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HomeMy WebLinkAbout01.08.24 RRC Packet Meeting Location: Rambling River Center 325 Oak Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Monday, January 8, 2024 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 2.1. December 11, 2023 Draft Meeting Minutes The advisory board is being asked to review the attached draft December 11, 2023 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: December 11, 2023 Draft Meeting Minutes - Pdf 3 - 6 3. APPROVE MINUTES 4. PRESENTATIONS 5. BUSINESS ITEMS 5.1. 2024 Work Plan Agenda Item: 2024 Work Plan - Pdf 7 - 10 6. DISCUSSION ITEMS 6.1. Arts and Crafts Fundraiser The advisory board is asked to come to the meeting prepared to listen to the planning committee's update, ask any questions they have, and give suggestions. Agenda Item: Arts and Crafts Fundraiser - Pdf 11 6.2. Rambling River Center Facility Master Plan Staff will provide an update on the draft concept plan at the meeting and advisory board members should be prepared to ask any questions they have and provide feedback. Staff will also confirm the date the draft concept plan will be presented to city council as advisory board members are encouraged to attend the meeting. 12 Page 1 of 16 Agenda Item: Rambling River Center Facility Master Plan - Pdf 6.3. Chair and Vice Chair Elections During the February Meeting Advisory board members should come prepared to make their interest in serving as chair or vice chair known to other advisory board members. Agenda Item: Chair and Vice Chair Elections During the February Meeting - Pdf 13 7. STAFF REPORT 7.1. Staff Report Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Agenda Item: Staff Report - Pdf 14 8. ADVISORY BOARD ROUNDTABLE 8.1. Advisory Board Roundtable Advisory board members are being asked to come share information or ask questions about items not on the agenda. Agenda Item: Advisory Board Roundtable - Pdf 15 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for February 12, 2024 Meeting Agenda This item is for staff and advisory board members to identify possible items for the next meeting agenda. Agenda Item: Items for February 12, 2024 Meeting Agenda - Pdf 16 10. ADJOURN Page 2 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: December 11, 2023 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s December 11, 2023 meeting. DISCUSSION: Advisory board members should review the draft minutes to determine if there are any corrections or edits that need to be made prior to approval. ACTION REQUESTED: The advisory board is being asked to review the attached draft December 11, 2023 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: December 11, 2023 RRCAB Draft Meeting Minutes Page 3 of 16 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 DECEMBER 11, 2023 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Pennie Page called meeting to order at 9:30 a.m. Members Present: Rachel Edwards, Mary Garlets, Pat Hennen, Judy Janke, Marge Koski, Pennie Page, and Blanche Reichert Members Absent: Others Present: Minnwest Bank Market President, Neil Anderson; Parks and Recreation Director, Kellee Omlid; and Recreation Supervisor, Missie Kohlbeck 2. Approve Agenda Motion by Reichert to approve agenda, seconded by Edwards. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Hennen to approve the November 13, 2023 meeting minutes, seconded by Koski. APIF. Motion carried. 4. Presentations Neil Anderson, Minnwest Bank Market President, presented the advisory board a check for $50,000. These funds are to build an outdoor patio on the northwest side of the building. Neil will be at the January 16, 2024 city council meeting to present the check. This is the same night JLG Architects is going to present the draft concept plan to the city council. The advisory board was extremely thankful. Hennen stated “thank you doesn’t seem like enough”. 5. Business Items 5.1. 2023 Meeting Attendance Report The 2023 meeting attendance report was reviewed and the advisory board was reminded the report would be updated to reflect member’s attendance at the boards and commissions reception on December 7 and today’s meeting. Staff will add Garlets to the parks and facilities tour on August 30, 2023. Motion by Hennen, to approve the attendance record with the aforementioned changes, seconded by Janke. APIF. Motion carried. 5.2. Arts and Crafts Fundraiser There was a discussion regarding fees for space and tables. Motion by Garlets to charge Rambling River Center members $35 a space, nonmembers $45 a space, and tables at $25 per table, seconded by Janke APIF. Motion carried. There was also discussion about creating a planning committee to assist with vendor recruitment, layout, volunteers, and advertising. Page, Janke, and Reichert all volunteered to be on the committee with Edwards as an alternate. 