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HomeMy WebLinkAbout03.11.24 RRC Packet Meeting Location: Rambling River Center 325 Oak Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Monday, March 11, 2024 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES February 12, 2024 Draft Meeting Minutes The advisory board is being asked to review the attached draft February 12, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: February 12, 2024 Draft Meeting Minutes - Pdf 4 - 7 4. PRESENTATIONS 4.1. Introduction of New Board Member Jeff Spillman This will be the first meeting for Jeff, so introductions are in order during the first part of the meeting. Jeff will introduce himself as will existing board members. Agenda Item: Introduce New Board Member Jeff Spillman - Pdf 8 4.2. Parks and Recreation Department's 2023 Annual Report. Recreation Supervisor Kohlbeck and Director Omlid will present the annual report. Advisory board members are asked to listen to the 2023 annual report and are encouraged to ask questions during and after the presentation. Agenda Item: Annual Report 2023 - Pdf 9 5. BUSINESS ITEMS 6. DISCUSSION ITEMS 6.1. Arts and Crafts Fundraiser 10 Page 1 of 19 The advisory board is asked to come to the meeting prepared to listen to the arts and crafts fundraiser committee update and ask any question they have. The board should also be prepared to make decisions regarding the arts and crafts fundraiser. Agenda Item: Arts and Crafts Fundraiser - Pdf 6.2. Collaborate with Veteran's Groups Advisory board members should listen to Janke's information, ask any questions they have, and then have a discussion on how, who, and what a collaboration with veteran's groups looks like. Agenda Item: Collaborate with Veteran's Groups - Pdf 11 6.3. Educate Community and Caregivers The RRCAB is asked to come to the meeting prepared to listen to Page's ideas, provide other topic ideas, and discuss how to reach the different audiences and best form of presentation. Agenda Item: Educate Community and Caregivers - Pdf 12 6.4. 2024 Work Plan Progress Advisory board members are asked to review the updated 2024 work plan prior to the meeting and come prepared to discuss, especially the items that were completed. The review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at future meeting. Agenda Item: 2024 Work Plan Progress - Pdf 13 - 16 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 17 8. ADVISORY BOARD ROUNDTABLE 8.1. Advisory Board Roundtable Advisory board members are being asked to share information or ask questions about items not on the agenda. Agenda Item: Advisory Board Roundtable - Pdf 18 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for April 8, 2024 Meeting Agenda This item is for staff and advisory board members to identify possible 19 Page 2 of 19 items for the next meeting agenda. Agenda Item: Items for April 8, 2024 Meeting Agenda - Pdf 10. ADJOURN Page 3 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: February 12, 2024 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s February 12, 2024 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 February 12, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: February 12, 2024 RRCAB Draft Meeting Minutes Page 4 of 19 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 FEBRUARY 12, 2024 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: Mary Garlets, Judy Janke, Pennie Page, and Blanche Reichert Members Absent: Rachel Edwards and Pat Hennen Others Present: Parks and Recreation Director, Kellee Omlid and Recreation Supervisor, Missie Kohlbeck 2. Approve Agenda Motion by Garlets to approve agenda, seconded by Janke. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Reichert to approve the January 8, 2024 meeting minutes, seconded by Garlets. APIF. Motion carried. 4. Presentations 5. Business Items 5.1. Elect Chair and Vice-Chair Director Omlid asked if there was any interested in being Chair. Garlets expressed interest. Chair Page asked for nominations, Garlets nominated self. Page called for nominations two more times, with no other nominations. Motion by Page for Garlets to be Chair, seconded by Reichert. APIF. Motion carried. Garlets took over the meeting. Garlets called for nominations for Vice-Chair. Janke nominated self. Garlets called for nominations two more times, there were no other nominations. Motion by Reichert for Janke to be the Vice Chair, seconded by Garlets. APIF. Motion carried. 5.2. Arts and Crafts Fundraiser There has been ongoing discussion regarding adding health and wellness professionals to the Arts and Crafts Fundraiser. Motion by Page, seconded by Janke to not include health and wellness professionals in the Arts and Crafts Fundraiser and focus on arts and crafts. APIF. Motion carried. The Arts and Crafts planning committee has not had a chance to meet yet. Staff reported there are seven vendor registrations online and letters will go in the mail soon. Staff reviewed the purpose statement of the Rambling River Center Arts and Crafts Fair “The Rambling River Center Arts & Crafts Fair is an event dedicated to arts and crafts. The event coordinator will make final determination of appropriate merchandise. Direct sales will be limited to 10% or less of total vendors. No professional services.” Page 5 of 19 Staff will schedule the van to bring people to the Elder Resource Association’s Health and Wellness Fair in Burnsville on April 25, 2024. Discussion Items 6.1. Open Meeting Law Review Director Omlid reviewed the Open Meeting Law (Minnesota Statues Chapter 13D). She asked board members to be aware and careful of not discussing city business at Rambling River Center events and programs. The fine for a violation is $300 and the public body may not pay the penalty. There were no questions. 6.2. Advisory Board Bylaws Review Director Omlid reviewed the city ordinance and bylaws for the Rambling River Center Advisory Board. These policies dictate how the board is to function and provide clear expectations for members, so the board can function in an orderly manner. There were no questions. 