4.5. SR 12-21-1998ity of
iver
MEMORANDUM
Item #4.5.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Patrick Klaers, City Adminis~
December 21, 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.
The Community Recreation Board last met on December 14, 1998. Attached
for your information is the agenda and relevant backup material from this
meeting. Jeff will be at the City Council meeting on December 21 to provide
an update on November and December 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 December 14, 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.) CONS1DER / CHANGES TO AGENDA
C.)Routine Items:
C.1) Approve minutes from: 11/16/98 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) Bright Ideas / Innovations Conference
D.5) Miscellaneous grant opportunities
D.6) Miscellaneous Article information
OTHER
E.) COMMUNITY REPORTS: Community representative reports of items of interest or
concern.
E) DISCUSSION / BOARD ACTION ITEMS:
F.1) Report / presentation By Dr. Flannery on the District 728 Comprehensive
Facilities Master Plan.
G.) SET NEXT MEETING: Consider Monday January 18, 1999
H.) ADJOURNMENT
Agenda Item Background
C.) ROUTINE ITEMS:
C.1) Consider approval of Minutes from 11/16/98
D.) STAFF REPORTS / INFORMATIONAL UPDATES:
** Please also find Michele's program report enclosed
D.1) Youth Initiatives' At the November 19th Youth Initiatives committee
meeting the goal of youth empowerment was discussed. It was decided that action
should be taken to begin considering the development of a Youth Advisory body to
address community issues related to youth leisure time pursuits, needs, issues.
D.2) Existing Programs Update: The following programs are currently underway:
Indoor walking, Men's, Women's, and Co-Rec Volleyball Leagues, Adult Basketball
league, Skating academy (this program is currently serving 235 participants up from 50
only one year ago) and Open gyms.
D.3) Winter '99 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 list that Community Recreation staff are currently
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, Cross Country 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. We are also preparing to staff outdoor ice rinks - assuming their will be a
winter season.
D.4) Bright Ideas / Innovations Conference: This conference is scheduled for Feb
3-4 in St. Paul. They were inviting presenters to present their particular innovative
projects. Pat Klaers and I thought we should respond as a willing presenter. Enclosed
you will find our application.
D.5) Miscellaneous Grant program opportunities: Enclosed with your agenda
packet is some information related to some grant opportunities. I believe several of
these opportunities relate very well with our regions potential for park and recreational
development.
D.6): Article from December issue of Athletic Business: I thought this article
related well to our regional planning efforts and the report from the District taking
place at today's 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
E Discussion / Board Action Items:
El) Report from Dr. Flannery on the District's Comprehensive Facilities Master
Plan: At our last meeting it was thought this should be are only discussion item at this
meeting. Please find enclosed a copy of the Master Plan Summary.
The following is a list of some questions that I believe will be helpful for us to learn
about. Certainly there are other questions you and your community may have as well. I
hope you find my questions to be useful.
- What are the land size considerations and potential for adjacent development to serve
other community interests?
- Can trail development to school facilities minimize bus transportation needs?
- What types of partnerships are possible? Does the District have any specific ideas on
partnerships? Can a "menu" of desires be developed ?
- How can communities incorporate school facilities planning into their community's
park and recreational needs? Could the schools plans mesh with any community
center concepts?
- Could we follow any models of other communities that have unique partnerships?
- What about additions to existing schools to meet multiple needs / goals?
- What are the opportunities amongst these challenges and are there any grant
opportunities that may relate?
Staff Report
Michele Bergh
December '98
Warming Houses
No set plans yet for opening this year. I have started working on the schedules, first aid kit and logs
so that they will be ready when the rinks are ready to open. We are in contact with each city and
staying on top of the status of the rinks.
Youthbound
Youthbound is going well. We continue to get new kids every day. Most of the patrons seem to be
there to play a couple games of pool, play Nintendo and just hang out. We have some magazines
that they like to look at and they also like to watch TV. They also like the pool tournaments that we
have every other Saturday.
Open Gyms
Open Gyms are off to a slow start due to the warmer weather. The Jr. and Sr. High ones and the adult
basketball seem to be getting fairly good attendance but the others have been pretty quiet. We have
10 different open gyms each week.
