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HomeMy WebLinkAboutAgenda_2016_11_14_Meeting(277)RAMBLING RIVER CENTER ADVISORY BOARD MEETING 9:30 AM, November 14, 2016 Rambling River Center Nicolai Board Room AGENDA 1.Call to Order 2.Approve Agenda 3.Approve Minutes a.Ap p ro ve Octo b er 10, 2016 Meeting Minutes 4.Presentations 5 Business Items a.Waffle Breakfast/Silent Auc tion/Bake S ale Review and Evaluatio n b.P atriotic Night Rep o rt 6.Discussion Items a.2017 Arts and Crafts Sale Fundrais er b.2016 Wo rk Plan Review c .2017 Annual Wo rk Plan 7.Staff Report a.S taff Informatio nal Updates 8.Advisory Board Roundtable a.Ad vis ory Board Roundtable Format 9.Items for Next Meeting Agenda a.Agend a Items for Dec ember 12, 2016 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 Octo b er 10, 2016 Meeting Minutes DATE:No vember 14, 2016 INTRODUCTION Attac hed fo r review are the draft minutes fro m the Octo b er 10, 2016 Ramb ling R iver Center Ad visory Board (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 Oc tober 10, 2016 meeting. ATTACHMENTS: Type Description Exhibit October 10, 2016 Draft 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 OCTOBER 10, 2016 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Meeting was called to order by Chair Schmidtke at 9:30am. Quorum was present. Members Present: Marilyn Briesacher, Roger Wood, Marjorie Koski, Kay Bennett, Fred Schmidtke, Sarah Miller, and Blanche Reichert Members Absent: None Others Present: Parks & Recreation Director Randy Distad and Rambling River Center staff member Shelley Beard 2. Approve Agenda Motion made by Bennett and seconded by Koski to approve the amended October 10, 2016 meeting agenda that moves business item B. Waffle Breakfast/Silent Auction/Bake Sale Fundraiser before Business Item A. Patriotic Night on the agenda. APIF. Motion carried. 3. Approve Minutes Motion made by Bennett and seconded by Reichert to approve the September 12, 2016 meeting minutes. APIF. Motion carried. 4. Presentations None 5. Business Items A. Waffle Breakfast/Silent Auction/Bake Sale Fundraiser The following updates were provided: • 109 businesses from Farmington and other adjacent cities were solicited for silent auction items • RRC Train Club members will assist with unloading and loading waffle breakfast equipment and supplies that Dad’s Belgian Waffles brings and uses during the breakfast • A frame signs and H signs will be put out the week of the breakfast • Bake sale items will be priced by committee members prior to the bake sale • Only additional volunteer needed is to help with table clearing • Building maintenance staff will hang breakfast banners on the front of the RRC garage and one on the tennis courts at Rambling River Park B. Patriotic Night Event Distad reviewed the email that was sent by the Community Education Department that provided details for the set-up of informational tables including: • Distad will bring the RRC booth materials to the Farmington High School at 3:30 p.m. and information booth should be ready by 4:15 pm. • A pork chop dinner grilled by the Farmington Lions will be served free to anyone who attends and will start at 5 pm • The booth should have at least one person until the program starts at 7 pm • The booth may be left up for people to stop after the event • The program will be broadcast live in the Commons area so you will be able to see and hear what is going on. • Tables will be set up in the hallway by the Welcome Desk and the Gyms by door 29. There will be flat beds available if you need them to bring in your display. • Display tables will be 8 foot banquet tables with two chairs but will not have a covering, which Distad will bring from the RRC • Wifi is available through the Farmington School District’s guest network and when you turn on your device simply choose Guest as the wireless network. You will need to confirm agreement to the terms, and the connection will last for two hours, then you will need to connect again. • The theme this year is “Women in the Military” and our keynote speaker is Brigadier General Sandy Best. Koski and Bennett will be sitting at the booth during the Patriotic Night event and will be handing out RRC literature. 