HomeMy WebLinkAboutAgenda_2017_2_13_Meeting(299)RAMBLING RIVER CENTER ADVISORY BOARD MEETING
9:30 AM, February 13, 2017
Rambling River Center Nicolai Board Room
AGENDA
1.Call to Order
2.Approve Agenda
3.Approve Minutes
a.Ap p ro ve January 9, 2017 Meeting Minutes
4.Presentations
a.Introductio n o f New Ad vis o ry Bo ard Member
5 Business Items
a.2017 Arts and Crafts Event
b.Electio n o f Offic ers
c .Eq uipment and Furniture P urc has es
d.Evening P ro gram Proposal
e.Membership s for People Age Under 50
f.R entals
g.S cience Fair Jud ges Reques t
6.Discussion Items
a.C o mmunity Expo Review
b.S teak F ry Fundraising Review
7.Staff Report
a.P ro jects Up d ate
b.Vo lunteer Bus Driver
8.Advisory Board Roundtable
a.R o und table Format
9.Items for Next Meeting Agenda
a.Items for March 13, 2017 Meeting
10.Adjourn
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Ap p ro ve January 9, 2017 Meeting Minutes
DATE:F eb ruary 13, 2017
INTRODUCTION
Attac hed fo r review are the draft minutes fro m the January 9, 2017 Ramb ling River Center Advis o ry Bo ard
(Advis o ry Board) meeting.
DISCUSSION
Advis o ry 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 Ad visory Board.
ACTION REQUESTED
The Ad visory Bo ard is b eing asked to appro ve the attac hed minutes fro m the January 9, 2017 meeting.
ATTACHMENTS:
Type Description
Exhibit January 9, 2017 Draf t 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
DRAFT
JANUARY 9, 2017 RAMBLING RIVER CENTER
ADVISORY BOARD MEETING MINUTES
1. Call to Order: Meeting was called to order by Schmidtke at 9:30am. Quorum was present.
Members Present: Marilyn Briesacher, Roger Wood, Kay Bennett, Fred Schmidtke, Marjorie Koski
and Blanche Reichert
Members Absent: Sarah Miller
Others Present: Parks & Recreation Director Randy Distad and Recreation Supervisor Missie
Kohlbeck
2. Approve Agenda
Motion made by Briesacher to approve January 9, 2017 meeting agenda and seconded by Wood. APIF.
Motion carried.
3. Approve Minutes
Motion made by Reichert to approve December 11, 2016 meeting minutes and seconded by Koski. APIF.
Motion carried.
4. Business Items
A. Community Expo
In addition to staff Advisory Board members Kay Bennet and Marilyn Briesacher will work from 9 –
10:30 am and Advisory Board members Marge Koski and Blanche Reichert will work from 10;30 am –
12:00 pm. The Train Club and the Dum Ditties Mountain Dulcimer club will also be in attendance.
Staff will create a poster of sorts describing who we are.
B. Draft 2017 Annual Work Plan Review
Motion by Briesacher and seconded by Bennett to approve the 2017 Annual Work Plan. APIF.
C. 2017 Arts and Crafts Sale
Discussion included fee of $25 for members and $35 for nonmembers to host a table. We will add
“lunch will be available for a small fee” to all our cards and ask members to help distribute throughout
Dakota county. Staff will contact Joy Lauterbach at Trinity, Kim Lomas at VFW and Lisa at Gossips to
see if they are willing to share their contact list. We will do a second mailing to list, add a large post
outside of building. For lunch Subway will be contacted to see about a price for sub sandwiches.
D. Rambling River Center Capital Improvement Priority
Staff will get quote on prices for chair dollies and bookcases. Also motion by Reichert and seconded by
Bennet to get prices on puzzle table and waste container for Oak St. Entrance. APIF
E. Financial Support Program Form and Report
Staff explained that many members are confused about “holding” fifty dollars. New instructions on
form explain monies can only be used for a specific expense. Also the expenses are now requested
quarterly as that is how it is billed. Unfortunately the amount to be funded July 1, 2017 – June 30, 2018
was reduced by HUD and only $2,500 will be requested.
5. Discussion Items
Steak Fry will occur on Saturday, January 21. There are many openings remaining for volunteers.
6. Staff Report
Staff is updating various RRC forms and putting on website. Elvis impersonator will be performing at
Break the Winter Blues and the registration deadline is quickly approaching.
7. Commission Roundtable
Bennett – Continues to work on Arts and Craft Sale.