6. Discussion Items 6.1. Review Boards and Commissions Reception A reception was held by the city council for all boards and commission members at the Rambling River Center on Thursday, December 7. Each board or commission briefly highlighted the work they Page 4 of 16 accomplished in 2023. Everyone agreed that Chair Page did an excellent job highlighting the Rambling River Center’s 2023 accomplishments. They also appreciated hearing what other boards and commissions had accomplished and enjoyed the food. The board enjoyed seeing familiar faces and getting to know new people on the other boards and commissions. 6.2. Rambling River Center Facility Master Plan Director Omlid reviewed the draft concept plan with advisory board members. Page asked about automatic doors and staff replied handicapped buttons would be on the doors. There was also a question about the entry from the hallway to banquet room and making it larger. The walls in that area aren’t anticipated to be moved. Hennen asked about the named rooms. Staff replied they have discussed ways to carry the room names forward. Advisory board members liked the draft concept plan and were excited about the proposed improvements. Janke left at 10:35 a.m. 6.3. 2024 Work Plan Ideas and Draft Plan Board members reviewed the 2024 work plan ideas and draft plan. Staff will ask Janke for input as she had ideas for collaborating with Veteran’s groups (goal #6) for more involvement at the Rambling River Center. Page will review objectives for goal #8, Educate the community and caregivers on what seniors may need. Construction of the outdoor patio will be included in goal #1, Participate in the process of making improvements at the Rambling River Center. The work plan will be updated and brought to the January 8, 2024 meeting for advisory board approval. 6.4. Review the 2023 Work Plan Progress Chair Page reviewed the progress of the goals and objectives of the 2023 work plan. The Rambling River Center Facility Master Plan was not completed and will be carried over to the 2024 Work Plan. 7. Staff Report Informational Updates • At the December 4, 2023, meeting, city council approved the 2024 budget. The tax levy increase was 9.87% which included two new public works maintenance workers, half-time grant coordinator position, and increase in Emerald Ash Borer (EAB) management activities. • Garlets, Hennen, and Koski’s advisory board terms are all up on January 31, 2024. The deadline to apply is today at 4 p.m. and interviews with city council will be December 18. • Holiday Bingo with Santa is Friday at 10:30 a.m. It is free for seniors to attend and there will be great prizes. Bingo with Santa is sponsored by Finch & Daisy Consulting. 8. Advisory Board Roundtable Edwards – Duluth trip was wonderful. Is it an annual trip? Staff replied it is not, but could look at taking the passenger van there. Garlets– Glad to be back. Hennen – Has more puzzle books. Will the railings be back by the holidays? Staff replied they would be back this week. Will be gone Feb. 12 – 26, 2024. Koski – Not reapplying for the advisory board due to declining vision. Director Omlid presented Marj with a Certificate of Achievement for her service. Thanks Marjorie! Page – Nothing Reichert – Nothing 9. Agenda Items for January 8, 2024 meeting • 2024 Work Plan Page 5 of 16 • Rambling River Center Facility Master Plan • Arts and Crafts Fundraiser • Chair and Vice Chair elections During February Meeting 10. 10. Adjourn Motion by Reichert and seconded by Garlets to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:33 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor and Recording Secretary Page 6 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: 2024 Work Plan Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: At the beginning of each year, the Rambling River Center Advisory Board approves an annual work plan for the coming year. The annual work plan outlines items the advisory board wishes to accomplish during the year. DISCUSSION: Attached is the draft 2024 work plan the advisory board is being asked to review and approve. The work plan is a product of the discussions that occurred over several advisory board meetings in 2023. ACTION REQUESTED: The advisory board is asked to review the attached draft 2024 work plan prior to the meeting and should come prepared to discuss and formally approve. ATTACHMENTS: 2024 Advisory Board Work Plan Page 7 of 16 Rambling River Center Advisory Board Draft 2024 Work Plan Goal #1: Participate in the process of making improvements at the Rambling River Center. Objectives: 1. By February 1, JLG Architects will have completed a building master plan and the recommendations presented to and approved by City Council. 