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HomeMy WebLinkAboutAgenda_2017_12_11_Meeting(374)R AMB LIN G R IVE R C E N T E R AD VIS ORY B OAR D ME E T IN G 9:30 AM , December 11, 2017 Rambling River Center Nicolai Board R oom AGE N D A 1.Call to Order 2.Approve Agenda 3.Approve Minutes a.Approve Novemb er 13, 2017 Meeting Minutes 4.P resentations 5 B usiness Items a.2018 Arts and C rafts S ale F undrais ing Event b.2018 C o mmunity Exp o c .Approve 2017 Advis o ry Bo ard Meeting Attend anc e R epo rt d.Approve F inal 2017 Annual Work P lan R eport e.Building Improvements and Eq uipment P urc hases 6.Discussion Items a.Draft 2018 Annual Wo rk P lan 7.Staff Report a.Informatio nal Up d ates 8.Advisory B oard Roundtable a.R oundtab le F ormat 9.Items for Next Meeting Agenda a.January 8, 2018 Meeting Agend a Items 10.Adjourn C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:Approve Novemb er 13, 2017 Meeting Minutes D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N Attached for review are the d raft minutes from the Novemb er 13, 2017 R ambling R iver C enter Ad visory Board (Ad vis o ry Board) meeting. D IS C US S IO N Ad visory Board memb ers sho uld review the minutes for any c o rrectio ns or ed its that s hould be mad e prio r to ap p ro val by the Advis o ry Board. AC T ION R E Q UE S T E D T he Ad visory Board is being as ked to ap p rove the attached minutes from the No vember 13, 2017 meeting. AT TA C HME NT S : Type D escription Backup Material D raf t November 13, 2017 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 NOVEMBER 13, 2017 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Schmidtke at 9:30 am. Quorum was present. Members Present: Marilyn Briesacher, Roger Wood, Kay Bennett, Fred Schmidtke, Marjorie Koski Pennie Page and Blanche Reichert Members Absent: None Others Present: Parks & Recreation Director Randy Distad 2. Approve Agenda Motion made by Briesacher to approve the November 13, 2017 meeting agenda and seconded by Koski. APIF. Motion carried. 3. Approve Minutes Motion made by Wood to approve the October 9, 2017 meeting minutes and seconded by Reichert. APIF. Motion carried. 4. Presentation None 5. Business Items A. Rambling River Center (RRC) Capital Improvement Fund Financial Report Distad reviewed the report that was included in the meeting packet. Currently the fund has a balance of $22,502.09, but this number is likely to change due to a few bills that remain to be paid yet for the Dad’s Belgian Waffle Breakfast and Silent Auction fundraiser. Director Distad shared that the Advisory Board members should come prepared to discuss future RRC building improvements and/or equipment items to purchase at its December meeting. B. Waffle Breakfast and Silent Auction Review Distad shared that early numbers showed a nice profit of more than $3,000 occurring during this event. He shared that staff have had a discussion about changing up the breakfast next year with the possible idea of having a pancake breakfast to see if this would spark an increase in ticket sales and revenue. He asked if Advisory Board members had any comments about this year’s waffle breakfast and silent auction fundraiser and any revision suggestions for next year’s event. The following comments were provided:  Suggestion that Anytime Fitness should be taken off of the list to solicit for silent auction items because no one bid on it.  Good thing happened where a person provided extra money when paying for their ticket and said to pay it forward to buy a ticket for someone else who attended. This seemed to cause a ripple effect as other’s also did this.  Suggestion to look at a scrambled eggs breakfast rather than a pancake breakfast.  All of the Advisory Board members were involved and were thanked for their volunteer work on this fundraising event.  The RRC Model Train Club members were also thanked for their assistance with providing volunteers to help with the set up and tear down of the event and thought a thank you card should be sent to them.  