-committee • Develop criteria for the types of RRSC stories and articles that should be included in the RRSC history scrapbook. • Keep scrapbook updated • Collect RRSC stories from newspapers and other media • Maintain display cases and hallway displays regularly full and changed out • Work with the Volunteer Sub-Committee to recruit volunteers as needed. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Review 2 0 20 Work P lan DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N T he A dvis ory B oar d appr oved its 2020 annual wor k plan at its J anuary 13, 2 0 2 0 meeng. Monthly review s s hould occur to track progress being made with accomplishing the 2 0 2 0 goals and objecves the A dvisory Board s et for its elf. D I S C U S S I O N S taff has updated the wor k plan to s how w hat the A dv is ory Board has accomplis hed s o far in the work plan. O bjecves completed either at or a/er the Febr uary meeng are show n in bold red. O bjecves completed prior to the February meeng are s how n in bold black. The updated wor k plan s how ing the progres s being made is a1ached for A dvisory Board members to review. 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 a1ached updated 2020 w or k plan to review w hat has been accomplis hed s ince the w ork plan was approv ed in J anuary 2020 and then idenfy addional items it w ould like to w ork on next, s o progres s can connue to be made w ith accomplis hing all goals and objecves by the end of the y ear. AT TA C H M E N T S : Type D escripon Backup M aterial 2020 Work P lan P rogres s Report 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. 3. By July 31, a final draft of the Advisory Board by-laws will have been reviewed and approved. 4. By October 31, the Advisory Board by-laws will have been reviewed by the Park and Recreation Commission and City Council and approved. 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. 3. If the Park and Recreation Commission recommends completing a building master plan, then by August 30 the City Council will have reviewed the recommendation and made a decision about completing a master plan for the Rambling River Center Goal #3: Create a Behavioral and Trespassing Policy Objectives: 1. By April 1, a discussion about creating a policy and a reviewed of some examples of other senior center behavioral and trespassing policies will have occurred. 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. 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. 4. By October 1, the City Council will have reviewed and made a decision concerning the approval and implementation of the policy. 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. 2. By August 1, forward recommended 2021 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 2021 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 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. 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 #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. 4. By November 1, a meet and greet event will have occurred with city council candidates at the Rambling River Center. 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. 2. By June 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2021. 3. By August 1, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2020. 4. By September 1, approve a final list of trips planned by the Trip Committee in 2021. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2020. 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. 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. 3. By November 1, a tour of other senior center facilities and a follow up discussion about the tours will have occurred. 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. 3. By July 1, provide a recommended tour date, schedule and site locations to the PRC. 4. By October 1, complete a parks and facilities tour with the PRC. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:I nformaonal U pdates DAT E:M ar ch 9 , 2020 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 . 2020 R R C B uilding I mprovements 2 . Trans it bus update 3 . R R C s o/w are purchas e 4 . S teak F ry F undr ais er U pdate A C T I O N R EQ U E S T E D A dvisory Board member s s hould come lis ten to the informaonal updates given by s taff and then as k any quesons about the updates. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:Roundtable Format DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N T he A dvis ory B oar d roundtable occurs at ev er y monthly meeng. D I S C U S S I O N T he A dvis ory B oar d Roundtable item is for members to share informaon or as k quesons of s taff about items that are not on the meeng agenda. A C T I O N R EQ U E S T E D T his item is for informaonal purpos es only. N o formal decis ions can be made on any items dis cus s ed during this agenda item. 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 Randy D is tad, Par ks and Recreaon D irector S U B J EC T:I tems for A pril 13, 202 0 M eeng A genda DAT E:M ar ch 9 , 2020 I N T R O D U C TI O N T his item is for s taff and A dv is ory Board members to idenfy pos s ible items for the A pril 13, 2020 monthly meeng agenda. D I S C U S S I O N T he following are pos s ible items staff has idenfied s o far for the March 2 0 1 9 A dvis or y Board meeng agenda: 2020 arts and cra.s s ale fundrais er 2020 w or k plan review Bylaws Behavior al and tres passing policy Parks and facilies tour with Park and Recr eaon C ommis s ion City Council candidates meet and greet S enior center tours 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 provide other items for the A pril 13, 2020 monthly meeng agenda.