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5.4. SR 02-18-1997ITEM 5.4. ity of MEMORANDUM · lver Mayor and City Council FROM: DATE: Patrick Klaers, City Ad~n~¢trator February 18, 1997 SUBJECT: Community Recreation Board Update Councilmember Roger Holmgren is the city representative on the Community Recreation Board. At this February 18, 1997, City Council meeting, Roger is scheduled to provide the Council with an update on January and February Community Recreation activities. Attached for your review is the agenda and some of the background material from the 2/10/97 Community Recreation Board meeting. s:XcouncilXcomrecud.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 February 10, 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) Developmental Disabilities Programming Efforts and Special Olympics Program Consideration and Organization 3.B) Youth Initiatives Process / Next Meeting Tuesday February 11, 7:00 pm - Elk River City Hall B. Items of Information / Discussion: 1 .) Consider: Change / Opportunities in 1998 Program 2.) Review / Discuss: 1997 Programming Concepts 3.) Consider: Date and Topics for proposed March Work Session 4.) Consider: Program Development Committee objectives / operation 5.) Review: 1997 Officer & Committee Appointments and Discuss Objectives For 1997 C. Other Business: - Set next meeting date & location: Consider Monday March 10th. - Other D.'Adjourn Please see the reverse side for explanation of the Agenda items. Aqenda Item Detail B.1) Chanae / ODoortunitie$ in 1998 Proaram; Understanding that 1998 will likely involve fewer participating communities in the Joint Powers program, the Recreation Board has the opportunity to review the following items for organizing the 1998 program. The following is a list of considerations: - Potential for non-resident fee increase - Potential change of existing field management and coordination responsibilities - Potential change of existing in-kind service to athletic associations - Budget format adjustments / review of population figures - Administrative & program personnel fiscal agency improvements - Potential of cooperative facility development and maintenance considerations - Potential cooperative program planning / resource shadng Thorough consideration of the above items will likely require considerable amounts of time. We may be better served by concentrating our immediate time and attention on matters that deal with our 1997 program, and deal with 1998 matters of concern later this year ( approx. May-June). B.2 Review / Discuss 1997 Programming Concepts: The following are being considered for 1997 program concepts. Staff are interested in input from the Community Recreation Board. - I am planning to meet with the Sherburne County Fair Board to explore our use of their facilities. OpportUnities could involve indoor and outdoor use. - Designation of temporary Skate park site again in Elk River while consideration of developing a permanent site continues. Temporary designation could also be done in other communities if desired. We have learned a great deal from this experience in Elk River. - Relationship with CE maximizing expertise and resources on serving youth better as learned and still learning through the "Youth Initiatives" process. - "Roving Recreation" a portable organized playground program that comes to designated neighborhood parks or other resource as designated. (A church yard etc. if no other public venue exists.) - Unified sports / recreation programs that bring able bodied and persons with disabilities together. - Programming assistance to potential owners of a cafe club for youth. - Alternative uses of the Ice Arena, cuding club, inline hockey, open in-line / rollerskating. Michele has also presented some of her thoughts for 1997 prourams as part of her staff report. Your input will be appreciated. We are also currently reviewing program concepts from various other communities that we may be able to offer in this region as well. B.3) Consider date and topics for March work session: At our February meeting it was suggested that we consider setting a work session in March in addition to our regular monthly March meeting. The purpose will be to offer us more time to discuss matters than our past regular meetings have offered in terms of time available. We should spend some time reviewing those matters that the Board wishes to deal with at the work session. Our next regular meeting will be March 10th. This month marks our programs fifth year of operation. The week of March 17-21 could be considered for a scheduled work session. Please bring your calendars to help us set the best date for all. To avoid any evening conflicts, it was also suggested that a time of 4- 6:00 would be favorable. B.4~ Consideration of Program Development Committee ob!ectives and ooeration: At the November meeting JA was asked to bdng 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. Staff representatives of CE, ECFE and CR have recently also discussed potential benefits of this type of body and how we might bridge the 3 organizations via cross representation on each advisory body as their work relates to program/ activity development. B.5~ Officer and Committee Appointments: Enclosed with this packet you will find a roster and breakdown of responsibilities as adopted in March of 1996. Make-up and objectives of each should be reviewed and revised as needed. 