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4.4. SR 04-20-1998;y of iver MEMORANDUM Item #4.4. TO: FROM: DATE: SUBJECT: Mayor and City Coun. c~.. Patrick Klaers, City Aj~nistrator April 20, 1998 Community Recreation Board Update The City of Elk River is a member of the Community Recreation organization. Councilmember Holmgren is the city representative on this Board and Jeff Asfahl is the Community Recreation Director. Additionally, Jeff manages the city recreation programs. The Community Recreation Board meets at least monthly. The board most recently met on March 30, 1998. Attached for your review is some of the background material from this meeting. Also attached is some information from Jeff regarding scheduling and use guidelines for the Elk River Youth Athletic Complex along with a summer schedule of special events which has been worked out between Youth Baseball, Youth Girls Softball, and Soccer. Jeff and/or Roger will be in attendance at this Council meeting and will be able to provide an update on recent Community Recreation activities. It should be noted that one of the youth initiative programs that Jeff has been working on is also before the City Council on April 20, 1998. This item is the possible use of the old Elk Hills restaurant for youth activities under Jells supervision. This issue was continued from the March 16, 1998, meeting. Recently the Council has authorized improvements to the former Northbound Liquor Store and recently the city has also become aware of the fact that Mark and Annette Watz are no longer interested in pursuing Northbound for their Watz Up? Caf~ project. Accordingly, it is believed that the city should withdraw its conditional use permit request under Agenda Item 6.1., pursue the improvements at the old liquor store, and allow Jeff to use this facility for youth activities this summer. The conditional use permit for Jells program at the old Northbound Liquor Store is moving forward and will be reviewed by the Planning Commission in later April. 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 March 30, 1998 - 11:45 am LaRoses - 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: 2/24/98 regular meeting C..2)-Approve student intern D.) STAFF REPORTS / INFORMATIONAL UPDATES: * Review: FEATURE program or service of the month D.1) Youth Initiatives update D.2) Spring program updates D.3) Summer 1998 Program Planning D.4) July as National Parks and Recreation Month D.5) Update on MRPA "Youth Initiatives" 1998 legislative action D.6) Weeks ahead OTHER E.) COMMUNTEY REPORTS: Community representative reports of items of interest or concern. F.) DISCUSSION / BOARD ACTION ITEMS: El) Review 1998 goals as discussed and approved2/24/98, and determine plans to accomplish G.) SET NEXT MEETING: consider April meeting date and location H.) ADJOURNMENT .._Please see the reverse side for exr>lanation of the A~enda Agenda Item Backg-round C.)CONSENT AGENDA: (All items approved as one motion, unless a Board member would like a particular item discussed.) C.1) Minutes from 2/24/98 C.2) Accept Student Intern: Traci Gaffner a graduate candidate from SCSU in Parks and Recreation Administration has applied to do her internship with our program. I have met with her and find her to be very enthusiastic. She is required by the University to complete 400 hours of work. I recommend that we accept her application and that her experience with us begin May 26, 1998. Her resume is attached. D.) STAFF REPORTS / INFORMATIONAL UPDATES: ** Program / service of the month: See the attached report. D.1) Youth Initiatives: Progress continues. Please see the latest newsletter attached. D.2) Spring Pro~am~ Update: This Springs activity is another indication of strong interest in many of our programs. There are also several opportunities made possible with collaborative planning, responsibility, and sharing of resources with CE and ECFE. These types of efforts are made possible because of mutual responsibilities where individually the program would likely not be offered. Please also review Michele's report enclosed where you will find an updated number of program registrations since our last meeting. D.3) Summer 1998 Pro,am Planning: The Summer brochure goes to print on April 2nd. This coming summer should be very exciting. Otsego has received some grant funding through the MASC to support the Ride the Rec. program that we developed and administered back in 1995. We are looking forward to working with this program opportunity in Otsego. We also hope to pilot the Roving Playground program this year in Rogers. Please see the attached program list of offerings as planned for the summer of '98. We have had numerous planning meetings scheduled with CE and ECFE to assure that we are maximizing efforts to best meet the needs and wants of residents. D.4) !uly as National Parks and Recreation Month: Please see the attached information and suggested resolution that each community can adopt and proclaim. I believe this would be a nice opportunity for us to heighten the awareness of the benefits associated with community recreation and park programs. D.5) MRPA L%~islative action "Youth Initiatives": At this time this bill is still alive. As usual supportive phone calls to your representatives is helpful. This will provide great opportunity for future' funding to benefit Parks, Recreation, Comm. Ed, programs &/or recreational facilities. Included with this packet you will find a listing of representatives and key individuals to contact. Please consider notifying the representatives. D.6) Week~ ahead: The following items are a quick review of upcoming matters that the Community Recreation office will be working on in addition to managing the existing Spring activities; - Summer program brochure due to printer April 3rd. Brochure delivery on April 22nd, and Mass registration Saturday May 2nd. - Assistance with the youth associations summer program field scheduling and coaches training - Planning / coordinating for field preparation and maintenance needs - Continued work with Youth Initiatives and other local efforts to serve youth ( Boys and Girls Club efforts, "Watz Up" Cafe Club efforts and potential use of the vacant Elk Hills Restaurant. Formerly the Prairie House ) - Support to MRPA legislative committee to follow through on the proposed legislation - Support to Skatepark development - Support to coordinating soccer field / irrigation improvements to fields at Meadowvale - Development of scheduling policies for the new Youth Athletic Complex in Elk River - Summer program preparations. E.) Community Reports: All representatives are encouraged to share items of interest, current events, etc. or concerns that the Community Recreation Board should be aware of. F. 1) Review 1995 goals as approved on 2/24/98 and determine plans tO accomplish: - The following is a list of the goals and some of my thoughts for strategies to accomplish each. ! know there are many others so please do some '"orainstorming" and share your thoughts on March 30th. Goals: - Increase program offerings and participation: support fr: each community in extra promotions, commitment to help keep program fees affordable, assistance with program ideas and identification of human resources who have interest in recreation V/ - Coordinate / pa~hier facility developments: Review future needs with a regional perspective - Eliminate transportation barriers: Support with identifying funding sources to help underwrite transportation costs, consider relationship with existing county transportation systems - Better market our programs: assist with promotion in local mediums ( newsletters, utility billings, etc. - Increase understanding of our programs and service VALUE!!: Support upcoming July as Park and Recreation month, help to communicate our value often, - Be part of efforts & solutions to better serve teens: Involvement/understanding of/with other local efforts, promotion of the community Assets model as developed by the Search Institute - Consider /plan for future sattelite offices /extended hours - Human resource presence in more local communities.: Consider how technology could help accomplish this as well. - Coordinate sharing of services / equipment to maintain recreational facilities: organize a meeting with representatives of the maintenance crews to establish relationships, identify need / support areas. - Develop a regional field / facility development plan: update inventory and review future needs, establish communication between local park commissions - Facilitate meetings to explore / research park and recreational facility development successes for future considerations by any interested community in this region: Consider areas of interest and begin! - Importance and focus on providing / investing in the provision of positive experiences for youth to enable them opportunity to have successful enjoyable experiences: develop understanding of benefits based objectives with programming COMMUNITY RECREATION BOARD Minutes Fr: 2/24/98 C. 1 Attendance: Staff: J. Asfahl- Comm. Rec., C. McNaughton-Commers - Dist~ 728 Com. Education Comm,,ntty Representatives: Doug Thompson - Hassan, Gary Eitel - City of Rogers, Virginia Wendell - City of Otsego, Mike Robertson - City of Otsego, Roger Holmgren - City of Elk River, Sandy Borders - City of Dayton, Community Representatives absent: Zach Fox - lSD 728 A.) Call meeting to order: - The meeting was called to order at 12:00 noon. B.) Changes / additions to agenda: None C.) Consider consent agenda: Minutes from 12/8/97 and 1/26/98 approved on a motion by G. Eitel, seconded by D. Thompson. Motion carried. D.) Staff Reports / Informational Updates: The following report items were reviewed: Youth Initiatives update, Winter and Spring program updates, 1998 Summer planning, Otsego field maintenance considerations, MRPA '~/'outh Initiatives" 1998 legislative action, and a feature review of two services that we provide. 1) Open gym participation and resident tracking system 2) Recently held Cheerleader Clinics E.) Community Reports: Virginia spoke to Otsego's interest in tracking participation and residency identification. Gary Eitel mentioned two projects in Rogers that will create increased ballfield facilities. He also spoke about cooperative relationships that are taking place to develop and maintain the projects. F.) Discussion / Board Action Items: F. 1) Consider goals for 1998. The following goals were adopted on a motion by Gary Eitel, seconded by Doug Thompson. Motion Carried. Goals: - Increase program offerings and participation - Coordinate / partner facility developments - Eliminate transportation barriers - Better market our programs - Increase understanding of our programs and service VALUE! - Be part of efforts & solutions to better serve teens - Consider /plan for future sattelite offices /extended hours - human resource presence in more local communities - Coordinate sharing of services / equipment to maintain recreational facilities - Develop a regional field / facility development plan - Facilitate meetings to explore / research park and recreational facility development successes for future considerations by any interested community in this region - Importance and focus on providing / investing in' the provision of positive experiences for youth to enable them opportunity to have successful enjoyable experiences Next regular meeting: Monday March 30, 1998. Motion to adjourn at 1:15 by Gary Eitel seconded by Roger Holmgren. Motion carried. Respectfully Submitted: Staff Report March 1998 Michele Bergh D.2 Spring Session We have registered 1,095 participants for Winter/Spring programs so far. Most of the Spring programs are wrapping up in the next couple weeks. Safety Camp ! have been very busy working on the Safety Camp with the City of Elk River. There are a lot of details to coordinate. I am trying to get someone from one of the news teams to cover weather safety. It looks like it will probably be someone new on Channel 9. He begins in April. I am also ordering the items for the goodie bags, t-shirts, hats, etc. I will also be looking for donations from local businesses for items for the goodie bags, raffle and money to help o~set the cost. I have contact KDWB to come to the camp one day during lunch and the fun activity. They said they needed the request in writing, but they would probably be able to do it. I am also trying to arrange for costumes of Vince and Larry, the Crash Test Dummies, which the Safety Council loans out for these types of events if they are available. There is a lot of planning and detail that goes into this and ! hope people take advantage of this wonderful opportunity. Summer Programming I am planning summer now and that is taking most of my time along with the safety camp. I have attached a tentative list of summer programs. Facility scheduling must be done this week and the brochure goes to print the first week of April. Brochures will be delivered the end of April and registration begins in May. Summer Staff I will be placing an ad in the paper for summer staff next week. Deadline for anyone interested is May 1. ! will also be contacting many of last year's staff to see if they are planning to return. Last year I had over 40 employees and ! expect to have approximately the same amount this year. D Featured Program Entertainment in the Parks We are currently lining up all the entertainment for the park programs. These are quite popular in both Elk River and Rogers. Performances are generally about 45 minutes and we follow with an informal craft project that coordinates with the theme of the entertainment. The following is what has been set up so far: Rogers Tuesdays, 11 am June 30 July 7 July 14 July 21 July 28 August 4 Zoomobile Will Hale Cinnamon Sticks & Co Wonderweavers Freshwater Pearls Puppetry Nomalanga Elk River Tuesdays, 7 pm June 9 June 16 June 23 June 30 July 7 July 14 July 21 July 28 August August Teddy Bear Band Down on the Farm (petting zoo and pony rides) Cinnamon Sticks & Co (comedy and music) Raptor Center Nomalanga (caribbean story teller) Rachael Kroog (singer and story teller) 4 11 Zoomobile Freshwater Pearls (Punch and Judy puppet show) Splatter Sisters (Singing) Elk River Thursdays, 10:30 am June 18 June 25 July 9 July 16 July 23 July 30 August Wonderweavers (story tellers) Amazing Jeffo (blind magician) David Sleeper (ventriloquist) Kit and Kaboodle (comedy and singing) Will Hale (singer) Cheryl Sawyer (story teller) Eric the Juggling Magician Featured Program Page 2 Community Activities Page of the Summer Brochure Each brochure we do has a Community Activities page in it for various organizations to