4.9. SR 11-17-1997~.iy of
River
MEMORANDUM
Item #4.9.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Patrick Klaers, City Administrator
November 17, 1997
Community Recreation Board Update
The City of Elk River is a member of the Community Recreation
organization. Councilmember Holmgren is the city representative (and
Chair) on the Board and Jeff Asfahl 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 November 17, 1997. Attached for your
review is the meeting agenda and some of the 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 the City of Otsego to drop out of the organization. This item is
listed on the agenda as E1 - Budget Committee Report. The Committee will
be recommending a change in the funding formula of the organization in
order to help address the concerns from the City of Otsego and hopefully
retain this community as a member. Other items of interest on the 11/17/97
Recreation Board agenda include the Youth Association Co-op minutes from
their 1998 planning session, an understanding on responsibilities for the
varsity/community baseball field at Oak Knoll, and an update on the Youth
Initiatives meeting from 11/13/97.
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 November 17, 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.) CALL MEETING TO ORDER
B.) CONSIDER / CHANGES TO AGENDA
C.) CONSIDER CONSENT AGENDA ·
C. 1) Minutes from 10/20/97
C.2) Approve vacation & sick leave schedule for Secretary& Program Supervisor
D.) STAFF REPORTS / INFORMATIONAL UPDATES:
D.1)
D.2)
D.3)
D.4)
D.5)
D.6)
D.7)
D.8)
Youth Initiatives
Winter Program Updates
Future Program Planning & Cooperation
Skatepark / Skate Board Association
Youth Association Co-op - Planning for '98 Season
General Report From Conference
Employee Performance Reviews
Community / Varsity Baseballfield
OTHER
E.) DISCUSSION / BOARD ACTION ITEMS:
E. 1) Budget Committee Report
Please see the reverse side for explanation of the Agenda items.
Agenda Item Background
C.)CONSENT AGENDA: (Ail items approved as one motion, unless a Board member would like a
particular item discussed.)
C. 1) The minutes from 10/20/97 are enclosed with this packet
C.2) Vacation and Sick Leave: Our Secretarial and Program Supervisor position are now employees
of the city of Elk River. I am recommending that we adopt and follow the same schedule that the city
of Elk River follows. A summary of all benefits is enclosed. The only exceptionS from Elk River are:
Rec. Board pays up to $200 for Insurance benefits, the city of Elk River pays up to $325. The other
is .recognition of Holidays. Due to our office location, we follow the same holiday schedule. The total
numbers of days is equal.
D.) STAFF REPORTS / INFORMATIONAL UPDATES:
D. 1 ) Youth Initiatives: Enclosed you will find the latest newsletter. There is also an effort being
made to promote the Community Assets as developed~ by the Search Institute and we are looking at
all possibilities associated with these two efforts to work simultaneously.
D.2) Winter Programs Update: The Winter brochure goes to print Dec. 5th. with delivery on
Dec. 31st. We are currently planning and preparing the brochure. See item D.2 for a list of planned
offerings in the works.
D.3) Future Program Planning: As hard as all staff representatives of CR. CE& ECFE try, we
still face issues related to program responsibility and what exactly does a cooperative entail that
leaves all involved feeling like they have truly contributed. We are all addressing the matter to best
act on our motto "working together to serve you better".
D.4) Skate Park: The Skateboard Association met with the school board on10/28 and
proposed that they contribute a portion of land adjacent to city of Elk River property that the city
would also donate for the purpose of a skatepark run by the association. No action was determined.
They will again be discussing it November 11th.
D.5) Youth Association Co-op: Please see the minutes of that meeting enclosed. I will be
meeting with this group throughout the winter planning for their summer programs.
D.6) MRPA Conference Report: Verbal update.
D.7) Employee Performance Reviews: To be complete and reported to the personnel
committee with final report given to full Recreation Board at December meeting.
D.8) Community / Varsity Baseball field: An attached agreement that has been agreed upon is
enclosed. This serves as a good example of shared responsibilities associated with recreational
facilities.