2/6/97 Programming: Community Recreation Board Staff Report for 2/10/97 - Current / Recent Activities: We have handled 700 registrations thus far as part of our winter program. This figure does not include those who participate in any of our open gym programs or who utilize the outdoor ice rinks that we manage. The figure does not also include those who take part in our adult leagues that we manage. We are having some issues at some of our programs that serve the teen age with suspicious drug activity, general rowdiness, and disrespect or lack of consideration of authority. We have involved the local law enforcement to provide increased patrol and checks on these programs of concern. The fourth annual Otsgeo Winterfest took place on Saturday January 25th. It was very cold. Youth baseball, girls softball, youth soccer, and youth wrestling are all beginning their program registration. Our office assists this process in various ways; from flyer distribution, to facility arrangements, and handling a significant amount of phone calls about their programs. Miscellaneous Updates: - Youth Initiatives: The "Youth Initiatives" process is very exciting. Please see the article enclosed from the February 5th edition of the Star News. We continue to meet and have good meeting attendance. We have been meeting regularly since July. Our next meeting is scheduled for February 11th. At this meeting we are expecting to have a representative from the Twin Cities One to One program visit with us about their successful mentoring program and how this concept might benefit this region as well. - Working with CE on continuing to better serve the Junior High age market. - I will be meeting later this month with the Sherburne County Fair Board to begin exploring our use of their buildings and property. - Met with Livonia Township on January 23rd. Zimmerman has presented them with a program to join with them. - Support and input to the the Elk River Park Commission on consideration for a possible Park Improvement Bond Referendum. Please find enclosed a list of items for improvement they are considering. - 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 hosted a meeting on Jan. 21 to begin considering and building a support network for possible development of a Special Olympics program. This meeting was well attended and good support was indicated. We are now looking to develop a local management team that would be responsible. Our programs will play a role, but we will not be totally responsible, we are seeking to develop a strong broad based management team. - Working closely with youth advocates on development considerations of a permanent skatepark with the city of Elk River. Last fall we had a temporary site that was very successful. I am hopeful that we can again designate a temporary site while the city further determines the best location etc. for a permanent location of this facility. - Received a memo from Hassan Township with their concern and intent for 1998. (letter enclosed with this packet) - Assisted with the open house activities at the Elk River Ice Arena. - Working with the Otsego Park Commission on adopting field use policy and procedures for proper management of the ball fields. - Working with the associations geadng up for their programs that will begin using outdoor facilities mid - late April. - 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. SAN 25000 HASSAN PARKWAY, HASSAN TOWNSHIP, MN 55374 PHONE: (612) 428-4100 FAX: (612) 428-2102 January 10,1997 Community Recreation cio Mr. Jeff Asfahl 1230 School Street NW Elk River, MN 55330 Dear Mr. Asfahl: This letter is to inform you that Hassan Township will not be participating in the Community Recreation Program Joint Powers Agreement after December 31, 1997. After careful consideration by the Board, it was determined that although the program has some merit, there are still budgetary, employment, and liability issues which have not been adequately addressed. Since the program is counting on our funds, the Township will remain active in the program through 1997. This should allow adequate time for all participants to address our concerns, as well as review the entire program objectives. Please feel free to contact me with any questions or concerns. Sincerely, Gary4vlorrison Township Administrator - THE ONLY TOWN