Winter Planning
Winter planning is just about complete. I am in the process of scheduling facilities and working on
staff. Printer deadline is December 18th and they are delivered on December 30th. See Jeff's report
for a complete list.
COMMUNITY RECREATION BOARD
Minutes Fr: 11/16/98
Attendance: Staff: J. Asfahl- Comm. Rec., C. Blesener - Dist. 728 Com. Education, Community
Representatives: Gary Eitel - City of Rogers, Mark Berning - City of Otsego, Roger Holmgren
- City of Elk River, Shirley Slater - City of Dayton, Roger Rosenquist - Hassan Township, Gary
Morrison - Hassan Township
Community Representatives absent: ISD 728
A.) Call meeting to order:. - The meeting was called to order at 11:45
B.) Changes / additions to agenda: None
C.) Consider consent agenda: Minutes from 10/19/98 Approved on a motion by Mark Berning,
seconded by Gary Eitel. Motion carried.
D.) Staff Reports / Informational Updates: The following report items were reviewed: Youth
Initiatives update, existing program updates, Winter program planning, a brief report on the
MRPA conference, report on the procurement of a concession trailer for the local youth baseball
association, & a report from Charlie Blesener on cost considerations / issues related to
improvements to the Community Education Center.
E). Community Reports: Roger Holmgren reported that he was not re-elected to the Elk River
council. Roger also mentioned the importance of the donated concession trailer to youth
baseball and other local youth associations that will benefit from the availability of this
concession trailer.
Mark Beming reported that Otsego is completing more trail development and that the recently
held Hayride and Fun House and related activities was once again a good success. Mark also
mentioned recent council discussion concerning staff equity of time related to special
community projects.
Roger Rosenquist reported that Hassan is considering donating land to accommodate space for
an elementary school. He also reported they are developing more trails and that a wildlife
corridor is being studied.
Gary Eitel reported that Rogers has 27 acres available for a school site, are continuing to
develop fields adjacent to the Junior High, has been meeting regularly with representatives
from the Junior High, Community Education and Jeff A. to develop / enhance program
opportunities. Rogers has also completed some trail connections from Mallard Estates directly
to the Junior High. Gary mentioned the value of experiences our program learns from special
community projects.
Shirley reported that Dayton will be assessing the youth associations $2 per player for their use
of Dayton ballfields. The city will then put that money into a park development fund. They are
also looking at some land (1/2 acre) that would connect / access Elm Creek Park Reserve.
El) Consider inviting 1SD 728 to present their Comprehensive Facilities Master Plan at our
December meeting: It was decided that this would be a good idea and that we should focus on
identifying what types of partnerships can be established, how we can build on current
partnerships and what are some common goals that could be addressed. Locations of future
sites is also important in that this will effect trail plans and playfield development
considerations.
F.2) Consider insurance benefit contribution change for Program Supervisor and Secretary.:
On a motion by Gary Eitel, seconded by Roger Holmgren it was decided that our employer
contribution policy be that 100% of single coverage cost be the employer maximum
contribution. Motion Carried.
E3) Next step to re_~ional plannin_~ efforts: It was believed that our invitation of the District at
our next meeting is our next logical step.
G. Set next Meeting: Will take place Monday December 14 - Larose's Pizza
H.) Motion to adjourn at 1:00 by Mark beming seconded by Roger Holmgren. Motion carried.
Next regular meeting: Monday December 14, 1998. Larose's Pizza
Respectfully Submitted:
Vital Statistics:
Innovations: Bright Ideas iri'Lo ai, Government
:.Presenter Proposal '",,
:
/
Ilk Rive~,ISD 728 ..
Affi~tion
Elk River~',,-M~ 55330 ,,
Name of Community or JufisdictJon:
Contact person: Jeff Asfahl
1230 School Street
Address:
Director, Community Recreation
Phone ( 612 ).
