4.2. SR 10-20-1997,.,ty of
River
MEMORANDUM
Item # 4.2.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Patrick Klaers, Cit~xpi'nistrator
October 20, 1997 V ~'
Community Recreation Board Update
The City of Elk River is a member of the Community Recreation
organization. Councilmember Roger Holmgren is the city representative on
the Board and JeffAsfahl is the Community Recreation Director. The
Community Recreation 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 in the afternoon of October 20, 1997. Attached for your
review is the meeting agenda and relevant background material for this
Community Recreation Board meeting. Either Jeff and/or Roger will be in
attendance at the City Council meeting and be able to provide an update to
the Council on recent Community Recreation activities. Currently one of the
more significant issues which the Board is addressing is the decision by
Otsego to drop out of the organization. The Board is looking at this change in
membership as an opportunity to increase programming and participation for
the remaining members.
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
Notice of Meeting
Monday October 20, 1997 - 11:45 am
LaRose's Pizza - Elk River
* Your attendance is always lmportantl 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.) CALL MEETING TO ORDER
B.) CONSIDER / CHANGES TO AGENDA
C.) CONSIDER CONSENT AGENDA'
C. 1) Minutes from 9/15/97
C.2) Accept city of Elk River as payroll agent for Secretary and Program Supervisor
C.3) Staff attendance at annual Minnesota Recreation & Park Association Conference
D.) STAFF REPORTS / INFORMATIONAL UPDATES:
D.1)
D.2)
D.3)
D.4)
D.5)
D.6)
D.7)
Youth Initiatives
Annual MRPA conference in Rochester
Arts Conference Update
I-Iassan Township
1997 Fall & Winter Program Updates
Overview of Community Recreation programs and services during past year
News coverage vs. actual extent / implications of Zimmerman Area Rec.
OTHER
E.) DISCUSSION / BOARD ACTION ITEMS:
E. 1) Discussion with Otsego City Council Representatives
E.2) Discuss: Options / effects for non-resident fees and other related services
Please see the reverse side for explanation of the Agenda items.
Agenda It~er~ BackgrOUnd
C.)CONSENT AGENDA: (All items approved as one motion, unless a Board member would like a
particular item discussed.)
C.1) The minutes from 9/15/97 are enclosed with this packet
C.2) Accept city of Elk River as Payroll Agent: At the Elk River Council meeting on October 6, 1997,
Council accepted our request of the city to administer payroll and benefits for Rae Ann and Michele.
The transition is in progress. November 1, 1997 will be the official start date.
C.3)MRPA Conf. Nov. 11-14: Enclosed with today's packet you will find a copy of he MRPA annual
conference bulletin. Michele and I are planning to attend the conference. This is always an
exceptional opportunity to increase our knowledge and stay current on trends, etc. within Parks and
Recreation.
D.) STAFF REPORTS / INFORMATIONAL UPDATES:
D.1) Youth Initiatives: Enclosed you will find our recently developed newsletter. This newsletter
has been well received and effective! Several good action steps are in place. It is quite exciting.
D.2) Annual MRPA conference in Rochester: To be held November 11-14. Michele & I will be in
attendance. I encourage any Board member to attend as well, or consider sending anyone from your
community.
D.3) Arts Conference Update: Enclosed you will find some follow up information that was
compiled as a result of the conference. I was in attendance at the conference. I believe that the arts
have a place in adding to quality of life, enhance community image, and provide quality experiences
and opportunities for anyone as part of leisure. There is a group of very enthused citizens organizing
to promote the importance and benefits that the arts bring to a community.
D.4) Hassan Township; Have confirmed their intent to discontinue in 1998.
D.5) 1997 Fall & Winter Program Updates: See Michele's reports enclosed
D.6) Overview of Community Recreation programs and services dudng past year: Enclosed you
will find some inserts that identifies the extent of services, etc. that we are responsible for. I believe it
is healthy for this to be occasionally reviewed. Please peruse the information.
D.7) News coverage vs. actual extent ! implications of Zimmerman Area Rec.: Enclosed you
will find news articles and other information related to Zim. Area Rec. Also enclosed is some
analysis. The information enclosed illustrates the following; Zimm Area Rec offers very similar
programs to what we have developed and provide, Zimm Area Rec. is offering what we recognize as
lSD 728 CE programs and others as youth athletic association domain, & general limited scope of
services.
