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5.2. SR 11-16-1998'ity of iver MEMORANDUM Item #5.2. TO: FROM: DATE: SUBJECT: Mayor and City Council Patrick Klaers, City Adminis~a~ November 16, 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. Councilmember Holmgren is the city representative on this organization. The Community Recreation Board is meeting on November 16, 1998. Attached for your information is the agenda and backup material for this meeting. Jeff will be at the City Council meeting on the 16th to provide an update on November Community Recreation activities. 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 16, 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 khat you will not be in a~endance. 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.)Routine Items: C.1) Approve minutes from: 10/19/98 regular meeting D.) STAFF REPORTS / INFORMATIONAL UPDATES: D.1) Youth Initiatives update D.2) Existing program update D.3) Winter '99 program planning D.4) Report on Minnesota Recreation and Park Assoc. Conf. D.5) Concession Trailer D.6) Community Education Center improvement cost estimates OTHER E.) COMMUNITY REPORTS: Community representative reports of items of interest or concern. E) DISCUSSION / BOARD ACTION ITEMS: El) Consider inviting ISD 728 to present their Comprehensive Facilities Plan at our next meeting E2) Consider insurance benefit contribution change for Program Supervisor & Secretary F.3) Discuss our next step to regional planning efforts G.) SET NEXT MEETING: Consider Monday December 21 H.) ADJOURNMENT Agenda Item Background C.) ROUTINE ITEMS: C.1) Consider approval of Minutes from 9/14/98 D.) STAFF REPORTS / INFORMATIONAL UPDATES: ** Please also find Michele's program report enclosed D.1) Youth Initiatives: Our next meeting will be Nov. 19th at Youthbound. A group of students from the Ivan Sand Community School has chosen Youthbound as their DECA project related to marketing. They are expected to be at this meeting to take part in discussion about Youthbound and methods for continued promotion. The youth initiatives committee is also hopeful of better utilizing the web page that has been developed to better provide information about positive youth leisure opportunities. D.2) Existing Programs Update: We continue to struggle to find an adequate supply of program staff. Suggestions for recruitment are appreciated. Existing programs include: Intramural volleyball, Adult Volleyball ( Women's, Men's, and Co- rec. ), Adult Basketball, Open gyms, indoor walking programs, skating lesson programs, various events at Youthbound, preparation for outdoor ice rink staffing, Hayride/scavenger hunt, ( took place 10/24). D.3) Winter '99 Program Planning: WE have just recently begun our program planning. Our planning includes many meetings with CE and ECFE to assure program variety, balance, efficient use of facilities, collaborations, etc. The following is a tentative list that Community Recreation staff will be working on: Gymnastics, Pee Wee Soccer, Indoor T-ball, Pee Wee Basketball, Pillo Hockey, Winter Sleigh Rides, Otsego Winter Fun Fest ( variety of games, sled dog demos, snow sculpting demos, skating clinic, and more, Cheerleading clinics, Broomball, Downhill skiing, Youth Volleyball, Skating lessons, Open gyms, Baseball clinics, Youth dances, Hockey clinics / leagues, Intramural Basketball, Floor Hockey, Boot hockey, plus ongoing adult basketball and volleyball leagues. D.4) Minnesota Recreation and Park Association Conference: Took place November 4-6 in St. Paul. I will briefly review some information / ideas related to Parks and Recreation that were shared at the conference. D.5) Concession Trailer: I was able to arrange a donated concession trailer from a local business owner to the local youth baseball association. This trailer will be very useful for the association being that the facilities that they utilize at this time while hosting tournaments etc. do not have any concession buildings. The baseball association is excited to have this trailer. D.6) Community Education Center improvement cost estimates: Charlie will provide you with an update at the meeting. Other: 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. E Discussion / Board Action Items: El) Consider insurance benefit increase for Program Sup. and Secretary: At the time that our program added these full time employees, the employee inherited the same benefit as their technical employer which at that time was the city of Otsego. The employer paid up to $200 per month for insurance. Costs of insurance has increased. I would like the Recreation board to consider increasing the employer contribution to $225 per month. That equates to a $600 increase to our 1999 proposed budget. E2) Consider inviting ISD 728 to present their Comprehensive Facilities plan at a future meeting: I know the district is interested in sharing their report to many groups and I thought perhaps the Community Recreation Board would be interested. F.3) Discuss our next step to regional planning efforts: Recent agendas have not