6.3. Rambling River Center Facility Master Plan At the city council meeting on January 16, 2024, council unanimously approved the Rambling River Center Facility Master Plan. Chair Garlets reviewed the meeting for those who were not in attendance. Garlets felt the city council was excited and supportive. She appreciated their concern about continued programming during construction. Director Omlid asked board members their thoughts regarding a multi-phased project or if the funds can be identified, a single-phase project. The board unanimously agreed they prefer to complete the proposed renovations as a single-phase project. Their reasons included saving money, knowing the total cost of the project at once instead of estimating future phases, only displacing, interrupting, and inconveniencing Rambling River Center members one time, and seeing and enjoying all the proposed improvements in their lifetime. Staff, Kraus-Anderson, and JLG Architects met the end of January 2024 to explore working together to potentially save costs and time on the project as would be using Sourcewell Government Cooperative Purchasing. 6.4. Joint Meeting with City Council One of the advisory board’s workplan goals for 2024 is to meet with the city council. Discussion regarding topics for the meeting included facility master plan, finance options for the renovations, programming with Veteran’s groups, and other workplan goals. Topic(s) and dates weren’t decided. Will discuss it again at a future meeting. 6.5. Collaborate with Veteran’s Groups One of the advisory board’s workplan goals for 2024 is to collaborate with veteran’s groups in the community. Janke is familiar with the VFW and American Legion and is meeting with a contact for homeless veterans in Minneapolis. Marc Williams and Doug Taube were identified as local contacts. The Farmington Veteran’s monthly dinners and Yellow Ribbon Committee were also identified. Janke is eager to learn more about veterans’ needs knowing that isolation is a problem. She will bring back what she had learned at the next meeting. 6.6. Education Community and Caregivers One of the advisory board’s workplan goals for 2024 is to educate the community and caregivers on the needs of seniors. Page 6 of 19 Page presented her research by breaking it into three different audiences including seniors, family caregivers, and family members (education). The were several topics identified and will need to be narrowed down. The topics for seniors could include nutrition, medications, finances, travel tips, healthy future, housing options, veteran benefits, raising grandkids/providing daycare, brain fitness, benefits from volunteering, and community resources. Topics to educate family caregivers could include house set up, power of attorney, wills, transportation, shopping, resources, and assuming the role of caregiver. Family education could include all these topics and also what to look for when your loved one may need help. Where to find the audiences and how to present the information are the next items to discuss. 6.7. Workplan Progress Chair Garlets reviewed the progress of the goals and objectives of the 2024 work plan. 7. Staff Report Informational Updates • There is an applicant for the Rambling River Center Advisory Board. An interview will be scheduled with the city council. • RecTrac is coming along as members get used to the new system. • Farmington Rotary would like to jointly conduct the raffle again. They are discussing a timeline that would work well for them. • Rambling River Park playground equipment has been ordered, staff will demo the tennis courts, and a grant has been identified to submit a proposal for design and construction of the skate park. 8. Advisory Board Roundtable Garlets– Excited to serve with Janke and glad for her help. Janke – Looking forward to start learning; thanks Page for being past Chair. Page – Excited for Janke and Garlets to lead the board. Reichert – Questions were answered during the meeting, thanks! Omlid – Thank you Page for serving the last two years as Chair and to Garlets and Janke for volunteering to be Chair and Vice-Chair for the upcoming year. 9. Agenda Items for March 11, 2024 meeting • Rambling River Center Facility Master Plan • Arts and Crafts Fundraiser • Community and Caregiver Education • Veteran’s Groups Involvement at the Rambling River Center • 2024 Work Plan Progress 10. 10. Adjourn Motion by Janke and seconded by Reichert to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:27 a.m. Respectfully Submitted Missie Kohlbeck Recreation Supervisor and Recording Secretary Page 7 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Introduction of New Board Member Jeff Spillman Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: Annually, the city solicits applications from residents for appointments to boards and commissions. City approves and makes review thorough a and applicants the interviews council after appointments. There was an open seat on the Rambling River Center Advisory Board. DISCUSSION: City council interviewed Jeff Spillman prior to its February 20, 2024 meeting and at its March 4, 2024 meeting approved Jeff as the newest board member. This will be a three-year term ending on January 31, 2027. ACTION REQUESTED: This will be the first meeting for Jeff, so introductions are in order during the first part of the meeting. Jeff will introduce himself as will existing board members. Page 8 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Parks and Recreation Department's 2023 Annual Report. Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: Each year, the Parks and Recreation Department (Department) creates an annual report about the following: •Programs and events offered •Parks, trails, and facilities projects completed •Maintenance work performed in parks, on trails, and in facilities DISCUSSION: Department staff have created an annual report for 2023, which is the 21st consecutive year the Department has provided an annual report. ACTION REQUESTED: Recreation Supervisor Kohlbeck and Director Omlid will present the annual report. Advisory board members are asked to listen to the 2023 annual report and are encouraged to ask questions during and after the presentation. Page 9 of 19 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 - Mar 11 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. DISCUSSION: The arts and crafts fundraiser planning committee of Pennie Page, Judy Janke, and Blanche Reichert will provide an update on recruitment and layout of vendors, schedule of volunteers, and advertising. Staff will provide an update on the number of vendors registered. ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to listen to the arts and crafts fundraiser committee update and ask any question they have. The board should also be prepared to make decisions regarding the arts and crafts fundraiser. Page 10 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Collaborate with Veteran's Groups Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: The Rambling River Center Advisory Board's (RRCAB) work plan for 2024 includes a goal to collaborate with veteran's groups for more involvement at the Rambling River Center. DISCUSSION: Advisory Board member Janke provided an update on veteran's groups at the February 12, 2024 meeting. Janke has been in touch with a contact for homeless veterans in Minneapolis. The board identified several veteran's groups in Farmington including the Yellow Ribbon, VFW, and American Legion. Janke was going to follow-up with the veteran's groups in Farmington and provide an update at the March advisory board meeting. This could include, but not limited to, possible collaborations and needs of veterans in the community. ACTION REQUESTED: Advisory board members should listen to Janke's information, ask any questions they have, and then have a discussion on how, who, and what a collaboration with veteran's groups looks like. Page 11 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Educate Community and Caregivers Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: The Rambling River Center Advisory Board's (RRCAB) work plan for 2024 includes a goal to educate the community and caregivers on the needs of seniors. DISCUSSION: At the February 12, 2024 meeting, Advisory Board member Page shared a list of topics with the board. She also discussed the different audiences of seniors, family caregivers, and family education. Possible topics for seniors include nutrition, medications, finances, travel tips, healthy future, housing options, veteran benefits, raising grandkids/providing daycare, brain fitness, benefits from volunteering, and community resources. Topics to educate family caregivers could include house set up, power of attorney, wills, transportation, shopping, resources, and assuming the role of caregiver. Family education could include all these topics, but also what to look for when your loved one may need help. The topics will need to be narrowed to a manageable number. The next steps include finding the audiences and how to present the topics. ACTION REQUESTED: The RRCAB is asked to come to the meeting prepared to listen to Page's ideas, provide other topic ideas, and discuss how to reach the different audiences and best form of presentation. Page 12 of 19 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 Progress Meeting: Rambling River Center Advisory Board - Mar 11 2024 INTRODUCTION: The annual work plan is reviewed at every monthly meeting to measure the progress being made. DISCUSSION: An updated work plan is included in the meeting packet. The updated work plan shows in red what items have been completed during or after the February 12, 2024 meeting. Items in bold black were items completed prior to the February 12, 2024 meeting. ACTION REQUESTED: Advisory board members are asked to review the updated 2024 work plan prior to the meeting and come prepared to discuss, especially the items that were completed. The review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at future meeting. ATTACHMENTS: 2024 Advisory Board Work Plan 031124 Page 13 of 19 Rambling River Center Advisory Board 2024 Work Plan Goal #1: Participate in the process of making improvements at the Rambling River Center. Objectives: 1. By January 16, JLG Architects will have completed a building master plan and the recommendations presented to and approved by City Council. Status: Completed. JLG Architects presented the facility master plan and city council approved it at their January 16, 2024 meeting. 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. Page 14 of 19 Objectives: 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. Status: Completed. At their February 12, 2024 meeting, the Advisory Board identified several Veteran’s groups to contact and explore 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 . Page 15 of 19 Objectives: 1. By March 1, the Advisory Board will have discussed what and how to educate the community. 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 16 of 19 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 - Mar 11 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 Facility Master Plan  Steak Fry at the Farmington VFW  Kiss the Pig and Bike Auction ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Page 17 of 19 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 - Mar 11 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 share information or ask questions about items not on the agenda. Page 18 of 19 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for April 8, 2024 Meeting Agenda Meeting: Rambling River Center Advisory Board - Mar 11 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 April 8, 2024 meeting.  Rambling River Center Facility Update  Arts and Crafts Fundraiser  Collaborate with Veteran's Groups  Educate Community and Caregivers  Parks and Facilities Tour with the Parks and Recreation Commission and 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 19 of 19