Suggestion to look closer at the number of volunteers needed because the students from the National Honor Society covered a lot of the volunteer work during the event. Some volunteers showed up and then were not needed because the students were already performing the work. However, the Advisory Board did appreciate the work that students did, just thought better coordination and communication with this would help next year. 6. Discussion Items A. 2017 Annual Work Plan Review was completed and the items completed since the last review were noted. It was shared that Family Fresh Market Direct Your Dollars fundraising program does not accept prescription receipts and this should be shared in order to make people aware of this, so these receipts are not placed in the collection bin. B. 2018 Work Plan Items The Board is continuing to suggest items for the 2018 work plan. The following ideas were shared during the discussion on this item:  Transportation for older adults in Farmington  Review Rambling River Center building name  Increase membership numbers  Increase volunteerism numbers  Training on new and emerging technology such as smartphones  Review room rental information C. Coffee Café Review The first Coffee Café event was held for the first time on November 3. The following feedback was provided about how the first Coffee Café went:  23 people attended  Blue Nose donated the coffee, is willing to donate coffee in the future and they were appreciative that they were recognized as the coffee donor  Trying to see if there are other businesses that would be willing to sponsor a coffee café and donate coffee  A city Planning Commission member attended  It requires two people to do the set up  Signs advertising this need to be changed to reflect a different date for the next time it is held because the current signs say starting November 3 7. Staff Report Staff provided an update on the following items:  The roofing contractor will not be starting until the company it used to vacuum off the rocks on the roof are available to start as they are currently behind on their work due to wet weather this fall  Reminder provided about an RSVP to City Administrator about attending the City Council sponsored Board and Commission reception that is being held on November 29 from 6:30 to 8:00 p.m. at the Bourbon Butcher  Dakota County Planning for Aging Population presentation information was shared  Reminder provided about attending two 2040 Comprehensive Plan open houses that will be held on December 5 and 7 at the city’s maintenance facility 8. Commission Roundtable Page – Would like to see the Banquet Room utilized more and in order to do so, promote the free parking, party rental opportunity and the ease of access. Shared there is a metro friendly dementia meeting on January 31, 2018. There were 300 letters sent to businesses and organizations inviting them to attend this first meeting. Koski – Is interested in getting more rentals at the RRC. Bennett – Working on finding brochure that explains the RRC. Interested in developing a walking club and biking club at the RRC. Thanked everyone for their help with the Waffle Breakfast and Silent Auction fundraiser. Reminded everyone about the 2018 Arts and Crafts fundraiser coming up in spring of 2018. Wood – Didn’t have anything to share. Schmidtke – Shared the large A frame board that is used by the RRC to advertise programs and events was stolen from the boulevard located at the Fourth Street and Elm Street intersection. Reichert – Didn’t have anything to share. Briesacher – She and Blanche attended the veteran’s dinner at the Farmington High School and represented the RRC at a booth during the event. She said that people from the Vermillion River Crossing CDA building who stopped at the booth did not seem to be aware of the RRC. Distad thanked Reichert and Briesacher for representing the RRC at this event. 9. Agenda Items for December 11, 2017 Meeting A. 2040 Comprehensive Plan review B. Final 2017 Work Plan review C. Draft 2018 Work Plan review D. Volunteers for Steak Dinner fundraising E. Arts and Craft Sale fundraising F. Review list of building improvements and equipment purchases G. Review of 2017 fundraisers 10. 10. Adjourn Motion by Briesacher seconded by Koski to adjourn the meeting. APIF. Motion carried. Meeting was adjourned at 10:29 a.m. Respectfully Submitted Randy Distad Parks and Recreation Director and Recording Secretary C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:2018 Arts and C rafts S ale F undraising Event D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T he R ambling R iver C enter will b e ho ld ing its third annual Arts and C rafts S ale o n April 14, 2018 as a fund rais ing event. D IS C US S IO N An update will b e provid ed by staff about the s tatus o f the Arts and C rafts S ale. Ad visory Bo ard members are being as ked to participate in a d is cus s ion and make further dec is io ns related to this fund rais ing event b eing held at the R ambling R iver C enter. AC T ION R E Q UE S T E D T he Ad visory Board is being as ked to come and further disc uss the 2018 Arts and C rafts S ale fundraising event and b e p rep ared to