.E. 1) Budget Committee Report: The budget committee has met and has a concept to propose
that makes the user and nonresident users more financially responsible and also addresses some
other budget revisions.
COMMUNITY RECREATION BOARD
Minutes Fr: 10/20/97
C.!
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 Berning - City of Otsego,
Roger Holmgren - City of Elk River, Shidey Slater - City of Dayton,
Guests: Virginia Wendel, Vem Heidner, Larry Fournier - City of Otsego, Sandy Borders, Jason Osberg - City of Dayton,
Pat Klaers - City of Elk River
Community Representatives absent: Jeff Gongoll - lSD 728
A.) Call meeting to order: - The meeting was called to order at 12:00 by Roger Holmgren
B.) Changes / additions to agenda: None
C.) Consider consent agenda: Motion by Mark Berning to approve consent items as follows:
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 MRPA conference Nov. 11-14.
Motion seconded by Gary Eitel. Motion Carried.
D.) Staff Reports/Informational Updates: Jeff A. mentioned that each report item had a narrative attached to today's
agenda. With respect to time Jeff only verbally reported on item D.7.
E.) Discussion / Board Action Items:
E. 1) Discussion with Otsego City Council Representatives: Jeff A. provided a brief review of events that has lead to
today's meeting with several of the Otsego Council representatives in attendance. Their concerns consisted of: the cost to
Otsego has risen from $18,724 in 1997 to $22,928 in 1998, their proportion of dollars they expend as a city on
recreational activity is only 50% of what they pay as a contribution to the joint powers program, and were enough
residents participating. Otsego urged the board to review how each community is asessed, to look at concepts to make
the user pay more, and consider limited services via a specific contract with Otsego. It was mentioned that not all
Recreation Board communities provide funding for the recreational activities that we administer, thus additional increases
to user fees begins to prohibit participation, while for many recreational activities some communities encourage
participation with nominal fees / and willingly subsidize the program.
On a motion by Doug Thompson, seconded by Mark Beming the budget committee is to consider various alternatives for
assessing communities, as well as review the proposed budget and revenue generation concepts. Mark Berning was also
assigned to work with the budget committee joining Doug T. And Gary E. Motion unanimously carried.
It is expected that the budget committee will have some recommendations at our November regular meeting.
E.2) Discuss options for nonresident fees and related services: Tabled
The meeting adjourned at 1:05 pm on a motion by Shirley Slater, seconded by Doug Thompson. Motion Carded.
Next regular meeting: Monday November 17, 1997.
Respectfully Submitted,
D.1
October/November, 1997 Volume 2
Statement
ou,h lmt at ves
Committee has developed
and adopted the following
Purpose Statement:
To unite various segments of the
community to develop and
promote positive resources and
opportunities with and for youth.
Watz Up Cafe
Club
Mark and Annette Watz have
worked with 5 local youth
bands to create a CD titled
"Unheard Collection" wkich
is expected to be available
this November. Proceeds will
benefit the development of
the Cafe Club. For more
information, please call Mark
and Annette Watz at 441-
1030.
What's Happening?
Several action steps were determined at the last
meeting to be completed before our next meeting.
· Old Main Eatery to distribute the newsletter at
upcoming KDWB event on October 13, which is
expected to draw approximately 300 people.
.Shared Communications Committee is scheduled
to meet and decide how to best distribute the
newsletter.
· Elk River Skateboard, Inc. is scheduled to meet
with the School Board on October 28.
· Each adult in attendance at our November 13th
meeting is asked to bring 2 youth with them.
· Build support of our efforts with the school
administration and related parent groups.
· Investigate ways to reach students about our
efforts via school assemblies, etc.
· A representative will meet with the Star News to
increase information and coverage.
Shared
Communications
The Shared Communications
Committee is developing ways
to distribute the newsletter.
