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9.1. SR 01-21-1997',ity of 'ver ITEM 9.1. MEMORANDUM FROM: DATE: SUBJECT: Mayor and City Council Patrick Klaers, Cit~~'nistrator January 21, 1997 /~ Community Recreation Board Update Councilmember Roger Holmgren is the city representative on the Community Recreation Board. The Community Recreation Board met on January 13, 1997. Attached for your review is the agenda and some of the background material from this 1/13/97 meeting. The only real item of discussion at this meeting was the withdrawal of the City of Zimmerman from the Board. Staff has since been advised that Hassan Township also intends to withdraw from the Board and, as noted in the attached material, Livonia Township is also being requested by the City of Zimmerman to join them and withdraw from the Board. Clearly, the Community Recreation organization and its operation are changing and evolving. The overall results of the changing membership are not yet known, but from a positive outlook, may ultimately lead to the strengthening of the organization and the realignment may allow the organization to better serve its member cities. At this City Council meeting on January 21, 1997, Roger or Community Recreation Director JeffAsfahl, or I can provide the Council with an update on recent Community Recreation Board activities, and specifically, the withdrawal of some members from the program. s:kcouncilXcomrecud.doc 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 January 13, 1997- 11:45 am LaRose's Pizza - Elk River (located at 508 Freeport Ave. ) near the old Pamida store please call Jeff at 241-3523 if you need clearer directions * 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: 3.A) Review staff reports 3.B) Update of 1/9 Joint Meeting w/CE and ECFE Councils B. Items of Information / Discussion: 1 .) Zimmerman Participation Withdrawal Notice 2.) Update on personnel / payroll administration research 3.) Field Development / Regional Planning: Review Proposed "Scope of Work" 4.) Consider: Program Development Committee objectives / operation 5.) Consider 1997 Officer & Committee Appointments Other Business: - Set next meeting date: - Other Consider Monday February 10th. D. Adjourn A_aenda Item Detail B.1) Zimmerman Notice of Intent tO Withdraw' Please find enclosed a letter from Zimmerman of their intent and also please find a newspaper article from the 1/1/97 edition of the Zimmerman Frontier. This action has numerous implications for our consideration. They are as follows: 1. How does the Board prefer to respond/acknowledge their concept? 2. We will still serve the residents of Livonia using District property. According to policy, our program will receive facility scheduling priority over this independent program. We need to make certain this is supported by the Distdct in regard tour our Joint Powers agreement with them. 3. Livonia will become the "host" community and will become the employer of those staff who work a local Livonia program. 4. We will need to review the economic impact to the budget. I will have some data available at our meeting. 5. Z. immerman residents will pay higher fees. We need to consider a policy that does not accept any fee assistance for programs from non-member community residents. 6. Several youth associations rely on our office for support. One service in particular has to do with managing the outdoor restroom needs and coordinating field usage in the Zimmerman area. With out any administrative support from Zimmerman, staff will not be able to afford that time required. B.2Personnel / payroll administration update: At the November and December meetings, we had discussion regarding our fiscal agency functions and how we could make that process more efficient. JA was asked to identify and review the options. Considering other issues have surfaced, it may be best at this time to "do nothing" and re-visit the matter later this year along with our budget consideration for 1998. B.3~ Field Development / Regional Planning: At our September and October meetings we began to revisit our 1995 Long Range Planning goal that dealt with this area. At the September meeting you were presented with an inventory of community athletic fields in the Distdct 728 area. Some of our individual communities have had experience with planning, developing, maintaining, etc. these facilities while other communities with respect to rapid and