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HomeMy WebLinkAboutMinutes_2019_8_12_Meeting(717) AUGUST 12, 2019 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Vice-Chair Marjorie Koski at 9:30 am. Quorum was present. Members Present: Marjorie Koski, Roger Wood, Pennie Page (arrived at 9:35 a.m.), Joan Moes, Dennis Michaelis and Blanch Reichert Members Absent: Pat Hennen Others Present: Parks and Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Michaelis to approve Aug. 12, 2019 meeting agenda and seconded by Moes. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion made by Reichert to approve July 8, 2019 meeting minutes seconded by Michaelis. APIF. Motion carried. 4. Presentation The Trip Planning Committee provided a report on the attendance at the 2019 trips through the month of July. Members of the committee will be attending the Minnesota Field Trip and Activities Expo at the Landscape Arboretum in Chanhassen tomorrow, August 13. They will then meet to schedule 2020 trips. A draft list of field trips recommended to occur in 2020 will be provided to the Rambling River Center Advisory Board (Board) at a future meeting. 5. Business Items A. 2019 Garage Sale Fundraiser The Garage Sale is scheduled to occur on Thursday, September 11 and Friday, September 12. Volunteers are still needed to help with this fundraiser. Ken and Linda Wilson will help. It was decided that if a customer wants to drop items off at the counter, so they can continue to shop, a playing card will be given to the customer, so later they can be matched with the items they left at the counter. B. Financial Support Program (FSP) There was general discussion about reducing the amount of the FSP funds that could be accessed in one year from the current amount of $37.00 to $25.00. General agreement by Board members was that it would allow more people to access and use the FSP funds. A motion was made by Wood and seconded by Koski to reduce the annual amount of FSP funds a person could receive from $37.00 to $25.00 and the change would be effective on January 1, 2020. APIF. Motion carried. C. Future Rambling River Center Improvements Staff reviewed the list of future improvements that was created by current and past Boards. In reviewing the list of proposed Improvements, it was noted the cameras have been installed, the remodel eliminates the need for cabinets in the Harry and Louis Ross Room, and due to proximity of the Coffee Nook, the sink installation in the Harry and Louis Ross room was removed from the list. The Rambling River Center’s Capital Improvement Fund financial report was also reviewed by staff. It shows there is a balance in the fund of about $30,000.00. Staff requested that funds be used to purchase the same blinds that are in the Banquet Room for the rest of the building and purchasing new vinyl plank flooring for the Banquet Room. It was suggested by Page that maybe the ceiling should be painted first before the new flooring is installed. Staff informed Board members they will provide more information at the September Board meeting about both of these building improvements along with getting some quotes to paint the ceiling in the Banquet Room prior to the new floor being installed. A motion was made by Moes and seconded by Wood to purchase blinds for the remaining windows in the RRC and to purchase vinyl flooring for the banquet room and to obtain quotes for painting the banquet room ceiling. APIF Motion carried. D. Volunteer Bucks Program Review Recreation Supervisor Kohlbeck reviewed the Volunteer Bucks Program including how they are earned and how they can be used. By consensus, it was decided there wasn’t a need to change anything substantially in the program, but it was suggested that the promotional brochure should be updated with the new RRC logo and should also include volunteer opportunities that are shown on the city’s website so it is a complete list. E. Waffle Breakfast and Silent Auction Fundraiser Recreation Supervisor Kohlbeck reminded Board members that last year there was over 100 baskets for the Silent Auction and not all of the baskets received a bid. She recommended in 2019 to combine more items in each basket in order to create no more than 80 baskets. It was suggested that each basket should have items that have a total value of around $50 each in order to encourage bids on all baskets. Recreation Supervisor Kohlbeck reviewed a list of businesses to send a solicitation letter to receive an item for the Silent Auction. She had Board members select businesses they wanted to follow up with if the business did not make a donation after the letter was sent out. She said that if no one volunteered to follow up with certain businesses, then she would go through the list and randomly assign each business to a Board member. This way all of the businesses that did not send a Silent Auction item would receive a follow up contact by a Board member. She also informed Board members that staff will send the donation letter out at the end of this week and will do certain requests online. Discussion occurred about ticket sales. Wood will schedule the sale of tickets and MDC cards at Family Fresh beginning September 4. Board members will be assigned 10 – 15 tickets to sell to family and friends and the tickets they receive would be tracked by the number on the ticket. 6. Discussion Items A. 2019 Annual Work Plan After reviewing the work plan, the following goals and objectives should be updated to reflect the following:  Goal #1 Objective 3 is process.  Goal #4 Objectives 1 and 2 were completed.  Goal #7 Objective 3 was completed. Work will continue on 2019 Annual Work Plan and it appears that almost all of the goals and objectives set will be met in 2019. B. Sub-Committee Reports Committees chairs and co-chairs provide updates on the work they will be undertaking or have completed. 7. Staff Report a. Informational Updates  Harry and Louise Ross Room Flooring – Installation work has been completed and the room is available to be used. Ted Novak from Building Maintenance did a fabulous job. Board members would like to have him featured in the September/October newsletter.  The city hired a contractor to complete asbestos testing on pipe wrapping/fittings in the Harry and Louise Ross room, mechanical room and in the garage. It was learned that a sample of the material wrapped around the pipe fittings in the mechanical room and garage was asbestos. The good news was the wrap around the pipes in the ceiling of the Harry and Louis Ross Room did not contain any asbestos and was determined to be fiberglass. The consultant will be back in a few weeks to remove the asbestos, which will require the spaces in the mechanical room and garage to be enclosed during the process and will not be accessible to anyone when this work is completed by the contractor.  Staff asked Board members to start thinking about ideas for the 2020 Work Plan and that it will be an item to discuss during the September Board meeting. 8. Advisory Roundtable Moes – Reported the salad luncheon was a huge success. Shared there is going to be a Tailgating Party on October 7. There was a feeling from other Board members about the possibility of getting a Viking football player to attend. Koski mentioned that maybe she could get Bud Grant to attend because his life was saved by Marge’s Dad, Phil Koski Koski - Said she is looking forward to attending the expo at the Arboretum to learn about more places to visit. Wood – Asked what the purpose was for the Farmington city council having a special meeting. Director Distad replied it was business items that needed to be addressed prior to the September 3 meeting because the August 19 council meeting was cancelled. Director Distad shared the meeting packet is also available on line and Board members could go on line to see specifically what items were approved during the special meeting. Michaelis – Nothing to share. Reichert – Nothing to share. Page – Nothing to share. 9. Agenda Items for September 9, 2019 Meeting Garage Sale Fundraiser Waffle Breakfast and Silent Auction 2019 Work Plan Review RRC building improvement/equipment purchase 2020 Work Plan Ideas Flooring Color Bids on Paining the Ceiling Packets for Silent Auction follow up 10. 10. Adjourn A motion was made by Moe and seconded by Wood to adjourn the meeting. APIF. Meeting was adjourned at 11:27 a.m. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary