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4.2. SR 12-15-2003MEMORANDUM Item 4.2. TO: FROM: DATE: SUBJECT: Mayor and Council Pat Klaers, Ci~i~tor ~ ei~l bi~d laSt '~ The most recent meeting of the Northstar YMCA Founder's Committee was held on December 11, 2003 at Lions Park Center. Attached for your review are the agenda from this meeting and the minutes from the previous Northstar YMCA Founder's Committee meeting that was held on November 13, 2003. Mayor K3inzing typically provides the monthly update to the City Council on YMCA activities. She was not in attendance at this December 11, 2003 meeting, so I will be providing this update to the City Council. The Northstar YMCA Founder's Committee continues to concentrate its efforts on programming and communication. The strategic planning group that deals with fundraising has yet to get established. The Founder's Committee believes that fundraising will be easier as programs are established and as more and more citizens become aware of YMCA activities in Elk River. S:\Council\Pat\ Updates~YMCA121003.doc NORTHSTAR YMCA FOUNDER'S COMMITTEE AGENDA December 11, 2003 7:00am LIONS PARK CENTER Informational Items [21 Welcome [21 Opening thought [] Approve Minutes and Agenda Report Items [] Committee Updates · Program Committee · Communication Committee · Strategic Planning Task Group · Finance Committee Bill Helliwell Bill Helliwell Ken Ebel Ed Stoutenburg Ron Touchette Nick Haidos Board Chair Report & Discussion Items [ZI Meeting with Boys & Girls Club - 11/19/03 UI Northwest YMCA Board meeting - 11/20/03 [] Publicity/Communications Plan [] Founders' Campaign [] Events · Winter Get-Together? [] Finance · Program funding Helliwell/McKinney/Group · Temporary Restricted Fund through Minneapolis YMCA Meeting frequency UPCOMING EVENTS MATERIALS INCLUDED Founders' Committee Meetings January 8, 2004 Committee Meetings [] Communication - 7:00am - NRG December 18, 2003 [] Program - 8:00am - Senior Center January 7, 2004 [] Founders' Campaign To be determined [] Special Events [] November Minutes NORTHSTAR YMCA FOUNDER'S COMMITTEE MINUTES FOR MEETING OF NOVEMBER 13, 2003 Members Attending: Pat Klaers, Bill Helliwell, Cedric Olson, Ken Ebel, Michele Bergh, Nick Haidos, Wendy Simenson, Keith Rosedahl, Ed Stoutenburg, Deb Hunter, Suzanne Kostanshek, Ron Touchette, Tom McKinney. Chair Helliwell called the meeting to order at 7:00am. Minutes for meeting of November 13, 2003 were approved. Tom McKinney from the Northwest YMCA told us about the restructuring that is taking place in the Minneapolis and St. Paul area Y organization. The Minneapolis and St. Paul YMCA's still have separate Boards of Directors and CEOs but now share a common operational structure. There have been job cuts. The operations have been stream lined by removing middle management positions. The Executive Directors are now closer to the actual programming. The branches will all be more alike in operations and programs. Committee Reports: 1) Program Committee: Ken Ebel reported that the program committee met on 10/29/03. The grant request to Wright County to fund the NYPUM Program was turned down. A grant request has been made to Sherbume County Mental Health Collaborative for $10,000 to help fund this program. Ken queried the founders' committee members who were present for feedback on using charitable gambling funds to help support Y programs in Elk River. None of the committee members present had a problem with approaching local groups for these types of funds. Ken said that RSVP is still helping with advertising for a volunteer coordinator. The Youth in Government is still in need of' a teacher or other individual to be a coordinator. It is getting to be late in the cycle to start the program in Elk River this year. If someone doesn't come forward soon the Youth in Government program will not be available here this year. Members of the program committee went to the Elk River District School Office to tell about the Academic Learning Programs (tutoring) that the Y has to offer. 2) Communications Committee: Ed Stoutenburg reported that Deb Hunter has put together a General Information listing of contact and information sources in Elk River. This will be distributed to all Founders' Committee Members. It will be very helpful for programming and for communicating our needs and agendas to the community. The committee is working on a game plan for a letter to the newspaper on what is happening with the Northstar YMCA. 3) Strategic Planning Task Group: Ron Touchette met with Robie Wayne and Sandy Stooke. They are working on contacting individuals appropriate for being in the top tier of leadership in our fund raising efforts, but have been somewhat held up due to the health of the primary contact. 4) Finance Committee: Nick Haidos, Bill Helliwell met with the execs from the Minneapolis YMCA and received information on setting up an account for the Northstar YMCA. The money in this account will be budgeted primarily for publicity, signs, registration for the events where the Y can be promoted and for meeting expenses. Several meetings ago a request was made to members of the founders' committee for $100.00. The checks that were given to Nick at that time will be put in the account now. Those of us who were waiting for the account to open can bring checks to the next meeting. Chair Report and Discussion Items: The programs in Elk River will continue to be supported by the Northwest YMCA. In order to expand our programs here, we need to have more of a physical presence in Elk River. We need to find a location where families can drop off and pick up children. It can be a school or church or any other facility that offers at least 1000 square feet of space and provides shelter in the case of inclement weather. Drop off is usually between 6:30 and 9am and pickup would need to be between 4 and 6:30pm. Staff would need to be hired for supervision. A suggestion was made that we could explore a relationship with the Boys and Girls Club of Elk River to fill this role. Tom McKinney and Bill Helliwell are planning to meet with Duane Howard of the Boys and Girls Club on the potential of partnering. We need to promote Camp Manitou through communications with the schools, park and rec and the City of Elk River. We will use public service vehicles for this promotion. Northwest YMCA Board: The Northwest YMCA board has offered us two or three positions for members of the founders' committee to serve on their board of directors. The individuals serving on the Northwest board would learn more about the Y board structure and how it works. There are currently 26 members on the Northwest Y board. The qualifications to be a NW YMCA board member are: 1. Belong to a task committee on local Board, 2. Be available to attend meetings at the Northwest Y in New Hope at 7:15AM on the 4th Thursday of each month (except no meeting in Dec, June, July, & August). 3. Be willing to participate in fund raising. Every year there is a Y Partners campaign to raise money for scholarships, programs and administration. Membership on the Northwest Y board will teach us how this works. This campaign looks for small annual donations from interested parties. Frequency of Founders Committee Meetings: Bill asked for direction on how often the board wanted to meet. Some members thought that we don't need to meet as often as we do - that some communication could take place through email or smaller meetings with the committee chairs. Other members would like to continue meeting monthly as we have been. At this time we will continue to meet monthly on the Second Thursday. Please let Bill know what your preference for meetings is and we will address this issue again. The next Founders' Committee meeting will be Thursday, December 11, 2003 at 7am. The meeting was adjourned at 8am.