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HomeMy WebLinkAboutAgenda_2017_4_10_Meeting(318)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 , April 10, 2017 Rambling River Center Nicolai Board R oom AGE N D A 1.Call to Order 2.Approve Agenda 3.Approve Minutes a.Approve March 13, 2017 Meeting Minutes 4.P resentations 5 B usiness Items a.2017 Arts and C rafts F und rais er Event b.June 12, 2017 Meeting C anc ellatio n c .Memb ers hip fo r P ersons Under Age 50 Years d.R ambling R iver C enter F ac ility R ental and Damage Depo s it P ayment 6.Discussion Items a.2017 Work P lan R eview 7.Staff Report a.Informatio nal Up d ates 8.Advisory B oard Roundtable a.Advis o ry Board R o und tab le F ormat 9.Items for Next Meeting Agenda a.May 8, 2017 Agenda 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 March 13, 2017 Meeting Minutes D AT E:April 10, 2017 IN T R O D UC T IO N Attached for review are the d raft Marc h 13, 2017 meeting minutes. D IS C US S IO N T he attac hed minutes reflec t the disc ussion and ac tio n taken d uring the Marc h 13, 2017 meeting. AC T ION R E Q UE S T E D Ad visory Board memb ers are as ked to review fo r ac curacy the attached Marc h 13, 2017 meeting minutes and then if there are no revis ions to the minutes, ap p ro ve them during the meeting. AT TA C HME NT S : Type D escription Exhibit D raf t March 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 DRAFT MARCH 13, 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 Pennie Page and Blanche Reichert Members Absent: None Others Present: Parks & Recreation Director Randy Distad and Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion made by Briesacher to approve the meeting agenda and seconded by Koski. APIF. Motion carried. 3. Approve Minutes Motion made by Reichert to approve February 13, 2017 meeting minutes as amended because Briesacher was absent and the motion to approve the agenda should have stated it was by “Wood,” and seconded by Bennet. APIF. Motion carried. 4. Presentation Park and Recreation Department’s 2016 Annual Report slide show presentation was made to Advisory Board members on a computer in the Weber Room. 5. Business Items A. 2017 Arts and Crafts Sale Currently at 34 registered vendors at $915. The building can hold 53. Bennett would like assistance with distributing reminder cards and flyers. Members will drop off in adjacent cities. Briesacher will order 6 trays of Subway sandwiches. Staff will pick of chips and water and watch for sales. Shelley Beard will attend next RRC Advisory Board meeting because she will be the staff person working the event. Signs, banners and direction arrows will also be ordered for the event. B. 2017 Fundraising Activities Review Staff reviewed with the Advisory Board a list of the 2016 fundraisers. A discussion occurred about the fundraisers to continue/discontinue if not already scheduled. Motion by Schmidtke to let RRC Train Club assist with Bike Auction; if RRC Train Club is interested they can do Santa Calls and keep the funds; and not to do popcorn sales during Dew Days. Seconded by Wood. APIF. Motion carried. C. Building Rntal Payment and Damage Deposit Timeline Staff hasn’t had time yet to appropriately research other rental policies. By consensus, the Advisory Board tabled this item to the April meeting. 6. Discussion Items A. Dew Day Fundraisers Still in need of one more Kiss the Pig candidate. Wood and Reichert both suggested Pastor Rusty Brace from Farmington Lutheran Church. Staff will contact him to see if he is interested. Denny Perro will conduct the live auction of bikes. Train Club will repair and clean bikes before the auction. Staff will check with the Police Department about when the bikes can be accessed so they can be repaired and cleaned before the auction. B. Financial Support Program Currently there have been 99 requests for FSP monies in 2017 totaling $3,645. This leaves $1,239 until the next CDBG funding cycle, which starts on July 1, 2017. Staff suggested the Advisory Board may want to discuss decreasing the current maximum amount of $50.00. Advisory Board discussed the maximum amount of funding and felt the FSP program should be used to remove a financial barrier for becoming a RRC member, which they felt was most important and should be a priority. Advisory Board discussed the possibility of lowering the maximum annual amount available from the current $50.00 to $35.00, which is the current annual membership cost. Because this was a discussion item, no action was taken. The Advisory Board would like to continue to discuss this item. 7. Staff Report Staff provided an update on the following items: • Currently membership is at 398 with 39 of the memberships being new to the RRC. • The Rambling River Center Plaza Committee will be meeting soon and any concepts developed by the Committee will be shared with the Advisory Board as they become available. 8. Commission Roundtable Koski – Appreciated the free “Planning Ahead” brochures available here at the Center Page – Reviewed the work plan and has several ideas to implement to increase membership and make the Center a more vital part of the community. Wood – nothing Reichert – nothing Schmidtke – nothing Bennett – need to add a small table to place purses by cards, what happened to branding information Board worked on previously. 9. Agenda Items for April 10, 2017 Meeting A. Arts and Crafts Sale B. June 12, 2017 meeting cancellation C. Rental Policy 10. Adjourn Motion by Reichert and seconded by Koski to adjourn the meeting. APIF. Meeting was adjourned at 10:35 a.m. