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HomeMy WebLinkAboutAgenda_2018_10_8_Meeting(470)R AMB LIN G R IVE R C E N T E R AD VIS O RY B O AR D ME E T IN G 9:30 AM , October 8, 2018 Rambling River Center's Nicolai Board Room AG E N D A 1.Call to Order 2.Approve Agenda 3.Approve Minutes a.Approve S eptember 10, 2018 Meeting Minutes 4.P resentations a.2018 Q uarterly F inancial S upport P rogram R eport 5 Business Items a.2018 Waffle Breakfast and S ilent Auction F undrais ing Event b.Move November 12, 2018 meeting to November 13, 2018 (due to Veteran's Day Holiday) 6.Discussion Items a.2019 Annual Work P lan Ideas b.R eview 2018 Annual Work P lan 7.Staff Report a.Informational Updates 8.Advisory Board Roundtable a.R ound Table F ormat 9.Items for Next Meeting Agenda a.Agenda Items for November 2018 Meeting 10.Adjourn C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.c i.farmingto n.mn.us TO:R ambling R iver C enter Advisory Board F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:Approve S eptember 10, 2018 Meeting Minutes D AT E:O ctober 8, 2018 IN T R O D UC T IO N Included in the meeting packet are draft minutes from the Advisory Board's S eptember 10, 2018 meeting. D IS C US S IO N Advisory Board members s hould review the minutes for any c orrections or edits to be made prior to approval of the minutes. AC T ION R E Q UE S T E D T he Advisory Board is being asked to approve the attached minutes from the S eptember 10, 2018 meeting. AT TA C HME NT S: Type Description B ackup Material Draft September 10, 2018 Meeting Minutes City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers SEPTEMBER 10, 2018 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Chair Briesacher at 9:30 am. Quorum was present. Members Present: Marilyn Briesacher, Blanche Reichert, Roger Wood, Marjorie Koski, Pennie Page, and Pat Hennen Members Absent: Others Present: Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Koski and seconded by Wood to approve the September 10, 2018 meeting agenda. All people in favor (APIF). Motion carried. 3. Approve Minutes Motion made by Reichert and seconded by Wood to approve the August 13, 2018 meeting minutes. APIF. Motion carried. 4. Presentation A. Introduction of New Advisory Board Member Pat Hennen introduced herself. She is a RRC member and is active in woodcarving. 5. Business Items A. Bike Pedestrian Committee member The Park and Recreation commission is looking for a Rambling River Center Advisory Board member to participate on the Bike Pedestrian Plan Committee. Page expressed an interest in representing the Advisory Board on the Committee. B. Halloween Walk Participation No Advisory Board members volunteered to work the Halloween Walk, but RRC member’s Lois Lotz, Nancy Hepokoski, and her husband have volunteered to represent the RRC during the Halloween Walk. They will use the city’s Wizard of Oz theme costumes and props. C. Waffle Breakfast and Silent Auction Fundraiser The following details were shared:  Page will complete the volunteer sign-up sheet for Breakfast.  Wood has arranged for the Train Club to unload the Dad’s Belgian Waffle vans  Tickets go on sale at Family Fresh on October 3 and Wood will schedule volunteers to sell tickets  RRCAB members have begun the process of collecting silent auction items from local businesses 6. Discussion Items A. 2018 Annual Work Pan Review The following work plan items were determined to be completed:  Under Goal #1 Koski has visited Vermillion Grove, which would make this the second senior housing development that received a presentation  Under Goal #4 Koski provided a report last month on trips and tours and the Committee will be meeting this fall to plan 2019  Under Goal #7 Daniel Caterra’s has been contacted again and replied that he will send a revised logo as soon as he can B. 2018 Annual Work Plan Ideas/Topics Following ideas were given:  Briesacher would like to see carryover of branding and the trip planning goals  Page is interested in educating members about isolation and seeing if the RRC can provide outreach to those who are isolated (there was discussion about liability with doing this and how transportation may be a challenge to provide this service and was suggested that this could be a discussion topic with DARTS to see if this is a service they could provide in the community and then how to market it in Farmington) C. Capital Improvement Project and Equipment Purchase List During the review of the list of future building improvements and equipment and furniture purchases the following were identified as priorities:  Banquet Room floor has already been approved to have bids solicited to do this work. It was also  identified a Nu-Step should be on the top of the list as the next piece of equipment to purchase for the fitness room  identified a blood pressure machine should be added to the list and purchased and Recreation Supervisor Kohlbeck will research the cost of this machine. D. Fundraising Financial Report and Fund Balance. The RRCAB would like to see a monthly comparison of September 2018 to September 2017 and 2016. There was also some concern as to why donations were down from last year. Kohlbeck reminded Advisory Board members that most of the fundraisers are in the last quarter of the year such as: Waffle Breakfast & Silent Auction event, sale of MDC cards and the Sons of the American Legion Omelet Breakfast. 