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4.1. SR 09-18-2000City of River MEMORANDUM Item/14.1. TO: FROM: DATE: SUBJECT: Mayor & City Council Pat Klaers, City Administr~ September 18, 2000 Community Recreation Update Councilmember Paul Motin is our city representative on the Community Recreation Board. Michele Bergh is the Recreation Manager. The next Community Recreation Board meeting is Monday, September 18, 2000. Attached for your review is the agenda packet for this meeting. At this City Council meeting, Paul is scheduled to present an update on recent community recreation activities. s: \ council\ comrecud.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone (763) 441-7420 · Fax (763) 441-7425 Monday, September 18, 2000 La Rose' s, Elk River 11:45am COMMUNITY RECREATION BOARD AGENDA Pat Klaers City of Elk River o o o Call meeting to order 11:45 a.m. Consider September 18, 2000 Agenda Routine Items a. Approve August 21, 2000 Community Recreation Board Minutes Discussion/Board Action Items a. 2001 Budget b. Joint Powers Agreement Staff Reports/Informational Updates - report enclosed a. Summer b. Fall c. Adult Leagues d. Fiscal Agent e. Fall Soccer f. Staff Community Reports a. Elk River b. Hassan Township c. Otsego d. Rogers e. ISD 728 Set next meeting Consider October 16th as the next meeting. 8. Adjournment Your attendance is always important. If you cannot make the meeting, please arrange to send an alternate. Please plan to arrive and have your meal ordered or help yourself at the buffet and be ready to begin meeting at 11:45 a.m. Monday, August 21, 2000 La Rose' s, Elk River COMMUNITY RECREATION BOARD MINUTES Attendance: Community Recreation Board Members: Gary Eitel - City of Rogers, Mark Strater - ISD//728, Paul Motin - City of Elk River, Roger Rosenquist - Hassan Township, Virginia Wendell - City of Otsego City / School Representatives: Loft Johnson - City of Elk River, Pat Klaers - City of Elk River, Gary Morrison - Hassan Township, Charlie Blesener - ISD #728 Community Education Guest: Larry Schanus - Cooperative Lighting Bid Staff: Michele Bergh - Community Recreation 1. Called meeting to order 12:00 p.m. Consider August 21, 2000 Agenda Motion to approve made by Paul Motin, seconded by Virginia Wendell. 5-0. o Routine Items a. Approve July 31, 2000 Community Recreation Board Minutes Motion to approve made by Paul Motin, seconded by Virginia Wendell. 5-0. Discussion/Board Action Items a. 2001 Budget Motion to approve with the reassignment of Rogers'/Hassan's population so that Hassan's total is 2242 and the difference is given to Rogers. bo Fiscal Agent Motion to designate the City of Elk River as the fiscal agent effective January 1, 2001 and to make the necessary changes to the Joint Powers Agreement made by Gary Eitel, seconded by Paul Motin. 5-0. c. Cooperative Lighting Bid This will be added to amendments made to the Joint Powers Agreement. o Staff Reports/Informational Updates - report enclosed a. Summer Registration b. Staff/Intern c. Fall Brochure d. Website o Community Reports a. Elk River- none. b. Hassan Township - pursuing a large park in their community. c. Otsego - may not need staff for Halloween event after all. d. Rogers - put in grant for soccer fields at Rogers Elementary. Michele Bergh Community Recreation Staff Report September 2000 Summer Final Information The grand total for summer registration is 1,955 + 2,168 who attended the Entertainment in the Park and did the craft following the entertainment for a total of 4,123. Last year's total was 3,846. Fall The brochure was delivered on August 30th with everyone's local paper. All our information is on our website. This brochure had a new twist with the flip style. We were hoping this would help people tell that Community Recreation is different from Community Education. We have not had many comments made about the new style and it' s too early to tell if it' s had much of an impact. Adult Leagues We had the organizational meeting for the three volleyball leagues we offer on Monday, September 11. There was a really good turnout for this meeting and it looks like the Co Rec league and the Women's league will go. Men's league has struggle for a few years now and it didn't run last year and doesn't look like it will this year. We have implemented the non-resident fee on these leagues for the first time and response was mixed. There are some teams this will affect and they were unhappy about it. They were, however, understanding of the reason and not upset with us but with their cities. These participants are from Zimmerman/Livonia area and from Ramsey. Fiscal Agent Change Loft Johnson and I will be working on this change that will officially take place January 1. We will be reviewing past years' accounting information to make sure everything is correct and complete. There is a potential deficit that we are exploring at this time. Fall Soccer We have experienced some issues this fall with the school soccer programs again. They seem to be escalating some as the growth in the communities continues. The Oak Knoll fields in Elk River are used by 9th grade soccer from the school district as well as by Alliance Christian Academy. Zimmerman and Rogers do not apparently have enough participants to form their own teams