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4.7. SR 05-19-1997'~ty of iver MEMORANDUM Item 4.7. TO: FROM: DATE: SUBJECT: Mayor and City Council Patrick Klaers, City Administrator May 19, 1997 Community Recreation Board Update Councilmember Roger Holmgren is the city representative on the Community Recreation Board. At this May 19, 1997, City Council meeting, Roger is scheduled to provide the Council with an update on April and May Community Recreation activities. Attached for your review is some of the background material from the Monday, April 28, 1997, meeting, and the Monday, May 19, 1997, Community Recreation Board meeting agenda. s:\councilXcomrecud.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Community Recreation Board Notice of Special Meeting Monday April 28, 1997 - 11:30 - 1:30 LaRose's Pizza - Elk River * 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.) General considerations / direction for the 1998 budget committee: Such as; non-resident fees, accurate population determinations, other B.) Fiscal Agency / Employment policy and wage matters C.) Regional recreational shared facility planning D.) Concepts for increased awareness of our program Please see the reverse for the agenda item background Backaround A.) General considerations / direction for the 1998 budget committee: Such as; non-resident fees, accurate ~3oDulation determinations, other: The budget committee will be meeting soon to amend the 1997 budget and to also begin development of the budget for 1998. Considering recent evolution, this presents us with opportunity to consider different funding approaches than utilized in the past. The budget committee would like some general direction for consideration with planning the 1998 budget. B.) Fiscal Agency / Employment Dolicy and wage matters: The Recreation Board has expressed an interest in developing one employment wage manual and related cdteria for the administrative staff positions. The personnel committee has met and will have a presentation at today's meeting related to this matter. The Board has also in the past suggested streamlining our payroll functions as they relate to our partime programming personnel. This was preliminarily investigated in November/December of 1996. (See exhibit A, attached) This matter needs more consideration. C.) Regional recreational shared facility olanning: This matter has been discussed in our recent past. Past discussions have suggested soliciting funding to pay for a professinal consultant to help us with this plan. We have also discussed reviewing / completing an existing inventory of all recreational facilities. Pursuit of this plan needs more attention and direction. D.) Conceot$ for increased awareness of our program- Awareness and understanding are crucial for any program. The Community Recreation Board and staff have always concentrated on developing our identity. The following methods have been utilized to date: - Our primary "vehicle" is the Brochure which is distributed quarterly to all Dist. 728 households. - Use of community newsletters - Public service announcements to local papers - Occasional paid advertising - Shared monthly ad w/the CE and ECFE programs - Shared banner W/CE and ECFE programs - Occasional target marketing specific programs or services. - Use of table tent displays at vadous high traffic areas. - Personal visits to various organizations such as; service clubs, civic organizations, parent teacher associations, other local governments or agencies. - Utilization of technology via the internet with a web site. -.Stuffers with utility billings. - Various types of flyers. Tri-fold brochures, etc. (Use of welcome packets w/local Chamber offices) - Flyers to schools. - Announcements in schools. - Capitalize on captive audiences such as: flyers to existing programs. - Participation in local festivals and community events. Parades, etc. - Professional personal conduct and constant positive representation of the Community Recreation Board and related activities. - Networking with local organizations such as the Chamber of Commerce offices, 2001 Committee Inc. Youth associations, etc. - Pictorial and slide show presentations at various events, meetings, etc. These methods are being considered: - Development of a video presentation. - Newsletter - Writing our own news articles w/accompanying pictures and submitting them to the local papers Please suggest any others. Exhibit A 111 OF ELK RIVER FIRST NATIONAL INSURANCE 716 MAIN STREET- SUITE 107 - ELK RIVER, MINNESOTA 55330 ° (612) 4.4.1-2500- FAX (612) 4.4.1-6714 December 2, [996 Community. Recreation Board Jeff Ashfault, Director 1230 School Street NW Elk River, MN 55330 Dear Jeff, This letter is a follow up of our meeting and conversations concerning the current stares of the recreation board and future plans, as it relates to insurance coverages. In the offset of organizing the recreation board, we took the opportunity of calling the League of MN Cities, who is the current carrier for the cities of Dayton, Elk River, Otsego, Rogers, Zimmerman. The Independent School Dist #728, is insured with the School Board Association Program. I sent copies of the information to the townships of Hassen and Lavonia. The purpose in filing the information concerning the structure of the rec. board with these insurance carders and entities, was to make sure that, from a Liability and Work Comp standpoint, we were properly covering the board and it's operation. We had subsequent meetings with the representatives of the rec. board and gave them copies of the response letters we had from the School Board Association Program and League of MN Cities Trust. W.~e were all comfortable that coverage would be provided, depending on the circumstances of the claim, through one of these organization. We understand that you are looking to make changes in your operation. In contacting the insuring entities, the recommendation was made that the recreation board secure the assistance of an attorney to make sure that all current and future contract agreements/amendments would be reviewed with the insuring entities of those communities to make sure that everybody is properly insured. I agree with that recommendation. An attorney would make sure any changes in your procedures are done in a proper manner. Once they have made their recommendation, then we can make sure our procedures are correct. appreciate reviewing these items with you. If you have any questions, please give me a call. Daniel B. Greene Business, Home, Auto. Life. Health, Disability Cornmunity Recreation Board Notice of Meeting Monday May19, 1997 - 11:45 am LaRose'8 Pizza - Elk River · Your attendance is a~ways important If you cannot make the meeting please arrange to send a~ternate or notify me at 241-3523 that you wil~ not be in attendance. Thank you~ AGENDA A, Routine Matters: 1 .) Approval of past minutes From 4/14/97 & 4/28/97 meetings 2.) Changes or additions to agenda 3,) Staff reports & updates: 3.A) Youth Initiatives 3.B) 1997 Summer Program Update 3.C) Response to Hassan Request For Info. B, Items of Information / Discussion: 1 ,) Personnel Committee Reports 2.) Brochure Concept Considerations 3.) Regional Field Planning Considerations , ,genda Item Detaik 1_~, Personnel Committee Reoorts: At our 4/28/97 special meeting the personnel committee presented their findings from a comprehensive review / research related to job descriptions / responsibilities and compensation and how our current levels compare to other Recreation Departments from communities similar to our region. The personnel committee reported at that time that they will be establishing a wage range and criteria for employee evaluation for each administrative position. This new process will be presented and recommended for Board adoption. Considering the previous matter as It related to compensation, the Board has not yet acted on any recommended Increase for the 1997 calendar year. The personnel committee has considered the budget outlook for 1997 end will be making their recommendation for Board adoption. ~ Brochure Conceot Cdnsideratlons: Staff from Dist, 728 Community Education / ECFE and Community Recreation have recently been discussing the possibility of Increasing the frequency of the brochure publications. Experience and trends are suggesting that we need to do more. We are Interested in as much feedback around some of our concepts that we have been developing, JA and a representative form CE will report on this matter and solicit your input. 31 Re01onat Field Plannino Considerations: We have in the past considered consulting with a firm to aid us with a study of our Inventory and projected needs for the future. I will have a map of the district available for our review of our present and near future inventory of facilities. Direction for this plan needs more consideration.