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HomeMy WebLinkAboutMinutes_2019_11_12_Meeting(752) NOVEMBER 12, 2019 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, Roger Wood, Joan Moes, Blanch Reichert, Dennis Michaelis, and Pennie Page Members absent Pat Hennen Others Present: Parks and Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Moes to approve November 12, 2019 meeting agenda, seconded by Koski APIF. Motion carried. 3. Approve Minutes Motion made by Wood to approve October 14, 2019 meeting minutes seconded by Reichert. APIF. Motion carried. 4. Presentation None 5. Business Items A. Board and Commission Reception Attendance Director Distad asked Board members to identify if they will or will not be attending the City Council’s board and commission reception at 6:30 p.m. on December 5, 2019 at the Bourbon Butcher in Farmington. All six Board members in attendance said they would be attending. Recreation Supervisor will check with Board member Hennen to see if she will be attending since she is absent at this meeting. Chair Page will use the Board’s 2019 Work Plan to share with other reception attendees what the Board worked on and accomplished in 2019. Director Distad said he would update the 2019 work plan and then send the updated work plan to Chair Page to use at the reception. B. Review of Halloween Walk Participation There were 1,519 participants this year during the Halloween Walk. RRC members handed out candy as Wizard of Oz characters. The Board by consensus decided that as long as members are willing to volunteers to hand out candy during the Halloween Walk, the RRC will continue to have a booth and hand out candy. C. 2019 Waffle Breakfast and Silent Auction Fundraiser Financial Report Recreation Supervisor Kohlbeck shared reviewed a financial report from the fundraiser. Total revenues received from the waffle breakfast and silent auction was $4,102. Total cost of expenses for the event was $1,025. The total net profit was $3,077. Fudge donated for the silent auction did not sell, so it is being sold at the RRC as a way to generate some additional revenue. Recreation Supervisor Kohlbeck shared the waffle breakfast sold 176 tickets and did not meet the 225 minimum number of tickets required to be sold. This meant there was an additional expense to cover because of not meeting the minimum number of ticket sales. Recreation Supervisor Kohlbeck recommended shortening the number of hours, which will mean the minimum number of tickets required to be sold will decrease. She also commented about the people who worked for Dad’s Belgian Waffles were not polite with some of the volunteers and directed them reduce the amount of sausages handed out and limit the amount of whipped cream. This seemed to be in conflict with the tag line “all you can eat” waffle breakfast. She suggested that it might be time to look for a different Dad’s Belgian Waffle Breakfast franchisee and that she has hear about one that is based in St. Cloud. There is not a requirement that we have to use the same franchisee from year to year. This franchisee is closer meaning there could be reduced travel costs associated with contracting their services. The Board by consensus agreed with Recreation Supervisor Kohlbeck about this suggestion The Board also discussed having Recreation Supervisor Kohlbeck look into other breakfast options and bring them back to the Board for review because of the reduction in waffle breakfast ticket sales the past few years. 6. Discussion Items A. Review 2019 Annual Work Review Staff and the Board reviewed the work plan to determine what additional goals and objectives were completed. The following goal and objective were identified as being completed:  Goal #7 Objective #5 was completed. Director Distad will update plan and send to Chair Page for the board and commissions reception. B. 2020 Work Plan Ideas In addition to ideas previous submitted members provided the following additional ideas for the 2020 work plan:  a more open/welcoming front desk area free of clutter  men’s groups  walkable environment around the RRC  education on scams and elder abuse  a meet and greet for city council candidates  support for tax preparations that would replace the AARP program that is no longer in Farmington. B. Review Current and Future Building Improvement and Furniture/Equipment Purchases and Fundraising/Donations Fund Balance Director Distad reviewed the balance remaining in the fundraising and donations fund and it shows the current balance at $19.344.45. The report included the following expenses:  Harry and Louise Ross Room floor replacement materials  Installation of window blinds for the rest of the building  Banquet Room ceiling being painted  Purchased the floor materials for the banquet room This completes several item on the list of building improvement and equipment and furniture purchases previously identified by the Board. The Board provided the following items to be included on the list:  Banquet Room round table replacement Other improvement/equipment items on list with no year identified included:  expanding fitness room  purchasing a NU Step  purchasing an additional recumbent bike  tiling the hallway walls four feet up from the floor Staff also shared in the facility analysis study that Wold Architects and Engineers completed for the city in 2016, the reception area at the RRC needs to be updated to comply with the Americans with Disabilities Act (ADA) requirements. There is currently funding included in the 2020 building maintenance fund budget to make the ADA improvements in 2020. 7. Staff Report a. Informational Updates The following updates were provided by staff to the Board:  Asbestos abatement in the mechanical room and garage have been completed and the pipes have been wrapped with fiberglass insulation  Some of the banquet room fire sprinkler heads were covered with paint when the ceiling was painted and as a result they will need to be replaced and the cost of this work will be covered by the painting contractor  Staff has been working with the contractor who originally installed the fire sprinkler system to schedule the work needing to be done to replace the sprinkler heads  The materials for the banquet room floor replacement has been delivered and is currently being stored at city hall and it appears that the removal and installation of the new floor will start on or after Jan 6, 2020 and will hopefully be installed by the end of January, 2020  DARTS will be storing their bus here after Dec. 7.  The t-shorts for RRC volunteers have been ordered 8. Advisory Roundtable. Moes – Asked if there is any more information about replacing the city’s current bus. Director Distad and Recreation Supervisor Kohlbeck shared that staff have looked at several buses, but the buses were not in very good condition. They will continue to look and the company in Farmington that is in the business of selling buses is aware of this and will call us when they have more buses for us to look at. She will be studying the silent auction bids sheet to see what items were favorable and what were not in order to help with next year’s silent auction. Koski – Didn’t have anything to share. Michaelis – He shared that he has looked up fundraisers for senior centers and found that the RRC is doing most of what is listed as fundraising events. Wood – Shared that the Sons of the American Legion omelet breakfast served 388 people and they ran out of omelets. Reichert – Didn’t have anything to share Page – She will be working on the volunteer board and decluttering the Oak Street entrance area. 9. Agenda Items for the December 9, 2019 Meeting The following items were identified by staff and Board members for inclusion on the next meeting agenda:  Santa Calls Program  2020 City Budget  2019 Work Plan Review 2020 Work Plan Ideas  Approve Advisory Board 2019 meeting attendance report  Report on Sub-committees 10. 10. Adjourn Motion by Reichert, seconded by Michaelis by to adjourn the meeting. APIF. Motion carried. Meeting was adjourned at 10:47 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor and Recording Secretary