7. Discussion Items A. Arts and Crafts Sale Distad shared that Gorman has made cards to be handed out at the Farmington Lutheran Church Arts and Crafts sale in November. Reichert volunteered to hand out these cards during the Farmington Lutheran Church Arts and Crafts sale. Arts and craft vendors who are members of the RRC can purchase a table for $25.00. Arts and Crafts vendors who are not members of the RRC can purchase a table for $35.00. 8. Commission Roundtable Koski – Asked if a decoupage class could be offered at the RRC. Distad stated yes it could be. Miller – Didn’t have anything to share. Bennett – Reminded Advisory Board members to make sure they contact the businesses they were responsible to contact for the Silent Auction. She also informed Advisory Board members that ticket sales at Family Fresh Market on Saturdays were low. She thought it might be good to look at other locations to pre-sell the Waffle Breakfast tickets on Saturdays. Briesacher – Reminded Board Members about the Dakota County sponsored Fix-It Clinic that will be held at the RRC on Saturday, October 15th. Wood – Did not have anything to share. Reichert – Asked if the pre-sale of Waffle Breakfast tickets could be sold out of town. Distad stated he thought it was possible, but would like to have Gorman review this idea first before any decision was made. Schmidtke – Shared the food program at the RRC was going bananas. HyVee wanted to give bread to the RRC on Sundays, but this doesn’t work in the building’s schedule. 9. Staff Report Director Distad provided an update on the following items: A. Referendum Public Meeting Reminder Share there are three public information meetings planned and provided the meeting dates, times and locations. B. Fee Schedule Update Shared the City Council will be reviewing the recommended RRC fees and charges this evening during their work session and will give final approval at its October 17, 2016 meeting. 10. Agenda Items for November 14, 2016 Meeting A. Waffle Breakfast/Silent Auction/Bake Sale review and evaluation B. Patriotic Night review C. 2017 RRC Fees and charges update D. 2016 Work Plan review E. Referendum Update F. Identified having discussion about AARP tax preparation on the December 12, 2016 meeting agenda 11. Adjourn Motion by Koski and seconded by Bennett to adjourn the meeting. APIF. Meeting was adjourned at 10:28 a.m. Respectfully Submitted Randy Distad Parks and Recreation Director and Recording Secretary 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:Rambling River Center Ad vis ory Board FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Waffle Breakfas t/Silent Auc tio n/Bake Sale Review and Evaluation DATE:Novemb er 14, 2016 INTRODUCTION The Rambling R iver Center Waffle Breakfas t/S ilent Auctio n/Bake Sale Fund rais ing event was held on Saturday, Oc to b er 22, 2016. DISCUSSION The Waffle Breakfas t/S ilent Auctio n/Bake Sale was very s uc cessful. Attac hed is a financ ial report detailing revenues and exp ens es fo r the three fundrais ing events held on S aturd ay, Oc tober 22nd. The Ad visory Bo ard is b eing asked to c o me p rep ared to provid e an evaluation of this year ’s Waffle Breakfast/Silent Auc tion/Bake S ale, s o this info rmation c an b e incorporated into the p lanning and fac ilitating o f the 2017 Waffle Breakfas t/Silent Auc tion/Bake Sale ACTION REQUESTED Advis o ry Board memb ers are as ked to come to the meeting p rep ared to dis c us s and evaluate the 2016 event and make rec o mmendatio ns fo r the 2017 Waffle Breakfas t/Silent Auc tio n/Bake Sale event. ATTACHMENTS: Type Description Exhibit Financial Report 2016 Rambling River Center Waffle Breakfast/Silent Auction/Bake Sale Financial Summary WAFFLE BREAKFAST REVENUES AMOUNT 246 Pre-Event Ticket Sales @ $7.00 ea 1,722.00$ 65 Day of Event Ticket Sales @ $9.00 ea 585.00$ 2,307.00$ WAFFLE BREAKFAST EXPENSES 289 Plates @$3.80 Dad's Belgian Waffle Charge 1,098.20$ Supplies 6.34$ Mileage Dad's Belgian Waffle Charge (didn't meet 300 plate minimum)41.80$ 1,146.34$ SILENT AUCTION REVENUE 89 baskets sold 2,484.00$ SILENT AUCTION EXPENSE Supplies 89.85$ BAKE SALE REVENUE Baked goods sold 209.75$ BAKE SALE EXPENSE None WAFFLE BREAKFAST, SILENT AUCTION, AND BAKE SALE NET PROFIT Total Revenues 5,000.75$ Total Expenses 1,236.19$ TOTAL NET PROFIT 3,764.56$ 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 atriotic Night Rep o rt DATE:No vember 14, 2016 INTRODUCTION The annual Patriotic Night event will be held on Thurs day, No vember 10, 2016 at the F armington High Sc hool. DISCUSSION Advis o ry Board memb ers Marjorie Koski and Kay Bennett will b e provid ing c overage at the Ramb ling River Center b o o th d uring the P atriotic Night event. Bo th are b eing asked to provide a report during the Ad viso ry Bo ard meeting ab o ut the event and what kind o f vis itatio n o cc urred at the RR C b o o th. They will als o p ro vide any rec ommend ations for changes to b e made fo r the RRC b o o th at the 2017 Patrio tic Night event. ACTION REQUESTED The Ad visory Bo ard is b eing asked to c o me and lis ten to the rep o rt p ro vided by Ko s ki and Bennett and as k any ques tions they may have about the event after lis tening to the rep o rt. 