advertise their programs. Summer is the largest and runs two pages. This includes, but is not limited to, the following organizations and festivals: 4th of July at Orono Park Girls' Youth Basketball In-Line Hockey Adult Co-ed Soccer Recreational League Elk River Heritage Festival (?) Dayton Heritage Days Rogers Hassan Fun Fest Rogers Olde Tyme Days Elk River Area Youth Volleyball Elk River Summer Boys' Basketball League Boys' Basketball Camps Men's Tennis League USTA Leagues and Lessons Otsego Family Fun Day Elk River Youth Football Every year we contact someone from each organization and request information for this year's brochure. Programs and festivals that are open to the public can be placed on these pages. Space is limited, but we do our best to put in what they want. We are not able to include registration forms for any programs. There is a great deal of coordination that goes into working with each of these organizations to make sure information is complete and accurate. Summer 1998 Special Events Schedule Dates May 2-3: May 30 June 6-7 June 19-21 June 19-21 June 26-28 June 27 -28 July 10 -11 July 11 & possibly 12th July 11-12 July 15-19 July 18-19 July 25-26 July 25-26 August 1-2 August 7-9 August 14-16 August 22-23 Sponsoring Organization Site / Fields Youth Baseball Adult Softball Complex & maybe Youth Athletic Complex Band Booster Club (bike ride registration site) Old Varsity Field Youth Baseball (Travel) Youth Baseball Youth Baseball TRSA Invitational Girls Fastpitch Legion Tourny TRSA Girls B-12 State Youth Baseball (playoffs) Girls B-18 State Girls Fastpitch U16 & U10 - D Rec 12 & JO Co-Rec Girls FP U12 & U14 B Womens State (65 teams) D Mens District Youth Athletic Complex (3 Fields) VadCmty Fid, Old Var., & Oak Knoll 3 Youth Athletic Complex (8 fields) @ Salk / V.Berg 1-6 & Oak knoll 2,3 & VFW fids (4 Fields) @ Lincoln & Parker Var/Comm Field VFW soccer fids. only Oak Knoll #2 Youth Athletic Complex Oak Knoll I & 2 Youth Athletic Complex Youth Athletic Complex Youth Athletic Complex Youth Athletic Complex Youth Athletic Complex Youth Athletic Complex Section I. Determination of use and required fees for S_ueciat ~vent~: .a~ Local ERGFSB & Area 728 YBB "Qualified" associations, special event use request for the purpose of conducting their regular "in-house" program. $3 per field / per day plus 100% of costs associated with any necessary additional toilets and garbage removal arrangements. An example of this type of activity would be a year end"Jamboree" or similar event intended to benefit the participants of the activity taking place in accordance with the permit. Not necessarily intended to be a fund raiser. Use of hand tools by the event organizer can be arranged. Fields will be prepared according to desired specifications prior to each days events. B. Local ERGFSB & Area 728 YBB association sponsored special event where a fee will be collected. $5 per field / per day and 100% of costs associated with additional toilets and garbage service. Use of hand tools by the event organizer can be arranged. Fields will be prepared according to desired specifications prior to each days events. C. Any other local "qualified" association. $20 per field / per day and 100% of costs associated with additional toilets, garbage service, and any needed field set up costs according to similar formulas below. D. Other - - $25 per field / per day, (includes use of 4 possible fields), plus 100% of costs associated with the additional portable toilets garbage service and field preparation costs according to similar formulas as below. Plus an additional $250 damage deposit. Section II. Scheduled Season use and Maintenance fees: A. ERGFSB & Area 728 YBB Association use: (regular season) All use by recognized associations will be invoiced back to the associations according to the services they receive. Examples of such are: Portable toilet management, field preparations required, infield dragging, line marking, etc, B. Other local "qualified" association: $20 per field / per hour/session. Plus 100% of costs associated with the additional portable toilets garbage service and field preparation costs according to similar formulas as below. The following formulas will apply for field use preparation cost determinations: ~ DRAG ONLY (No lining or bases required) - # games X .5 labor hours X current seasonal labor rate =. ~ DRAG & LINE ( base and pitch distance change may or may not be required) # games X .75 labor hours X current seasonal labor rate, AND # games X $1.50 material cost =. ** Special Event Use / General Considerations: Things to consider for exclusive use: toilets, T.P., special cleaning arrangements, parking, garbage, &concessions. Neglect of user responsibility to leave the facility in an acceptable manner will subject the user to an extra charge for labor incurred to clean up the grounds used. - A permit for special event