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6.2. SR 12-15-1997~ _~y of iver MEMORANDUM Item 6.2. TO: FROM: DATE: SUBJECT: Mayor and City Council Patrick Klaers, City Administrator December 15, 1997 ~ Community Recreation Board Update The City of Elk River is a member of the Community Recreation organization. Councilmember Holmgren is the city's representative on the Board and Jeff Asfahl 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 most recently met on December 8, 1997. Attached for your review is the 12/8/97 meeting agenda and some of the relevant background material from this meeting. Either Jeff and/or Roger will be in attendance at the City Council meeting and will be able to provide an update to the Council on recent Community Recreation activities. One of the main topics of discussion at the 12/8/97 Community Recreation meeting was the revised budget for 1998 and the assumed continued participation in the program by the City of Otsego and Hassan Township. Additionally, the Council should note the last item on Michele Bergh's staff report which reviews the old Prairie House restaurant situation. Inquiries are being made regarding availability of this facihty for recreation programming opportunities. It is important for Jeff to update the Council on the status of these discussions at the 12/15/97 City Council 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 Notice of Meeting Monday December 8, 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! A.) CALL MEETING TO ORDER B.) CONSIDER / CHANGES TO AGENDA C.) CONSIDER CONSENT AGENDA: C.1) Minutes from 11/17/97 AGENDA D.) STAFF REPORTS / INFORMATIONAL UPDATES: D. 1) Youth Initiatives / Vacant Store Front Opportunity in Elk River D.2) Winter Program Updates D.3) Joint Meeting with ECFE & CE Advisory Councils' - Jan. 8, 1998 D.4) Various Grant Information D.5) ISD 728 Assessment to Associations OTHER E.) DISCUSSION / BOARD ACTION ITEMS: E. 1) Approve 1998 Budget Amendments & Related Assessment Formula Please see the reverse side for explanation of the Agenda items. Agenda Item Background C.)CONSENT AGENDA: (All items approved as one motion, unless a Board member would like a particular item discussed.) C.1) Minutes from 11/17/97 D.) STAFF REPORTS / INFORMATIONAL UPDATES: D.1) Youth Initiatives: Progress continues. Last meeting had several youth attend. A recent opportunity has a risen that has some potential to affordably utilize a vacant store front to serve area youth as a teen center on an interim basis until a more long term facility to accomplish the same goal is in place. ( 2 are in the the planning phase: Watz Up Cafe Club, and a Boys and Girls Club) Work with this age group has consistently suggested a place for youth ( other than a school site) is of great interest. This has been a priority for the Youth Initiatives. We are currently involved with our investigation and feasibility at this time. I expect to know more at our meeting that I can verbally report. D.2) Winter Programs Update: The brochure will be delivered December 31st. We are currently completing our planning and brochure development for winter activities. D.3) Joint meeting w/ECFE and CE Councils: This was also done last January and proved to be quite informative about our program differences, similarities, and benefits associated with working together. We would like to once again meet this year. We have set the meeting for Thursday January 8th. I would like to also extend this invitation to any Council or Township Supervisor, staff and related Park/Commission members. D.4) Various Grant Information: I will have information available on different grant sources. I will also share my thoughts on pursuit. D.5) lSD 728 Assessment to Associations: As I understand it, The school board has implemented a $3 per participant surcharge to associations that are relying on school facilities to conduct their program. This surcharge gets complicated for associations that utilize outdoor facilities, as much of their service and maintenance for fields is managed by our office, (other than mowing and fertilization) and supported with municipal resources. There has been some confusion with this new charge. E.1) Approve 1998 Budget and Assessment formula: At the November meeting, the Budget Committee presented their recommendation. It was favorably received by the Board and each community was to consider it as part of their continued participation. With hopeful unanimous support by all current communities, this budget can be approved. COMMUNITY RECREATION BOARD Minutes Fr: 11/17/97 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 Berning - City of Otsego, Roger Holmgren - City of Elk River, Shirley Slater - City of Dayton, Jeff Gongoll - lSD 728 Guests: Pat Klaers - City of Elk River, Mike Robertson - City of Otsego, Don Heinzman - Star News Community Representatives absent: None 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 Gary Eitel, second by Mark Berning to approve consent items as follows: C.1) Minutes from 10/20/97 C.2) Vacation and sick leave schedule for Secretary and Program Supervisor positions. Motion Carried. D.) Staff Reports/Informational Updates: Jeff A. bdefly reviewed the items as presented under staff report on the agenda. E.) Discussion / Board Action Items: E.1) Budget Committee Report: At the October 20th meeting, it was determined that the budget committee review alternatives for amending the 1998 proposed budget. Representing the budget committee, Gary Eitel presented the committees recommendations. (Presentation handouts are attached to these minutes) A