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Home My WebLink About11.12.24 RRC Packet Meeting Location: Farmington City Hall 430 Third Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Tuesday, November 12, 2024 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES October 14, 2024 Draft Meeting Minutes The advisory board is being asked to review the attached draft October 14, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: October 14, 2024 Draft Meeting Minutes - Pdf 3 - 5 4. PRESENTATIONS 5. BUSINESS ITEMS 6. DISCUSSION ITEMS 6.1. 2025 Work Plan Ideas Advisory board members should come prepared to discuss additional ideas to be included in its work plan for 2025. Staff will then begin preparing a draft of the 2025 work plan for the December meeting. 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 6 6.2. 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 7 - 10 Page 1 of 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 11 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 12 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for December 9, 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 December 9, 2024 Meeting Agenda - Pdf 13 10. ADJOURN Page 2 of 13 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: October 14, 2024 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Nov 12 2024 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s October 14, 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 October 14, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: October 14, 2024 RRCAB Draft Meeting Minutes Page 3 of 13 City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers October 14, 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 Janke to approve agenda, seconded by Edwards. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Janke to approve the September 9, 2024 meeting minutes, seconded by Spillman. APIF. Motion carried. 4. Presentations Recreation Supervisor Kohlbeck presented an eight month look back at the Rambling River Center. This included program participation at 10,743 participants, rentals totaling 126, and membership numbers for each of the last eight months averaging 352 members a month. Membership is misleading because people often don’t renew when memberships are due, but renew after several reminders. 5. Business Items 5.1 Collaborate with Veteran’s Groups Advisory board member Janke has everything set up for the coffee and dessert event including 224 hero trophies from Oriental Trading. She purchased 12 packages and they donated 12 packages. Janke thought with the renovations / move we should hold off until next year to hold the coffee. She suggested holding the event in May and November 2025. Discussion regarding holding a great event in the remodeled space, attending Patriotic Day, and getting the information out. Motion by Reichert to postpone the Veteran’s Coffee until 2025 when we are back into the building. Seconded by Hennen, APIF. Motion carried. 6. Discussion Items 5.1 Review Breakfast and Silent Auction Fundraiser The profit from for the breakfast was $173.58 and profit from the silent auction was $3,538.52. Expenses included juice /coffee, cinnamon rolls, egg bake, and fruit. It was suggested to cut the egg bakes smaller, order smaller cinnamon rolls, and keep the fruit trays. The advisory board would like to advertise in neighboring communities and look at buying an ad in the Dakota County Tribune. Spillman discussed tightening up the donation paperwork to assist with making the baskets. The basket committee and volunteers did a wonderful job! 6.2. Rambling River Center Renovations and Help with Packing / Moving Stacey is working on a sign-up sheet for assistance with packing. She is also sending out emails reminding people to pick up their shoes and take home books and puzzles they may want over the winter. Page 4 of 13 Containers have been ordered for storage and will be delivered on October 23. Packing will begin this day. 6.3. 2025 Work Plan Ideas Discussion on work plan ideas included the following ideas: • City Council Work Session (Only if there are topic(s) to discuss) • A Ribbon Cutting / Grand Opening Celebration • Veteran’s Coffee 6.4. 2024 Work Plan Progress Chair Garlets reviewed the 2024 Work Plan progress. 7. Staff Report 7.1 Informational Updates • The Halloween Walk is scheduled for Friday, October 25 at 5:30 pm. We will have RRC members hand out candy wearing the “Peanuts Gang” costumes. • Director Omlid discussed the preliminary 2025 budget. It will be approved in December. • The City of Farmington, Farmington Rotary, and Homestead Church are working together on a downtown lighted holiday parade. It will be held on Saturday, December 7 at 7 pm. • Staff will update the advisory board on the status of trips and the trip planning committee at the next meeting due to time constraints. 8. Advisory Board Roundtable Spillman- Nothing Hennen- Confirmed new fitness center times at city hall will be 8 am - 4:30 pm; absentee ballots are now being accepted. Omlid- Thanked the board for a great event! Edwards- Nothing Reichert – Nothing Janke - Nothing Page – Nothing Garlets– Nothing 9. Agenda Items for November 12, 2024 meeting • Rambling River Center Renovations • 2025 Work Plan Ideas • Update on Fundraising • Trips and Trip Planning Committee Update • 2024 Work Plan Progress 10. 10. Adjourn Motion by Spillman and seconded by Edwards to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:03 am. Respectfully Submitted Missie Kohlbeck, Recreation Supervisor and Recording Secretary Page 5 of 13 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 - Nov 12 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. This may or may not include items in the 2024 work plan that were not completed and the advisory board would like to carry forward to the 2025 work plan. DISCUSSION: The advisory board started the discussion of 2025 work plan ideas at their October 14, 2024 meeting. Ideas included:  City council work session if there is a topic(s) to discuss  Ribbon cutting celebration / grand reopening of the Rambling River Center  Veteran's coffee / thank you event  Fundraise to fund future capital improvements and/or equipment and furniture purchases  Review and recommend fees to the parks and recreation commission and city council  Parks and facilities tour with parks and recreation commission and city council ACTION REQUESTED: Advisory board members should come prepared to discuss additional ideas to be included in its work plan for 2025. Staff will then begin preparing a draft of the 2025 work plan for the December meeting. 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 6 of 13 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 - Nov 12 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 October 14, 2024 meeting. Items in bold black were items completed prior to the October 14, 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 11.12.24 Page 7 of 13 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 8 of 13 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 9 of 13 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. Status: Postponed. It was decided at the October 14, 2024 meeting to host the veteran’s coffee in May 2025 when the renovations of the building are completed. 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 10 of 13 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 - Nov 12 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 Renovations  Rambling River Center Operations at Fire Station 1  Trips and Trip Planning Committee  Fundraising  Holiday Events in Farmington ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Page 11 of 13 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 - Nov 12 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 12 of 13 RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for December 9, 2024 Meeting Agenda Meeting: Rambling River Center Advisory Board - Nov 12 2024 INTRODUCTION: This item is for staff and advisory board members to identify possible items for the next meeting agenda. BUDGET IMPACT: Thus far staff has identified the following possible items for the December 9, 2024 meeting.  2024 Meeting Attendance Report  Rambling River Center Renovations  2025 Work Plan Ideas and Draft Plan  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 13 of 13