I was also recently surprised by the opportunity, but nonetheless I took advantage of the opportunity
to hear Mr. Pat Burch - Coordinator of Zim. Area Rec. report to the Otsego Park Commission and
several Otsego Council representatives about the Zimm Rec. program efforts. It was reported that it
is a Iof of work, and that they are only providing recreation. I observed that the scope of services that
they are providing are only a portion of the programs and services that the Community Recreation
Board programs and services provide.
Although I have been frustrated about the Zimmerman program, I have come to this conclusion. A
mission has been accomplished. There was a day when only the city of Elk River was spending any
money for recreational services. Now others have also realized the community benefit and are
making it a priority. We simply haven't all grown to want to provide the exact same level of service.
E. 1) Discussion with Otsego Council representatives: I was in attendance at the Otsego Park
Commission meeting this past October 14th where Mayor Larry Foumier and several other council
reps. were also present. The Mayor offered to meet with myself or any other representative of the
Community Recreation Board. I suggested that the dialogue has to be with the whole Recreation
Board and that he is welcome at our October 20th meeting. I expect the Mayor and other council and
park commission reps to be at our meeting.
I am hearing support for our program, but that the cost to Otsego is to high.
At the October 14th meeting the Park Commission appointed a sub committee to study the feasibility
of doing the program on their own.
E.2) Discuss: Options / effects for non-resident fees and other related services. Considering our
future with fewer communities, the Board will need to determine different fee structures, brochure
delivery, and service to youth athletic associations ( field use coordination and program registration
support). The following is a list of options for consideration,
- Increased non-resident registration fees
- Review pay at the door and free program admission procedures
- Delay registration for programs to non participants
- Send program flyer/brochures to only participating community residents
- Increase service fees to associations that utilize facilities that are being maintained with municipal
dollars
- Consider asessing youth associations a per participant fee based on the assumtion that not all of
their participants reside exclusively within supporting Recreation Board communities.
Item C.1
COMMUNITY RECREATION BOARD
Minutes Fr. 9/15/97
Attendance: Staff: J. Asfahl- Comm. Rec., C. Blesener & C. McNaughton-Commers Dist. 728 Com. Education
Community Representatives: Doug Thompson - Hassan, Gary Eitel - City of Rogers, Mark Beming - City of Otsego,
Roger Holmgren - City of Elk River, Sandy Borders - City of Dayton,
Community Representatives absent:. Livonia
- The meeting was called to order at 12:00 by Roger Holmgren.
A. Routine matters:
1 .) Aooroval of oast minutes: On a motion by, Mark Beming, seconded by Doug Thompson the minutes from August 18,
1997 were approved. Motion carried.
2.) Agenda changes/additions: Chair R. Holmgren asked us to first cover agenda items B.2 and B.3 before we address
item B.1.
3.) Staff Reoorts: JA reviewed the staff reports as presented with the agenda packets.
B. Items of Information / Discussion:
B.2~ Consider payroll administration change: J. Asfahl asked the Board to consider making a change in our payroll and
benefits service for or programs Secretary and Recreation Program supervisor positions. They are currently being payed
by the city of Otsego.
On a motion by Gary Eitel, seconded by Roger Holmgren, J. Asfahl was directed to request the city of Elk River to
become the payroll and benefits agent for our programs' Secretary and Recreation Program Supervisor positions. Motion
Carried.
B.3~ Review grogram fee data: As requested at the August meeting J. Asfahl reviewed the summer of '97 program
revenues/expense and fee information related to the programs that the Recreation office administers.
B.1) Discuss Otsego Concern: The Recreation Board listened to the concern as reported by Mark Beming. Doug
Thompson also shared similar concern from Hassan about the rise in cost of the program. There was no action
determined.
B.4) Review new budget codes: Tabled.
The meeting adjourned at 1:20 pm on a motion by D. Thompson, seconded by Gary Eltel. Motion Carried.
Next regular meeting: Monday October 20, 1997.
Respectfully Submitted,
ill