make further dec is ions need ed before it is held . C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:2018 C o mmunity Expo D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T he C ommunity Exp o will be held at the F armington High S cho o l from 9:00 a.m. to 12:00 Noon on S aturd ay, January 27, 2018. D IS C US S IO N T he R ambling R iver C enter has p ro vided info rmation at a b o o th during the C ommunity Expo. In years p as t, Ad visory Board memb ers have volunteered to work a s hift and assist the R ec reation S up ervisor with p ro viding info rmation to the p ublic at the b ooth. S taff is reques ting the Advis o ry Board d etermine who will as s is t R ecreation S up ervisor Missie Ko hlbec k during the C o mmunity Expo. AC T ION R E Q UE S T E D By motio n approve the volunteers who will as s is t R ec reation S up ervisor Mis s ie Kohlb eck during the C o mmunity Expo o n January 27, 2018. C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R amb ling R iver C enter Ad vis ory Bo ard F R O M:R andy Distad , P arks and R ec reation Direc tor S UB J E C T:Ap p ro ve 2017 Ad visory Board Meeting Attendance R eport D AT E:December 11, 2017 IN T R O D UC T IO N P er c ity O rdinanc e, city ad visory board and c o mmis s io n memb ers rec eive payment of $20.00 per meeting they attend D IS C US S IO N Includ ed in your pac ket is an attendance report bas ed o n the 2017 meeting minutes identifying Ad visory Board member attendance at mo nthly meetings . P leas e review the attached meeting attendance rep o rt fo r acc urac y p rior to the meeting. T he meeting attend anc e report will be updated at the meeting after attend anc e at the Dec ember meeting is rec o rd ed and will s how the total number o f meetings in 2017 that eac h member attended. AC T ION R E Q UE S T E D Ad visory Board memb ers are b eing asked to ap p ro ve the 2017 meeting attend anc e report so it can be s ubmitted and Ad vis ory Bo ard members can b e paid fo r their meeting attend anc e. AT TA C HME NT S : Type D escription Backup Material 2017 Meeting A ttendance R eport T hrough November Meeting 2017 Rambling River Center Advisory Board Attendance Report Name Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec *Total Meetings Attended Kay Bennett x x x x x no x x x x x 10 Marilyn Briesacher x x x meeting x x x x x 8 Marjorie Koski x x x x x in x x x x x 10 Penny Page x x x x June x x x x 8 Fred Schmitdtke x x x x x x x x x x 10 Blanch Reichert x x x x x x x x x 9 Roger Wood x x x x x x x x x x 10 * Attendance through November meeting C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:Approve F inal 2017 Annual Work P lan R eport D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N S inc e this is the final meeting of 2017, the Advis o ry Board is being as ked to c o mp lete a final review o f the 2017 annual work plan to identify any ad d itio nal items that may have been c ompleted . D IS C US S IO N An update has b een inc luded in the meeting p ac ket s howing the 2017 wo rk plan items that have b een completed and the items that are currently no t c ompleted . AC T ION R E Q UE S T E D Ad visory Board memb ers are as ked to come to the meeting to review, up date and approve its final 2017 annual work plan rep o rt. AT TA C HME NT S : Type D escription Backup Material Updated 2017 A nnual Work Plan 2017 RAMBLING RIVER CENTER ADVISORY BOARD WORK PLAN Goal #1: To promote and increase Rambling River Center memberships. Objectives 1. By February 1st, assist the Recreation Supervisor at the Community Expo to promote the Rambling River Center membership. Status: Completed. Briesacher, Bennett, Koski and Reichert assisted during the Community Expo. 2. By October 1st, assist the Recreation Supervisor at the Farmer’s Market to promote the Rambling River Center. Status: Not completed because it was determined there was not enough traffic at the Farmer’s Market to warrant a promoting the Rambling River Center. 3. By December 1st, at least one Advisory Board member will have assisted the Recreation Supervisor with visits to Senior Housing buildings and care facilities to promote the Rambling River Center. Status: Completed. Visits to senior housing buildings started to occur on August 28, 2017 Goal #2: Review and update, if needed, the Financial Support Program (FSP) guidelines and information. 1. By March 1st review and approve a recommendation on the FSP application form. Status: Completed. A review occurred and there were no recommended changes to the form. 2. By May 1st, review and approve any updates to the FSP funding amounts to individuals. Status: Completed. The Advisory Board discussed changing the annual amount to individuals from $50 to $35 but no change has been made to the annual per person funding amount. 