7. Staff Report A. Informational Updates Recreation Supervisor Kohlbeck provided the following informational updates: 1. The RRC Plaza schematic design process has started. First phase of the design is to have the consultants hired complete a boundary and utility survey of the site. Then based on the survey results, the consultant will be developing a more detailed cost estimate for the improvements identified in the Plaza concept plan. Recreation Supervisor Kohlbeck was asked about handicapped parking. Shared she was informed the parking lot will have the same amount of parking spots, but will be arranged around the perimeter of the plaza. 2. The 2019 preliminary budget was approved by the City Council at its September 4, 2018 meeting. She made Advisory Board members aware that the approved preliminary budget included two full-time building custodial staff positions and a part time (20 hours week) position at the RRC. 8. Advisory Roundtable Page – Suggested the RRC consider a casino fundraising event. Wood – Asked if National Honor Society students could help at the Waffle Breakfast. He said someone should contact Trent Wood if you want fudge at Silent Auction. If Patti Gorman (volunteer who maintains the RRC grounds) needs anything to help her with the work she is doing, the coffee guys are willing to provide some financial assistance. Shared there is a need for a sign when selling Waffle Breakfast tickets at Family Fresh. Reichert – Coffee Café will resume in November. She would like to have a City Council member present during the Coffee Café. She asked if Kohlbeck could assist with getting Council members contacted about attending the Coffee Café. Koski – Trip planning committee would like to go to Jackpot Junction Casino or Turtle Lake Casino instead of Diamond Jo’s Casino. She apologized because she will not be available to help with the Waffle Breakfast and Silent Auction. She thought everyone so far has done a good job with the Waffle Breakfast and Silent Auction fundraiser. Briesacher – She made members aware she will be having a second surgery. She doesn’t know the date of the surgery yet, but will follow up with silent auction donations the best she can. 9. Agenda Items for October 8, 2018 Meeting A. Review 2018 Work Plan B. Waffle Breakfast and Silent Auction fundraiser C. 2019 Work Plan D. Update on funds available in fundraising 10. 10. Adjourn Motion by Reichert and seconded by Koski to adjourn the meeting. APIF. Meeting was adjourned at 11:15 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:R andy Distad, P arks and R ecreation Director and Mis s ie Kohlbeck, R ecreation S upervis or S UB J E C T:2018 Q uarterly F inancial S upport P rogram R eport D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he F inanc ial S upport P rogram (F S P ) has been in plac e for a few years and has been very benefic ial to the R ambling R iver C enter's members hip. D IS C US S IO N T he F S P program is funded through the F ederal G overnment's Hous ing and Urban Development's C ommunity Development Block G rant program. T he F S P c ontinues to be acc es s ed for R R C memberships , programs and events. S taff will dis tribute the 2018 third quarter report at the meeting showing the funds used during the third quarter. AC T ION R E Q UE S T E D T he ac tion reques ted is to have the Advisory Board listen to the F S P third quarter report presentation and then as k questions it may have about the report. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:2018 Waffle Breakfast and S ilent Auction F undrais ing Event D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he 2018 Waffle Breakfas t and S ilent Auc tion F undraiser will occ ur at the R R C on S aturday, O c tober 27 from 8:30 to 11:30 a.m. D IS C US S IO N T he Waffle Breakfast and S ilent Auction F undrais er has in the pas t been the larges t s ingle fundraiser for the R R C . As the day of the fundrais er is moving closer, s taff would like the Advis ory Board members to continue with final preparations for the event. R ecreation S upervis or Kohlbeck will provide an update on the respons es she has rec eived on S ilent Auc tion item donations. As a reminder, Advisory Board members have signed up to contac t busines s es who were mailed a s olicitation letter but had not provided an item on or before O c tober 1st. S taff would like to have a brief disc ussion about the follow up that should occ ur by Advis ory Board members in order to make s ure busines s es are only c ontacted once if they did not submit an item or items for the S ilent Auction and that busines s es that submitted items should not be contac ted. S taff would also like to review the volunteer sign up lis t to make the Advisory Board members aware of the volunteers still needed for the event, s o Advisory Board members can help rec ruit members to volunteer. AC T ION R E Q UE S T E D T he Advisory Board members are being as ked to partic ipate in the disc ussion and final preparations to be made for the Waffle Breakfast and S ilent Auction F undrais er. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:Move November 12, 2018 meeting to November 13, 2018 (due to Veteran's Day Holiday) D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he Advisory Board is s cheduled to meet on the sec ond Monday of eac h month. O c casionally s cheduling conflicts arise requiring the meeting date to be changed. D IS C US S IO N T he regular meeting date of November 12, 2018 falls on the city obs erved holiday of Veteran's Day. Bec ause of this, the R R C will be closed on Monday, November 12. As a result, the Advis ory Board will need to change their meeting date to a different date. S taff is rec ommending the regular Monday, November 12 Advisory Board meeting be moved to Tuesday, November 13. AC T ION R E Q UE S T E D T he Advisory Board is being asked to disc uss changing the November 12 meeting to November 13. If the November 13 meeting date is acc eptable, the Advis ory Board is asked to formally approve, by motion, moving the November 12 meeting to November 13 due to the Veteran's Day holiday. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:2019 Annual Work P lan Ideas D AT E:O c tober 8, 2018 IN T R O D UC T IO N Annually the Advis ory Board develops a work plan of items to c omplete. D IS C US S IO N Advisory Board members began the process of brains torming pos s ible topics/ideas to c onsider for its 2019 work plan during its S eptember 10, 2018 meeting. T he following are the pos s ible items /topics identified during the meeting: R R C logo, branding and tag line 2019 trip planning committee outreach for thos e that are is olated and pos s ible partnership with DART S on this effort T he meetings in O ctober and November provide an opportunity for additional topics and ideas . T he work plan is then developed into a final draft plan at the December meeting with final approval of the work plan occ urring at the January meeting. AC T ION R E Q UE S T E D Advisory Board members are asked to c ome to the meeting with any additional pos s ible topics and ideas that could be inc luded in the 2019 work plan. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:R eview 2018 Annual Work P lan D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he Advisory Board approved its 2018 annual work plan in January and has been reviewing it s inc e then to meas ure the progres s being made. D IS C US S IO N T he annual work plan was las t reviewed during the S eptember 10, 2018 meeting. An updated work plan has been inc luded in the meeting pac ket. T he updated work plan s hows in red the items that have been completed since the S eptember 10th meeting. T he items in bold blac k are items that have been completed. Work plan items that are not red or bold black, have not been completed. AC T ION R E Q UE S T E D Advisory Board members are asked to c ome to the meeting to review the items completed and to further dis cus s the 2018 annual work plan items to determine if there are other items that have been completed. AT TA C HME NT S: Type Description B ackup Material Updated 2018 A nnual Work Plan RAMBLING RIVER CENTER ADVISORY BOARD 2018 WORK PLAN Goal #1: To promote and increase Rambling River Center (RRC) memberships. Objectives: 1. By February 1, assist the Recreation Supervisor at the Community Expo to promote the RRC membership. Status: Completed. Advisory Board members Marj Koski, Blanche Reichert, Kay Bennett and Marilyn Briesacher volunteered their time and assisted with the promotion of the RRC during the Community Expo on January 27. 2. By June 30, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. Status: Completed. Presentation made to Cameron Woods Condominium. 