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor 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:2017 Arts and C rafts F und rais er Event D AT E:April 10, 2017 IN T R O D UC T IO N T he sec o nd Arts and C rafts s ale will be held on Ap ril 22, 2017. C o ntinued d is c us s io n ab o ut the s ale will o cc ur d uring the meeting. D IS C US S IO N C urrently there are 43 vendors who have p aid their fee to s ell art and /or craft items d uring the event resulting in 49 of the 53 pos s ible s p aces b eing us ed . Las t year there were a to tal o f 16 vendors who purchas ed a tab le to s ell their items , s o it has more than tripled from the number o f vendors who attended las t year. T here are currently o nly fo ur s p aces remaining to b e so ld in order to reach maximum c ap ac ity the build ing c an hold. R ecreatio n S up ervis or Missie Ko hlbec k will provid e a b rief up d ate ab o ut the s tatus of the 2017 Arts and C rafts S ale F und rais er at the meeting. Adminis trative S up p o rt Tec hnician S helley Beard will also jo in us d uring the dis c us s io n s inc e she will be the staff p ers o n o n d uty d uring the event, s o it will b e important for her to hear the d is c us s io n and any last minute revis ions being mad e about the event. T he Ad visory Board memb ers have p revious ly dis c us sed the sale o f food during the event and d ecided to p urc hase s and wic hes and cookies from S ub way. Water and c hips will b e p urc has ed s ep arately and will b e b und led to gether with the s andwich and a co o kie as a meal. It will b e offered as a meal at a to tal p rice o f $5.00 Mis s ie Kohlb eck has purchas ed 120 b ags o f c hips and water is s till yet to b e purchas ed . A continued d is c us s ion will oc cur about conces s io n s ales to finalize the d etails as muc h as possible fo r the event. AC T ION R E Q UE S T E D T he Ad visory Board is being as ked to come to the meeting to d is cus s and p ro vide ad d itional inp ut and guid anc e o n the c o ntinued planning o f the 2017 Arts and C rafts fundrais er event. 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:June 12, 2017 Meeting C anc ellatio n D AT E:April 10, 2017 IN T R O D UC T IO N In the p as t, the June meeting has b een cancelled due to staff being invo lved with Dew Days events during the week o f the meeting and it has also fallen on the week that summer seas o nal s taff o rientation oc curs . d uring this week. D IS C US S IO N Typ ically the June Advis o ry Board meeting falls o n the same week as Dew Days fundraisers fo r the R R C and s eas o nal s taff orientatio n, whic h res ults in a huge time c o mmitment for s taff d uring this week. In the p as t the June Ad vis ory Bo ard meeting has b een c ancelled b ecaus e of this . S taff would like the Advis o ry Board to cons ider cancelling the June 12, 2017 meeting, so s taff can foc us their effo rts o n the R ambling R iver C enter fund rais ing events and participate in the s easonal staff orientation. AC T ION R E Q UE S T E D T he Ad visory Board is being as ked b y s taff to formally c anc el by motio n the June 12, 2017 Advis o ry Bo ard 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:Memb ers hip fo r P erso ns Under Age 50 Years D AT E:April 10, 2017 IN T R O D UC T IO N A memb er of the R amb ling R iver C enter Mo d el Trail C lub who is und er the age of 50 had inq uired ab o ut b eing able to join the R amb ling R iver C enter (R R C ) instead of p aying the $3.00 p er day fee fo r being a non- memb er of the R R C . T he Advis o ry Board previo us ly disc ussed this inq uiry at its F eb ruary and March, 2017. D IS C US S IO N R ecreatio n S up ervis or Missie Ko hlbec k has had an opportunity to survey s everal s enior centers in Dakota C o unty about age requirements to join a s enio r c enter. S he has learned from the people s he has s p o ken with that no s enior c enters in Dako ta C o unty allow anyo ne und er the age o f 50 to join the s enior center. As a res ult of this s taff is rec o mmending the R R C c urrent age requirement of 50 and o ld er to bec o me a member remain the same and anyone who is part of a R R C c lub that is under the age o f 50 b e required to pay the non-memb er us er fee of $3.00 p er day. AC T ION R E Q UE S T E D T he Ad visory Board is being as ked to d is cus s this item and then direc t s taff to info rm the p ers o n who inquired ab o ut joining, but is under the age of 50, they wo uld not be allo wed to jo in the R R C bec ause o f the current age req uirement for memb ers and they wo uld co ntinue to be req uired to p ay the $3.00 p er day fee as a non- memb er of the R R C . C ity of F arm ington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.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:R amb ling R iver C enter F ac ility R ental and Damage Depos it P ayment D AT E:Ap ril 10, 2017 IN T R O D UC T IO N At the F ebruary 13, 2017 meeting a disc ussio n o c c urred ab o ut the current timeline us ed for receiving rental p ayment and s ec uring a damage deposit. T he item was tab led to allow time to res earch what other s enior centers use for a timeline fo r rental and d amage depos it payments . D IS C US S IO N R ecreatio n S up ervis or Missie Ko hlbec k has s urveyed a coup le of neighboring c o mmunities ab o ut their p o licy on when rental and damage deposit payments are made. S he has learned other facilities require full p ayment o f the rental fee and damage deposit at the time the res ervatio n is mad e. F urther, she has learned o ther fac ilities require reservations and payment to b e made at leas t 30 days in ad vance o f the rental. AC T ION R E Q UE S T E D S taff is rec o mmend ing the Advis o ry Board to approve requiring rental and damage deposit payments to b e mad e at least 30 days in advanc e of the rental and payment of the rental fee and d amage d ep o s it to b e mad e in full at the time the res ervation is mad e. Ad ditio nally, s taff is recommend ing this c hange b e implemented b eginning o n S eptemb er 1, 2017 in order to allow time for s taff to change the rental and d amage d ep o s it forms b o th on paper and on-line. 