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4.6. SR 08-17-1998ity of River MEMORANDUM Item #4.6. TO: FROM: DATE: SUBJECT: Mayor and City Council Patrick Klaers, City Administrator August 17, 1998 Community Recreation Board Update Community Recreation Director Jeff Asfahl manages the city recreation programs. Jeff is an employee of the Community Recreation organization, of which Elk River is a member. Councflmember Holmgren is the city representative on this organization. The Community Recreation Board last met on August 3, 1998. Attached for your information is the agenda and background material from this meeting. The major topic of discussion at this meeting was the proposed 1999 community recreation budget. This draft budget was approved by the Board and will be discussed by the City Council in more detail during its city budget worksession on August 31, 1998. Jeff is also involved in managing the city Youthbound project and has been involved in ensuring that the skatepark concept has become a reality in Elk River. At this time we need to begin publicizing the skatepark. Both of these projects grew out of the Youth Initiative meetings that are held at City Hall almost monthly. One of the new projects on the horizon for the Youth Initiatives group is BMX biking. It seems as though Youthbound has gotten off to a good start and we are expecting more positive results in the future as additional special events are held for the area teens. In another few months, after school has started, we will get a better feel as to how Youthbound is being accepted by the area students. Another youth activity that Jeff is working on with Rich Czech is a September dance at the (old) ice arena. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 Monday August 3, Community Recreation Board Notice of Meeting 1998 - Suggested arrival 11:30 am ( meeting will start @ 11:45) LaRose's - 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! To aid in our best use of your time, please plan to arrive and get your meal ordered or help yourself at the buffet and be ready to begin meeting at 11:45. We will then take a short break around 12:05 -12:10 to refill your plate. AGENDA A.) CALL MEETING TO ORDER 11:45 B.) CONSIDER / CHANGES TO AGENDA C.) CONSIDER CONSENT AGENDA: C.1) Approve minutes from: 5/18/98 & 6/22/98 regular meetings D.) STAFF REPORTS / INFORMATIONAL UPDATES: * Review: FEATURE program or service of the month D.1) Youth Initiatives update D.2) Summer 1998 Program update D.3) Fall '98 program planning D.4) August 31st Collaboration workshop D.5) Weeks ahead OTHER E.) DISCUSSION / BOARD ACTION ITEMS: F. 1) Budget Committee Report F.) COMMUNITY REPORTS: Community representative reports of items of interest or concern. G.) SET NEXT MEETING: H.) ADJOURNMENT 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 6/22/98 D.) STAFF REPORTS / INFORMATIONAL UPDATES: ** Program / service of the month: See the attached report. D.1) Youth Initiatives: Youthbound opened on June 26th. Interest has been good. We have a local youth band scheduled to play a special performance their on Friday July 31. Progress continues with several local BMX enthusiasts working towards developing a BMX track. The Skatepark is open. D.2) Summer 1998 Program: We are entering our final month of summer program activities. It has been a good summer. D.3) Fall '98 program planning: The fall activities brochure goes to print on August 7th and will be delivered August 26th with registration beginning on Sept. 3. D.3) Weeks ahead: The following items are a quick review of upcoming matters that our office will be working on: - Fall program planning and brochure development. Registration begins Sept. 3. Continued program promotions, registration for August activities and Fall program planning - Continued work with Youth Initiatives and other local efforts to serve youth - End of Summer activity evaluations and exit interview/evaluation with staff to learn of improvements, changes, etc. - Budget preparations for host community activities for 1999 - August 31st work session on collaborations E.1) 1999 Budget Committee Report: The budget committee has met several times during July and will present various information related to the development of the 1999 Community Recreation Board administrative budget. 