3. By September 30, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. Status: Completed. Koski visited Vermillion River Crossing CDA senior housing building. 4. By December 31, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. Goal #2: Review a list of capital improvement project items to be completed at the RRC and then begin completing the improvement projects. Objectives: 1. By March 1, review and revise, if needed, the current long term capital improvement items and the estimated costs of the improvements. Status: Completed. Review and revisions were completed at the January 8 meeting. 2. By April 1, determine at least one capital improvement to make or capital equipment to purchase for the RRC. Status: Completed. Replacing the Banquet Room window blinds and adding additional lighting to the Banquet Room were identified to be completed. 3. By December 31, complete at least one capital improvement item or purchase one capital equipment item on the identified capital improvement project list for the RRC. Status: Completed. Lighting improvement project and the window blind replacement project have been completed in the Banquet Room. Goal #3: Continue fundraising efforts to fund RRC’s future capital improvement projects by raising at least $10,000 through at least four fundraising events and from donations. Objectives: 1. By April 1st, assist with at least one fundraising activity. Status: Completed. Advisory Board members helped at the January 20 Farmington VFW Steak Fry Fundraiser that raised $800.00 for the RRC. 2. By July 1st, assist with at least a second fundraising activity. Status: Completed. Dew Days Kiss the Pig fundraising event was completed. 3. By October 1st, assist with at least a third fundraising activity. Status: Completed. Dew Days Bike Auction was completed. 4. By December 31st, assist with at least a fourth fundraising activity. Status: In progress. Advisory Board is assisting staff with the Waffle Breakfast and Silent Auction fundraising event. Goal #4: Have a successful Trip Planning Committee. Objectives: 1. By May 1, Committee will have met to evaluate trips that occurred in the first quarter and determine what trips were successful and begin initial discussion on possible trips in 2019. Status: Completed. 2. By August 1, the Committee will have met to evaluate trips that occurred in the second quarter and determine what trips were successful and will have developed a draft list of possible trips to offer in 2019. Status: Completed. 3. By October 1, the Committee will present the draft list of possible trips to the Advisory Board for review and direction. 4. By November 1 the Committee will have met to evaluate trips that occurred in the third quarter and determine what trips were successful and will have created a final list of trips to be offered in 2019. 5. By December 31, the Committee will present to the Advisory Board an attendance report on the trips that occurred in 2018 and a list of trips that will offered in 2019. 6. By December 31, the Advisory Board will have participated in the promotion of RRC trips. 7. By December 31, the Advisory Board will have received input from RRC members about possible trip ideas. Goal #5: Address volunteerism by having a strategic plan to increase the number of volunteers. Objectives: 1. By March 1, review current process to recruit volunteers. Status: Completed. Review occurred at the January 8 meeting. 2. By May 1, review current process of how volunteer opportunities are publicized. Status: Completed. A review occurred during the February 12 meeting. 3. By August 1, determine best strategies, tactics and practices that can be used to increase the number of volunteers for the front desk, during events and at fundraisers. Status: Completed. A wooden display board has been installed and hooks will be placed in the wood so clipboards can be hung advertising volunteer opportunities at the RRC. Goal #6: Participate in the city’s Comprehensive Plan update to address future needs of the city’s population of older adults. Objectives: 1. By January 15, Review and provide feedback on a draft Park, Recreation and Open Space executive summary. Status: Completed. Review occurred at the January 8 meeting and feedback was given to make sure language was included about the trails being accessible to all. 2. By March 1, Review and approve a final Park, Recreation and Open Space executive summary. Status: Completed. Final review completed at the January 8 meeting. Goal #7: Implement branding, tag-line and story-telling programs for the RRC. Objectives: 1. By May 1, review and implement improvements to be made to the RRC interior and exterior wayfinding signage. 