IN HENNEPIN COUNTY - 4/96 Officer & Committee Roster / Responsibilities Officers: Effective February 1996 Chair, Roger Holmgren Vice - Chair, Roy Johnson Secretary, Staff Responsibilities: The following positions to be considered and nominated by the Board each new year. Chair, Vice-chair, Secretary. To serve at the pleasure of the Board. Officer duties: Chair- Lead meetings, act as bd. official at appropriate functions, perform official duties as they arise, set or assign staff to set agendas, appoint committees, official signatory of any documents Vice Chair - Act as chair in chairs' absence Secretary- Record meetings Personnel Committee: Effective March 1996 Chair, Gary Eitel Roger Holmgren Responsibilities: - Perform administrative staff evaluations and recommend accordingly. - Advise and recommend necessary personnel policy. - Advise any matters related to personnel. Budget Committee: Effective March 1996 Gary Eitel Doug Thompson Staff Responsibilities: - Prepare and recommend administrative annual budget. - General budget planning. - Advise any budgetary matters. Transportation Committee: Effective March 1996 Vern Heidner Jeff Gongoll Staff Responsibilities: - Evaluate current methods of provision of transportation to programming. - Research / recommend new methods. 1.21/97 Special Olympics Organizational Meeting January 21, 1997 Attendance at meeting: Carole McNaughton-Commers - Dist. 728 Comm. Education Jeff Asfahl - Community Recreation Board Joyce Nichols - VFVV Coreen Nierderbaumer - Dist 728 Teacher jeri Luper - Vandenberge Jr. High Chris Carr - TCI / interested individual/past SO volunteer Rici~ard Simonson - Options / Past SO volunteer Kathy Hanson - Parent Alvina Leiser - Area 7 SO director Brian Swerine - MSO Field Operations Manager Julie Kastendick- Parent Wendy Waldner - Opportunity Partners Other interested Individuals, but were not able to be at the meeting: Margee Gurny - Parent Paula Dare - SO volunteer Teresa Lawson - Parent, & Dist. 728 staff Stacy Helmueller - Dist. 728 staff, & past SO volunteer Stacy Wilson- Dist. 728 staff Kathy Carron- Parent Carole McNaughton-Commers representing District 728 Community Education welcomed every one and also introduced Jeff Asfahl representing the Municipally sponsored Community Recreation program. Carole and Jeff stated that this meeting was organized as a result of recent efforts to better serve our community and individuals with disabilities. We are in the process of reviewing our existing programs and learning how we can better accommodate needs of the whole community without having to necessarily provide new opportunities. Additionally, some new specialized classes are being piloted through partnership between Dist. 728 CE and Anoka-Hennepin CE and Project Power to be held in Elk River beginning this March. As a result of our research, a group of local professionals and i~arents wondered what a Special Olympics program might mean for this community. That is the purpose of this meeting, to identify what level of interest and support may be out there. Brian Swerine of the Minnesota Special Olympics (MSO) was in attendance and shared the background, goals etc. of the Minnesota Special Olympics. Also in attendance was Alvina Leiser of the St. Cloud area. She is the Area 7 SO director under which area any program in our region would fall. Each of these individuals were very encouraging and willing to support any efforts at getting a local program established. It was determined that for this to get started in our community it would take a total community based broad effort and involvement. Community Education and the Community Recreation programs do not intend to solely take this on, a broad based team will be required. MSO recommends the development of a local management team with the following responsibility areas: Fundraising Coordinator, Games and Training Coordinator, Volunteer Coordinator, and a General Coordinator / Chair to keep the program on track. This is what the MSO suggests. We could design to suit our needs. It was reported that a survey is being developed to further determine interest in a variety of services for persons with disabilities (including participation in current offerings, barders to Participation, etc.). It was then suggested to add some questions to this survey that would further benefit our search into beginning a SO program. Unified programs were of interest as well. The unified programs feature an inclusive environment and also fit in well with the goals of Community Education and Comm. Recreation to serve a wide range. If you are interested or know of anyone who would like to be involved in any capacity please contact Carole at 241-3520 or Jeff at 241-3523. We feel that we may be able to get something started and in place for this coming summer. Your help will be neededJ! Current Offerings from Community