enabled us to move forward in this area. Back in May we hosted a special meeting with Park Commission / City representatives to learn of future plans that each community has. This was a good start. The Recreation Board should determine what is next. COMMUNITY RECREATION BOARD Minutes Fr: 10/19/98 Attendance: Staff: J. Asfahl- Comm. Rec., C. Blesener - Dist. 728 Com. Education, Community Representatives: Gary Eitel - City of Rogers, Mark Beming - City of Otsego, Roger Holmgren - City of Elk River, S. Slater - City of Dayton, Gary Morrison - Hassan Township Community Representatives absent: ISD 728 A.) Call meeting to order: - The meeting was called to order at 11:50 B.) Changes / additions to agenda: None C.) Consider consent agenda: Minutes from 9/14/98 Approved on a motion by Roger Holmgren, seconded by Gary Eitel. Motion carried. D.) Staff Reports / Informational Updates: The following report items were reviewed: Youth Initiatives update, Fall '98 & Holiday program planning updates, Approaching MRPA conference, Miscellaneous news articles, Program staff recruitment challenges, & planning for 1999 summer field use scheduling / maintenance, etc. E. Community Reports: Roger Holmgren reported on the Park and Family Aquatic Center referendum proposal, Dayton reported that interest has surface to have more programs developed in the Dayton area. .) Motion to adjourn'at 1:00 by Mark berning seconded by Roger Holmgren. Motion carried. Next regular meeting: Monday November 16, 1998. Larose's Pizza Respectfully Submitted: Staff Report November 1998 r~rogramming Our Holiday programs include Elk River Skating Academy, Outdoor Skating Lessons, Activities on Winter Break, Indoor Walking, Pool Tournaments, Team Ingemar, Women's Volleyball, Men's Volleyball, Men's Basketball, Intramural Basketball, and Open Gyms. Our Winter/Spring programming ideas include Gymnastics, Pee Wee Soccer, Open Gyms, Indoor Walking, Pillo Hockey, Pee Wee Basketball, Elk River Skating Academy, Team Ingemar, Winter Fun Fest, Women's Volleyball, Men's Volleyball, Co-Rec Volleyball, Men's Basketball (2 leagues), Intramural Basketball Sleigh Ride at Woodland Trails, Indoor T-Ball, Cheerleading Clinic, Cross Country Ski Race, Adult Broomball, Downhill Skiing, Youthbotmd Dances, Dances at the Arena, Pool Tournaments, Self Defense for teens, Easter Egg Hunt and Basket Class, Youth Volleyball, Indoor Soccer for school-aged children, Intramural 3 on 3 Basketball, Baseball Camps, Mites Skills Plus Hockey, Skate Park Apparatus Clinic, Spring Break activities, Intramural Floor Hockey, Indoor Boot Hockey, Otsego Transportation Fair, Ice Skating Show, Craft Fair @ Arena, Open In Line Skating, Open Indoor Soccer. We are also working with ECFE and Community Education to help facilitate some community clubs like a book club or running club or something similar. We would like to try to get groups together and give them some general guidelines and then let them continue on their own. Noella, the Community E~lucation Program Specialist for Jr/Sr High and I are planning on getting vgether more to work with the students at the schools and at Youthbound to figure out what they would like and get them involved in the planning of these activities. We've talked about organizing a "club" where the members would actually plan and help carry out social activities. Open Gyms All Open Gyms have started and most are staffed. There are two (out of 10) a week that aren't yet and one that is only staffed half the time. We are filling in with subs for now and I am still looking for someone to work them. Staffing We continue to struggle with staffing. We've had ads in three different papers, large signs in front of the Arena and on Hwy 169 by Youthbound, a full page ad in the Holiday brochure and put an ad in the Elk River City Newsletter. We haven't received a single application from any of these sources. I have some returning staff working open gyms and some who have expressed an interest in working warming houses. MRPA Conference Jeff and I attended the MRPA Conference last week. I enjoyed the opportunity to meet more people in the field and attend some great workshops. The ones I enjoyed the most were on Managerial Communications, Dealing with Difficult Customers and one on handling the stress. The speakers were very knowledgeable and entertaining. ! feel like I came away with some new information to elp me do a better job. Youthbound We have great staff working at Youthbound and they are doing a wonderful job. They seem to have a good rapport with the students. We have made a lot changes in the decorations and set up based on what the students have asked for and they really like it. There is a dance floor, a lounging area,, a chalkboard wall that they can write on and many other things that they really like. We have recently switched vending companies and the new ones are working out well so far. We also have a couple of students in DECA at the ALC that are interested in doing a marketing project with Youthbound. This would really help increase awareness of the facility.