3. By August 1st review and approve any updates to the FSP informational literature and brochures. Status: Completed. Advisory Board revised the maximum amount each member could receive from $50.00 to $35.00 at the August 14, 2017 meeting. Goal #3: Identify and approve a list of capital improvement project items to be completed at the Rambling River Center and then begin completing the improvement projects. Objectives 1. By March 1st, review and revise, if needed, the current long term capital improvement items and the estimated costs of the improvements. Status: Completed. Reviewed the list of capital improvement items and cost estimates at the January 2017 meeting. 2. By April 1st, determine at least one capital improvement to make or capital equipment to purchase for the Rambling River Center. Status: Completed. Approval given to purchase new bookshelf for library, new puzzle table and new chair carriers for Banquet Room and Empire Room chairs. 3. By December 31st, complete at least one capital improvement item or purchase one capital equipment item on the identified capital improvement project list for the Rambling River Center. Status: Completed. New library bookshelf and new puzzle table were purchased. New chair carriers are in the process of being purchased. Goal #4: Continue fundraising efforts to fund Rambling River Center’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. The annual VFW Steak Fry was held in January and assistance was provided by Advisory Board members during the Steak Fry. 2. By July 1st, assist with at least a second fundraising activity. Status: Completed. TaylorMarie’s Fashion Show was held in March and assistance was provided. 3. By October 1st, assist with at least a third fundraising activity. Status: Completed. A Garage Sale and Arts and Crafts Sale fundraiser was held on September 21 and 22 and Advisory Board members assisted with the fundraiser by preparing and selling the donated items during the event. 4. By December 31st, assist with at least a fourth fundraising activity. Status: Completed. The Waffle Breakfast/Silent Auction fundraiser occurred on October 28, 2017. A fifth fundraiser, MDC cards sale fundraiser, is still occurring. It won’t be completed until later this year. A sixth and ongoing fundraiser called Family Fresh Market Direct your Dollars Program has been initiated and the amount raised will not be known until sometime in 2018 because of the amount in receipts needed before funds will be paid to the RRC. So far in 2017, more than $17,000 has been raised, which exceeds the $10,000 amount set in the goal. Goal #5: Work with staff to create and implement either three new programs or make revisions to three existing programs. Objectives: 1. By February 1st, at least one new program idea will have been discussed with staff and then implemented. Status: Completed. New Silver and Fit program was offered beginning in March and ending in May. 2. By August 1st, at least a second program idea will have been discussed with staff and then implemented. Status: Completed. A new program was offered in June titled ACT on Dementia Become a Dementia Friend. 3. By December 1st, at least a third program idea will have been discussed with staff and then implemented. Status: Completed. XA-Beat Program is being offered on Tuesdays at 9:00 a.m. 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 July 1st there will have been a discussion on what items should be included in the comprehensive plan update that relates to the needs of the city’s population of older adults including but not limited to transportation, recreational programs, facilities, and resources available. Status: Completed. Discussion occurred at the April 10, 2017 meeting. 2. By October 31st there will have been a second discussion on what items to include in the city’s comprehensive plan that relates to the needs of the city’s population of older adults. Status: Completed. Several questions are being asked in a Park and Recreation questionnaire that relate to older adults. 