Briesacher – Will also continue to work on Arts and Craft Sale
Wood – Didn’t have anything to share.
Reichert – Would like some information on a poster or flyer about the RRC also being a senior center
so it can be available as a handout at the Community Expo.
Schmidtke – Reminded Advisory Board members to sign up for the Steak Fry.
8. Agenda Items for February 13, 2017 Meeting
A. Steak Fry
B. Community Expo
C.. Arts and Crafts Sale
9. Adjourn
Motion by Reichert and seconded by Wood to adjourn the meeting. APIF. Meeting was adjourned at
10:35 a.m.
Respectfully Submitted
Missie Kohlbeck
Recreation Supervisor
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Introductio n o f New Advis o ry Bo ard Member
DATE:F eb ruary 13, 2017
INTRODUCTION
The City Counc il interviews and appoints new memb ers to c ity advis o ry boards and commissions when
there are vac anc ies .
The City Counc il als o interviews and reap points c urrent members to b o ards and commissions when their
term has expired .
DISCUSSION
Sarah Miller res igned fro m the Ad visory Board and thus c reated an o p ening on it. T he City Counc il
interviewed several ap p licants and s elected Pennie Page as its mo s t recent appointee to the Advis o ry Bo ard
to fill the vac ant p o s ition. P ennie will introduc e hers elf to c urrent Ad visory Bo ard members and current
memb ers are as ked to introduce thems elves to P enny.
Additio nally Blanc he Reic hert interviewed and was reappointed fo r ano ther three year term by the City
Counc il.
ACTION REQUESTED
Intro d uc tions o f Advis o ry Bo ard members will be mad e during this agenda item.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:2017 Arts and Crafts Event
DATE:F eb ruary 13, 2017
INTRODUCTION
The s econd Arts and Crafts sale will b e held o n Ap ril 22, 2017. Continued dis c us s ion about the sale will
o cc ur d uring the meeting.
DISCUSSION
Currently there are 11 vendors who have p aid their fee to s ell art and /or craft items d uring the event. Last
year there were a to tal o f 16 vend o rs who purc has ed a table to s ell their items , s o s till have a ways to go to at
leas t matc h the numb er of vend o rs who attend ed las t year.
Rec reation Sup ervis or Mis s ie Ko hlbec k and Advis o ry Bo ard member Kay Bennett are p lanning on attending
a c o uple o f other arts and c raft s ale events in the area in o rd er to market the RR C arts and craft sale.
At the January 9, 2017 meeting Ad visory Board members d is cus s ed the s ale o f food d uring the event. An
update will be provid ed at the meeting ab o ut the s tatus of the food s ales during the event
ACTION REQUESTED
The Ad visory Bo ard is b eing asked during the meeting to provid e inp ut and guid anc e on the continued planning
o f the Arts and C rafts s ale.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Electio n o f Offic ers
DATE:F eb ruary 13, 2017
INTRODUCTION
Since this is the firs t meeting after the City Counc il makes their ap p o intment to the Advis o ry Bo ard , p er City
Ord inance, February is the mo nth when o ffic ers are elected for the Advis ory Board. Officer to b e elec ted
are the Chair and Vice-Chair p o s itons . Both of thes e positio ns are a o ne-year term. P leas e c o me prepared to
nominate and vo te o n the elec tion of thes e two pos itio ns.
DISCUSSION
Fred Sc hmidtke is the c urrent chair of the Ad vis ory Board. He will call for nominations for the c hair and
vic e c hair p os itio ns . If any memb er is interes ted in bec o ming the chair or vic e-c hair, they s hould ind icate
they are interes ted and then they can be nominated for the positio n they are interes ted in.
After no minations have b een mad e and no minations have b een closed, memb ers will vo te o n the selec tion o f
b o th the chair and vic e-chair positio ns.
ACTION REQUESTED
Advis o ry Board memb ers sho uld come p repared to make their interest kno wn to other Ad visory Board
memb ers to s erve as either chair or vic e-chair. All memb ers are b eing asked to vote during the electio n of the
chair and vice-c hair pos itio ns.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Eq uipment and Furniture P urc has es
DATE:F eb ruary 13, 2017
INTRODUCTION
Staff will be making a req uest during the meeting to approve the p urc hase of s o me new furniture and
eq uipment for the R RC us ing fundraising money to d o so.