Margo Foster asked to display
it in her business, Old Main
Eatery. She will also be asking
other businesses to display as
well. The newsletter will stay
the same color so it will be
easily recognized.
Elk River Skateboarders, Inc.
The association will be presenting the
School Board with a proposal to donate
a portion of LSD property at Oak Knoll
in partnership with the City of Elk
River, who is also donating a portion of
city property for the association to
operate their own skate park.
Wondering what's happening for youth? Visit
http://www, elkriver-mn.com/youth connections.him
Student to
Student Mentoring
Mary Robinson reported that a meeting
with the ERAHS principal is Pending.
Once this is accomplished and support.of
the "Student to Student" mentoring
program is dear, the committee will apply
for a grant to support funding for the
Three Rivers Community Foundation. The
concept was also shared with the Parent
Involvement Committee. Their response
was favorable.
Information on a mentoring program run
by the Riverdale YMCA call Co-Pilot was
shared. This program's concept may work
in this community as well without
competing with the Big Brothers/Big
Sisters program which also serves this area.
Youth Initiatives Sub-Cornmltt¢c~
Mentoring
Youth Empowerment
Existing Facilities
Shared Communications
Contacts
General In¢orm_ation
Community Recreation 241-3523
Community Ed~cation 241-3520
.Other Community Group~
Elk River Skateboarders, Inc.
Michele Bergh ~?.1 8770
Watz Up Cafe Club
Mark/Annette Watz 441-1030
Wish List
The Youth Inih'atives Committee has devised a
"wish list" of items that are needed by various
'groups involved in the process.
· Concrete for the eventual skate park. ~
· Lumber for the eventual skate parle
· Skilled labor for the eventual skate park
· Businesses to sell the "Unheard
Collection" CD
· Youth at the meetings
· Aluminum can donations at the Recycling
Center for the start up costs associated with the
Watz Up Cafe Club, a youth eafe dub hoping to
become a reality.
If you would like to be
included in our regular
mailing list, please
contact Community
Recreation at 241-3523.
Staff Report
November 1997
Michele Bergh
1).2
Intramural Volleyball
Playoffs start Nov 16 for Intramural Volleyball. The season has gone very well and all
who are participating seem to be enjoying themselves. Shirts will be awarded to two
teams - one for sportsmanship and one for 1st place in the tournament.
Winter Planning
I am still working on the Winter programs. We have added some programs for young
children during the day and early evening. These programs all have a cooperative
theme so there is no competition involved.
Warming House
I will be staffing wanning houses during the next month. I will need to hire additional
people since some staff that ! have used in the past are away at college. We need about
13 staff members to cover all the hours.
Open
Gyms
All the open gyms are up and rtmning. We have 10 each week and have 3 staff people
working them. We added two Friday night open gyms - one in Elk River and one in
Rogers for Grades 5-9. I think this is a great opportunity for teens and hope that they
will take advantage of it.
Gymnastics
All gymnastics classes have finished this session. Our Winter session will begin in
January.
MRPA Conference
Jeff and ! will be attending the MRPA conference in Rochester November 11-14. They
have many good topics this year and I'm excited about going.
Wi h Li t for Jan/Feb/Mar
Claeeee/F'rograme
Gymnastics - 4 week program for Level One classes (mid-Jan through mid-Feb)
- 6 week program for all classes (Mar through April)
- John Tobler's Advanced
Indoor Walking - Rogers, Vandenberge, Salk, ER Arena (when other programs end)
Start Smart
Pillo Hockey (name change from Pillo Polo)
Indoor Soccer
PeeWee Basketball
Youth Volleyball
Skating Lessons - Outdoor at Day~on, Handke, Otsego and Rogers/indoor at ER Arena
Ice Hockey Skating/Puck Handling
Cooperative Games (sports without the fear of competition)
Parachute Activities
Open Ac'r, lvttlee (No F-,egle~a~on l~,q, ui~)
Open Gyms
Open Skating/Open Hockey
The Breakfast Club
Lunch Hour Stroll/Skate
Open In Line Skating/Roller Skating
Leaguee
Team Ingemar
Floor Hockey League - Grades 5-9
Intramural Basketball - Grades 7-12
Women's Volleyball
Men's Volleyball
Men's Basketball
Spring Programe to poeelbly tickle in Winter Brochure
3 on 3 Basketball League (April through May)
Intramural Broomball - Grades 7-12 (April through May)
Special Events - Open Skating with a DJ over Spring Break
- Easter Egg Hunt/Basket Class (Rogers and Otsego)
- Bike Rodeo
- Safety Camp in Summer (PROMOTE EARLY!!!)