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. COMMUNITY RECREATION BOARD Minutes Fr: 5/18/98 Attendance: Staff: J. Asfahl- Comm. Rec., M. Bergh - Community Rec., C. McNaughton- Commers - Dist. 728 Com. Education, Pat Klaers - City of Elk River Community Representatives: Gary Eitel - City of Rogers, Mark Berning - City of Otsego, Roger Holmgren - City of Elk River, Sandy Borders- City of Dayton, Gary Morrison - Hassan Township, Zach Fox - ISD 728 Community Representatives absent: none A.) Call meeting to order: - The meeting was called to order at 12:00 noon. B.) Changes / additions to agenda: Roger asked to add item D.4 as Policy consideration for CRB staff representation on local Boards and Commission. C.) Consider consent agenda: Minutes from 4/27/98 approved on a motion by R. Holmgren, seconded by S. Borders Motion carried. D.) Staff Reports / Informational Updates: The following report items were reviewed: Youth Initiatives update, Summer '98 program update, and potential office changes due to ISD 728 Day Treatment program needs. D. 4) Policy consideration for CRB staff on local Boards and Commissions: Discussion took place around our staff value as a resource vs. an actual voting memebr of other local policy setting Boards and Commissions. On a motion by Gary Eitel seconded by Roger Holmgren it was determined that all CRB staff are prohibitied from serving as a voting member on any local Boards or Commissions. Motion carried. E.) Community Reports: Hassan: Gary M. reported that the Hassan Park Commission recently held their first meeting. Elk River: Roger reported on the Varsity/Community Baseball field improvement project and that they are planning a November Park Improvement Bond Referendum. Rogers: Gary reported that on May 5 they met with the school board about Rogers comprehensive land use plans and that our May 7th meeting was a good start. He would like to see a strength and weakness analysis of all recreational facilities in our region. Otsego: Mark reported on the May 7th meeting that we sponsored to review and visit long term recreational facility planning. He thought this first meeting went pretty well and that a vision to avoid duplication is important. Dayton: Sandy mentioned that council has passed two resolutions that will provide land for schools in the District 728 area. Dist. 728 Com. Ed.: Carole reported that they recently received a grant to help with the development of increased opportunities for adults with disabilities. Carole also reported on recent shared efforts by ECFE, CE and CR to develop communication with Elk River apartment managers to better inform their residents of our programs and services. F.) Discussion / Board Action Items: F. 11 Report on our Ma_v 7th visioning meeting:. Discussion took place around proceeding with a plan to do some strength / weakness analysis of area recreational facilities. F. 2/Report on potential office changes: JA reported that no final decision has yet been made on the actuality of the Day Treatment program moving to the CE Center. F.31 Discuss non-resident fee issues: M. Bergh shared some thoughts on how we may be better able to administer the collection of non-resident fees. Staff was asked to continue to research and place some cost considerations on implementing them and report at a future meeting. F.4) Review Vandenberge as a Community Center: Tabled Motion to adjourn at 1:30 by Gary Eitel seconded by Roger Holmgren Motion carried. Next regular meeting: Monday June 22, 1998. Laroses Pizza Respectfully Submitted: COMMUNITY RECREATION BOARD Minutes Fr: 6/22/98 Attendance: Staff: J. Asfahl- Comm. Rec., C. Blesener Dist. 728 Com. Education, Tracy Gaffner - Recreation Board Intern Community Representatives: Gary Eitel - City of Rogers, Mark Berning - City of Otsego, Roger Holmgren - City of Elk River, Sandy Borders- City of Dayton, Community Representatives absent: Hassan Township, ISD 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 5/18/98. Changes needed. Will be revisited at the next regular meeting. D.) Staff Reports / Informational Updates: The following report items were reviewed: Youth Initiatives update, Summer '98 program update, and potential office changes due to ISD 728 Day Treatment program needs. Intern projects, establish 1999 budget committee, Info. from a recently attended Collaboration workshop. Motion by Roger Holmgren to appoint Mark Berning and Gary Eitel as the 1999 budget