DISCUSSION
Staff has c o mpleted res earc h o n costs assoc iated with purchas ing furniture and equip ment and the costs are
as follows :
One new large b o o kshelf for Jerry Ris to w Library that matches other books helves $339.00
Two new s mall b o o kshelves fo r Jerry R is tow Lib rary at a c o s t o f $219.00 each for a to tal cost of
$438.00
12 c hair dollies fo r the new c hairs, so they c an b e more eas ily mo ved around at a cost of $120 eac h
fo r a to tal c os t of $1,440.00.
ACTION REQUESTED
Staff is req ues ting the Advis o ry Bo ard appro ve the purchas e of o ne large books helf and two small
b o o kshelves for the Jerry Risto w Library and the purchas e of 12 c hair d o llies fo r the new c hairs using
fund rais ing mo ney to purchas e these items for the R RC. The to tal cost of thes e items to b e purchas ed is
$2,217.00.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Evening P ro gram Prop o s al
DATE:F eb ruary 13, 2017
INTRODUCTION
The current RR C b uilding s ched ule is 7:30 a.m. to 3:30 p.m. Mo nday through Friday. T here are members
who are interes ted in vo lunteering to extend build ing ho urs b y p ro viding co verage in the b uilding o n Tues day
and Thurs d ay evenings in o rd er to keep the Jac k and Bev Mc Knight Fitness R o o m open into the early
evening ho urs .
DISCUSSION
Since the new 2017 RRC memb ers hip fee was ap p ro ved, there have been a number o f new memb ers who
have joined the R RC . S o me of the new members have exp res s ed an interes t in volunteering to extend the
RRC b uilding ho urs o p en o n Tues d ay and Thurs days from 3:30 to 6:30 p.m., s o the Jack and Bev
McKnight Fitnes s Room can be used d uring this time frame. Most of thes e new members work, s o they are
unab le to us e the fitnes s ro o m during regular build ing ho urs. Staff is interes ted in trying the new hours as
lo ng as thes e memb ers are willing to volunteer to b e in the RRC b uilding on thes e d ays and d uring the time
id entified . Thes e extended hours wo uld b e imp lemented as s o o n as a volunteer s ched ule can be arranged
and would c ontinue thro ugh May. Ho wever, if it bec o mes a p ro b lem with no volunteer present when the
b uilding is op en, then s taff wo uld s hut d o wn this opportunity due to safety and s ec urity reas o ns.
ACTION REQUESTED
The Ad visory Bo ard is b eing asked to appro ve allo wing volunteers to keep the R RC build ing open during
extended hours o n Tues d ay and Thurs d ays from 3:30 to 6:30 p .m. and would be imp lemented as s o o n as a
volunteer sc hed ule can be arranged and would c o ntinue through May. The Advis o ry Bo ard is als o being as ked
to allo w s taff to s hut down this opportunity if it bec o mes a p ro b lem with no volunteer present when the
b uilding is op en, whic h could c reate an uns afe and uns ecure build ing.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Membership s for Peop le Age Under 50
DATE:F eb ruary 13, 2017
INTRODUCTION
The current memb ers hip s tructure at the RRC is that people who are age 50 and o ld er may join and bec ome
a member.
DISCUSSION
There are several RR C club s who use the RR C b uilding to meet and use the b uilding to o ffer their p ro gram
to its memb ers . As a requirement, all c lub members must also b ecome members o f the RRC. Currently one
o f the club s has s o me c lub memb ers who are und er the age o f 50 and thus do not qualify to b ecome a RR C
memb er. At the s ame time, this is in conflict with the requirement that all RRC c lub memb ers mus t als o be a
memb er of the RR C.
Staff wo uld like to dis c uss this issue with the Advis o ry Bo ard and see how this is s ue may be res o lved. Staff
memb ers have dis c us s ed this issue and thought a p o s s ib le solution might b e to c reate a new memb ers hip
category that would allow the req uirement to be met b ut wo uld limit the memb ers hip to o nly the s p ace that is
b eing us ed fo r the c lub meetings . It was felt that if other areas of the building are includ ed in this
memb ers hip, it may caus e an issue with more people und er age 50 wanting to join as a member, which is no t
the way the c urrent membership struc ture is s et up .
ACTION REQUESTED
The Ad visory Bo ard is b eing asked to disc us s this is s ue and to create a members hip struc ture that addres s es
the c lub members hip is s ue when one or more o f the club members is under the age o f 50.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Rentals
DATE:F eb ruary 13, 2017
INTRODUCTION
The RRC b uild ing is available to the pub lic to rent fo r parties and events .