combination of budget cuts and additional revenue to be generated from program participants would decrease the assesment burden by nearly $10,000. The assesment formula would also be modified. Each community will pay $2.61per capita according to their community population within Dist. 728 boundaries. The remaining revenue required will come from program fee surcharges: $12,900. Assesment back to each community based on their community's usership:$ 29,190. Fees to non-resident participants:S8125 and revenue from open gym / misc events sumharge: $3500. It was noted that the revenue from the open gym category is a change from past history. The Board accepted the presentation of the budget committee and has asked each community to consider it as part of their continued participation. The meeting adjourned at 1:05 pm on a motion by Shidey Slater, seconded by Doug Thompson. Motion Carried. Next regular meeting: Monday December 8, 1997. Respectfully Submitted, 11/17/97 Funding Breakdown · Revenue from Community Assessments Population 23,904 x 2.61 = · Revenue from usership percentage = · Revenue from program admin surcharge Average fee of $25 x 12% = 3 x 4,300 = · Revenue from non-resident fees Project 650 x 50% to fees Average free $25 x 50% x 650 = $62,390 $29,190 $12,900 $8,125 Revenue fromopengym/othermisc, events = $3,500 53.7% 25.1% 11.1% 7% 3% Tote -$116,105 11/~7/97 Community Assessment 1997 - Assessment Data - Rate 3.73 Elk River 13,323 x 3.73 = $49,695 0tsego 4,766 " " = $18,725 Dayton 776 " " = $2,895 Hassan 2,100 " " = $7,833 Rogers 1,017 " " = $3,793 1998 - Assessment - 2.61 + Past usership % Total x $8.61 Elk River 14,019 x 2.61 = $36,590 + $18,171 (62% of 3404 x 8.61=)= $54,761 Otsego 5,271 x " = $13,757 + $5,246 (17.9% ....... =) = $19,003 Dayton 814 x " = $2,125 + $674 (2.3% .... .... =) = $2,799 Hassan 2,100 x " = $5,481 + $1,729 (5.9% ........ =) = $7,210 Rogers 1,700 x " = $4,437 + $3,370 (11.5% ....... =) = $7,807 $91,580 11/17/97 Overview Budget Revision / Cuts / Additional Revenue Potential · 1998 Proposed Budget- $119,810 · Budget committee's goal was to cut or recover $9,800 · Potential Cuts / Revenue ~ Cut payroll service ~ Cut independent insurance e Increase revenue via Open Gym/Misc. events $1 = Increase surcharge to programs increase non-resident fees $1,700 $2,ooo $3,500 $4,300 $925 12/08/97 Usership Projections Reliable Data Count Unreliable 120 40 110 60 110 60 5O 95O 5O 225 300 5O 35O 100 350 100 100 25 120 75 40O 100 75 6O 60 310 75 100 3O Intramural B-Ball Intramural V.B. Women's V.B. Men's V.B. Adult B-Ball Age 4-6 Indoor Soccer Pillo Hockey Gymnastics 3 vs 3 B-Ball Indoor Walking Indoor Skating Lessons Outdoor Skating Lessons T-Ball Hockey Camps / Clinics T-Ball Tennis Sport / Short Sport Skiing Summer Strength Cond. Golf Youth Sport Camps / Clinics Safety Camp Track & Field / Cross Country Cross Country Skiing Youth V.B. Hayride Cooperative Games Arts / Park Activities Coaches Training · _ Misc. / Cooperatives 4,365 2500 3000 2700 3500 300 300 300 250 100 800 200 Ice Rinks Entertainment Field Use/Maint. Open Gyms Scavenger Hunts Easter Egg Hunts Penny Carnivals Lions Den Open Inline Skating Concerts / Dances Tennis Court Useage 13,950 Staff Report Michele Bergh December '97 Youth Initiatives The newsletter created by our office has been well received and will continue to be used to let people know what is going on and when the next meeting is. We have many projects on the table and the main obstacle seems to be money (which isn't surprising). Intramurals Volleyball has just ended and we are currently taking registrations for basketball which will begin after winter break. ! am trying to reach the Junior High students again this year. I intend to do more promoting and hopefully get enough youth for a Junior High league to run. I anticipate serving over 100 youth again this year. Ice Rinks We have ads running in the paper for Warming House attendants. We have received a couple of applicants so far and ! am hopeful that many more will come in. I currently have 5 staff members but 2 of these are only available during winter break when they are home from college. I need approximately 12 people who are willing to work at least 15 hours a week to cover all the hours. Tentative open date is December 20. Winter Planning The planning is just about complete. I am in the process of getting facilities approved. The brochure goes to the printer December 12 and is delivered December 31 with the Star News. Grant Writing I took two classes at the Open U on grant writing. One on where to find available money and one on how to write grant winning proposals. The classes were taught by the same instructor and both were very helpful. Jeff and I are both excited about trying to receive some grant monies for the communities we serve. This could greatly increase the opportunities available to our residents and keep the opportunities affordable. Prairie House We are currently working on a proposal to use the old Prairie House restaurant as a youth "hang out". The building is available for use with no rental fees. This site would cater to youth and provide video games, board games, pool, etc. for their amusement. It would be on a temporary basis, until the Watz Up Cafe Club, the building is sold or similar business opened or one of the parties involved decided to discontinue the relationship. I think this could serve as a great marketing opportunity as well for all organizations in the community that serve youth and would provide an outlet for that "much needed" personal contact which we currently lack.