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HomeMy WebLinkAbout10.14.24 RRC Packet Meeting Location: Rambling River Center 325 Oak Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Monday, October 14, 2024 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES September 9, 2024 Draft Meeting Minutes The advisory board is being asked to review the attached draft September 9, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: September 9, 2024 Draft Meeting Minutes - Pdf 3 - 5 4. PRESENTATIONS 4.1. Rambling River Center Operations Report Advisory board members are asked to review the information, listen to the presentation, and ask any questions they have. Agenda Item: Rambling River Center Operations Report - Pdf 6 - 7 5. BUSINESS ITEMS Collaborate with Veteran's Groups Agenda Item: Collaborate with Veteran's Groups - Pdf 8 6. DISCUSSION ITEMS 6.1. Review Breakfast and Silent Auction Fundraiser RRCAB members should come prepared to discuss and evaluate the annual breakfast and silent auction fundraiser and provide input for next year. Agenda Item: Review Breakfast and Silent Auction Fundraiser - Pdf 9 6.2. Rambling River Center Renovations and Help with Packing / Moving 10 Page 1 of 18 Advisory board members should come prepared to discuss and identify how each member would like to help. Agenda Item: Rambling River Center Renovations and Help with Packing/Moving - Pdf 6.3. 2025 Work Plan Ideas Advisory board members should come prepared to discuss possible ideas to be included in its work plan for 2025. At the November meeting, additional items can be added to the list of work plan ideas. At the December meeting, time will be spent refining a draft work plan with final approval of the work plan occurring at the January 2025 meeting Agenda Item: 2025 Work Plan Ideas - Pdf 11 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 a future meeting. Agenda Item: 2024 Work Plan Progress - Pdf 12 - 15 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 16 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 17 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for November 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 November 12, 2024 Meeting Agenda - Pdf 18 10. ADJOURN Page 2 of 18 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: September 9, 2024 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Oct 14 2024 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s September 9, 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 September 9, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: September 9, 2024 RRCAB Draft Meeting Minutes Page 3 of 18 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 September 9, 2024 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Mary Garlets called meeting to order at 9:30 a.m. Members Present: Mary Garlets, Rachel Edwards, Pat Hennen, Pennie Page, Judy Janke, Jeff Spillman, and Blanche Reichert Members Absent: Others Present: Parks and Recreation Director, Kellee Omlid, Recreation Supervisor Missie Kohlbeck 2. Approve Agenda Motion by Edwards to approve agenda, seconded by Janke. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Page to approve the August 12, 2024 meeting minutes, seconded by Reichert. APIF. Motion carried. 4. Presentations 5. Business Items 5.1 Breakfast and Silent Auction Fundraiser There was discussion regarding revising the menu. A motion by Janke to serve four egg bakes over potatoes, fruit, and cinnamon rolls and to remove the sandwiches. The egg bakes are to include one veggie, one ham, onion and peppers, one bacon, and one bacon, ham and sausage. Seconded by Spillman. APIF. Motion carried. Spillman also asked staff to provide the facility master plan on a large board during the event. 6. Discussion Items 6.1 Collaborate with Veteran’s Groups Advisory board member Janke has written a very nice invitation / thank you card to be handed out to veterans in the community inviting them to join us for coffee and rolls on Friday, November 8. Staff will ask the card group for patriotic cards for the event. 6.2. Review Raffle Fundraiser with the Farmington Rotary Total of 223 tickets were sold totaling $11,596, which resulted in $2,698 as the Rambling River Center’s portion of the profit. Discussion regarding next year’s sales included reframing the tickets sales into a donation for the Rambling River Center and Farmington Rotary and having more time to sell. Rotary also suggested applying for the gambling permit now and hold the drawing the Wednesday after Labor Day and not the Tuesday. 