Recreation Questions: 241-3523 Open Gyms Recreational time is ~"~'-~'---~ available for all ages. Pay at the door. Days, times, age groups, ~,~ locations, and activities listed below. Preschool - Grade 9 1:00-2:30pm Children under age 6 must be accompanied at ali times by a parent or guardian. Grade 10 - Adult 2:30-4:00pm Adult $1.50 Youth $1 Sundays through Mar 16 Otsego Gyms, Door 4 Rogers Gyms, Door 2 zimmerman Gyms, Door 1 Indoor Walking; Family Walk with your family; or on Sundays children up to grade 9 can enjoy Open Gym for just $1/day at the door while you walk in the hallways. Co- sponosred by Community Recreation and lSD 728 Community Education. #412-19 Sunday 1:00-2:30pm Tues/Thurs 6:00-7:30pm ongoing through Mar Fee: $8 Otsego Door 4 Not Mtg.' March 6 Indoor Walking; Adults Only This program is for adults only. Must be at least 18 years of age to participate. Co-sponosred by Community Recreation and lSD 728 Community Education. #412-20 Mon/Wed/Fri 4-30-6:00pm ongoing through Mar Fee: $8 Salk Door S Not Mtg: Feb 17, Mar 7 #412-18 Sunday 1:00-2:30pm Tues/Thurs 7:30-9:00pm ongoing through Mar Fee: $8 Zimmerman Door 1 #412-16 Sunday 1:00-2:30pm Tues/'l'hurs 6:00-7:30pm ongoing through Mar Fee: $8 Rogers Door 2 The Breal~fast Club age 50 + Join us for ice skating and / or walking. We'll supply the coffee, you supply the treats. We'll have a sign up sheet available so you can share your favorite recipe. A perfect opportunity to visit with your friends or to make some new. MonANed/Fri 9:00-11:00am Mamh 31 - May 23 Walking is free, Skating is $1 Lunch Hour Stroll/Skate Join us at lunchtime for a stress- relieving walk around the perimeter, or ice skate on the new dnk. Mort/Wed/Fri 11:30-2:00pm Skating is $2, Walking is free. Mamh 31-May 23 Indoor Walking at Ice Arena Indoor walking available at no charge any evening the building is open. Please call the Arena at 441-4415 to confirm available times. Beginning March 31 See all of He Community Education and Community Recreation offedngs in our quarterly brochure, delivered to all District 728 residents. Look for mom exciting programs t° be offered this summer! Next brochure delivery:. Wed, May 7th More on Back! Use this form to register for any of the programs in this flier. Retum to 1230 School Street, Elk River, MN 55330 Course # Title Course # Title Participant name age Address City Zip Home phone Emergency phone One Assistant or Staff may attend with the participant for no additional fee. Name Phone Additional needs or comments regarding your participation? Current Offerings from lSD 728 Community Education Questions: 241-3520 II NEW! Community Education classes and activities designed for adults with special needs, co-sponsored with Project POWER (Anoka-Hennepin ISD#11 Community Education) Some of our area residents have indicated they would prefer specialized Community Education programming. The activities listed here are designed for people with developmental disabilities that can function in a group setting, independently or with the assistance of a staff person. Participants should be able to follow simple directions and communicate their needs. We will provide staffing and assistance at approximately a 1:5 ratio. Participants are asked to bring staff or family members for personal care assistance. Please indicate who will be attending with the participant when you register - there will be no extra fee for the assistant attending. Music Encounters age 18+ Three different evenings of fun with music. Explore the basic concepts of each vadety while trying l~em "hands-on'. Take as many as you'd like, or all! If registering for all three, pay a package pdce of only $12! Songwriting and Singing #94,3-1 Tuesday Christine Lyon Hays March 4 6:30-8:00pm One session FEE: $5 Otsecjo Band, Door 4 Drumming, Percussion & Rhythm #943-2 Tuesday Christine Lyon Hays March 11 6:30-8:00pm One session FEE: $5 Otsego Band, Door 4 Art Meets Music #94,3-3 Tuesday Christine Lyon Hays March 18 6:30-8:00prn One session FEE: $5 Otsego Band, Door 4 Steppin' Out age 18+ Walk off those extra pounds and improve your level of fitness. Leam how to make choices for a healthy lifestyle and have fun, too. All snacks and supplies included in fee. #941-1 Tuesday Kathy Baker Begins Apr 15 6:30-8:00pm 3 sessions FEE: $15 Otsego Music Rm, Door 4 Watch It Grow! Gardening Club age 18+ Think Spdng! A great class to learn about different types of vegetables and flowers. Learn how to plant and. tend a garden while getting together with old fdends and new. All supplies included in fee. ~<J42-1 Tuesday Kathy Baker Begins May 6 6:30-8:00pm 3 sessions FEE: $15 Community Ed. Multi, Door 2 · Other Activities · Community Education welcomes persons of all abilities to participate in any of our activities. If you need special accommodations to attend, please indicate them when registering. Here