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HomeMy WebLinkAboutAgenda_2020_9_14_Meeting(671) Meeng Locaon: Farmington City H all 430 Third 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 September 14, 2020 9:30 A M 1.C all to O rder 2.A pprove A genda 3.A pprove M inutes (a)A pprove J uly 13, 2020 Meeng M inutes 4.P resentaons 5 B usiness I tems (a)H allow een Walk Parcipaon (b)R R C H allway C anvas P rints D is play 6.D iscussion I tems (a)A dvisory Board Members Term Expiring (b)Review 2020 Work P lan (c)I denfy 2021 Work P lan I tems 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 O ctober 12, 2020 M eeng A genda 10.A djourn TO :Rambling River Center A dvisory Board F R O M :Missie Kolhbeck, Recreaon S upervisor and Randy D istad, Parks and Recreaon D irector S U B J EC T:A pprove J uly 13, 2020 Meeng M inutes DATE:S eptember 14, 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 July 13, 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( J uly 13, 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( J uly 13, 2020 Meeng M inutes JULY 13, 2020 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Joan Moes called meeting to order at 9:30 am. in the city hall council chambers. Members Present: Marjorie Koski, Joan Moes, Ken Schumann, Pennie Page, Pat Hennen and Gina Smith Members absent Blanch Reichert Others Present: Parks and Recreation Director Randy Distad, and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Hennen to approve the meeting agenda and seconded by Koski. APIF. Motion carried. 3. Approve Minutes Motion made by Koski to approve June 8, 2020 meeting minutes and seconded by Hennen. APIF. Motion carried. 4. Presentation A. Parks and Facilities Tour Director Distad gave a virtual tour on power point of several parks and facilities. Page thanked Distad and said the virtual tour was very nice. Schumann commented that walking the parks would be beneficial. 5. Business Items A. Rambling River Center Capital Project and Capital Improvement Fund Review A list of completed project and furniture purchases was reviewed. The current balance is $20,127.49. Due to COVID most of the 2020 fundraisers have been cancelled. This account is not anticipated to grow. Recreation Supervisor Kohlbeck brought forward a paper shredding fundraiser. Personal papers are kept in a locked container, people buy a “ticket” that permits them to deposit paper in the locked container. When full a shred company comes and shreds all paper. The “ticket” price is the fundraiser. There is no cost to RRC, just promotion. Motion by Moes to pursue the paper shredding fundraiser, seconded by Page. APIF. Motion carried. RRAB discussed need for other improvements in 2020. They identified replacing carpet tiles in the Empire room in 2021. Recreation Supervisor Kohlbeck asked about spending funds to purchase historical pictures of the RRC to place in hallways. Motion by Page to allow for up to $2,000 in Capital Improvement funds to be spent on historical pictures for the hallways. Seconded by Smith. APIF. Motion carried. Smith also asked to bring pictures to next meeting. B. Rambling River Center Preparedness Plan The RRCAB reviewed the COVID-19 Preparedness plan. A typo was noticed under Section 1. Facility. The eighth bullet should read Fourth Street parking lot instead of Third St. Staff made Advisory Board members that RRC programs will be slowly phased in over time. There is currently no date identified to re-open the RRC building. 6. Discussion Items A. Review of 2020 Work Plan Goal #4, objectives #1 and #2 were met regarding reviewing and recommending membership fees to the Park and Recreation Commission. Goal#5, objectives #3, #4, and #5 were not met and will not be met due to COVID-19. Goal #6, objectives #3 and #4 were not met and will not be met due to COVID-19. Goal #8, objective 3 was not met and will not be met due to COVID-19. Goal#9, objective #3 was began but can not be met due to COVID-19. The work plan will be updated to reflect the items accomplished 7. Staff Report a. Informational Updates • Building and program preparedness plans are being developed that will address being able to reopen safely the building and this includes: one-way hallways, smaller room capacities, the wearing of masks, installation of hand sanitizer stations and program adaptions • 2020 RRC building improvements including doors and ADA recommendations will not happen due to budget constraints. 