expected growth are just beginning their planning and dealing with their new found responsibilities associated with these types of facilities. At our October meeting we identified that the Community Recreation Board could and should be the vehicle in which join, partnerships be established between any number of communities or entities to cooperatively plan, develop, and manage these types of facilities. It was also suggested that these types of relationships with respect to developing facilities are usually top candidates when seeking grant funding. Since the October meeting I have learned that approximately $15-$20K would allow us to have a professional development consultant weave all existing recreational and park plans together and create one master plan for the region. This concept has been quite popular and history suggests that concepts such as this are good candidates for planning and implementation funding support. 1 am beginning to investigate possible funding sources. Additionally, with the recent school bond passing it appears that this is also a good time to get involved with the District to consider any partnerships with development of the recreational facilities associated with those schools. Please find enclosed a "MENU" of potential for consideration of developing the "Scope of Work". I will plan to review this at our meeting. B.4) Consideration of Program Development Committee objectives and operation: At the November meeting JA was asked to bring this matter back for further consideration. Please find enclosed an outline of the objectives, benefits and operation. Please also find enclosed an article that further describes the benefit of these types of citizen bodies. I will also plan to give you an overview of our current program planning practice to help illustrate the benefit as staff view them. B.5~ Officer and Committee Appointments: Chair - Roger Holmgren Vice Chair - Roy Johnson Secretary - Staff The current positions are: Budget Committee: Gary Eitel & Doug Thompson Personnel Committee: Roger Holmgren & Gary Eitel Transportation: Vern Heidner & Doug Thompson 1/10/97 Community Recreation Board Staff Report for 1/13/97 Programming: - Current / Recent Activities: The Winter / Spring brochure was delivered to all area residents on 1/1/97. I will have copies of the brochure at our meeting. Mass registration is Saturday Jan. 11th. We are feeling the impact of the non- resident fee increase that we have adopted for 1997. I have had to remind myself that "no pain - no gain". The outdoor rinks have been very well utilized. The Winterfest in Otsego is set for January 25th. This will be the fourth annual event. CE and ECFE will be involved this year as well. Hard to believe, but yes we are looking ahead to summer planning. A goal of staff is to bring opportunities to neighborhoods. The "Rec Bus" concept will need some tweeking. Miscellaneous Updates: - Youth Initiatives: The "Youth Initiatives" process is very exciting. We continue to meet and have good meeting attendance. We have been meeting regularly since July. Our next meeting is scheduled for January 14th. At this meeting we are expecting to have a representative of WCCO Television visit with us about their successful mentoring program. - Working with CE on continuing to better serve the Junior High age market. - Began preliminary discussion with Arne Engstrom to investigate potential for use of any Sherbume County Fair Board buildings. This action was suggested from the Youth Initiatives process. - Support and input to the the Elk River Park Commission on consideration for a possible Park Improvement Bond Referendum - Along with CE staff, we have again met with advocates of persons with disabilities to determine any program services that we could help to provide. Several of our existing offerings can serve this population and there are several other programs that could be developed with them. We are hosting a meeting on Jan. 21st to begin considering and building a support network for possible development of a Special Olympics program. - Working closely with youth advocates on development considerations of a skatepark with the city of Elk River. - Investigating and will soon be implementing policy requirements / necessary on background checks of employees. - Working closely with the arena manager to further develop community recreation opportunities at the arena. - Working with the Otsego