241-3523
Community size:
__ Under 1,000 ~ City
__ 1,000 - 5,000 County
__ 5,000 - 10,000 ~< School district
__ 10,000 - 25,000 Non-profit
X 25,000 - 100,000 Special district
~ Over 100,000 ~. Township
Other
Fsx(612 ) 241-3521 / E-Mail
Tvl:)es of agencies involved~:: ~?,~EYOQ'had to categorize the innovation into a broader
;!~::; ;;;..~c;~would you consider it relevant to: (may choose
one)
issues
~ .'~'*" Economm development
Public safety
Education/leaming
Cultural diversity
Health
Transportation
Environment
Administration
Workforce development
Poverty
Changing demographics
Other
.~posal: (attach additional pages if necessary)
Briefly describe the innovative strategy, "promising practice", program or project, including how it addresses a public service issue
or improves operations, how it meets the mission or vision of the community, and how the lessons learned can assist other
communities. What is different about it?
The Community Recreation program is set up as a Joint Powers and involves four cities, one township and the local
school district. This program is responsible for the coordination and development of recreational services and programs
throughout their communities. This arrangement allows for maximum efficiency and assures non-duplication of effort
related to recreational programs and services. The program mission is to provide, develop and initiate recreational
programs, services, and facilities. Each community is interested in offering it's residents recreational opportunities to add
to their quality of life.
This program began in 1992 and has been instrumental in building relationships, and improving communication with
neighboring communities. This program has strengthened understanding amongst the communities and the school
district.
This program is quite unique in that we function as one recreation department that services five different communities
and each communities character, history, amenities, etc. contributes to our ability to offer a wide variety of recreational
programs and services.
If applicable:
How does your idea capitalize on current community resources or connections with other organizations? How does it foster
effective and constructive citizen involvement in community problem-solving?
mhe Joint Powers recreation program staff are responsible to work with existing community Park and Recreation
nmissions, Community EducaUon staff and Advisory Council, Youth Athletic Associations and numerous other
community organizations. This communication network maximizes program effort and offers great cooperative
programming.
In many cases, representatives of these various organizations meet on a regular basis as a normal part of their operation.
Additionally, the Joint Powers Recreation program and District Community Education officials meet annually to evaluate
and assess needs and communicate as how to best meet them.
VVhat sparked the community {o tnJ something new? Are the results whai you expected?
Prior to 1992 only one city was offering a year-round program and it was managed by the District Community Education
program. The Community Education program saw a need for more local government involvement with recreational and
park services and at this same time these five communities had an interest in partnering with other communities to
provide them with a year round comprehensive recreation program. As individual communities, they could not afford it,
but together, in a Joint Powers agreement it was feasible.
This may depend on who you talk with, but yes the program has increased recreational programs and services and that is
what was ultimately expected.
Are other jurisdictions using this approach, and is it easily transferred to other communities?
There are similar examples to our program (Alexandria, RedWing, Buffalo) but each is unique. Our program concept
could be duplicated.
Does the innovation primarily save money for the organization, or does it provide services in a more effective way (or both)?
Please describe.
Both.
Our organization allows each community to have full time service for only a portion of the cost and our service is
maximized. By working together and maximizing resources, we are able to offer a comprehensive program.
Is there a system in place for evaluating the program? If so, what are its primary elements? Are there indications that your efforts
will be sustained over time?
Each community evaluates the program each year. Additionally, the program staff are evaluated. The two primary
elements evaluated are, program participation and program development. Each community wants assurance that the
programs are being utilized and that there are programs developed and offered within their community.
Participation and program development has increased each year. Demand for service is expected to increase as this area
is projected to rapidly grow and develop over the next 20-25 years.
If selected as a presenter, would you like assistance in preparing a short presentation on your innovation and developing issues
relevant to a~cussion? No
Mail proposals to: For more information, contact:
Bdght Ideas Conference
Govemment Training Service
480 Cedar Street, Suite 401
St. Paul, MN 55101-2240
Helene Johnson or Carol Schoeneck
Government Training Service
480 Cedar Street, Suite 401
St. Paul, MN 55101-2240
Phone: 651-222-7409
Fax: 651-223-5307
e-mail: gts@mngm.o~
MN TollFree: 800-500-8547