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6.5. SR 06-16-1997t..~ty of 'ver MEMORANDUM Item # 6.5. TO: FROM: DATE: SUBJECT: Mayor & City Council Pat Klaers, City Administrator June 16, 1997 Community Recreation Board Update The City of Elk River is the largest member of the Community Recreation Board. Councilmember Holmgren is our city representative on this Board. The Community Recreation Board meets at least monthly. Community Recreation Director Jeff Asfahl is scheduled to be in attendance at this June 16, 1997, meeting to give the City Council an update on May and June activities. Attached for your review is the background material for the next Community Recreation Board meeting which is scheduled for the afternoon of June 16th. The special meeting minutes of April 28, 1997, where long range planning was discussed, the staff report, and the draft community center/youth center narrative all relate directly to current and future Elk River activities and I found these items to be of special interest. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 Community Recreation Board Notice of Meeting Monday June 16, 1997 - 11:45 am 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. Routine Matters: 1 .) Approval of 4/14/97, 4/28/97, & 5/19/97 meeting minutes 2.) Changes or additions to the agenda 3.) Staff reports & updates: 3.A) Youth Initiatives 3.B) 1997 Summer Program Update 3.C) Program staff payroll service B. Items of Information / Discussion: 1.) Personnel Committee recommendations 2.) Regional field planning / development and maintenance considerations 3.) Review concept for use of Vandenberge Junior High to operate similar to how a community center operates Please see the reverse side for explanation of the Agenda items. COMMUNITY RECREATION BOARD Minutes Fr: 4/14/97 ~.ttendance: Staff: J. Asfahl- Comm. Rec. C. Blesener- CE Community Representatives: Doug Thompson - Hassan, .~. Eitel - City of Rogers, Mark Berning - City of Otsego, R. Johnson - Livonia, R. Holmgren - City of Elk River, J. Gongoll - lSD 728, S. Slater - City of Dayton Community Representatives absent: Zimmerman The meeting was called to order at 12:00 by Roger Holmgren. A. Routine matters: 1.) Approval of past minutes: None to approve. 2.) Agenda changes/additions: J. Gongoll requested to add item # 3 as School District Budget Considerations 3.) Staff Reports: JA reviewed the staff reports as presented with the agenda packets. JA also reported on the Youth Initiatives on going efforts, recent developments associated with consideration of developing a local Special Olympics program, and a brief update on Summer activities that are being planned. B. Items of Information / Discussion: B.I) Consider Date and Topics for our Work Session: scheduled for 11:30 am on Monday April 28th. The meeting scheduled for 3/18/97 was postponed. It was B.2 Livonia Program Withdrawal: JA presented our options associated with administering Livonia and Zimmermans' nonparticipation and its effect on program non-resident fees. On a motion by Jeff Gongoll, seconded by Mark Berning, it was determined that we accept their withdrawal and consider their residents as "residents" when collecting fees for any program that starts prior to September 1997 (6 months) and that we receive their monthly financial commitment through '.eptember 30,1997 ( 6 months ) as described in the Joint Powers agreement. Motion carried. B.3) School Board Budget Considerations: J. Gongoll stated that part of their consideration for budget cuts in FY 97-98 deals with Junior High athletics. The school board is interested in learning how the Community Recreation Board program might play a part in meeting the needs of the youth with a modified approach. There were many questions. What are the costs?. What would the expectations be? etc. J. Gongoll mentioned he would bring the issue back if necessary. The meeting adjourned on a motion by R. Johnson seconded by D. Thompson. Motion Carried. Next Meeting: Special Work session, Monday April 28, 1997 - 11:30 am - LaRose's Pizza, Elk River. COMMUNITY RECREATION BOARD Minutes Fr: 4/28/97 Special Meeting - Work Session ,ttendance: Staff: J. Asfahl- Comm. Rec., Community Representatives: Doug Thompson - Hassan, G. Eitel - City of Rogers, Mark Berning - City of Otsego, R. Holmgren - City of Elk River, J. Gongoll - lSD 728, S. Slater - City of Dayton Community Representatives absent: Zimmerman, Livonia The meeting was called to order at 11:55 by Roger Holmgren. Items of Information ! Discussion: A.) General considerations / direction for the 1998 budget committee: Such as; non-resident fees, accurate population determinations, other. It was agreed that the budget committee consider all of the following when planning the 1998 budget: - Review Dist. 728 demographer study that was completed in 1996 - Consider a sliding scale rating system w/a minimum for determining non-resident charges rather than a straight percentage. - Consider an administrative surcharge to all programming fees - Consider implementing the sale of a "patron" card which would allow discounts on program fees. - Consider means to raise funds. - Consider value of our service to associations and how we may collect. *It was noted that the percentage of administrative cost will increase for all communities with the largest percent increase to the city of Elk River. Gary Eitel noted that the city of Rogers' greatly appreciates this Joint Powers program and all the benefits that it provides by being able to work cooperatively with other communities in the