D.4
Skate Away
Cities be~in to accomrnodat~ your~ skaters and skateboarders.
callers are interested in booking birthday parties,
donating money, finding out about sponsorships
and getting ail the details about the new skate park
But for Smith, who is in charge of fund raising for
the tacility, it's also a bit overwhelming. The tour-acre
pazk for sk~eboardin~ in-line skating, in-fine hockelr
and BMX bikes is not yet complete. In/act, the ground
Smrdl ha~ ~st begun to see~
the handful of ma}or spon-
sors she hopes to secure.
"Rte're hoping a lot of the
skate companies and anyone
who produces any type of
athletic gear will want to be
involved in this,' she says.
'It's going to be a great oppor-
The p~-,,- for. tunit7 for these companies to
Greer's new promote their products, and
include parkuamed atter them.'
a~tivities for The excitement being gert-
bikers from to offer, but it's also in pan to
professio..,.t 'rye had people coming
"TMs.i a group of
teenagers and
young adults who
we, as recreation ..
professionals,
probably haven't
addressed until the
last couple of years. '
from all over the southeast to see what we~-e done,"
says H.C. C~oody) Woodward, the director of the
~ l-Iome RecreaUon Cemer -Si~ Park in Char-
k~e, N.C~ one of tbe kx~k~ Gree~'s ~ ~
the west, there are quite a few skating facilities, but
ltere'aren't a whole lot in this pan d the c0untry.'
The 13-month-old Charlotte facility is a testtmo-
nial to city-owned skate parks, as'it was rel~ ~_tJvely
inexpensive to build and it's
The 9,O00-square foot park
was erected on an old tennis
court that had a concrete pad
and fencing already in place.
With labor provided by the
county's engineers, the park
was completed for approxi-
mately $$0,000, the cost of
materials. The city was then
able to raise about :MO,O00 in
national and local corporate
lng space inside the park.
The number of registered
reached 1,500, and about 400
Woodward says they also hold
special events such as demon-
stratinns and e~mts that include raffles, giveaways
and product showcases from the park's sponsors.
Says Greer's recreation director, Dick Ploof,
~Yhen we first started our proiect, I wasn't sure
what we had gotten into. But once I went to the
. Charlotte facility, I was convinced it could work.
We're still very conservative here in ~x~th Carolina,
and some of the kids who skate wear their hair long,
and some may even have tattoos, so people see
is, this is a group of teenagers and young adults who
we, as recreation professionals, probably haven't
addressed until the last couple of years.'
'l~'s what rn~lt~ the idea of a skate park such a
viable one, says Ken Friesen, sports coordinator at
Sioux Falls (SD.) Parks and Recreation. 'We believe
it meets the needs that some of the other prog~mts
don't,' Friesen says.
A skate park may be more of a g~mhle in South
the warmer months, but Friesen says Sioux Falls is
~ining to 8ive it a try. Currently the city is turning a
vacated tennis court into a temporary park that can
be used until snow begins to faiL
'We had an initial figure of $100,000 to build the
permanent park,' Friesen says. 'We came up with
this interim solution so we could see if this will work
28 ATHLETIC BUSINESS OcsabeJ' 1997
for us be/ore we spend that kind o!
money. Down the line, it everything
to get insurance, we~l be looking at a
raore perm~ent site.'