DISCUSSION
Staff has revis ed the rental fo rm so the refund for cancellatio ns contains c ons is tent timelines . Currently if a
rental is cancelled within 21 days of the rental, there is a full refund. However after disc ussing this
timeframe, there was a feeling by staff that being able to cancel within 21 days of the rental and receiving a
full refund has its is s ues . Staff feels if a canc ellation is d o ne within 21 d ays of the rental, it does not leave
muc h time for s taff to try and rent the spac e o n the s ame d ate. There was a feeling that a full refund wo uld
o nly be allo wed further out fro m 21 d ays and then as the date gets closer, there would be p artial refund s up
until a c ertain d ate b efo re there would be no refund. Staff will share rental refund informatio n fro m other
cities on ho w their refund proc es s and polic y wo rks .
ACTION REQUESTED
Come p rep ared to d is cus s the timeline for allowing partial and a full refund fo r c anc elled RRC rentals and
p ro vide d irection to s taff about any revis io ns to be mad e to the current rental refund timeframe.
ATTACHMENTS:
Type Description
Exhibit Rental Refund Inf ormation
Rambling
River
Center
Farmington Seniors
The Rambling River Center is
committed to providing
quality programs and services,
while encouraging the
involvement of adults over age
50.
325 Oak Street
Farmington, MN 55024
P: 651.280.6970
F: 651-280-6979
www.ci.farmington.mn.us
Facility Reservations
Thank you for your interest in the Rambling River Center.
The Rambling River Center is operated by the Farmington Parks & Recreation
Department under the policies and guidelines established by the Farmington
City Council. The Rambling River Center serves as the City’s senior center
recreation destination and is also available for rental use.
Facility reservations are managed by an application process. Facility reservations
will be on a first come-first served basis. To secure a reservation, renters are
required to complete an application with submittal of $150 (Banquet Room)/
$75 (Meeting Rooms) damage deposit.
The senior center programs will have exclusive use of the Rambling River
Center weekdays between 7:30 a.m. and 3:30 p.m. The City of Farmington
reserves the right to schedule programs and events in the Rambling River
Center, as well as the right to negotiate with all rental parties to make the best
use of time available. There may be times when rental requests cannot be
accommodated in the Rambling River Center schedule.
2
Facility Reservations—General Information
RESERVATIONS
Reservations will only be issued in the name of the
person on the rental application form. Stated
individual/organization will be the responsible
party for all communication between rental and
facility staff.
Reservations are not confirmed until a completed
rental application and a $150 (Banquet Room)/$75
(Meeting Rooms) damage deposit is received.
Damage deposits will be processed at the time of
reservation.
All fees are due 21 days prior to rental, separate
from damage deposit. If no damages are incurred,
deposit will be returned within 30 days following
the rental period. Please note that any additional
costs such as damages or custodial fees will be
deducted from the deposit with the remaining
amount refunded to the renter.
Groups reserving space must have a current signed
rental application. On-going applications must be
signed annually.
The Rambling River Center doors are controlled
electronically outside of business hours. Doors will
unlock and lock exactly at times listed on rental
application. Rental time requested should include
set-up/clean-up times.
The City of Farmington reserves the right to
terminate any rental applications due to facility
damage, complaints received and./or for any other
reasons deemed necessary.
The City of Farmington reserves the right to make
room changes as needed to better accommodate
groups using the facility.
BUILDING HOURS
BUSINESS HOURS
Monday-Friday, 7:30 a.m.—3:30 p.m.
CITY OBSERVED HOLIDAYS
New Year’s Day *
Martin Luther King Day
President’s Day
Memorial Day
Independence Day (July 4) *
Labor Day
Veteran’s Day
Thanksgiving
Day after Thanksgiving
Christmas Eve (December 24) *
Christmas Day (December 25) *
* If any of the noted holidays above fall on a weekend,
holiday will be observed on Friday or Monday.
RENTAL HOURS
Monday-Thursday, 8 a.m.—10 p.m.
Friday & Saturday, 8 a.m.—12 a.m. (Midnight)
Sunday, 8 a.m.—10 p.m.
City observed holidays and requests outside of
rental hours listed above, are available for rent,
pending staff approval.
The City of Farmington reserves the right to
priority scheduling.
ROOMS
AVAILABLE
FEE ROOM CAPACITY/
STANDARD SET-UP
*Banquet Room
Includes
Kitchenette
$325/4-hour block
$80/per each additional hour, if not renting second
4-hour block.
Room Capacity: 130
Standard Set-Up: (12) 60” round
tables with a maximum of six chairs
at each.