3. By December 31st there will have been a recommendation made by the Advisory Board that outlines what language should be included in the city’s comprehensive plan that meets the needs of the city’s population of older adults. Status: Not completed. This goal has been recommended to be carried into 2018, so it can be completed next year. Goal #7: Work with staff to offer a second Aging Mastery Program (AMP). Objectives 1. By March 1st, the Advisory Board will have had an opportunity to discuss and determine when to offer a second AMP class. Status: Completed. Discussion has occurred and a second class was offered beginning in March and will end in June. 12 people have registered for the class being held at the RRC. 2. By September 1st, a second AMP class will be offered. Status: Completed. Current AMP class ended on May 31, 2017. 3. By October 31st, there will be a review and evaluation of the second AMP class offered. Status: Completed. Goal #8: Work with staff to determine if AARP income tax preparation should occur at the RRC in 2018. Objectives 1. By April 1st, the Recreation Supervisor will have been in contact with AARP about having the income tax preparations returning to the Rambling River Center. Status: Completed. Contact with AARP was made by Recreation Supervisor. Was scheduled to be moved to the Dakota County Library in Farmington, but because there was no volunteer willing to lead the program, it is not currently being offered in Farmington. 2. By July 1st, the Advisory Board will have discussed the return of the AARP income tax returns provided that AARP is interested in returning this service to the Rambling River Center and can make a commitment to find volunteers to staff it. Status: Completed. The Advisory Board has discussed the return of the AARP income tax returns service to the RRC and supports this, however due to AARP not finding a person to lead this program, it is not currently offered in Farmington. In addition because the Dakota County Library in Farmington was identified as a new site for this program, the RRC and library will have to work out the details about if the program can return to the RRC in the future. 3. By October 1st, the Advisory Board will make a decision about allowing AARP income tax returns to occur at the Rambling River Center provided that AARP is interested in returning the service to the Rambling River Center and can make a commitment to find volunteers to staff it. Status: Completed. The Advisory Board has recommended allowing the AARP income tax returns to occur at the RRC, but due to the lack of AARP finding a volunteer to lead this program, it is currently not being offered in Farmington. In addition because the Dakota County Library in Farmington was identified as a new site for this program, the RRC and library will have to work out the details about if the program can return to the RRC in the future. C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:Building Improvements and Eq uipment P urc hases D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T he Ad visory Board in the past has reviewed , p rio ritized and then s elected R amb ling R iver C enter imp ro vement projec ts to complete or eq uipment to purchas e. D IS C US S IO N Attached is a lis t o f improvement projec ts co mp leted and eq uipment items purc has ed since fund rais ing events have o c c urred. T he list attac hed als o inc ludes imp ro vement p ro jects yet to be completed and eq uipment yet to b e purchas ed . T he attached d o c ument was c reated b y the Advis o ry Board memb ers in the p as t. Advis ory Bo ard members s hould review the lis t o f projec ts not c o mpleted and equip ment no t p uc hased and determine if there are any o ther items to ad d . T hen after reviewing the lis t, eac h Advis o ry Board member s hould c o me prepared at the meeting to d is cus s the item or items they feel have the highes t p rio rity. Based on the d is cus s io n that o cc urs there will b e a lis t o f projec ts and /or eq uipment that have the highest priority for completing. AC T ION R E Q UE S T E D Ad visory Board memb ers are as ked to make a d ecis ion on what projec t(s) s ho uld b e c o mp leted and/o r what eq uipment s ho uld b e purchas ed in 2018 b as ed o n fund s being available to do s o . AT TA C HME NT S : Type D escription Backup Material L ist of C ompleted and F uture B uilding I mprovements and E quipment Purchases As of December 4, 2017 4502 Rambling River Center Capital Improvement Fund Expenditures List of Completed Building Improvements and Equipment Purchases Building Improvement/Equipment Item Cost Year Completed Banquet Room acoustic improvements $5,459.00 2013 Arts and Crafts Room concrete floor resurfacing Improvement $4,200.00 2013 Purchase and install security video cameras in Fitness Room, Banquet Room, Oak Street entrance hallway and hallway leading from/to Banquet Room $4,256.00 2013 PC and monitor for security cameras $1,074.00 2013 Purchase