While insurance wasn't much of an
the .~oux Fails recreatim ~ has
to pay the Insurance f~es 1or lis new parle
'We belong to a state llabiUt7 pool but
into iL We had to buy addlUenai ~o
don't care much for skatelx)ards, and so
s~,~ and BYX~~~
as dangerous as ~asuraaee cempaa~
and the public perceive them. For
QBCLE 2S ON RE~.Y CARD
boarder~ and I have 25 basketba/mmv-
To ensure salety, Woodward has
skaters fill out a personal data sheet
tn~ them access to the ~ park, a
policy Ploof also plans to adopt at
Greet. If a Si~er Is under 18, a parent
nature must be notarized.
' 'This fadlRy ts monitored every hour
that it's open,' says Wood~ addim{
U~ he hired a s~f pe~en ~ for
"The goal behind ali
this is to ~flow la'ds
to 'demonstrate
their talents
without being
hounded because
they don't have a
facih'ty to do it in."
A problem with unstructured environ-
to make sure skaters wear protective
equipment and eren't skating beyond
pie a safe place to skate. We're taktn/
Although Greet does not y~t have an
ordinance that prohibit~ skating on.
public stree~ and sidewalls, most
cities do. Ploof hopes that once the
·kate park Is up and
'The goal behind all th~ is to allow
~ to demonsu-ate their tal~t~ without
"All mtmieipallties have the same
~roblera," says Ploo/. ']'here are kids
_c~=fl,~ where the adults ha~e told them
not to, yet they don't provide them with
a place where they are alk~ed to skate.
I think our tacility is going to be very
good got opening some eyes to that.- i
I;
:D.5
10/31/97
Youth Athletic Association Co-op
Meeting Summary Fr. 10/30/97
Present_: Gary Casperson & Tom Kulkay - Youth Baseball, Jen'y PaJkovich - Gids Fastpitch Softball,
Tim Nelson - H.S. Varsity Coach, Phil Hals - Elk River Streets / Park Dept., Jeff Asfahi - Community
Recreation
- Phil reported that the Youth Complex is progressing nicely. The fields will be playable late Apdi /
early May.
- Youth baseball may have some additional funding available to help with improvements. All agreed
that a concession building is a high pdority need. Bleachers, shelter and lights were also mentioned
as improvements to work towards developing.
- Jeff reviewed the draft of the policy document for the complex. The ER Park Commission is also
reviewing this draft at this time. The plan is to have this document complete by January of 1998. The
following areas are to be further considered and discussed:
- Consider appointing or designating a governing body / committee to be a part of evaluating the
policy and fees document and make recommendations to the city for changes, etc. ( it was felt that
these policies may need some adjustments especially in the first year or so )
- The fee for groups with no local affiliation needs to be revisited. (Section !, item C.) it was
suggested to look at what the adult softball complex uses for use fees.
- It was also suggested that some consideration be given to defining what must legitimately ~consist
to be recognized in pdority under such a term as youth or adult athletic association.
- December 5th of each year has been determined ss the deadline for priodty consideration of
special event ( tournaments, etc.). All other weekend dates thereafter will be issued on a first come,
first served basis.
- It was also suggested that some consideration be given that would encourage hosts of adult
tournament events to consider the youth'association to assist wi the event with fundraising
opportunities.
ff reviewed the information that was passed along to him from Chadie Schuldt - Jr
- Je ..... :_,__A.~ ..,,, ,ho he had recently met with the Dist. 728 Grounds
High Athletic ulrector, r~e
Supervisor and Athletic Director Mike Hanion. They have decided ~hat due to the late start with the
turf refurbishing following the irrigation project at the west portion of Saik this past summer, that they
do not want any use of bail diamonds 101,102, 103, 106, and soccer # 1 until June 1st.
- Considering this, Junior High athletics will need to make some modified fields out of the space
where soccer fields 2 & 3'sit, thus making those unavailable for soccer use until June 1st as well.
