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5.9. SR 11-20-1995• • tyo� kk • River TO: ITEM 5.9. MEMORANDUM Mayor & City Council FROM: Pat Klaers, City Administrator DATE: November 20, 1995 SUBJECT: Community Recreation Update Councilmember Holmgren is our city representative on the Community Recreation Board. I serve as the alternative and attended the November 13, 1995, meeting. Attached for your review is the November 13, 1995, agenda, background material on the agenda items, an October/November 1995 staff report or update on current activities, and the 10/16/95 Recreation Board minutes. A great deal of discussion took place at the 11/13/95 meeting on the staff report of current activities and on the Community Recreation goals for 1996. 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441 -7420 • Fax: (612) 441 -7425 Community Recreation Board Notice of Meeting Monday November, 13 1995 - 11:45 am • Happy Chef - Rogers * Your attendance is always important! If you cannot make the meeting please arrange to send an alternate or notify me at 241 -3523 that you will not be in attendance. Thank you! AGENDA A. Routine Matters: 1.) Approval of past minutes 2.) Changes or additions to agenda 3.) Staff reports & updates: B. Items of Information / Discussion 1.) "96 Budget Update 2.) Overview of Goals for'96 3.) Review / Discuss: Recreation program development and parameters C. Other Business: - Next meeting date: Consider: Setting future dates and times with some variety of time and .locations. - Other D. Adioum • Please see the reverse side for explanation of the Agenda items. Agenda Item Detail B.1( "96 Budget Update: All present Recreation Board Joint Powers communities have considered the '96 Budget request and have committed to their assessment. All communities must still survive • their " truth in taxation" hearings. The Recreation Board needs to determine the wage and benefits package for the secretarial position. Recommendation: to have the personnel committee prepare a package and recommendation to the Recreation Board. B.2) Overview of Goals for'96: Although this Board meets on a regular basis, Jeff and the personnel committee believe that it is important for the Board to be as aware as possible of the activities that take place out of the Recreation Office. Jeff will also be making some adjustments to his monthly reports that should aid in improving understanding of current activities and issues. Goals for '96: - Continue work on strategic planning initiatives - Expand transportation service to programming - Increase/ expand service to participating communities - Increase Joint Powers Participation - Leadership in park / athletic fields advocacy, development, planning, and management - Increase our/ my responsibility / leadership to local community park and recreation commission concerns - Increase programming district wide - Continue to establish program budgets in communities that are lacking - Fund balance policy development - Continued leadership with improved service operations - Continued community involvement JA also believes that a meeting to bring all community Park Commissions together may be a good idea to begin some discussion and dialogue on how best they can all work together. B.31 Recreational programming development and parameters: At our long range planning meeting we determined that we should study some other communities that have a history of providing recreational services in a community where Community Education also exists. Jeff A. has come to the conclusion that each community is unique and has its own history of evolution and relationship to CE. It is clear that there is much potential for recreation and CE programming in this community and that it will be best that we pursue development of new initiatives rather than concern ourselves with duplication of Comm. Ed. activities. Currently staff are working closely with CE staff in the area of program planning. We also Co- sponsor activities with CE. Community Recreation staff will continue to communicate with CE about all programming initiatives. It has been suggested in the past that perhaps a joint meeting with the CE Advisory Board may be in order to further clarify each organizations objectives and how each organization can continue to closely communicate and serve the residents of the 728 area and surrounding communities. 0 r" Community Recreation Board Staff Report October / November 1995 Programming: - Current Activities: Mens VB, Women's VB, Sr. High Intramural VB, Open Gyms, Indoor Walking, Fall Scavenger Hunt, Hayride, Open Weight Room, Special open gyms on non - school days, youth gymnastics. Participation overall is quite good. This fall has been difficult to recruit gymnastic and open gym staff. Planning for Winter and Spring is rapidly approaching. The Winter /Spring brochure goes to print on Dec. 6th. A sampling of activities planned are : skating lessons, gymnastics, open gyms, numerous special events, non school day activities, intramural basketball ( for Jr. & Sr. High ), adult volleyball, adult basketball, youth volleyball, cheerleading clinic, youth down hill skiing. We are also working on implementing some new youth recreation programs that have never been offered. We also supervise skating rink warming house staff for the following communities: Otsego, Elk River, and possibly Dayton this winter. Miscellaneous Updates: - Marketing: Community Recreation & Community Education staff representatives have recently organized a Marketing Committee to work together with various aspects of marketing related to our organizations programs, etc. • - Business Ex o '95: is scheduled for Sunda October 29th. from 10 - 4 m at the Sr. High School. p Y p 9 Community Recreation will have a booth. We have an exciting booth planned for this year, with several token "give aways" that promote or program. - Youth Needs: For several months I have been working with Rita Johnson and the Community Youth Task Force at finding solutions to youth related concerns. The CYTF believes that the Community Recreation Board is an important organization to what they believe can be part of the solutions. I would like to invite Rita to attend one of our future meetings. Also related to this same issue is the Mayor of Elk Rivers' interest in supporting initiatives that support youth. There is some support out there and pressure for a youth center. Myself along with the CYTF and numerous others, believe that one day a youth center will be a significant aspect of a Community / Family Center but at this time there remains to be plenty of opportunity for programming that has never been available and that funding towards more programming efforts would be money better spent than on brick and mortar. Considering the likelihood of funding for additional programs from the city of Elk River, the Mayor is looking to the Community Recreation office to develop and administer those activities. - Youth Association Co -op: This group involves representatives from Youth Baseball, Youth Soccer, and Girls Youth Softball ( outdoor programs ). JA has been working with this group to assure coordinated use of fields. The issues are: Additional field needs ( according to past scheduling) , lack of organized system for practice scheduling ( biggest problem is in the Spring before their regular season begins ), Coordinating and managing these concerns is complicated by different systems within the region. JA is also working with the Elk River Park Commission and the Associations' at determining field needs as Elk River has some development pending. The recreation office also assists them with their program registration / advertising. - Oak Knoll Maintenance agreement: Oak Knoll athletic complex was developed in cooperation by* ISD 728 and the city of Elk River. Maintenance responsibilities have been unclear and have lead to some frustration. JA has been asked to work with Mike Hanlon ( ISD Athletic Director) at establishing a formal agreement related to maintenance. M. Hanlon is also pursuing construction of some batting cages and has asked for support from the City of Elk River. JA is working w/ M. Hanlon and Elk River on this matter. - Public Relations: Community Recreation staff have been paying close attention to all PR opportunities. in the coming weeks we will be participating in the Down Town of Elk Rivers Scarecrow contest. We are also working towards improved means of getting information on our programs to area newsprint as often as possible. A slide show presentation is also near completion. Recreation staff are also planning for development of a video presentation. More regular use of community sponsored Newsletters is also being pursued. - MRPA Conference: Attended by JA and Michele, Nov. 1 -3. JA was on the Conference Organization Committee. This conference is held annually. Provides excellent networking and educational opportunities. JA was asked to serve on the Associations Legislative Committee. See the attached information relative to this Committee and the mission. -Office Changes: The move of our offices to the lower level is complete. Some work still remains with computer set -up, etc. • - Technology Update: Over the past several months CE, ECFE and Recreation have been investigating new software to enhance our efficiency. Recently a decision was made to upgrade our current system with the newest addition of the same program ( Panorama ). Our long range intention is to move towards a system that will enable 24 hour phone registration. The supposed ( state of the art "RECWARE ")program that we looked at that accomplished this and several other features relative to our operation has not performed ( according to those communities that we researched ). This software provider is now aware of the needed improvements. We will monitor these changes for future consideration of their software (RECWARE). JA is also looking at program that schedules facilities. Presently it is done by hand. - Misc. Projects: - Resident tracking system - Employee manual / orientation guide - Update Joint Powers Agreement - Inventory of area playfields and planned developments • Purpose What We Do Legislative Issues he purpose of the Minnesota Recreation and Park Association (MRPA) is to improve the quality of life by promoting the profession of parks, recreation, and leisure services within the State of Minnesota. We work to unite all professional recreators and concerned lay persons who support the provision of quality parks, leisure services and opportunities. We further seek to provide members with continuing education oppor- tunities, to advance the value and ideals of recreation, and to encourage communication between recreation professionals, the public and elected officials. Presently, we have over 1,500 members located in virtually every community throughout the State. Our goals