new banquet tables donated by Coffee Guys $1,353.00 2013 Replace arm chairs in Jerry Ristow Library and Empire Room sitting area $1,498.00 2014 Purchase greeting card rack by Kay Bennett $200.00 2014 Construction of concrete garage apron along Oak Street by Farmington Liquors $6,266.00 2014 Carpet and chair cleaning equipment and Portable PA System by Coffee Guys 275.00 2015 Purchase new treadmill for McKnight Fitness Center $3,665.00 2014 Library bookshelves donated by Kay Bennett and Marilyn Briesacher $3,200.00 2014 Concrete Flower Containers Oak Street entrance area donated in memory of Jim Steege $751.00 2015 Benches for Oak Street entrance area donated by Louis Schmitz Foundation $1,418.00 2015 Bookshelf for Jerry Ristow Library donated by Betty Steege $325.00 2015 Front entrance separation wall and counter top $900.00 2015 Table and lamps Charles Finstad $789.00 2015 Enclosing Front Reception Area with Locking Roll Up Security Gate $2,713.00 2015 Front desk area cabinets donated by the Rotary Club of Farmington $4,512.00 2016 34 chairs for Nicolai Board Room and Harry and Louise Ross Room donated by the Farmington Lions Club and Rotary Club of Farmington $4,080.00 2016 150 Chairs for Banquet Room and Empire Room $19,500.00 2016 50 Chairs donated by Empire Township $6,500.00 2016 Security Camera Oak Street Entrance $585.00 2016 Laptop donated by Matt Little $555.00 2016 Puzzle Table donated by Coffee Guys $100.00 2017 2 Bookshelves for Jerry Ristow Library $777.00 2017 A frame board to advertise events by Kay Bennett $350.00 2017 TOTAL $75,301.00 As of December 4, 2017 List of Future Possible Building Improvements and Equipment Purchases Building Improvement/Equipment Item Estimated Cost Year to be Completed Additional Lighting Fixtures in Banquet Room $2,400 2018 (previously approved by Advisory Board but not completed yet) Expand Fitness Room ???? No year identified yet Purchase NU Step $4,500 No year identified yet Purchase additional recumbent bike $5,000 No year identified yet Tile hallway walls four feet up $2,500 No year identified yet Purchase and Install Sink in Craft Room $3,000 No year identified yet HVAC System Replacement $10,000 2025 Security Cameras (4th Street parking lot) $1,000 No year identified yet Six foot tables (10 @ $100 each) $1,000 No year identified yet Eight foot tables (8 @ $150 each) $1,200 No year identified yet Blinds for various rooms especially Banquet Room $1,500 2018 (previously approved by Advisory Board but not completed yet) Banquet Room flooring $12,000 No year identified yet Harry and Louise Ross Room flooring $3,000 No year identified yet Built in cabinets for Harry and Louis Ross Room $6,000 No year identified yet Wire and new router in Banquet Room for stronger WIFI signal in building $150 2018 (previously approved but not completed yet) Repaint Banquet Room ceiling a lighter/brighter color ???? No year identified yet Enhanced signage Oak Street entrance area ???? 2018 C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:Draft 2018 Annual Work P lan D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N At the end of eac h year the Ad visory Bo ard c reates a d raft annual work plan fo r the coming year. D IS C US S IO N Includ ed in your meeting pac ket is a draft 2018 wo rk p lan. T he draft plan is bas ed o n id eas provid ed b y Advis o ry Bo ard members d uring p revious meetings . Bec ause there were a c o nsiderable numb er o f wo rk p lan items s uggested , s taff has pared the list to a more manageab le numb er of goals fo r the Advis ory Bo ard to wo rk o n in 2018. T he o ther go als sugges ted b y the Ad visory Board b ut no t inc luded in the draft work plan are als o sho wn. T he annual work plan is a guiding d o cument that p ro vides d irectio n to the Advis o ry Board o n a number o f items it wis hes to wo rk o n and acc o mp lis h in 2018. AC T ION R E Q UE S T E D S taff is reques ting Ad visory Bo ard members review the draft 2018 annual wo rk p lan and come p rep ared to further d is cus s its annual work plan to see if any items sho uld b e removed, further refined or ad d itions mad e to it. AT TA C HME NT S : Type D escription Backup Material D raf t 2018 A nnual Work P lan DRAFT 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. 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. 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. 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. 2. By April 1, determine at least one capital improvement to make or capital equipment to purchase for the RRC. 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. 