1,776 Square Feet
** Harry & Louise
Ross Room
$60/2 hr. block
$30per each additional hour
Room Capacity: 30
Standard Set-Up: Board Room Style
**Empire Room $75/2-hour block
$37/per each additional hour
Room Capacity: 57
Standard Set-Up: (6) Card tables w/
four chairs at each table.
**Nicolai Room $20/2-hour block
$10/per each additional hour
Room Capacity: 15
Standard Set-Up: Board Room Style
**Red Slipper Room $20/2-hour block
$10/per each additional hour
Room Capacity: 15
Standard Set-Up: Board Room Style
Addition
Equipment/Services
Sound System Rental: $150
DVD/VCR Player: Included by request
Podium: Free
* Banquet Room requires a minimum rental of four hours and a separate
damage deposit of $150. If additional hours are needed for cleaning,
permit holder will be billed at a rate of $35/hr. Details including room
features, extras, terms and conditions can be located on pages 4-6.
** Meeting Rooms require a minimum rental of two hours and a damage
deposit of $75. General rental guidelines and photos of rooms can be
located on page 7.
2
Facility Reservations—Fee Schedule
3
Banquet Room
4
Banquet Room—Rental Terms & Conditions
RENTAL INCLUSIONS
Rental includes use of Banquet Room and bathrooms
located in room and main hallway.
Banquet Room Standard Set-Up: (12) 60” round tables
with a maximum of six chairs at each table. RRC does not
provide room set-up outside of the standard listed above.
55” Screen TV
Kitchenette Facilities: Microwave, Refrigerator & Two-
Compartment Sink.
Glassware & Flatware for 100
(2) 100 c. Coffee Pots
Serving Utensils
Assorted Trays
Water Pitchers/Coffee Carafes
WIFI Available
Room Temperature set to 68º during winter and 73º
during summer months.
RENTAL EXCLUSIONS
Full Kitchen Amenities. Rental parties and caterers should
bring prepared food only.
Office Supplies/Equipment
Linens
Table Skirts
Cookware
CLEANUP
Kitchenette Cleanup Includes: Cleaning counters, sinks,
washing used items (i.e. dinnerware, flatware, trays, water
pitchers/coffee carafes, etc.) and putting stated items back
to original location.
ADDITIONAL CHARGES
Additional AV Equipment
Security Personnel as determined by RRC
Additional rental fees based on rentals lasting beyond
stated application time.
RENTAL AVAILABILITY
The Rambling River Center Banquet Room is available for
rental year-round. Banquet and meeting rooms can be reserved
a maximum of one year in advance.
PAYMENT
Damage deposit is required at the time the reservation is made.
Payment is due in full one week prior to scheduled rental.
RENTAL PERIOD
The hours between the confirmed check-in and check-out times
stated on the facility rental permit constitute the rental period.
The facility will be unlocked and locked by confirmed permit
rental period.
Occupation after confirmed ending period will result in
additional charges to rental party.
CONFIRMATION
A reservation is confirmed once the RRC office has received the
rental application form and damage deposit.
CANCELLATIONS
20 percent of the rental fee plus a 3.5 percent credit card
transaction fee (if a credit card was used as payment) will be
retained for cancellations received 21 or more days in
advance of the rental date.
Cancellations received less than 21 days in advance of the
rental date will be charged 100 percent for the rental fee.
Damage deposits are 100 percent refundable on all
cancellations.
Should the rental be cancelled due to inclement weather,
every opportunity will be made to reschedule, with no
change in the rental fee.
LIQUOR
Events where food is provided by the rental party and not a
caterer may have alcohol, but only for personal consumption
inside the Banquet Room.
No alcohol may be sold during rentals unless provided for
by a caterer that has a current CATR liquor license issued
through the State of Minnesota Alcohol and Gambling
Division. The same caterer must provide both the food and
liquor for the event (per MN State Statue 340.A.404Sub12).
It is the responsibility of the permit holder to ensure the
caterer’s license will be current as of the date of the event.
Non-profit groups renting the Banquet Room may apply for
a Temporary Liquor License from the City Clerk. The
license must be approved by the City Council no less than 30
days prior to the event and forwarded to the State.
Violation of the Liquor policy will result in termination of
the permit and eviction and possible referral for criminal
prosecution. Rental fees and charges will not be refunded.
TOBACCO USE
Tobacco use is prohibited in the entire RRC. A tobacco disposal
container can be found in the northeast parking lot.