6.3. Review Parks and Facilities Tour with Parks and Recreation Commission and City Council Advisory board members Edwards, Garlets, and Spillman attended the tour. They enjoyed the tour. Garlets commented she enjoyed learning the history of some of the parks and interacting with the Parks and Recreation Commission and City Council. Edwards loved the new bridge, the wetlands, and enjoyed Page 4 of 18 cutting the ribbon for the new playground equipment at Rambling River Park. Spillman said it was a learning experience he enjoyed. 6.4. 2024 Work Plan Progress Chair Garlets reviewed the 2024 Work Plan progress. 7. Staff Report 7.1 Informational Updates • Staff recapped the Murder Mystery with Tanaka. Over 50 people attended and everyone had a good time. • We are in discussions with Faith Church regarding renting space during the remodeling of the Rambling River Center. • Bethel’s Rock again sponsored a bingo event at the Rambling River Center on Sunday, August 25. Forty people attended the event. • The Fire Department is hosting an open house at Fire Station 2 on Wednesday, September 18 and invited Parks and Recreation / Rambling River Center to attend. 8. Advisory Board Roundtable Spillman- Nothing Hennen- Has a new great-grandson named Oliver. Omlid- Nothing Edwards- Nothing Reichert – Nothing Janke - Nothing Page – Nothing Garlets– Nothing 9. Agenda Items for October 14, 2024 meeting • Breakfast and Silent Auction Fundraiser • Rambling River Center Renovations • Collaborate with Veteran’s Groups • 2025 Work Plan Ideas • 2024 Work Plan Progress 10. 10. Adjourn Motion by Reichert and seconded by Edwards to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 10:39 am. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary Page 5 of 18 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 Operations Report Meeting: Rambling River Center Advisory Board - Oct 14 2024 INTRODUCTION: Staff will present information on Rambling River Center operations and programs through August 31, 2024. Included in the meeting packet is a summary report for the Rambling River Center. The Rambling River Center was closed starting March 17, 2020 due to the COVID-19 pandemic. Programs resumed outdoors July 6, 2020 and a few programs came back into the building October 6, 2020. In November 2020, the building was again shutdown and reopened January 11, 2021 with just a few programs. Programs were gradually added back and by August 2021 all were offered including trips. Membership numbers in 2017 and 2018 were tracked as the number sold each month. Beginning in 2019, membership numbers were tracked by how many current members in that month. ACTION REQUESTED: Advisory board members are asked to review the information, listen to the presentation, and ask any questions they have. ATTACHMENTS: 2024 Rambling River Center Eight Month Report Page 6 of 18 2024 Rambling River Center Eight Month Report Program Participation Month 2024 2023 2022 2021 2020 2019 2018 2017 January 1,054 1,045 748 222 1,992 1,128 1,280 1,058 February 1,283 1,045 801 20 1,001 1,104 1,293 1,217 March 1,295 1,424 939 554 764 2,050 1,403 1,362 April 1,308 1,347 1,582 1,169 CLOSED 1,592 1,384 1,829 May 1,387 1,377 1,101 481 CLOSED 2,292 1,470 1,369 June 1,260 1,313 1,106 903 CLOSED 1,921 1,360 1,200 July 1,589 1,213 1,016 907 80 outside 1,573 1,342 1,188 August 1,567 1,114 1,221 976 128 outside 1,498 1,340 1,253 Totals 10,743 9,878 8,514 5,232 3,965 13,158 10,872 10,476 Rambling River Center Rental Totals Month 2024 2023 2022 2021 2020 2019 2018 2017 January 11 18 9 8 15 12 24 26 February 13 20 11 8 16 20 24 20 March 15 28 13 9 8 25 26 26 April 24 31 10 8 CLOSED 19 23 55 May 15 27 10 6 CLOSED 24 31 32 June 22 30 18 7 CLOSED 19 28 29 July 11 18 12 9 0 17 17 17 August 15 22 10 8 0 15 20 21 Totals 126 194 93 63 39 151 193 226 Memberships Month 2024 2023 2022 2021 2020 2019 2018 2017 January 358 349 312 235 254 411 148 176 February 345 345 298 223 249 331 45 36 March 329 359 305 245 282 327 45 53 April 340 371 307 252 CLOSED 316 24 25 May 349 363 319 275 CLOSED 314 17 14 June 369 352 331 296 CLOSED 315 12 5 July 362 356 337 336 0 388 18 21 August 363 367 325 317 0 346 24 17 Page 7 of 18 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 - Oct 14 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. At their September 9, 2024, meeting, advisory board members reviewed an invitation write up for a veteran's coffee and dessert recognition event to be held on Friday, November 8. Since then, advisory board members have questioned whether the timing for this event should be pushed back to May 