** With respect for the Districts concern for developing quality turf, the following considerations
were suggested and wished to be forwarded to the District representatives. ( Charlie, Mike & Todd H)
A) Field use for softball or baseball requires minimal play in the turf area.
B) It is understood that soccer use is heavy and TRSA could do without # 1 until June 1st but use
of fields 2 & 3 are crucial, if it was decided that use for balldiamonds is allowed, than Jr High athletic;
would not need to develop modified fields in soccer 2&3 territory. '
*' It was also suggested that during late Apd! early May many, fields get used in the evening~ ,or
practice by members of the public that am not necessarily part of any youth associations.
- Jeff distributed last yearn registration dates as printed in the brochure. Each association should
consider their plans for this year. The brochure goes to print on December 5th. Please have your '
'ajeSeOl~inagtlOns plans complete bY November 20th as we will discuss these plans at our November 20th
Next Meeting - Thursday November 20th - 7:00 pm. Recreation Office.
D.8
10/97
UNDERSTANDING OF RESPONSIBrt. rTIES PERTAINING TO THE VARSITY / COMMUNITY
BASEB~r.~'. FI/gLD AT OAK KNOLL SPORTS COMPLEX.
A. General Items: (mowing, ferttliT~tion, weed eradication, irrigation):
,/Mowing, fertilization / eradication: ISD 728
,/ Irrigation / water faucet's: Municipality
/lSD athletic programs / Mike Hanlon - 1SD 728
,/ Community Organizations / Jeff Asfahl - municipality
C. Maintenance associated with scheduled use:
,/ISD athletic programs / Mike Hanlon - ISD 728
,/Community Organizations / Jeff Asfahl - municipality
D. Concurrent Field Use [Approx. March - May): During the Spring when both ISD 728 athletic and
community use take place, the following responsibilities will be: "
· /Maintenance required according to schedule: ISD728 resp. for athletics, Community use maint, done by
municipality
,/Garbage: ISD 728
,/Day to day upkeep: lSD 728
,/Portable Toilets: ISD 728
,/Enforcement of responsible use guidelines (attached) - lSD 728 & municipality
E. Summer field use: [Approx. June - August ) Upon the conclusion of the ISD athletic program the following
requirements will become the responsibility of:
/ Garbage collection - municipality
/ Day to day upkeep (except general mowing, fertilizing) - municipality
,/Portable toilets - municipality
,/ Maintenance needs according to scheduled use - municipality
,/Enforcement of responsible use guidelines (attached) - municipality
F. It is further understood that any needs resulting from any community use during the Ume period that is
not inclusive of the ISD 728 athletic program be the responsibility of the community program or municipality.
For such cases that arise during the concurrent use period, the staff representatives will determine
responsibility. Examples may be:
,/Loss of equipment (tarp, bases, etc.)
/ Damage caused by careless use
** It is understood that any damage due to "acts of God" or from general "wear and tear" be mutually
considered and resources shared to revitalize this community resource.
G. Any necessary maintenance needed after use has ceased ( Approx. early August} should take place ASAP
and be completed before the winter season. The tasks may consist of:
,/turf repair (seed or sod),
,/edging
e'aglime replacement
,/mound repair
,/other as determined and agreed upon
- The maintenance consideration needs as mentioned above will be evaluated by a district representative and
a municipal representative. The work and cost required will be determined and shared between the
nunicipality and ISD 728.
H. 50 - 50 Rule Mutual Benefit / Mutual Support: This agreement also calls for mutual understanding and
responsibility of the following:
~' Cost share of needed replacement of bases, homeplates, pitchers plates, & tarps as determined annually by
ISD 728 and municipal staff.
· ~ Mutual involvement and participation with planning and funding future developmental improvements to
the site. (These projects are also to include other community support, ie: service clubs, youth associations,
etc.)
Agreed to on this day:
Agreed to on this day:
Representative of ISD 728
Representative of City of Elk River