Park Commission on adopting field use policy and procedures - Working with the city of Rogers on implementing a maintenance program to better serve youth baseball, soccer and youth softball programs. We have been successful in Elk River with a good system and it is replicable for any community. - Shoveling and shoveling and shoveling Staff Report January 6 The Intramural Basketball League has started and the second session of Women's Volleyball up and running. This year there are 15 Intramural teams and 8 Women's Volleyball teams, both are comparable in size to previous years. All Open Gym opportunities have started again for the Winter session. We have a total of 8 opportunities available. There is 1 in Rogers, 2 in Zimmerman and 5 in Otsego/EIk River. Indoor Walking times are coordinated as much as possible with the Open Gyms so that parents can walk and use the Open Gym for their children (6 of the 8 Open Gyms are at the same time as an Indoor Walking Opportunity). This has been received well and our Open Gym numbers have increased. We are at capacity more now than ever before. Warming House issues are also keeping me busy. There are always issues involved with the various sites - this year is about the same as last year so far. Due to the fact that the Warming Houses are primarily open after business hours, I receive numerous calls at home when issues arrive. These issues include problems with staffing, weather conditions, ice conditions, problems with locks, etc. The Winter/Spring brochure is out and registration has begun. We have been lucky with staff this year and all the Winter/Spring programs are already staffed. I am optimistic about registration for the the Winter/Spring session. I have also been working closely with Pam Black from Community Education on programs for the youth. We have an outing planned, as well as some special events at the Ice Arena over Spring Break. I am also involved with the Youth Initiatives process and have been working towards a better clearing house for program information to benefit the youth. I have enclosed a copy of the booklet I made for Outdoor Ice Skating Lessons. We are always working hard to develop our programs and their curriculum. This increases quality, consistency between instructors and gives the public more information. These booklets will be used by the Instructor for their curriculum as well as by the participants to familiarize them with our cancellation procedures as well as to know exactly what will be covered throughout their session. As I share an office with RaeAnn, I have noticed that the new non-resident fee policy is having a big impact on the non-residents. We have received numerous phone calls and questions regarding the policy. I also have noticed that we are being relied on more and more for information regarding community programs and facilities that are not run by us. 12/1796 COMMUNITY RECREATION BOARD Minutes Fr: 12/16/96 Attendance: Staff: M. Bergh - Comm. Rec. J. Asfahl- Comm. Rec., P. Klaers - City of Elk River, Community Representatives: Doug Thompson - Hassan, G. Eitel - City of Rogers, Vern Heidner - City of Otsego, R. Johnson Livonia, R. Holmgren - City of Elk River, J. Gongoll - lSD 728, Community Representatives absent: Zimmerman, Dayton The meeting was called to order at 12:00 by Roger Holmgren. A. Routine matters: 1 .) Approval of past minutes: The minutes from 11/18/96 were approved on a motion by J. Gongoll, seconded by R. Johnson. Motion Unanimously Carried. 2.) Agenda chanqes/additions: None 3.) Staff Reports: M. Bergh distributed and reviewed her staff report. JA reviewed the staff reports as presented with the agenda packets. J. Gongoll reported that the School Board has requested that the Community Recreation Board appoint a representative to serve on the Districts Junior High School building planning committee. This will be one of two committees for the purpose of planning the construction of the Junior High schools in Rogers and Zimmerman. On a motion by J. Gongoll, seconded by R. Johnson the Community Recreation Board appointed Jeff Asfahl to serve on this committee. Motion Unanimously Carried. B. Items of Information / Discussion: B. 1) Field Development / Regional Planning: JA presented a "Facility Menu" for consideration to help develop a Request for Proposal to help us develop a regional recreational development plan. Discussion was tabled to move to the next item. This matter will be revisited at the January meeting. B. 2} Payroll administration update: JA reviewed the letter from Dan Greene with his recommendation for our next step related to this matter. JA was asked to report back with various options and associated costs for further consideration of this issue. B.3) Consider establishment of a Program Development Commission: No discussion due to adjournment. ,Other Business: Next Meeting Jan. 9th, 7:00 pm at the Community Education Center. Joint meeting with CE and ECFE advisory councils. Our next regular scheduled meeting is Monday January 13, 1997. 