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:2017 Work P lan R eview D AT E:April 10, 2017 IN T R O D UC T IO N T he Advisory B oard approved its 2017 annual work plan in J anuary. D IS C US S IO N I t has been several meetings since a review of the 2017 annual work plan has occurred. An update has been included in the meeting packet showing the work plan items that have been completed and the items that have not been completed yet. AC T ION R E Q UE S T E D Advisory B oard members are asked to come to the meeting to review the items completed and to further discuss the 2017 annual work plan items. AT TA C HME NT S : Type D escription Exhibit Updated 2017 Work P lan 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. 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. 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. 2. By May 1st, review and approve any updates to the FSP funding amounts to individuals. 3. By August 1st review and approve any updates to the FSP informational literature and brochures. 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, new puzzle table and new chair carriers were 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: In progress. Second annual Arts and Crafts Sale fundraiser is scheduled to occur on April 22 and Advisory Board members will be assisting by preparing and selling concession items during the event. 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 #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. 3. By December 1st, at least a third program idea will have been discussed with staff and then implemented. 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. 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 #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 will end in June. 3. By October 31st, there will be a review and evaluation of the second AMP class offered. 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 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:April 10, 2017 IN T R O D UC T IO N T his is an opportunity for staff to share other information and/or updates with Advisory B oard members during the meeting about items not on the meeting agenda D IS C US S IO N T he following are informational updates on the following items: 1. D ew D ays Fundraiser R ecreation S upervisor M issie K ohlbeck will provide an update at the meeting about the K iss the P ig contest. T he F armington P olice D epartment was contacted and permission was given to sell, at the bike auction, the bikes that have been collected by the P olice D epartment over the past year and are currently stored in a city facility. Access to the bikes will occur during the last week of M ay and/or first week of J une. T he R ambling R iver C enter M odel T rain Club has graciously agreed to repair and clean the bikes prior to the live auction. T he number of bikes available to sell on the auction will not be known until the last week of M ay. In addition, Advisory B oard members are encouraged to let their friends and family members know that bikes can also be donated to the R R C for the auction, but must be in good working condition. 2. Financial S uppo rt P ro gram (FS P) In the first quarter of 2017 (January through M arch), the F S P has been accessed by 120 people and about $4,000 in financial aid was approved to be used for membership purchase, program participation, attendance on trips and participation in special events. Staff has also learned the city's E conomic D evelopment Authority is recommending to the D akota County C ommunity D evelopment Agency the reallocation of C ommunity Development B lock G rant (C D B G) unused funds in the amount of $5,000 to be reallocated to the F S P during the J uly 1, 2017 to J une 30, 2018 fiscal year. T his means if the request is approved, then in the next fiscal year of C D B G funding, the F S P will be receiving $7,500 in total funding. 3. O ther U pdates I nformation will be provided about the following items during the meeting: E vening program status E quipment and furniture purchase Volunteer bus driver status Computer L ab AC T ION R E Q UE S T E D Advisory B oard members are asked to come prepared to discuss and/or ask questions about the items staff will be presenting information 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:Advis o ry Board R o undtab le F ormat D AT E:April 10, 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. AC T ION R E Q UE S T E D T he R oundtable agend a item is fo r info rmatio nal p urposes o nly. 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:May 8, 2017 Agenda Items D AT E:April 10, 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 May 8, 2017 meeting agend a: 2017 Arts and C rafts F undraiser Event R eview and Evaluation R eview 2017 Ad visory Bo ard Annual Wo rk P lan Dis cus s and Determine Next Improvement o r Equip ment P rojec t 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 May 8, 2017 meeting agend a.