committee. Seconded by Sandy Borders. Motion Carried. E.) Community Reports: Elk River: Roger reported on the Varsity/Community Baseball field improvement project and that they are planning a November Park Improvement Bond Referendum and that the newly opened Youth Athletic Complex is being well received and will be continually enhanced. Rogers: Gary reported that the city of Rogers and ISD 728 axe working with Jeff to coordinate outdoor volleyball courts at the elementary school. Otsego: Mark reported that recent trail linkage from the county park to Otsego ES were completed and portions linking the county park to Otsego city Park Also are working with the county to expand the parking lot at the county park. They also recently reseeded the playfields and they appear to be coming along pretty well. Dist. 728 Com. Ed.: Charlie reported that they are hopeful for implementation of a year round extended day program opportunity similar to their Club Summer program that runs only in the summer. Working towards utilizing Vandenberge in a similar fashion that a community center would operate. Many improvements will be needed and funding support has been solicited. F.) Discussion / Board Action Items: F. 1) Next steps with regional facility planning: It was determined that some site tours would be valuable. It was also suggested that some aerial photographs be taken. This may be able to be completed at a time when a city may be "going up" related to another project and make good use of the time in the air. F. 2) Discuss the potential of shared staff: It was discussed that CR and CE should explore sharing of staff resources in the area of receptionist. The budget committee will consider this as part of their 1999 budget planning. F.3) Review Vandenberge as a Community_ Center: Discussed above as part of Charlie's representative report. Motion to adjourn at 1:30 by Mark berning seconded by Gary Eitel. Motion carried. Next regular meeting: Monday June 22, 1998. Laroses Pizza Respectfully Submitted: Michele Bergh Staff Report August 1998 Summer Programs Summer programming is winding down and almost complete. Evaluations are beginning to come in and have been very favorable. Youthbound Youthbound has been very well received by the public and has been getting 25-30 youth per night ranging in age from about 11-17. We have a variety of arcade games, pool tables, foosball and a jukebox that require money. We also have a large variety of board games, cards, ping pong table, and puzzles for the patrons to use free of charge. Hours have been extended and are now 3-10pm Monday through Thursday and 3-Midnight on Friday and Saturday. We have been receiving donations for the facility and the generosity of people has really amazed me. We have received a copier and a fax machine from a company in Plymouth; a TV and VCR with cart from a community member; a set of paddles, balls and a net for the ping pong table; a couch and another TV which will hopefully be used for a Nintendo or similar games station; and christmas lights to decorate with. We have a special event planned for July 31 with two local youth bands playing. Fall Programming Fall programming is complete and we are working on scheduling the facilities. Our programs include Women's Volleyball, Men's Volleyball, Men's Basketball, a Back to School Dance, PeeWee Soccer, a preschool exercise class, Indoor Walking, Open Gyms, Intramural Volleyball, Cheerleading Zlinic, Otsego Family Hayride, 3 on 3 Basketball Tournament, Ice Skating and Pillo Hockey. Program of the Month Gymnastics The gymnastics program continues to be a successful program for us; however, it continues to challenge us as well. Our program and the needs for space for high school athletics have both grown. The complete gymnastics set up is no longer available to us on a regular basis and participants and their parents are unhappy about this and the more advanced gymnasts have begun to go elsewhere out of need for a more regular schedule. We have begun to purchase some basic equipment that is easy to transport so we can offer the program for the younger ages at other facilities but the community still prefers to be in the gymnastics room at the high school with full set up. We hope they will continue to participate in our programs once they see we can offer the same skill development with our equipment at other facilities. Proposed 