11:45 am @ LaRose's Pizza - Elk River. Motion at 1:15 pm to adjourn by G. Eitel seconded by V. Heidner. Motion carried. Respectfully Submitted, City of Zimmerman 13028 Fremont Avenue Zimmerman, Minnesota 55398 612-856-4666 December 23, 1996 Mr. Jeff Asfahl Community Recreation Board 1230 School Street Elk River, MN 55330 Dear Jeff: Per the Joint Powers Agreement, this is to inform you that as of June 30, 1997, the City of Zimmerman will be withdrawing from the Community Recreation Joint Powers Agreement. The City has determined that it would be beneficial for thc City to operate its own programming. We wish to thank you for the services that you have provided the past several years. By withdrawing from the Agreement does not mean that we do not see a benefit in the programming that has been offered. The City feels that we are at a point in growth that we need to have control of the types of activities and leadership available. Sincerely, Linda Frederick, Mayor FRONTIER - WEDNESDAY, JANUARY 1, 1997 - PAGE 3 City votes to seek new recreatic agreement for lO07principars Zimmer[nan will no longer be part o[ Com[nulrity Rocreation progra[n Corner Pat Butch by Tracle Wlvoda Staff wdter The Zimmennan City Conncil recently voted to disconthum participation for 1997 in the seven-coimnu:d- ly Joinl Powe~ r~reation syslem. Pat Burch, a local ~sident and physical education leacher al Zimmerumn Eiemenln~ ~lmol preseu~ ed council member, ~t the Monday, l)ee. 16 meeting, wilh a proposal offe~ng recrealion activilies in Zimmo~na n. "1 Ihel Hint the city and rosidenls ne~ more affo~- able aad nceessible leisn~ th~m aclJvilies,~ Bu~h said. "i just wahl I~ do somel)dng for mir eo~nmu ~u~h prol~oaed a program for lira oily Hint wouhl offer ael~vili~s every day of Ihe week from June 16 through Aug. 15 for n cost of approx- imately $ [3,250. lie also said the cost of ntnning II~e progrmn could bo shared with l,ivouia '~wnshil,, if it wishes to par* I.~eipala in the program. Last year, the city of Zi~erman paid $4,773 for the admhdstratim~ of the seven-commu ~Ly Joint Powers r~ren~on pr~mm, for whioh funds are ~oled by fiv~ eilles and two town- ships, ~ne being Livona. For this yon,-, tho co~l lo Ihe cily The Commu nity Recreation Program pro- vide, a recreation direcler for tile area comprised n£EIk River, O/sega, Dayton, Rogers, Zimmerman plus Livonia and ilnssan town- ships. , Under dir~Oou from the council earlier this year, Bush spent lhe last three months puttit~ t~ether relhni~ry proposal, which e pre.enid ~ the council. ~ aid ldm in this pries., he met with John ~ell ~rom l~e Mi~ea~lis Park Board and ~lked with him shout how the pm~am is n~n in ~iuneapolis. Butch previ- ously worked ~or the Minneapolis Park and Recreation Deparbnent for four 'Due ~ my experience war'ag with the Park and Recreation Deparhnent, know that the conmm~dlies of Zh~ennan and Livonia can provide our children with a much ~ttor and less expensive snl~lHor recre- ation program," he said. '~he summer recre~Hion pm~ will ae~e os ~int ia unif~ug our com- mustily," he added. 'rho pur~ae o~ ~e summer pm- ~am Is lhme fohl: I~ to pm- vide aflbrdable leisure nctiv- itiee ~or our ~mmu nity. 2) pm~de pm~ams tirol are eas~y accessible ~ our com- reunify, and 3) to provide a safe en~m~ent for chil- d~n to experience the po, i- tire benefits of a lmlanced recreation program." According Io Berch. worked closely with a yeti- ely ofhiahly qualified people from the Minneal~dis P~rk and RecreaUon Department and the Becker Commuuily Center. T~ough their gnidance ~nd cooperation, he has d~sign~ a smmner recta- ation program Ibat will address ~e needs of all the ch~dmn in ~e Zi~mnemmn lie pro~su~ to provide all of the same activilies lhat ~re currenlly hoin~ offerv, I in Ibc Zimmcrmn,* a~v~* hy Co~nu~dty Recreafio~ well as adding some