region. Roger Holmgren commented that the City of Elk River also enjoys the Joint Powers program and that they recognize the regional approach / viewpoint to providing recreational services and wishes to continue to work cooperatively with other communities. eL) Fiscal Agency / Employment policy and wage matters. Gary representing the personnel committee distributed job descriptions and various survey documents related to compensation. This reported identified fair wage determinations for each of our programs administrative positions. The personnel committee will be determining the wage range for each position based on the supporting material as well as criteria for advancement within the range as identified. These ranges will need to be periodically updated according to CPI determinations. It was agreed that we need to pursue streamlining our payroll function related to part-time program staff. The city of Elk River will consider providing our program this service. It was suggested that this be acted on to take place ASAP. C.) Regional recreational shared facility planning. It was agreed that this subject matter has great potential for considerable cost saving partnerships that we should be working towards developing. This subject matter needs more and continual discussion and planning. D.) Concepts for increased awareness of our program. Tabled. To be discussed at a future regular meeting. The meeting adjourned on a motion by R. Johnson seconded by D. Thompson. Motion Carried. Respectfully Submitted, COMMUNITY RECREATION BOARD Minutes Fr: 5/19/97 ~,ttendance: Staff: J. Asfahl- Comm. Rec., Community Representatives: Doug Thompson - Hassan, G. Eitel - City of togers, Mark Berning - City of Otsego, R. Holmgren - City of Elk River, J. Gongoll - lSD 728, S. Slater - City of Dayton Community Representatives absent: Zimmerman, Livonia The meeting was called to order at 12:00 by Roger Holmgren. A. Routine matters: 1.) Approval of past minutes: No minutes available for action. 2.) Agenda changes/additions: None 3.) Staff Reports: JA reviewed the staff reports as presented with the agenda packets. JA also reported on the Youth Initiatives on going efforts, recent developments associated with consideration of developing a local Special Olympics program, and a brief update on Summer activities that are being planned. B. Items of Information / Discussion: B.1) Personnel committee report: Tabled. B.2 Brochure concept considerations: JA reported that staff from Com. Rec. and Com. Ed. have been discussing various options related to the brochure. The following concepts are being discussed and input sought. - More frequent deliveries - New cover design - Potential for selling advertising space ~ary Eitel stated that each community could also bolster program awareness by supporting cost associated with developing a smaller flyer with our program offerings and working to disseminate throughout their community. Doug Thompson agreed and offered to enquire about costs associated with printing a smaller version of our program brochure that each community could undertake if they chose. All generally agreed that we should work to develop more opportunities for program exposure and awareness. 3.) Regional field planning considerations: Gary Eitel mentioned that facilities such as the Sports Complex in Blaine could also be developed in this region. Concepts such as the Blaine Sports Complex may be attractive to grant support funding. JA reviewed the Joint Powers agreement section 4 that deals with School and Park Facilities. It says: In order to minimize duplication and thereby reduce costs, the parties are encouraged to enter into supplementary maintenance agreements for each project or facilities jointly used, taking into consideration sharing of staff and equipment, rental of equipment, joint purchase of equipment, etc. for park development and maintenance purposes. The meeting adjourned on a motion by R. Johnson seconded by D. Thompson. Motion Carried. Next Meeting: Monday June 16, 1997 - 11:45 am - LaRose's Pizza, Elk River. 6/10/97 Community Recreation Board J. Asfahl - Staff Report for 6/16/97 ~rogramming: Summer programs are underway. Our office has been very busy. Participation is very good. WE have hired nearly 45 employees to be a part of this summers program opportunities. WE also incorporate numerous volunteers, government subsidized employees related to the PIC 5 program,. We have also incorporated opportunity for parent volunteers at some programs where appropriate. This is an especially busy time of year for our office. It is also very exciting and rewarding to see the interest and demand for our services. All summer athletic association programs are also in full swing. We will be responsible for maintaining fields for nearly 1400 games this summer Miscellaneous Updates: - Youth Initiatives: The "Youth Initiatives" process continues. We continue to meet and have good meeting attendance. We have been meeting regularly since July of 1996. A web site for youth info. has been designed and is ready for use. The skatepark development has made significant progress. The youth have worked very hard! A mentoring program is being developed and recommended for implementation into the school curriculum. - Special Olympics / Disability opportunities: The SO management team is up and running. We are working with them to expand opportunities for all individuals w/disabilities not just those who are eligible or interested in what SO offers. - Continuing to work with the Otsego Park Commission on adopting field use policy and procedures for proper management and maintenance of the ball fields. - Working closely with the Arena Manager on a variety of program developments and program needs. - Assisting The Elk River Park Commission with analyzing survey data from a recently completed survey. - Working with Superintendent David Flannery on issue related to skateboarding. - Working on various issues related to field maintenance needs. - Co-organized and attended a training session related to "communicating and relating to persons with disabilities." -Continually working to address the need for increased opportunities for youth. - Looking ahead to Fall of '97 program and services. - Work with our Personnel committee on projects as directed by the board. ,genda Item Detail: 1) Personnel Committee Recommendations: 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 and will be making their recommendation for Board adoption. 2) Field planning / development and maintenance considerations: This topic has been subject of many past discussions. As each community grows, demands and expectations for recreational facilities will heighten. The community Recreation Board is well suited to play a role with the planning, development and maintencace to each communities and the publics best financial interest. At this meeting I will plan to review the regions currrent inventory of facilities and plans, as well as review how and who the users are as well as how currently the fields are maintained. 3.) Review concept for use of Vandenberge Junior High: Please find enclosed a concept as developed by Charlie Blesener that deals with utilizing an existing resource that has the same componemtry as what you would find in any Community Center. This concept will require the involvment of many. Our program and communities that we represent atre mentioned in the concept. As a staff, Community Recreation and Community Education have had some discussion about this concept and are looking to gather more input. Charlie presented the concept at the Scholl Boards' June 10, '997 meeting. He was encouraged by the board to continue sharing the concept througout the communities. -DRAFT- 20 May 1997 Community Center/Youth Center Background: Much has been discussed and wdtten about a community center or a youth center for the District 728 area over the past 5-7 years. The City of Elk River commissioned a committee to study the issue several years ago, the City is currently negotiating with the Minnesota Sports Federation regarding bonding for a facility which would have gyms and a running track, and more recently there has been talk of a Boy's and Gid's Club. The City of Rogers has undertaken a serious study of adding a swimming pool and auditorium to the future Junior High to be constructed in Rogers. While one or more of these concepts may one day be reality, the reality is that in the short term-the next 12-18 months to perhaps up to the next five years, there may be no "Community Center' constructed in District 728. Consider: The taxpayers have already invested money in permanent school facilities in District 728. It would take well over $200 million to replace the public school facilities we currently have in Elk River alone. Proposal: For the interim period until such time as a community center is constructed by any of the above scenarios, why not invest several thousand dollars a year (versus several million dollars), and provide a public space that is universally available for the general public's casual use--rather than for specifically organized special interest groups. Take a currently existing public school and fully maximize its use for the good of the general public. For example, select VandenBerge Jr. High (because it has both multiple gymnasiums and a swimming pool), and develop a calendar for the school for the year. Such a center could be open on Fdday nights, Saturdays and Sundays, with extended hours to midnight or beyond if desired. A food concession with pizza and/or other foods would probably be needed, as would an area to accommodate a large number of video games, darts, pool tables, etc. Special events could be scheduled and promoted, as well as regularly scheduled Community Education and Community Recreation activities such as open gyms, open swimming, afterclass enrichment programs, etc. The elements needed at such a center, schedule for the year, hours of operation, marketing ideas and plan, would ideally be planned with input from youth and families that would be using the facility. Such a proposal should not be only a school district-run facility. It should have broad community financial and emotional support, and multiple agencies should have an investment in it's success. Among the possible' players: District 728 Community Education, Community Recreation, the City of Elk River, churches and church youth groups, local service and fraternity organizations, the business community, youth in the community, families. Concerns about the schedule at the facility: 1. Continue to assure that all K-12 VandenBerge school functions take place and are scheduled as #1 priorities. 2. Determine a schedule for the proposed center. (vacate other general uses of specified spaces during these times) For example community uses that have historically been at the site may be scheduled for another building instead. Possible steps in the process: 1. Bounce the concept off several possible partners. ~, ~ 2. Secure School Board support for the concept.... 3. Determine the mission, goals and purpose of the facility.