Banquet Room—Rental Terms & Conditions
5
FOOD
Food may be brought into building for individual use.
No kitchen available for cooking.
Only a food staging area will be provided.
Concessions are not allowed.
Delivery and pick-up of equipment, food or other items
used for the event must be completed during the rental
period.
GAMBLING
No gambling activities are allowed except by properly licensed
and permitted organizations and in accordance with state laws
and city ordinance.
DECORATIONS
The use of tape or other adhesives, nails, tacks, screws or
similar articles on ceilings, walls, doors, floors, light
fixtures, furniture or stone/plaster surfaces is not allowed.
All decorations are to be installed without defacing the
building.
The use of confetti, birdseed, rice, glitter, piñata's and sand
are prohibited.
Candles are permitted when used in a fire -safe, enclosed
container.
All decorating must be completed and removed during the
rental period.
DAMAGES
Damage deposits are required for use of the Banquet
Room and Meeting Rooms to cover the cost of repairing
damage that occurs as a result of the permit holder’s rental
event.
The deposit is returned after the event if the rented room
has been returned to its pre-use condition and if the
permit holder abides by all the stipulations of the permit.
The permit holder will fully reimburse the RRC upon
demand for any damage to or destruction of the building,
furniture, equipment, fixtures, grounds, or any other
property, real or personal, owned, used or operated by the
RRC due to any act or omission of the members,
employees, representatives, caterers, contractors, patrons,
or guests of the permit holder.
PERSONAL PROPERTY
The permit holder must clear all personal property from the
premises after each meeting, event or performance.
INDEMNIFICATION
Permit holder agrees that they will hold the RRC, and City of
Farmington harmless and indemnify the City of
Farmington/RRC from all claims, demands, and causes of
action arising from permit holder’s use of specified facility or
surrounding grounds, including any attorney’s fees and costs
related thereto.
LIABILITY
Permit holder fully waives, releases and discharges the City
of Farmington/RRC and its employees from all claims,
damages, actions, causes of action, and liability of or in any
manner connected with the permit holder’s use of the City
facility under the facility rental permit.
The permit holder is to keep all passageways open and
unobstructed during any rental period.
The City of Farmington/RRC is not responsible for theft,
damages or injuries to permit holder, guest or their property.
The RRC cannot store or in anyway be responsible for
materials owned by rental groups using the facility.
MUSIC/AUDIO VISUAL
Music can be played on a boom box or other portable stereo
device. Boom box and stereo devices are not included in rental.
Music must be kept at a level that does not disturb other building
users or neighboring property owners.
SPECIAL EQUIPMENT
Request to use special equipment must be supplied at the time
the reservation is made and may require additional fees.
CONDUCT
The permit holder is responsible for the conduct of its members,
visitors, employees, representatives, caterers, contractors,
patrons, and guests while in the RRC. Users of the facility shall
be respectful of the premises and other users or vistors to the
facility and shall not engage in any disorderly conduct or
offensive behavior.
NON-COMPLIANCE W/TERMS & CONDITIONS
Failure to comply with the terms and conditions may result in the
RRC staff denying a request for a permit, cancelling a rental or
seeking other enforcement action.
Meeting Rooms—Rental Guidelines
6
GENERAL INFORMATION
Meeting room capacities range from seating for 15 to seating for 57 with tables and chairs. Reservations are accepted and pro cessed on a
first come/first served basis with the completion of a rental application form and damage deposit of $75.
RENTAL GUIDELINES
Please do not tape, nail or tack and items to the walls. Confetti, cutouts and glitter are not allowed.
There are no kitchen facilities available for food preparation or storage. Serving meals/food is not allowed. However, box lu nches/
light snacks may be considered with prior approval of management at the time of reservation. If food is approved, it is only allowed
within the confines of the reserved room and not in public lobby areas. Please dispose of remaining items in a waste/recycle container
before leaving the room.
If beverages are served, please dispose of remaining cups, etc. in a waste container before leaving the room.
Please limit your meeting use of the facility to the space reserved. Do not remove tables and chairs from any other rooms.
Please observe the hours requested at the time of your reservation. See page 2 for rentable hours.
The Rambling River Center is a smoke-free environment. A tobacco disposal container can be found in the northeast parking lot.
CANCELLATIONS
20 percent of the rental fee will be retained for cancellations received 21 or more days in advance of the rental date.
Cancellations received less than 21 days in advance of the rental date will be charged 100 percent for the rental fee.
Damage deposits are 100 percent refundable on all cancellations.