other fun activities. Tile activities will be at the Zinnnerman Elesnentary School, as well as at the civic baihling. In comparison to what is being offered throngh Community Rec- reation, the lees for activi- t~es will be considerably less (average $11.85) than what is currently being charged (average $23.85). lis additiosL Ihe program will also save Ihs city money because the assessment charges are less and the insl.mclor fees would come from the regislralJon costs. "Also, by providing afford- ahle leisure activities that are close to home, enroll- meat shouhl lreatlv increase, which will allow more children to lmve an opporhlnity in participate in smmner recreation activi- l~es," he continued. Butch's proposed Summer Recreation Program calls for a tot~! munber of 26 activi- ties, slot including special events. Commanity Recrea- tion offered 15 activilles for clfildren in the Zimmennan area last aUlnlaer. He also stated tlmt ff the council was willing, lie would like to plan and pro- pose a separate recreation hrogram available during e school year, starting in the fall of 1997 and nmrdng through spring, 1998. "I didn't expect Ihesn to make a decision right then and there," he said, "I'm happy that they decided Io o wills it even if I,ivonia oesn't, by seekilkg addition- al sources of ri;remic. I,inda (Frederick) really wailts to see this program work," he added, "A lot had to cio with her encouraging me to put together the proposal for consideralion. "I didn't see a d,~wn side," he continued. "Fmnilies can save money, the city can save Inuney, and more acLiv- flies will be offered for chil- dren to participate ill. Ill a m,lshell, you'w~ ahandolmd a pr()t[iHiin tirol ce. Is Inore. The same type of program can be run offering more activities at a lesser cost." Mayor Linde Frederick staled that she feels that Ihe cii~. could ask for donal~ons from various local organize- lions, and receive at least the added expense of the program over what the city currently pays as a joint powers contribution. Lenz suggested that Frederick, Mayor-elect Ran- dy Hanson and Pat Batch meet with Livonia Township to determine if the town board weald be interested in working with the city au this project. Council then discussed rise status of the joint powers agreement with the Com- munity Recreation Board and reached consensus that the benefits received frmn tile agreement do not justify the expelme. Conncil members present voted to notify the Conununity Recreation director, JeffAs£abl, that the city was offering the reqnired six*month notice, and would be withdrawing from memberslfip with the Cosmnunity Recreation Board. Council fl*rther discussed the possibility of au agree- meat with Livonia Township, Frederick value- teared to serve on a joint powers board for tho newly created joint powers agree- meat, ifit is developed. Lenz .Isled ho weald like to see a five-member board to oper- ate effeclively. Tho council voted to appoint Frederick to sacra ocs tim joint powers board if and when it is fornmd. She was also instructed to seek dunatio,m from local non- profit groups avaUablo for community use, Before the program begins in the spring, Burch will look for instructors, work on caperwork, put together a rochure which will be sent out in March or April, set up regislralion, and schedule field e.d gym time. by Llnda Willlams-Tuenge (Mrs. W-T) Zimmermat~ EletnentaG, School As we look ahead to rise new year and think about tile New Year's resoluUons to make, my thoughts center on children and their needs. Children need: · A sense ofsigcdficancc -- let your children help and be responsible -- respect year chihlren · ~curity -- a seose of ~longing ~ quality time from ~r- -- touching and affec~on * Acceptance -- recognize each child as u~que -- listen when your d~n tslk ' To love and be loved -- love is a learned ~s~nse ~ children model their p~nt's behavior ~ love is ~siblo and s~- ken . Discipline -- for Ihe sake of the child ~ establish limils -- respect the chihl . ~ bo ~ught to appr~i- ate th~ fi~eli~ of others A new year i8 a lime ~flecL As you thiJ~k uhouL whak you have dune ~or your c~ldmn during tho last year and the ne~a you have met, at your~lf on the back and e proud of ~e job you have done. With those ar~s you may have neglected, think about working a bit harder on meeting those needs dur- lng 1997, llappy New Year from the slaff at ~mmerumn Elcmenlary~ ADVERTISING IF ONLY