2. By March 1, the Advisory Board will have discussed the outdoor patio, furnishings, landscaping, etc. 3. By May 1, the Advisory Board will have reviewed the proposals submitted for the outdoor patio and Phase One improvements and will make a recommendation(s) to City Council to approve the vendors, equipment, furnishings, etc. selected. 4. By June 1, City Council will have approved the vendors, equipment, furnishings, etc. selected for the outdoor patio and Phase One improvements. 5. By September 1, the outdoor patio will have been constructed. 6. By October 1, Phase One improvements will be completed. 7. By November 1, a ribbon cutting and open house to celebrate the new improvements will have been completed. Goal #2: Review and recommend 2025 Rambling River Center fees and charges to the city council. Objectives: 1. By July 1, review and discuss the 2025 RRC fees and charges and determine if any revisions should be made to the 2025 fees and charges. 2. By August 1, forward recommended 2025 RRC fees and charges to the Parks and Recreation Commission. 3. By September 30, the Parks and Recreation Commission will have reviewed and approved the 2025 RRC fees and charges and will recommend to the City Council to approve them. 4. By December 31, the City Council will have acted on the Advisory Board and Parks and Recreation Commission recommended 2025 RRC fees and charges. Goal #3: Raise at least $10,000 from fundraising events and donations to fund future Rambling River Center capital improvements and/or equipment and furniture purchases. Objectives: 1. By June 1, discuss current fundraising events to see if any changes should be made to the exiting fundraising events and a discussion should occur about creating a new fundraising event. 2. By August 1, assist with and complete at least one fundraising activity. 3. By September 1, assist with and complete at least a second fundraising activity. 4. By October 1, assist with and complete at least a third fundraising activity. 5. By December 31, assist with and complete at least a fourth fundraising activity. Goal #4: Participate in a work session with City Council. Objectives: Page 8 of 16 1. By February 1, a date to have a work session with City Council will be identified. 2. By May 1, a list of work session topic(s) will be approved by the Advisory Board. 3. By October 1, a work session with City Council will have occurred. Goal #5: Participate in a parks and facilities tour with the Parks and Recreation Commission and City Council. Objectives: 1. By March 1, the Advisory Board, Parks and Recreation Commission, and City Council will have identified a date to have a tour. 2. By June 1, a draft list of parks and facilities to tour will be reviewed by the Advisory Board. 3. By July 1, a final list of parks and facilities to tour will be approved by the Parks and Recreation Commission. 4. By October 1, a parks and facilities will have occurred. Goal #6: Collaborate with Veteran’s Groups for more involvement at the Rambling River Center. Objectives: 1. By March 1, the Advisory Board will have discussed how, who, and what a collaboration with Veteran’s groups looks like. 2. By May 1, the Advisory Board will have identified Veteran’s groups to contact for possible collaborations. 3. By August 1, the Advisory Board will have met with and learned more about the identified Veteran’s groups and brainstormed with them ways to collaborate. 4. By December 1, a collaboration with a Veteran’s group(s) will have taken place. Goal #7: Work with the Trip Planning Committee to offer Tasty Tuesdays in 2024 and to plan future trips in 2025. Objectives: 1. By May 1, receive a report from the Trip Committee on the attendance and trips offered during the first quarter in 2024 and will be offered the remainder of the year. 2. By August 1, receive a presentation by the Trip Committee about the draft list of future trips planned in 2025. 3. By September 1, receive a report from the Trip Committee on the attendance and trips offered during the second quarter in 2024. 4. By October 1, receive a presentation on the final list of trips planned by the Trip Committee to occur in 2025. 5. By November 1, receive a report from the Trip Committee on the attendance and trips offered during the third quarter in 2024. 6. By December 31, receive a report from the Trip Committee on the attendance and trips offered during the fourth quarter and an annual report identifying the total attendance of those attending the 2024 trips. Goal #8: Educate the Community and Caregivers on What Seniors May Need. Objectives: 1. By March 1, the Advisory Board will have discussed what and how to educate the community. Page 9 of 16 2. By April 1, a plan with a schedule of topics, instructors, events, times, delivery methods, etc. will have been developed. 3. By July 1, the first education opportunity will have taken place. 4. By October 1, the second education opportunity will have taken place. 