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 Sale Fundraiser DATE:No vember 14, 2016 INTRODUCTION The Arts and C rafts Sale will b e held in the s pring o f 2017. DISCUSSION While the Arts and Crafts S ale will no t b e held fo r s everal more mo nths, the Advis o ry Bo ard sho uld continue to have a d is c us s ion about the 2017 event, so planning can c o ntinue to oc c ur. ACTION REQUESTED Advis o ry Board memb ers are as ked to come to the meeting p rep ared to dis c us s the s econd Arts and Craft Sale b eing held in the s pring o f 2017. 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:2016 Wo rk Plan Review DATE:No vember 14, 2016 INTRODUCTION The Ad visory Bo ard approved its 2016 annual wo rk p lan earlier this year. DISCUSSION It has b een s everal meetings since a review of the 2016 annual work plan has o c c urred. An update has been inc luded in the meeting p acket s howing in red the work plan items c o mp leted and items c urrently no t completed . ACTION REQUESTED Advis o ry Board memb ers are as ked to come to the meeting to d is cus s its 2016 annual wo rk p lan. ATTACHMENTS: Type Description Exhibit 2016 Annual Work Plan 2016 WORK PLAN RAMBLING RIVER CENTER ADVISORY BOARD Goal #1: To increase in 2016 the regular Rambling River Center’s membership by at least 2.5% from 2015. Objectives 1. By February 1st, assist the Recreation Supervisor at the Community Expo to promote the Rambling River Center membership. Status: Completed January 30, 2016. 2. By July 1st, each Advisory Board member will have recruited one new member to the Rambling River Center. 3. By October 1st, assist the Recreation Supervisor at the Farmer’s Market to promote the Rambling River Center. 4. By December 31st, each Advisory Board members will have recruited a second new member to the Rambling River Center. 5. By December 31st, 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. Goal #2: Work with staff to submit a Community Development Block Grant funding request for the Financial Support Program. 1. By January 15, 2016 review and approve a recommendation on the CDBG funding request for the Financial Support Program. Status: Completed January 2016 and funding was approved by the city’s Economic Development Authority and City Council. 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 March 14, 2016 when the CIP list was reviewed during the Advisory Board 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 March 14, 2016 when it was decided to purchase chairs for Banquet Room. 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 chairs were purchased for the Harry and Louise Ross Room, Nicolai Board Room and the front desk area. Goal #5: Increase total operating revenue at the Rambling River Center in 2016 by 2.5% from 2015 revenue. Objectives: 1. By May 1, the rental informational brochure will have been reviewed and updated. 2. By June 1, the regular membership informational brochure will have been reviewed and updated. 3. By June 1, the fitness center membership informational brochure will have been reviewed and updated. 4. By July 1, a marketing plan for the distribution of the various brochures will have been created and implemented. Goal #6: To increase in 2016 the Rambling River Center’s fitness center membership by at least 2.5% from 2015. Objectives: 1. By May 1st, a draft marketing plan will have been developed to increase fitness center membership. 2. By July 1st, the marketing plan will have been created and implemented. Goal #7: Continue fundraising efforts to fund Rambling River Center’s future capital improvement projects by raising at least $5,000 through at least three fundraising events and from donations. Objectives: 1. By April 1st, assist with at least one fundraising activity. Status: Completed. Farmington VFW Steak Fry on January 16, 2016. 