2025 when the Rambling River Center renovation is completed. DISCUSSION: The Rambling River Center will close on October 31, 2024 for renovations. Staff will still be in the building doing demolition work and moving furniture / equipment to the storage containers. Programs will be held at Fire Station 1 and the fitness center will be moved to city hall. Some board members are concerned there is too much going on to focus on creating a high-quality event. ACTION REQUESTED: Advisory board members should come to the meeting prepared to discuss and vote on holding the veteran's recognition event in November as previously scheduled or push it to May 2025. Page 8 of 18 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Review Breakfast and Silent Auction Fundraiser Meeting: Rambling River Center Advisory Board - Oct 14 2024 INTRODUCTION: The annual breakfast and silent auction fundraiser was held on Saturday, October 12, 2024. Breakfast was served from 8:30-10:30 am. The menu included egg bake, cinnamon rolls, fruit, juice, and coffee. The silent auction ran from 8:30-11 am. DISCUSSION: Staff will provide an update at the meeting regarding number of tickets and baskets sold and preliminary profit. Staff would like to discuss the event with the Rambling River Center Advisory Board (RRCAB) members to get their feedback and input on the breakfast and silent auction, timing, food, and selling tickets. ACTION REQUESTED: RRCAB members should come prepared to discuss and evaluate the annual breakfast and silent auction fundraiser and provide input for next year. Page 9 of 18 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 Renovations and Help with Packing / Moving Meeting: Rambling River Center Advisory Board - Oct 14 2024 INTRODUCTION: The city council approved an Agreement with JLG Architects for schematic design through construction phase for the Rambling River Center renovation project at their meeting on May 6, 2024. Since then, the architect and engineering team (Paulson & Clark Engineering) have been working on schematic design, design development, and construction documents. On October 7, 2024, city council approved the Plans and Specifications and authorized the Advertisement for Bids. The project schedule is as follows: This one phase renovation project requires the Rambling River Center be completely vacated during the construction. It was decided to utilize Fire Station 1 for programming and Farmington City Hall conference room 169 for the fitness center during renovations. DISCUSSION: Staff would like to discuss the renovation, packing and moving of the Rambling River Center furnishings, and programs with the advisory board to see which members are able to assist. ACTION REQUESTED: Advisory board members should come prepared to discuss and identify how each member would like to help. Page 10 of 18 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: 2025 Work Plan Ideas Meeting: Rambling River Center Advisory Board - Oct 14 2024 INTRODUCTION: Annually in the fall, the advisory board begins the process of identifying items to consider for inclusion in the following year's work plan. DISCUSSION: An initial discussion should occur at the meeting about possible ideas / topics to include in a 2025 work plan. The work plan will guide the advisory board actions in 2025. ACTION REQUESTED: Advisory board members should come prepared to discuss possible ideas to be included in its work plan for 2025. At the November meeting, additional items can be added to the list of work plan ideas. At the December meeting, time will be spent refining a draft work plan with final approval of the work plan occurring at the January 2025 meeting Page 11 of 18 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 - Oct 14 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 September 9, 2024 meeting. Items in bold black were items completed prior to the September 9, 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 a future meeting. ATTACHMENTS: 2024 Advisory Board Work Plan 10.14.24 Page 12 of 18 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. Status: Completed. The advisory board reviewed, discussed, and voted on fees and charges at their August 12, 2024 meeting. 2. By August 1, forward recommended 2025 RRC fees and charges to the Parks and Recreation Commission. Status: Completed. Recommended 2025 RRC fees and charges were forwarded to the parks and recreation commission for their September 11, 2024 meeting. 