Should the rental be cancelled due to inclement weather, every opportunity will be made to reschedule, with no change in the rental
fee.
Empire Room Nicolai Board Room
Red Slipper Room Harry & Louise Ross Room
Rambling River Center—Rental Application
Return completed application and damage deposit to the Rambling River Center,
located at 325 Oak Street, Farmington, MN 55024
Rental Date Requested: __________________________ Date of Application: ________________
Time of Rental—From: _________am/pm To: ___________am/pm
(The time of rental must include set-up time. BE EXACT, doors will unlock and lock by remote at times listed)
Renters Name_________________________________ Email___________________________________________________
Address: _____________________________________ City/St/Zip: _______________________________
Phone: (home) ____________________ (cell) (work)
Alternate Contact: Phone:
Will alcohol be served? Y / N Renters Birthdate: ______________
Please Indicate Room_________________________________ Name of group/organization _________
Damage deposit of $150 (Banquet Room)/$75 (Meeting Rooms) is required at time of application submittal. Credit cards cannot be
used for the damage deposit. Payment is due in full one week prior to scheduled rental. Damage deposit should be a separate check
or cash.
The cost of the rental and any additional costs such as damages or custodial fees will be deducted from the deposit with remaining
amount refunded to the renter. If additional costs are incurred renter will be billed.
Banquet Room
Includes Kitchenette
$325/4-hour block
$80/per each additional hour, if not renting second 4-hour
block.
If tables are not cleared and cleaning exceeds allotted time additional hours
will be billed the renter at the rate of $35/hr.
$ ________________
Harry & Louise Ross
Room
$60/2 hr. block
$30.00/per each additional hour
$ ________________
Empire Room $75/2-hour block
$37/per each additional hour
$ ________________
Nicolai Room $20/2-hour block
$10/per each additional hour
$ ________________
Red Slipper Room $20/2-hour block
$10/per each additional hour
$ ________________
Additional Equipment as Requested
Total Costs Due
$ ________________
$ ________________
I have read, understand and agree to abide by the terms and conditions stated on Schedule G and the rental application form. The renting party acknowledges on behalf of him/herself and the rental
party’s organization or group (participant) use of Farmington’s facilities may carry a risk of personal injury. The participa nts RELEASE AND DISCHARGE the City of Farmington and their agents
and employees, from liability for injuries or damages, including any losses CAUSED BY THE NEGLIGENCE OR STRICT LIABILITY of t he Released Parties. If renting the Banquet Room I have
read the terms and conditions and I agree to adhere to them.
Signature __________Date
FOR OFFICE USE ONLY
1. Deposit Rec’d: Cash or Check # Date
2. Amount refunded __________ or Additional Fees billed / received (circle) ___________Check # _________Date _____
4. Additional fees incurred? Yes No
If yes, why? _____________________________________________________________________________________
Complete if paying with a credit card:
Name on card (please print) ________________________________________________________________
Card Billing Address ______________________________________________________________________
Credit Card # __ __ __ __ - __ __ __ __ - __ __ __ __ - __ __ __ __ CVV/CVS # __ __ __
Expiration Date: ______________ Visa Master Card (Circle one)
Signature ________________________________________________________________________________
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:S cience Fair Jud ges Req ues t
DATE:F eb ruary 13, 2017
INTRODUCTION
A reques t has been made to have a p ers o n s elec ted fro m the Ad visory Board to s erve as a S cience Fair
judge for the Farmingto n Sc hool District.
DISCUSSION
Inc luded in the meeting p acket is a s tring o f emails that Recreatio n Sup ervis o r Mis s ie Kohlb eck had with a
Farmingto n S c ho o l Dis tric t s taff memb er abo ut the RRC p ro viding a jud ge or judges to a Sc ienc e Fair that
the sc hool d is tric t is hos ting. S taff is interes ted in learning if any Ad visory Bo ard members are interested in
b eing a judge fo r the Sc ienc e F air.
ACTION REQUESTED
Determine if any Advis o ry Bo ard members are interes ted in s erving as a Sc ienc e Fair judge for the Farmingto n
Sc hool Distric t, s o s taff may contac t the sc ho o l dis trict with interested Advis ory Board memb er names .
ATTACHMENTS:
Type Description
Exhibit Science Fair Judges Correspondence
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Co mmunity Expo Review
DATE:F eb ruary 13, 2017
INTRODUCTION
The Community Expo was held o n Saturday, January 28, 2017 at the Co mmunity Exp o . S everal Ad visory
Bo ard members and s taff attend ed and provided informatio n ab o ut the RRC during the Community Expo.