2. By August 1st, assist with at least a second fundraising activity. Status: Completed. An Arts and Crafts Sale fundraising event was held in April 2016 3. By December 1st, assist with at least a third fundraising activity. Status: Completed. A waffle breakfast/silent auction/bake sale fundraising event was held in October 2016. 4. By December 31st, there will have been $5,000 raised through fundraising events and/or from donations. Status: Completed. So far through October 31, 2016, there has been $20,342.74 raised through fundraising events and donations. Goal #8: 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. 2. By August 1st, at least a second program idea will have been discussed with staff and then implemented. Status: Completed. AMP was implemented March through May, 2016. 3. By December 1st, at least a third program idea will have been discussed with staff and then implemented. Goal #9: Begin discussion on City’s Comprehensive Plan update that will address the 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. 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. 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. Goal #10: Work with staff to implement the Aging Mastery Program (AMP) that will be offered by the cities of Farmington and Rosemount. Objectives 1. By March 1, 2016 the Advisory Board will have had an opportunity to review AMP more thoroughly and provide feedback to staff on the program. Status: Completed during the March 14, 2016 Advisory Board meeting. 2. By May 1, 2016 at least two Advisory Board members will be participants in AMP. Status: Completed. Two Advisory Board members participated in AMP when it occurred at the RRC from March-May 2016 3. By September 1st Advisory Board members who participated in AMP will have given feedback on the program to the entire Advisory Board and staff so this information can be used in the planning of future AMP programs. Status: Completed. Feedback was given at the April and May Advisory Board meetings. 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 Annual Wo rk Plan DATE:No vember 14, 2016 INTRODUCTION At the end o f eac h year the Ad visory Board begins to create an annual work plan for the c o ming year. DISCUSSION Staff has identified the fo llo wing p o s s ib le 2017 annual wo rk p lan goal id eas fo r the Ad visory Boards cons id eration: · P artic ip ate in the c ity’s 2040 C o mp rehens ive Plan Up d ate · P artic ip ate in the possible d es ign o f a p laza adjac ent to the R amb ling River Center · F und rais e at least $5,000 · C o mp lete at leas t o ne capital imp ro vement p ro ject or p urc has e of capital equip ment · Inc reas e memb ers hip b y 2.5% · Inc reas e revenue b y 2.5% ACTION REQUESTED Advis o ry Board memb ers are as ked to come to the meeting p rep ared with o ther ideas they may have about p o s s ib le go als to inc lude in the 2017 annual wo rk p lan. 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 taff Informatio nal Upd ates DATE:No vember 14, 2016 INTRODUCTION This is an opp o rtunity fo r staff to share other info rmation and /or updates with Ad vis ory Board memb ers d uring the meeting ab o ut items no t o n the meeting agend a DISCUSSION Staff will be provid ing info rmation to the Advis o ry Bo ard on the fo llo wing items : 1. 2017 R RC F ees and Charges Update 2. Rec reational F acilities Referend um Update ACTION REQUESTED Advis o ry 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. 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:Ad visory Board Round table Format DATE:No vember 14, 2016 INTRODUCTION The Ad visory Bo ard R o und table o cc urs at every mo nthly meeting. DISCUSSION The Ad visory Bo ard R o und table agend a item p ro vides an o p p o rtunity fo r Ad vis ory Board memb ers to share informatio n or as k q ues tio ns o f staff about items that are not on the agenda. ACTION REQUESTED The Roundtable agend a item is 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:Agend a Items for Dec ember 12, 2016 Meeting DATE:No vember 14, 2016 INTRODUCTION This item is fo r s taff and the Ad visory Board to identify possible items fo r the next meeting agenda. DISCUSSION Thus far s taff has identified the following po s s ib le items for the No vember 14, 2016 meeting agend a: 1. 2017 Arts and Crafts S ale 2. 2017 Advis ory Board Annual Wo rk Plan ACTION REQUESTED Advis o ry 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 Dec ember 12, 2016 meeting agenda.