5. By December 31, the third education opportunity will have taken place. Page 10 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Arts and Crafts Fundraiser Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: The Rambling River Center's (RRC) arts and crafts fundraiser is scheduled for Saturday, May 4, 2024, from 9 a.m. - 2 p.m. at the Schmitz-Maki Arena. At the December 11, 2023 meeting, the advisory board approved a fee of $35 a space for RRC members, $45 a space for non-members, and rental of a table for $25. An arts and crafts fundraising planning committee of Pennie Page, Judy Janke, and Blanche Reichert was formed with Rachel Edwards as an alternate. The committee will discuss recruitment and layout of vendors, schedule of volunteers, and advertising. DISCUSSION: The arts and crafts fundraising planning committee will provide an update on their discussions and recommendations. ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to listen to the planning committee's update, ask any questions they have, and give suggestions. Page 11 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Rambling River Center Facility Master Plan Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: One of the advisory board's work plan goals for 2023 was to create a master plan for future building configuration, improvements, and programming opportunities. DISCUSSION: A draft concept plan was shared and discussed at the December 11, 2023 advisory board meeting. Comments from the meeting were shared with JLG Architects. Staff met in December to prioritize areas in the draft concept plan. Prioritizing is critical due to the facility master plan being constructed in phases as monies allow. JLG Architects is currently working on cost estimates. The updated draft concept plan is tentatively scheduled to be presented to city council on Tuesday, January 16 at 7 p.m. ACTION REQUESTED: Staff will provide an update on the draft concept plan at the meeting and advisory board members should be prepared to ask any questions they have and provide feedback. Staff will also confirm the date the draft concept plan will be presented to city council as advisory board members are encouraged to attend the meeting. Page 12 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Chair and Vice Chair Elections During the February Meeting Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: February is the month when officers are elected for the advisory board. Officers to be elected are the chair and vice chair positions. Both of these positions are for a one year term. DISCUSSION: The purpose of this item is to have a brief discussion to gauge the interest advisory board members have in serving as the chair or vice chair for the next year. This helps the February election go smoother. ACTION REQUESTED: Advisory board members should come prepared to make their interest in serving as chair or vice chair known to other advisory board members. Page 13 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Staff Report Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: During each meeting staff provides an informational update that does not require advisory board approval. DISCUSSION: The following updates will be provided at the meeting:  Rambling River Center Advisory Board Opening  Sons of the American Legion Omelet Breakfast ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Page 14 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Advisory Board Roundtable Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: The advisory board roundtable occurs during every monthly meeting. DISCUSSION: The advisory board roundtable agenda item provides an opportunity for advisory board members to share information or ask questions of staff about items that are not on the agenda. No formal decisions can be made during the advisory board roundtable. ACTION REQUESTED: Advisory board members are being asked to come share information or ask questions about items not on the agenda. Page 15 of 16 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for February 12, 2024 Meeting Agenda Meeting: Rambling River Center Advisory Board - Jan 08 2024 INTRODUCTION: This item is for staff and advisory board members to identify possible items for the next meeting agenda. DISCUSSION: Thus far staff has identified the following possible items for the February 12, 2024 meeting.  Chair and Vice Chair Elections  Review Open Meeting Law  Review Advisory Board Ordinance and Bylaws  Rambling River Center Facility Master Plan  Arts and Crafts Fundraiser  Community and Caregiver Education  Veteran's Groups Involvement at the Rambling River Center  Work Session with City Council  2024 Work Plan Progress ACTION REQUESTED: This item is for staff and advisory board members to identify possible items for the next meeting agenda. Page 16 of 16