include: ♦ encourage public support and promote awareness and understanding of the values of recreation, parks, and leisure in the lives of individuals; ♦ serve as an infirrrnation resource on trends, developments and future changes related to the delivery of parks and recreation services; ♦ provide recreational services including tournament competition, youth sports training, and spoils management services; ♦ promote effective relationships with other organizations for further advancement of parks, trails, recreation and leisure service opportunities in Minnesota; and ♦ take a proactive position on legislation affecting the parks and recreation field. Parks and recreation are an essential service; one that can positively impact health, crime prevention, the environment, the economy, and the quality of life in any community. Here is just a sampling of the benefits a strong commitment to parks, trails and recreation will provide: ♦ Physical recreation and fitness ♦ Children's play ♦ Scenic beauty to communities ♦ Environmental education ♦ Integrated leisure services ♦ Accessible leisure services ♦ Leadership opportunities ♦ Strong communities ♦ Ethnic and cultural harmony ♦ Reduction of criminal activity ♦ Catalyst for tourism ♦ Strengthened economy ♦ Strengthened property values ♦ Enhanced foundation for society ♦ Conununity linkage through trails and green - ways ♦ Natural resources and open space preservation And management ♦ Positive youth activities The MRPA continually supports the fi)llowing Statelegislative issues: ♦ Continuation of the Legislative Commission on Minnesota Resources and its funding support for parks, trails, and natural resources. ♦ The use of the Environmental and Natural Resources Trust Fund for the following priority items: 1. Preservation, management and restoration of natural resources that encompass both urban and rural environmental issues. 2. Trail connections and corridors throughout the State. 3. Acquisition and development of parks and open space and natural resources. ♦ A state bonding bill for parks and trails that represents the level of funding adequate to acquire, develop, redevelop, and protect parks and trails within state, regional and local jurisdictions. n addition, the MRPA is concerned and supports the following National Legislative issues. ♦ Reinstatement of LAWCON funding ♦ Authorization of the enhancement provision of IS'Il?A including funding for the National Recreational Trail Funding Act. COMMUNITY RECREATION BOARD Minutes Fr: 10/16/95 Attendance: J. Asfahl- Comm. Rec., R. Black - City of Otsego, G. Eitel - City of Rogers, T. • McCrossan - Hassan Township, Sandy Borders - City of Dayton, C. Blesener - Comm. Ed. , C. McNaughton- Commers - Comm. Ed., Chris Majcin- Student Intern Communities absent: Zimmerman, Livonia, Elk River Chair - Ron Black called the meeting to order at 12:10pm. A. Routine matters: 1.) Approval of past minutes: Motion to approve the 9111195 minutes by G. Eitel, seconded by T. McCrossan. Motion Carried. 2.) Agenda changes /additions: None 3.) Staff Reports: 3.1) Student Intern - Chris Majcin: Motion to appoint Chris as Student Intern with the Community Recreation office. Seconded by T. MCCrossan. Motion carried. This is a non -paid position for approx. 6 weeks of service. B.1) Personnel Committee Report: R. Black reported that the evaluation was complete and recommended the following: That Jeff's' salary in concert with the Sherburne County Salary Schedule model that we utilize as well for JA's position move to step 21 lane 4. $37,911. Any COLA as determined by the County Board would be added when determined. ( usually occurs late December) G. Eitel asked that the budget be amended to reflect this change with no increase to the final budget bottom line. Motion by G. Eitel, seconded by T. McCrossan to approve the recommendation with amendments as necessary with no bottom line increase. Motion Carried. The personnel committee also recommends that a change in supervisor of JA take place. The committee is interested in assuring that our programs' lead staff position be on a level playing field with Comm. Ed. if instances occur that require defense of budget concerns. This recommendation is not related to any personal issues. It was recommended that the Otsego Finance Director be appointed supervisor to JA. Motion to accept this recommendation by G. Eitel, seconded by T. McCrossan. Motion Carried. B. 2) '96 Budget Response: JA reported that he met with Zimmerman Council to review the '96 budget. JA was not given any indication that they would not be participating in '96. They did indicate concern over the increase however and cautioned that future significant increases would be a concern as well JA also reported that he met with Livonia Township and heard from Roy Johnson this morning that the Town Board would like to place a "cap" on their contribution. The Recreation Board asked JA to visit again with the Town Board with regard to their contribution. JA also reported that he has not heard any concern from Dayton, and that he is meeting with Shirley Slater re: program opportunities in Dayton. B. 3) Review '96 Goals: Tabled B. 4) Review / Discuss Recreation Program development parameters: Tabled. Motion at 1:15 pm to adjourn by G. Eitel , seconded by S. Borders. Motion carried. Respectfully Submitted, Next Meeting to take place on Monday November 13, 1995 -11:45 at the Happy Chef in Rogers. • 9 •