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HomeMy WebLinkAboutMinutes_2019_7_8_Meeting(719) JULY 8, 2019 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Page at 9:30 am. Quorum was present. Members Present: Marjorie Koski, Roger Wood, Pennie Page, Joan Moes, Dennis Michaelis, Pat Hennen, and Blanch Reichert Members Absent: None Others Present: Parks and Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Hennen to approve July 8, 2019 meeting agenda, seconded by Wood. APIF. Motion carried. 3. Approve Minutes Motion made by Koski to approve May 13, 2019 meeting minutes with the correction of item 5D changed from “left” to “right”, seconded by Moes. APIF. Motion carried 4. Presentation None 5. Business Items A. 2019 Garage Sale Fundraiser Recreation Supervisor Kohlbeck informed members that the Garage Sale fundraiser has been scheduled for Thursday, September 11 and Friday, September 12. Page will create sheets for board members to sign-up and volunteer during the fundraiser. Shifts will be 3 hours. 3 to 5 volunteers will be needed for each shift. Moes, Reichert and former RRC Board Member Marilyn Briesacher will be running this event. They plan to meet to discuss details. There will be a meeting with the volunteers on Friday the week prior to the event. Recreation Supervisor Kohlbeck will research what businesses/organizations will take unsold garage sale items. Staff will set up tables on September 6. B. 2019 RRC Fees and Charges Recommendations Motion by Moes to recommend the banquet room rental rate be increases to $350 for a five-hour block (written as 4-hour block with doors opening 1 hour early for set up) and increase the damage deposit to $500. Seconded by Kokski. APIF. Motion carried. C. Dew Days Kiss the pig and Bike Auction Fundraiser Reports Recreation Supervisor Kohlbeck provided a final financial report of the fundraising events that occurred during the Dew Days celebration. Kiss the Pig made a net profit of $2,968.77. The Bike Auction made a net profit of $525.01. The total net profit for both fundraisers was $3,493.76. Reminders for next year included:  spreading the word out to the community that any donation made to the Rambling River Center is tax deductible  solicit a business to sponsor the pig, perhaps asking Kwik Trip. D. Financial Support Programs Recreation Supervisor Kohlbeck informed Board members that the 2019-2020 fiscal year Community Development Block Grant funding allocation for the Financial Support Program (FSP) began on July 1, 2019. The Rambling River Center receives $5,000 in annual funding from the dates of July 1, 2019 – June 30, 2020. On July 8, 2019 there was $2,108 used to cover FSP requests. This leaves a balance of $2,892 available through June 30, 2020. Parks and Recreation Director Distad asked the Board to consider lowering the maximum amount of FSP funding from $37.00 a person to $25.00 per person, which would help stretch the funds to allow more people to access them. Board members discussed allowing people to receive an annual amount of $25 in funding through the FSP program. There was a general feeling that the $25.00 could be used to cover up to 2/3 of the annual membership cost. This would translate into the city covering approximately $2.00 for every $1.00 that members spent on the annual membership fee if the used the FSP program to pay for their annual membership. By consensus, Board members agreed they would like to have another month to consider this change and talk to members about it before any change is made to the FSP maximum funding amount. The FSP funding amount will be discussed further at the August 12, 2019 meeting and it will be determined at the meeting if a change should be made to the annual maximum funding amount. E. Waffle Breakfast and Silent Auction Fundraiser Recreation Supervisor Kohlbeck informed Board members that Waffle Breakfast tickets will be available at August meeting. Wood will set up a schedule at Family Fresh to sell tickets. He is also asking board members to try to sell tickets directly. There will be a review of the Silent Auction donation request letter during the August 12 meeting. By consensus, Board members agreed the cost of the tickets should be increased $1. 6. Discussion Items A. Sub-Committee Updates Sub-committees will give updates at each meeting. Board members agreed to the following sub- committee assignments:  Volunteer Sub-committee: Koski (chair), Page, and Hennen  Membership Sub-committee: Michaelis (chair) and Koski  Major Event & Marketing Sub-committee: Moes (chair) and Wood  History/Documentation Sub-committee: Reichert (chair) and Rambling River Center member Heposki B. 2019 Annual Work Plan Objectives are continually being met. It was identified that Goal #4 Objective 1 and 2 were achieved since the last Board meeting. Goal #7 Objective 3 is on the agenda for the August meeting. C. Membership and Participation Reports Program Assistant Stacey Popp created a new spreadsheet that monitors RRC memberships and participation in activities and events. As of July 8, 2019 there are 440 current members. There was a letter sent as a reminder to members who have June as a membership renewal month, but have not paid their membership yet. There was also a letter sent out to members who have their membership expiring in July and August, to renew their annual membership. Total number of program participants in June is not yet completed. The January through May participation numbers shows the RRC had 5,903 total program participants. By consensus it was decided that staff will continue to review these numbers quarterly with the Advisory Board. 7. Staff Report a. Informational Updates  Work on the Harry and Louise Ross Room flooring improvement will begin soon. The room will be closed July 15 – Aug. 1 so the room can be painted, the cabinets removed and rearranged and the flooring laid.  Bike Pedestrian Plan was reviewed and adopted by the City Council at its June, 17, 2019 meeting.  Interviews for a new Building Service Worker position are being conducted and it is hoped that the new staff member will start employment by the end of July. 8. Advisory Roundtable Page – Delegate room. Moes – Nothing to share. Koski – Nothing to share. Hennen – Good to have Dew Days in our building. Wood – Is restroom in banquet room going to be repaired? Michaelis – Has anyone asked businesses to donate coupon to welcome bags at the craft show? Reichert – Nothing to share. 9. Agenda Items for August 12, 2019 Meeting  Garage Sale Fundraiser  Waffle Breakfast and Silent Auction  2019 Work Plan Review  RRC building improvement/equipment purchase  Trip planning report  Volunteer bucks program  Sub-committee reports  Financial Support Program  Update on Harry and Louis Ross Room floor project 10. 10. Adjourn Motion by Koski, seconded by Michaelis by to adjourn the meeting at 10:40 a.m. APIF. Motion carried. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary