4.4. SR 08-18-1997City of
ver
MEMORANDUM
Item # 4.4.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Patrick Klaers, City~r
August 18, 1097
Community Recreation Board Update
The City of Elk River is a member of the Community Recreation
organization. Councilmember Roger Holmgren is our city representative on
the Board and JeffAsfahl is the Community Recreation Director. This
organization and Jeff are in charge of the city recreation programs.
The Community Recreation Board meets at least monthly. The Board is
scheduled to meet on August 18, 1997. Attached for your review is the
meeting agenda and background material. Either Roger or Jeff will be able
to update the City Council on recent Community Recreation activities at our
August 18th meeting.
s:\council\comrecud.doc
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
,,~ Community Recreation Board
t,,,~%\% Notice of Meeting
Monday August 18, 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 meeting minutes fr: 6/17/97 & 7/9/97
2.) Changes or additions to the agenda
3.) Staff reports & updates:
3.A) Youth Initiatives
3.B) 1997 Summer & Fall Program Updates
3.C) Insurance
3.D) 1998 Legislative Bonding Bill for Consideration
B. Items of Information / Discussion:
1 .) 1998 Budget Consideration Report
Aqenda Item Detail
1998 Budget Consideration Report: The budget committee (Gary Eitel and Doug Thompson) will be prepared to present
the 1998 budget considerations. The committee also met with the personnel committee on one occasion to carefully
determine the 1998 wage projections. · .....
The committee focused on concepts to generate revenue aside from the assessments to each member community.
Additionally, the committee reviewed the population determinations and brought them up to date according to information
from the state demographer's office. The committee also reviewed the activities and programs and other services that our
program is responsible for managing.
COMMUNITY RECREATION BOARD
Minutes Fr: 7/9/97
Attendance: Staff: J. Asfahl- Comm. Rec., Community Representatives: Doug Thompson - Hassan, T. McCrossan -
.-tassan, G. Eitel - City of Rogers,M. Berning - City of Otsego, R. Holmgren - City of Elk River, J. Gongoll- lSD 728, S.
Borders - City of Dayton
Guest: Dan Greene - First National Insurance.
Community Representatives absent: Livonia
The meeting was called to order at 12:00 by Roger Holmgren. Roger noted this meeting was to specifically discuss the
Recreation Boards consideration of pursuing our own liability insurance which would allow our organization to move
forward with concepts we have discussed, and determined to work towards to make our operation as it relates to
personnel more efficient.
Dan Greene was invited to this meeting to explain our current coverage and what our own insurance would entail.
J. Asfahl reported that he has received preliminary cost information. It appears that the cost would be approximately
$1500 - $2000. J. Asfahl stated that this was only preliminary and was not informed of the coverage details, as the
underwriter will only work through an agent.
After much discussion, the Recreation Board on a motion by Doug Thompson, seconded by J. Gongoll moved that
we continue to pursue our own insurance with Dan Greene's assistance to allow us greater independence and
efficiencies for our operation.
Respectfully Submitted,
Next regular meeting: August 18, 1997.
8/5/97
Community Recreation Board
J. Asfahl - Staff Report for 8/18/97
~rogramming: Summer programs are nearly complete. Participation has been very good.
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. As you know, July was a very rainy / stormy month and lead to many unique problems for us to deal
with. We have also been busy with planning our fall programs. Th fall brochure goes to the pdnter on August 8th and will
be delivered on August 27th. The fall ( and future brochures) will have a new look to the front cover. CE, ECFE and CR
Iogos' will all be displayed, along with our theme: "working together to serve you better" It is always challenging to plan for
the fall program, as we are still managing several current summer time activities, etc.
We continue to work closely with CE and ECFE assuring "efficient use of facilities and minimal program / interest overlap.
Our office also does the best we can to assist the various other recreational organizations / associations with their
program advocacy and promotional needs.
Miscellaneous Updates:
- Youth Initiatives: The "Youth Initiatives" process continues. 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. Meeting attendance has been slow this summer. We are hopeful for strong fall enthusiasm.
- 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. In
July, the local VFW sponsored a state SO softball tournament. Our office was instrumental with the organization and
operation of this event.
Continuing to work with the Otsego Park Commission on adopting field use policy and procedures for proper
,nanagement and maintenance of the ball fields. 1998 will bring heightened use to field in Otsego.
Continuing to work closely with the Arena Manager on a variety of program developments and program needs.
- Assisting The Elk River Park Commission with their continued efforts associated with a September park improvement
bond referendum.
- Continually working to address the need for increased opportunities for youth. Along with CE staff, we are planning to
submit a grant to increase opportunities for youth.
- Work with our personnel committee on projects as directed by the board.
- Preparing individual community program activity budgets for 1998. Our office is responsible for developing and
administering these activity budgets.
- Working with the lSD accounts manager to develop a more efficient budget coding system for our program
responsibilities.
- Working with the budget committee on preparing the 1998 budget considerations.
- Organized participation in Rogers Old Tyme days and Heritage Festival celebrations.
Staff Report
August 8, 1997
~/lichele Bergh
Summer Programs
*All programs have ended this week with the exception of a few camps
*Evaluations that have come back so far have been overwhelmingly positive
*Most successful programs I felt were T-Ball, Short Sport, Funtastic Fridays, Thursdays in the
Park
Summer Staff
*1 am very pleased with most of our summer staff - they were dependable and took the
initiative when necessary and I had very few complaints from participants regarding their
performance
*No employees were terminated this summer and only one quit but he gave a notice so I was
able to fill his hours easily
Improvements/Considerations for Next Summer
*Need good people to work with children and public
*Difficult to get them due to lack of hours available
*Know some of the key staff I have had for years will not be back next year due to financial
needs for college
*Try lowering some of our program fees for programs like SPORT and Craft Time in the Park
in hopes of drawing in more participants
*Need to re-evaluate Lion's Den and how the program is run if it is to run again next year -
attendance was moderate the first half of the summer but due to schedule changes those
kids didn't keep coming for the rest of the summer (camps, etc.). Attendance was Iow for the
last half of the summer. Tried additional marketing, but that didn't seem to pull in very many
kids.
Fall Programs
*Fall planning is completed and brochure goes to the printer today for delivery on Aug. 27
*Programs include Gymnastics - both our regular program and John Tobler's Advanced
Gymnastics, Pillo Polo, Women's Volleyball League, Men's Volleyball League, Intramural
Volleyball, 3 on 3 Basketball Tournament, Otsego Family Hayride, Men's Basketball League,
Indoor Walking, Open Gyms, Indoor Soccer for preschoolers with Koosh products; as well as
a Back to School Dance, Tots Figure Skating and Elk River Skating Club which we have
helped the Arena coordinate. Of these programs Indoor Soccer and the Back to School
Dance are new and we have also added Open Gym opportunities for teens.
August1,1997
Dear Youth Advocate:
Please plan to attend the next meeting regarding the "Youth Initiatives" that is scheduled for
Thursday August 14, 1997' - 7':00pm, Elk River City Hall.
The following highlights some recent action:
- The Elk River Park and Recreation Commission has committed to working with several advocates
of a skatepark in a partnership which will make this endeavor more feasible. The youth advocates
have organized and have formally incorporated as a non-profit association and are planning to then
manage a skatepark facility.
- A web site has been developed and is up and running. Check it out at: www. elkriver-mn.com
A marketing plan has been developed and a grant sought to help implement awareness of this web
site and how individuals, families, youth, etc. can utilize it with planning their leisure and or promoting
events that are positive youth leisure opportunities.
- Thanks to the effort of students Jared Lee and Scott Overbye, a "student to student" mentoring
program is being developed and proposed to the school board for implementation as an elective
program as part of their curriculum.
We will plan to hear various reports and updates on other actions related to "Youth Initiatives"!
Please invite anyone that you wish to join us with this process and commitment to better serve youth.
Sincerely,
Para Black
Jeff AsfY
Chadie Blesener