1999 Revenue ~opulation/'97 (Population x 2.61) 895 Dayton $2,336 + 15,000 Elk River $39,150 + 2,221 Hassan $5,797 + 5271 Otsego $13,757 + 1821 Rogers $4,753 + Program fee Surcharge Non-Residents Participant (%of $36,900) $849 S22,878 $2,509 $6,125 $4,465 $12,900 $8,125 = $3,185 = $62,028 = $8,306 = $19,882 = $9,218 25,208 (53.2%) $65,793 (46.7%) Actual identified registrants as of 7/27/98 = 4646 $57,851 = $123,644 Personal Service Office Equip/Supplies Trans/Training/Dues Advert/Broch/Print Postage Support Staff Cont. Expenditures 1997 $96,820 S8oo $2,300 S5,800 S9OO $300 $106,920 1998 $105,710 $8oo $2,400 $5,500 $9oo S8OO $116,110 1999 $111,885 $8oo $2,600 S5,5oo $1,000 $1,200 $122,985 It Does Matter! Community Recreation Board Mission To provide, develop, and initiate year-round recreation programs, services, and facilities that enhance the lives and increase the enjoyment and well-being of all residents of the Community Recreation Board. Community Recreation Board: Services, Benefits, Partners Services: · Recreational Programming (This is just a sampling of our smorgasbord of programs we offer) T-ball Safety Camp Open Gyms Gymnastics Youth Golf Tennis Soccer Camps B-Ball Camps Entertainment Baseball Camps Football Camp Indoor Walking Skating Academy Adult Athletics Jr./Sr. High Intramurals Training to Youth Coaches Strength & Conditioning Track & Field · Funding/Grant Solicitation · Serve as a clearinghouse for numerous recreational opportunities · Youth Athletics Associations(This region has over 15 different assoc.) Assist with registration organization Program advertisement Disbursement of program information Program advocacy Assistance with scheduling as needed Coaches Training · Coordinated outdoor play field, tennis court use and maintenance · Resource for facility development/input and planning support · Warming house management · Support to various Community Festivals · Advocate for increased leisure opportunities for youth/teens Benefits: · Organization of Recreation Board builds good community networks · Physical recreation and fitness contribute to a full and meaningful life · Children's play is essential to the human development process · Meaningful leisure services reduce the high cost of vandalism and criminal activity · Community Recreation provides opportunities to recreate together, which builds strong individuals, families and neighborhoods. · Organization of Recreation Board supports ongoing cooperation with lSD 728 services and resources. · Parks, recreation, and open spaces bring beauty to an area while giving residents satisfaction and improved quality of life. Partners: · lSD 728 Community Education ·ISD 728 Early Childhood Family Education · Local Arts Board · 2001 Committee · Youth Initiatives · Healthy Youth Committee · Youth Athletic Associations · Park Commissions ·ISD 728 Athletics Joint Training for Community Recreation, Community Education and Early Childhood Family Education Developing A Framework For Collaboration Between Agencies August 31, 1998 9:00am - 3:00pm United Power Association Training Room Debbie Campbell & Jane Ellison 8:30-9:00am Registration 9:00-10: 15am Welcome & Introduction Goals for the Day Opening Activity Stories of Success Learning About Each Other 10: 15-10:25am Break 10:30-12noon Quality Indicators of Collaboration Barriers 12noon- 1:00pm Lunch (on your own) 1:00-3:00pm Team Building Activity Forming & Implementing Collaborations Why Collaborations Fail Things We've Learned Action Plan Video Mark your calendar! This is a high priority workshop for all Community Recreation, Community Education and Early Childhood Family Education staff members. Monday, August 31, 1998 UPA Training Room 8:30 - 9:00 am Continental Breakfast on-site 9:00am - 12noon Workshop 12noon - 1:00pm Lunch on your own 1:00 - 3:00pm Workshop When different organizations work together, the work can sometimes be complex, confusing, rewarding and fun. This workshop will give you information about what collaboration is, what makes collaborations effective, and the key personal "people" elements of collaboration. In addition, we expect to develop specific ways in which our three organizations can begin to walk our talk of "Working Together to Serve you Better." Return registration form to Pat at Community Education Center by August 24. NAME [~1 will be attending. [~1 am not able to attend