8. Advisory Roundtable. Schumann – Said he is frugal and was disappointed to see the packet mailed twice and will just review online to save money. He suggested that meeting packets be accessed by members on line instead of having them mailed to Advisory Board members. Staff shared there was an error made in the meeting packet and the minutes were inadvertently left out of the meeting packet, so were mailed as a separate mailing to members, so they could review prior to the meeting. Staff shared they are okay with using this approach going forward with members accessing the meeting packet online. They asked if all members were okay with viewing the meeting packet online, or if anyone desired receiving a mailed packet. The following members shared how they wanted to receive the meeting packet: Page – Shared she is able to find the meeting packet online, so no need to mail it. Koski – Requested that staff mail her the meeting packet. Smith – Shared she is able to find the meeting packet online, so no need to mail it. Moes – Shared she is able to find the meeting packet online, so no need to mail it. Hennen – Shared she is able to find the meeting packet online, so no need to mail it. 9. Agenda Items for August 10, 2020 Meeting Due to a lack of agenda items staff is recommending to cancel the August 10, 2020 meeting. Motion by Moes to cancel August 10, 2020 meeting, seconded by Smith. APIF. Motion carried. 10. 10. Adjourn Motion by Hennen and seconded by Schumann to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 11:02 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:H allow een Walk Parcipaon DATE:S eptember 14, 2020 I N T R O D U C TI O N The Parks and Recreaon D epartment and the Community Educaon D epartment have partnered on the annual H allow een Walk for many years. I n 2020, the annual H alloween Walk is currently being planned to occur at the D odge Middle S chool on F riday, O ctober 23 from 5:30-7:00 p.m. D I S C U S S I O N I n years pas t, the Rambling River Center (R R C) has parcipated in the annual H allow een Walk by having either A dvis ory Board members or R R C members dress up in costume and hand out candy during the event. Las t year there were four R R C members who volunteered to dres s up as W izard of O z characters . W hile the H allow een Walk is planned to be held, it is likely it w ill be held in an alternave format. S taff w ill provide informaon at the meeng about the pos s ible alternave format that is being dis cus s ed. There is also sll a chance the H allow een Walk could be cancelled due to C O V I D 19, but no decision has been made yet about cancelling it. S taff is interested in finding out if there is interest from any of the Board members to parcipate in the H allow een Walk. I f there is n't any interest, then staff would als o like to know if the A dvis ory Board members support s taff recruing R R C members to dress up in costume and hand out candy if the H allow een Walk is held. A C T I O N R EQ U E S T E D The reques ted acon is to have the A dvis ory Board discuss and make a decision about the Rambling River Center's parcipaon in the annual H allow een Walk either by A dvis ory Board members and/or R R C members including dres s ing in costume and handing out candy w hen it is held at D odge Middle S chool on F riday, O ctober 23 from 5:30-7:00 p.m. 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:R R C H allway C anvas P rints D is play DATE:S eptember 14, 2020 I N T R O D U C TI O N At the July 13, 2020 meeng Recreaon S upervis or Kohlbeck reques ted and received permis s ion from the A dvis ory Board to spend up to $2,000.00 in funds from the Rambling River C enter C apital I mprovement F und to enlarge s ome his torical photos that would be dis played in the hallway. Thes e are funds that come from donaons and fundrais ing events held by the Rambling River C enter (R R C ). The purpose of this is to “tell the R R C story ” and provide s ome visual decoraons in the R R C hallway. D I S C U S S I O N Recreaon S uper vis or Kohlbeck has narr ow ed the lis t to 25 photos that go all the way back to 1982. The A dvisory Board is being asked to rev iew the photos at the meeng and remove fiv e of the photos s o the number of photos is reduced to 2 0 , w hich w ill allow all 2 0 of the photos to be dis play ed at the s ame me in the hallw ay. The 25 photos that w ere selected s how s uch things as both buildings beginnings , programs, and members /people in the s enior center. Costs were researched and Recreaon S uper vis or Kohlbeck has found a s pecial that is currently being offered at S ams Club in A pple Valley. This special is for canvas prints and cost $72.68 for each individual 20x24 inch pr int. B as ed on this cos t it w ould allow the R R C to purchas e 20 canvas pr ints at a total cost of approximately $1,453.60, which means