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. Status: Completed. The Parks and Recreation Commission reviewed and approved the Rambling River Center fees and charges at their September 11, 2024 meeting. 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. Page 13 of 18 2. By August 1, assist with and complete at least one fundraising activity. Status: Completed. The Arts and Crafts Fair was held on Saturday, May 4, 2024. 3. By September 1, assist with and complete at least a second fundraising activity. Status: Completed. The annual VFW Steak Fry was held on Saturday, May 18, 2024 and the Bike Auction and Kiss the Pig were held on Saturday, June 22, 2024. 4. By October 1, assist with and complete at least a third fundraising activity. Status: Completed. The raffle with the Farmington Rotary was completed on September 3, 2024. 5. By December 31, assist with and complete at least a fourth fundraising activity. Status: Completed. The breakfast and silent auction fundraiser was held on Saturday, October 12, 2024. Goal #4: Participate in a work session with City Council. 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. Status: Completed. Wednesday, August 28, 2024, has been identified for the tour. 2. By June 1, a draft list of parks and facilities to tour will be reviewed by the Advisory Board. Status: Completed. Rambling River Park, Sunny Hills Park, and Depot Way Arts Park have been identified as potential parks to tour. 3. By July 1, a final list of parks and facilities to tour will be approved by the Parks and Recreation Commission. Status: Completed. The Parks and Recreation Commission approved the tour sites and schedule at their July 10, 2024 meeting. 4. By October 1, a parks and facilities will have occurred. Status: Completed. The parks and facilities tour with the parks and recreation commission and city council was held on August 28. 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. Page 14 of 18 Status: Completed. At their September 9, 2024 meeting, the Advisory Board finalized the invitations to be handed out to veterans inviting them to a veteran’s coffee to thank them for their service. 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. Status: Completed. A trip update was presented on August 12, 2024. It included participation numbers on trips during the first quarter and listed planned trips for the rest of 2024. 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. Status: Completed. A trip update was presented on August 12, 2024. It included participation numbers on trips during the second quarter and listed planned trips for the rest of 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. Status: Completed. The Rambling River Center Advisory Board has identified a variety of topics to educate the community on. 2. By April 1, a plan with a schedule of topics, instructors, events, times, delivery methods, etc. will have been developed. Status: Completed. Rambling River Center Advisory Board members approved a list of topics, months to promote, and ways to promote topics at their May 13, 2024 meeting. 3. By July 1, the first education opportunity will have taken place. Status: Completed. The Rambling River Center hosted Steve Smela from Senior Helpers on March 11, 2024 at 6 p.m. 4. By October 1, the second education opportunity will have taken place. Status: Completed. The Rambling River Center hosted Mike Burville from Burville Law to discuss estate planning on April 25, 2024 at 1 p.m. 5. By December 31, the third education opportunity will have taken place. Status: Completed. The Rambling River Center hosted Sheila Johnson from Fairview Health Systems to discuss Advanced Directives on June 27, 2024 at 1 p.m. Page 15 of 18 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 - Oct 14 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:  Halloween Walk  Preliminary 2025 Budget  Downtown Farmington Lighted Holiday Parade  Trips and Trip Planning Committee ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Page 16 of 18 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 - Oct 14 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 17 of 18 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for November 12, 2024 Meeting Agenda Meeting: Rambling River Center Advisory Board - Oct 14 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 November 12, 2024 meeting.  Rambling River Center Renovations  2025 Work Plan Ideas  2024 Work Plan Progress Please note this meeting is on Tuesday as Monday, November 11 is a holiday. ACTION REQUESTED: This item is for staff and advisory board members to identify possible items for the next meeting agenda. Page 18 of 18