DISCUSSION
Advis o ry Board memb ers Kay Bennett, Blanc he R eichert, Marjorie Koski and Marilyn Briesac her
volunteered to work a s hift at the RRC b o oth and p ro vide informatio n and ans wer q uestio ns ab o ut the RRC
d uring the Community Exp o . S taff is interes ted in having these Ad visory Bo ard members p ro vide s o me
feed b ack on evaluating the Co mmunity Expo opportunity to see if any revis io ns s hould be mad e in 2018.
ACTION REQUESTED
Advis o ry Board memb ers sho uld have a d is c us s ion about the 2017 Community Expo, so any revis io ns
s uggested c an be c ons id ered for 2018.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:S teak F ry Fundraising R eview
DATE:F eb ruary 13, 2017
INTRODUCTION
The Farmington VFW Steak Fry F und rais er that b enefitted the RRC was held o n Saturday, January 21,
2017. A review of the event will oc cur during the meeting.
DISCUSSION
The 15th Annual Farmingto n VF W Steak Fry s old 199 meal tickets and it generated a $800.00 d o natio n from
the Farmingto n VF W to the Rambling River Center. S taff would like to dis c us s with the Ad visory Board the
annual s teak fry fund rais er to see if any revis io ns s hould be mad e to this fundrais ing event es p ecially from a
volunteer stand p o int.
ACTION REQUESTED
Advis o ry Board memb ers sho uld come p repared to d is cus s the annual s teak fry fund rais er and give input on
making s ure it is s uc ces sful in the future.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:P ro jects Up d ate
DATE:F eb ruary 13, 2017
INTRODUCTION
This item is an o p p o rtunity fo r staff to provide an update to the Ad visory Bo ard members ab o ut projec ts or
to p ro vide o ther informatio n.
DISCUSSION
Staff will provide a verb al up d ate o n the follo wing items:
Rec reatio n Sup ervisor vac ant position s tatus
Prairie P ines and Marigold Park Master Plan s tatus
RRC members hip s from RRC club s update
Volunteer b us d river
ACTION REQUESTED
There is no ac tio n req uested . The staff up dates provid ed are fo r info rmatio nal p urposes o nly.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Vo lunteer Bus Driver
DATE:F eb ruary 13, 2017
INTRODUCTION
Staff relies on vo lunteer d rivers fo r the Fun F rid ay trips as well as o ther trips where they c an b e provid ed.
While DARTS has been go o d about p ro viding the RRC with a vo lunteer driver, there is a need to have a
b ack up driver in c as e the DARTS driver is unavailab le to drive the b us.
DISCUSSION
Staff will provide informatio n at the meeting ab o ut a p o tential new vo lunteer driver who is willing to take the
written and driving tes t in order to receive the appropriate lic ensure to drive the larger P ark and Rec reation
b us.
ACTION REQUESTED
This item is fo r info rmational purp o s ed only, new actio n is being req uested.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Ro und table Format
DATE:F eb ruary 13, 2017
INTRODUCTION
The Ad visory Bo ard roundtab le oc curs at every meeting.
DISCUSSION
The Ad visory Bo ard roundtab le agenda item provid e an opportunity for members to s hare informatio n or
as k q uestio ns of s taff ab o ut items that are no t o n the agenda. No fo rmal dec is ion is mad e during this item.
ACTION REQUESTED
There is no ac tio n req uested bec ause the Ad vis ory Board ro und table is for info rmational purp o s es only.
City of Farm ington
430 Third S treet
F armington, Minnes o ta
651.280.6800 - F ax 651.280.6899
www.ci.farmingto n.mn.us
TO:Ramb ling River Center Advis o ry Bo ard
FROM:Randy Dis tad, Parks and R ecreatio n Direc tor
SUBJECT:Items for March 13, 2017 Meeting
DATE:F eb ruary 13, 2017
INTRODUCTION
This item is fo r s taff and Advis o ry Bo ard memb ers to identify possible items for the Marc h 13, 2017
meeting.
DISCUSSION
The fo llo wing are agend a items staff has identified s o far for the Marc h 13, 2017 Ad visory Board meeting:
Arts and Crafts S ale
2017 Fundrais ing Activities Review
ACTION REQUESTED
Advis o ry Board memb ers are as ked to come prepared to p ro vide o ther items fo r the March 13, 2017 meeting
agend a.