the total cos t is s ll w ell under the $2,000.00 maximum amount that was approved by the A dvisory Board at the July 13, 2020 meeng. I t is important to note that some of the older photos may not exis t at a high enough quality to pr int at the 20x24 inch s iz e, s o they w ill likely have to be ordered at a s iz e that best fits the quality of the photo. S taff is convinced that this vis ual historical meline will be a great addion to the R R C. A C T I O N R EQ U E S T E D S taff is asking the A dvisory Board to collecvely reduce the number of photos from 25 to 20 and then approve having Recreaon S upervisor Kohlbeck purchas e 20x24 inch canvas prints (or at the s iz e that best fits the quality of the photo) at S ams C lub, so the 20 canvas prints can be hung by city staff in the R R C hallway. 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 dvisory Board Members Term Expiring DATE:S eptember 14, 2020 I N T R O D U C TI O N A dvisory Board member are appointed by the City Council for a three year term. Terms are s taggered, so a majority of members do not have their terms expire in the same year. Three year terms normally expire on January 31 of each year. D I S C U S S I O N This year A dvisory Board members G ina S mith, Pat H ennen and Marjorie Kos ki will have their terms expire on January 31, 2021. W hile the applicaon deadline is not unl D ecember 30, 2020, staff wanted to make A dvisory Board members aw are of whose term is expiring on January 31, 2021. I n keeping with pas t pracce, the intent of giving this much advance noce is to allow an A dvisory Board member whose term is expiring, some me to consider whether or not they would like to apply for reappointment to s erve a new three year term on the A dvisory Board. The applicaon proces s for possible appointment for another three year term begins with C indy M uller, city staff member w ho is res pons ible for the boards and commis s ion applicaon process, contacng board and commission members around mid-November making them aw are of their term expiring in January 2021. S he will als o provide an applicaon for reappointment, w hich is due back to her on or before D ecember 30, 2020. A C T I O N R EQ U E S T E D No acon is needed, this item is merely for informaonal purposes , so all A dvisory Board members are aware of w hos e term expires on J anuary 31, 2021. 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:S eptember 14, 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 J uly 13, 2020 meeng. A n updated w ork plan has been included in the meeng packet. The updated w ork plan shows in red what items have been completed during or a,er the July 13, 2020 meeng. The items in bold black are items that w ere completed prior to the J uly 13, 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 come to the meeng to review the items completed and to further dis cus s the 2020 annual work plan items to determine if there are other items that have been completed. The review als o offers an opportunity for the A dvisory Board to dis cus s w ork plan items they would like to w ork on to complete. 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. 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. 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. 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:I denfy 2021 Work P lan I tems DATE:S eptember 14, 2020 I N T R O D U C TI O N A nnually the A dvis ory Board develops and approves a w ork plan. D I S C U S S I O N A n inial dis cus s ion s hould occur at the meeng by A dvis ory Board members about possible ideas /topics to include in a 2021 w ork plan, in order to begin the proces s of developing a work plan for next year. A C T I O N R EQ U E S T E D A dvisory Board members are asked to come to the meeng prepared to provide and discuss possible topics and ideas that could be included in its 2021 w ork plan. 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:S eptember 14, 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. C O V I D 19 R R C programs and facility update A C T I O N R EQ U E S T E D A dvisory Board members should come listen to the informaonal updates given by s taff and then ask any quesons about the updates . 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:S eptember 14, 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 O ctober 12, 2020 M eeng A genda DATE:S eptember 14, 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 O ctober 12, 2020 meeng agenda: review 2020 w ork plan arts and cra/s fundraiser 2021 w ork plan items H allow een Walk event 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 O ctober 12, 2020 meeng.