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. 2. By July 1st, assist with at least a second fundraising activity. 3. By October 1st, assist with at least a third fundraising activity. 4. By December 31st, assist with at least a fourth fundraising activity. Goal #4: Have a successful Trip Planning Committee. Objectives: 1. By May 1, the 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 to offer in 2019. 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. 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. 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 2. By May 1, review current process of how volunteer opportunities are publicized. 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. Goal #6: Participate in the city’s Comprehensive Plan update to address future needs of the city’s population of older adults. Objectives: 1. Review and provide feedback on a draft Park, Recreation and Open Space executive summary by January 15. 2. Review and approve a final Park, Recreation and Open Space executive summary by March 1. 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. 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. 2. By December 31, develop a story line about the history of the RRC that can be used to market the RRC. 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 at the RRC. 2. By June 1, select at least two technologies to that training and education can be provided at the RRC. 3. By September 1, work with a possible sponsor/partner to offer the first training opportunity on a technology topic. 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. 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. 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. 4. By August 1, make a recommendation to the Park and Recreation Commission concerning any revisions to be made to the RRC rental program. Other Goals Suggested by Advisory Board members  Recognition and celebrate accomplishments through different awards programs and certifications  Determine teachable moments about when information can be presented on topics such a s dementia, ageism, and programs to service organizations  Involvement in the Farmington Journey program  Work with staff to create and implement either three new programs or make revisions to three existing programs  AARP registration  Discuss public transportation needs for older adults in the community C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:Informatio nal Up d ates D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T his is an o pportunity for s taff to s hare o ther informatio n and/o r up d ates with Ad vis ory Bo ard members d uring the meeting. D IS C US S IO N S taff will b e p ro viding informatio n at the meeting to the Ad visory Bo ard on the following items : ro o f rep lac ement p ro ject 2018 budget T hes e items are for informatio nal p urposes only. No d ecision c an b e made during the s taff rep o rt. AC T ION R E Q UE S T E D Ad visory Board memb ers are as ked to come prepared to d is cus s and /or as k ques tions about the items staff will b e presenting info rmation on during this part of the meeting. C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:R oundtab le F ormat D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T he Ad visory Board R o und table o cc urs at every mo nthly meeting. D IS C US S IO N T he Ad visory Board R o und table agend a item p ro vides an o p p o rtunity fo r Advis o ry Board memb ers to s hare information or as k q uestio ns o f staff ab o ut items that are not on the agenda. No fo rmal dec is io ns can b e made d uring the Advis o ry Board ro und tab le. AC T ION R E Q UE S T E D Ad visory Board memb ers are b eing asked to c ome s hare informatio n o r as k q ues tio ns ab o ut items no t on the agend a. C ity of F armington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:R ambling R iver C enter Advis o ry Board F R O M:R and y Dis tad, P arks and R ecreatio n Directo r S UB J E C T:January 8, 2018 Meeting Agend a Items D AT E:Dec emb er 11, 2017 IN T R O D UC T IO N T his item is for s taff and the Ad visory Bo ard to id entify p o s s ib le items for the next meeting agend a. D IS C US S IO N T hus far staff has id entified the fo llo wing pos s ible items fo r the January 8, 2018 meeting agenda: Arts and C rafts S ale fund rais er Ap p rove 2018 Annual Wo rk P lan C o mmunity Expo VF W S teak F ry fundraiser AC T ION R E Q UE S T E D Ad visory Board memb ers are b eing asked to c ome to the meeting prepared to dis c us s and id entify o ther items fo r the January 8, 2018 meeting agenda.