use must be filed with the Recreation office. (A schematic site plan that illustrates any plans of utilizing temporary structures, etc. may be required so that any conflict or logistical concerns could be addressed to minimize problems or damage to the site.) o Authorization via this permit guarantees the following: Fields ready for play each day as requested and arranged via the permit. Availability of: lutes, dry-liner, marking lime for and adequate garbage containers. Arrangements can also be made to have municipal personnel take care of your field maintenance throughout your event on a fee for service basis. These arrangements are to be coordinated with the Recreation office a minimum of 3 weeks prior to your scheduled event. ** Violators of any mentioned policy within this document will forfeit their deposit and may face further penalty. Such as, future denial of use. Cancellations: It will be presumed that every permit request is legitimate, however ff suspicion arises as to "hoarding" the fields and it has restricted legitimate use, the organization in question runs the risk of penalty fees, or if applicable will forfeit their deposit. DRAFT 12/2/97, revised 1/15/98,3/12/98, 4/2/98 Elk River Youth Athletic Sports Complex Scheduling & Use Guidelines The amenities as provided at the Youth Athletic Sports Complex are intended for use by any Elk River resident and related Recreation Department and Athletic Associations that serve Elk River residents. Correspondingly, certain guidelines are needed to insure the proper use and management of the facilities. Any and all use of the facilities must be scheduled. Di~t~tnction / Classification of use: (Not in priority order) Cas--! use / General public: - casual use taking place during facility hours that are not already scheduled by those identified as priority. Use must be scheduled. Agency acti~rlty: any scheduled use by the Municipal Communi.ty Recreation program, lSD 728 School District administration, or ISD728 Corn. Ed. Athletic Association: any scheduled use by a recognized "Qualified" (according to requirements outlined below) local association for the purpose of conducting their program. Other: any use by a non-local organization, or by any org. w/less than 75% of their league competitors coming from outside of the Elk River city limits, or any "Independent" teams that are duplicating an existing local program. $250 refundable damage deposit required. Use fees will also be required according to section I.D and II. B of this policy. Req. flrements for "Q~_~llf~ed" athletic association status to receive priority usage: - The organization must be ISD 728 area oriented and have a non-profit status. - Organizations are to file a copy of their program mission / by-laws with the Community Recreation office. - The election of the organization's governing body is to be a process which is open to all program participants. - The organization will offer opportunity for their program head coaches to receive training. - Organizations are not to discriminate against program participants or applicants in any manner. Priorities: To be honored according to number as scheduled by the Community Recreation Office: 1. Elk River Area Girls Fastpitch & Area 728 Youth Baseball Association s' for their programs league scheduling purposes of practices and games and special event use. Fees as described within section I. 2. City of Elk River Recreation program, Dist. 728 CE or athetic sponsored event. 3. Elk River Area Adult Athletic Association for weekend or special event use. Fees as described within section I.C 4. Other: Applicable fees as stated under section I.C and H. B of this document. Administrative procedures: All arrangements for use are to be made with the Community Recreation O.~fice - Special event use permits must be filed with the Community Recreation office at least 10 business days in advance or they may not be honored. - Groups falling under Association status must schedule the use for their scheduling pm-poses within a reasonable time frame with the Community Recreation office. It is to be. understood that their scheduling needs (including time for practices) be dealt with in good faith with respect to all user groups. - Any and all maintenance will be the responsibility of the facility property owner and its' coordinating agent (Community Recreation Office). All special maintenance need considerations are to be scheduled and coordinated with the Community Recreation office. - Absolutely no unauthorized vehicles or equipment is allowed on the facilities for any purpose. - The Community Recreation office reserves the right to cancel any scheduled use. Any use after proper cancellation notification will subject the user and its appropriate affiliated association to a penalty fee. - Parking is limited to designated parking areas only. Violators will be subject to parking violations.