a couple of our other offerings: Open Swim Lifeguard supervised recreational swimming, pay or purchase a pass at the door. Mon& Wed 7:00-8:45pm Saturday 2:00-4:00pm Sunday 2:00-4:00pm FEE: 17 & under $1.50 18 & older $~' No Ooen Swim on Feb 15, 17, 19, 22, Mar 10, 22, 23, 24, 26, 29, 30, Apr 21, 26, 27 "Cinderella" See approxmiately 70 local youth, ages 7-16, as they perform an original, musical version of this classic tale with direction from the Praide Fire Children's Theatre. The one week residency is sponsored in part by a grant from the Central Minnesota Arts Board, through funding provided by the Minnesota State Legislature, and by the United Arts of Central Minnesota. Fdday, Feb 14 7:30pm Saturday, Feb 15 1:00pm Elk River Area Senior High Theatre Use Door H Tickets are available beginning Tuesday, February 11 at the Community Education Center, 1230 School Street, 9am-5pm. Remaini tickets will be sold at the door for each or $12 per family. More on Back! '- 1/14/97 COMMUNITY RECREATION BOARD Minutes Fr: 1/13/97 Attendance: Staff: J. Asfahl- Comm. Rec., P. Klaers - City of Elk River, C. McNaughton-Commers - lSD 728 CE, 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 12/16/96 were approved on a motion by G. Eitel, seconded by R. Johnson. Motion Unanimously Carried. 2.) Agenda changes/additions: None 3.) Staff Reports: JA reviewed the staff reports as presented with the agenda packets. JA also reported that the recently held joint meeting with the CE and ECFE advisory councils' went quite well. It was suggested by many at this meeting, that more of these joint meetings take place again. B. Items of Information / Discussion: B. 1) Notice from Zimmerman: JA reviewed several matters that are effected by this action that will require attention by the Community Recreation Board in the coming months. The Board acknowledged Zimmermans' intent and asked Gary Eitel to send them a memo stating our acknowledgment. Unanimously Carried. B.2) Update on personnel / payroll administration research: Tabled B. 3) Field Development / Regional Planning: Review Proposed "Scope of Work": Tabled B. 4) Consider: Program Development Committee objectives / operation: Tabled B.5) Consider 1997 Officer & Committee Appointments: No changes suggested. Other Business: It was suggested that we consider holding a special work session meeting this coming Mamh. We will plan to schedule the date agenda, etc. at our February meeting. Next Meeting: Monday February 10, 1997 - 11:45 am - LaRose's Pizza, Elk River. Motion at 1:30 pm to adjourn by R. Johnson, seconded by J. Gongoll. Motion carried. Respectfully Submitted, STAFF REPORT/Michele Bergh FEBRUARY 5, 1997 Gymnastics *Begins next week *Out of 18 classes offered, 17 of them are going (this includes Rogers & Zimmerman) *We can accommodate 255 participants in these classes and currently have 191 registered. *We are accommodating existing waiting lists with the time slot from the class that cancelled and doing some combining of classes to fill some classes that are not full *Staffing looks good, which is something we have had trouble with in the past Ice Rinks *We've experienced a little trouble with staff but nothing out of the ordinary *We've had a long season due to cold weather early in December *1 anticipate closing mid-February *Outdoor skating lessons will be done this week Arena *The second sessions of indoor lessons at the Arena have started with about 65 participants. I think this program will continue to grow and be successful *Open House was very successful*Jeff and I belong to CLSA (Central Leisure Services Assoc.) and hosted the February meeting in which we toured the facility with Rich Czech, the Arena Manager. People from other communities were impressed with the facility. Intramural Basketball *The season is going well with 16 teams *We have requested assistance from local law enforcement to deal with some behavior issues Open Gyms *Participation continues to grow *We are outgrowing our current facilities *We are receiving requests for younger ages during the week as well as family opportunities however facilities are not available at this time (younger ages and family opportunities are well attended on Sunday aftemoons) *We have also requested assistance from local law enforcement to deal with some behavior issues Pillo Polo/Start Smart *Two fairly new programs that are really exciting and interest continues to grow *Opportunities in Rogers, Zimmerman and Elk River Summer Planning *1 have just started planning for summer *1 am looking to make some changes to some of our existing programs(make sports camps and lessons like basketball, volleyball, tennis, etc. run through the summer once or twice a week instead of every day for a week or two) and add some new ones (Roving Playground, dances or rollerblading, etc. at the Arena, etc.) so I anticipate a busy season