2. By July 1, create a template for graphics on RRC letterhead that reflects the brand associated with the RRC. Status: Partially completed. RRC Logo is currently in limbo because the person selected to provide a finished logo has currently not provided a revised logo based on the Advisory Board feedback and revisions it made during one of its meetings. 3. By September 1, create a template for graphics to be included in RRC flyers, posters and publications that reflects the brand and tag line associated with the RRC. 4. By December 31, develop a story line about the history of the RRC that can be used to market the RRC. 5. By December 31, develop a book or archive of RRC history. Goal #8: Provide opportunities for members to be educated about how to use technology. Objectives: 1. By April 1, complete a review on the technologies that training and education could be provided. Status: Completed. Review was completed through the Farmington Journey Program partnership. 2. By June 1, select at least two technologies to that training and education can be provided. Status: Completed. A class on Twitter, Instagram, Facebook and Pinterest were identified to be offered through the Farmington Journey Program partnership. 3. By September 1, work with a possible sponsor/partner to offer the first training opportunity on a technology topic. Status: Completed. A class on Twitter and Instagram was offered in February at Meadowview Elementary School by Community Education and through the Farmington Journey Program partnership. 4. By December 31, work with a possible sponsor/partner to offer a second training opportunity on a technology topic. Goal #9: Develop strategies and tactics to increase the number of RRC rentals and annual revenue from rentals. Objectives: 1. By April 1, review the current rental forms, policies and information to see if any revisions should made. Status: Completed. A review occurred during the February 12, 2018 meeting. 2. By May 1, review the current rental fees to see if any revisions should be made to the fees and if any revisions should be made to what is included with the rental fees. Status: Completed. Review occurred during the February 12, 2018 meeting. 3. By June 1, review the current process used on the day of the rental for any revisions to be made such as access to the RRC during the rental, staffing during the rental, clean up after the rental and room set up after the rental. Status: Completed discussion occurred at May meeting and it was determined until additional staff are hired, this will be difficult to accomplish. 4. By August 1, make a recommendation to the Park and Recreation Commission concerning any revisions to be made to the RRC rental program. Status: Completed. A recommendation was made to adjust the RRC rental program in 2019 to increase from a four hour to a five hour rental period in order to allow for setup and tear down of the rental. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:Informational Updates D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he agenda item is an opportunity for s taff to provide informational updates to the Advis ory Board. D IS C US S IO N S taff will be providing informational updates during the meeting on the following items: 1. R R C P laza 2. R R C G arage 3. 2018 F undraising and Donations 4. Bike P edestrian P lan C ommittee AC T ION R E Q UE S T E D No ac tion is being reques ted. T hes e items are for informational purpos es only. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:R ound Table F ormat D AT E:O c tober 8, 2018 IN T R O D UC T IO N T he Advisory Board roundtable oc curs at every meeting. D IS C US S IO N T he Advisory Board roundtable agenda item provide an opportunity for members to s hare information or as k questions of staff about items that are not on the agenda. No formal decision is made during this item. AC T ION R E Q UE S T E D T here is no action requested bec ause the Advisory Board roundtable is for informational purpos es only. C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:R ambling R iver C enter Advis ory Board F R O M:Missie Kohlbec k, R ec reation S upervisor and R andy Distad, P arks and R ecreation Director S UB J E C T:Agenda Items for November 2018 Meeting D AT E:O c tober 8, 2018 IN T R O D UC T IO N T his item is for staff and Advisory Board members to identify pos s ible items for the November 2018 meeting agenda. D IS C US S IO N T he following are pos s ible agenda items s taff has identified so far for the November 2018 Advis ory Board meeting: R eview 2018 work plan Waffle Breakfas t and S ilent Auc tion F undraiser Halloween Walk review Bike P edestrian P lan C ommittee 2019 Work P lan ideas /topics AC T ION R E Q UE S T E D Advisory Board members are asked to c ome prepared to provide other items for the November 2018 meeting agenda.