and play at their sites so these students are bussed to Elk River to be combined with the Elk River students. So the sites at Zimmerman and Rogers are not used and we are short fields in Elk River. Alliance has nowhere else to play and there aren't enough fields at the junior highs in Elk River for the 7-9th grade program within the school district. We worked it out so that Alliance would be using the Meadowvale field a couple of times this year but when it came time for the first game, the field had not been maintained and the school district said they couldn't do it for Alliance's use. We ended up having to move that game at the last minute and the school district helped find a different field at Salk that was already maintained. I think we have worked this out for this season but anticipate a larger problem next year and believe we will need to look at doing something different next year. Staff We are currently running ads for a few positions we have open. Response has been slow. We'll continue to work on this until the positions are filled. Suggested changes for Joint Powers Agreement These are some additional changes I am recommending be made at this time. Last paragraph on page 1 should read: Upon the appropriate approval of the budget, each participating municipality will transmit 1/6 of the approved amount to the fiscal agent bi-monthly. At the end of each.. Mid-page on page 2 right before the "Each local government is financially responsible for its own recreational program.." is I believe where the addition on the last page (says "addition to paragraph 4) should be placed. Under #5: Item A should be eliminated and item B should read "All administrative staff" instead of "Any clerical staff". Under #7: Change to the following: The amount of notice required is a minimum of six months, but the actual date of withdrawal will be the last day of the Community Recreation Board's budget year in which said six month period ends. Notwithstanding the prior sentence, if such notice to withdraw is provided by the member after June 30 but before October 1, the actual date of withdrawal will be the last day of the month during which said six month period ends. JOINT POWERS AGREEMENT FOR COMMUNITY RECREATION BOARD THIS AGREEMENT, made this __ day of ,19 ., between Independent School District No. 728 ("District"), and the City of Elk River, City of Otsego, City of Rogers and the Township of Hassan; WHEREAS, pursuant to the authority granted by the Minnesota Joint Powers Act, Section 471.59, and all other applicable statues and power, the District and several local governments with the District agree to cooperate in providing for a joint Community Recreation Manager; "and for the solicitation of bids and proposals for the purchasing of equipment and supplies on behalf of any or all the participating local governments" NOW THEREFORE, it is agreed by and between the parties as follows: 1. COMMUNITY RECREATION BOARD: The membership of the Community Recreation Board shall consist of the following: The governing body of each participating local government shall appoint one member. One member shall be appointed from the Board of the District. The Community Recreation Board shall perform an advisory function. Its major responsibility shall be tO: a. Provide input into the decision making process b. Recommend policy as it relates to Community Recreation Manager c. Give direction to the overall development of Community Recreation d. The Community Recreation Board may also solicit bids and proposals for the purchase of equipment and supplies on behalf of any or all of the participating local governments under the provisions of Minnesota Statutes Sections 471.345 (Municipal Purchasing Act) and 471.59 (Joint Powers Act), as those statutes may be amended from time to time." The term of the members and officers shall be for the calendar year. Members shall be eligible for reappointment. The Community Recreation Board shall elect its own officers, in addition, shall adopt its own rules and procedures not inconsistent with the terms of the agreement. 2. FINANCE: Each year in concert with the budget process the Community Recreation Manager shall recommend a budget to the Community Recreation Board. This recommended budget shall be prepared in consultation with the appropriate administrative officials of each of the governmental units that are a party to this agreement. (This budget shall set forth the proposed administrative activities to be provided on a school district wide basis.) Upon the appropriate approval of the budget, each participating municipality will transmit 1/12 of the approved amount to the School District each month. At the end of each year the Community Recreation Board shall review the funds expended in the previous year. Actual expenditures in a previous year shall be the basis for adjusting a current year's monthly payments based on an over or under expenditure of actual expenditures compared to the budget in the prior year. At the end of each year the Recreation Manager shall prepare a report of activities which were conducted in the previous year and submit this report to the Community Recreation Board and to the parties to this Agreement. The annual report shall be in a form such that it can be compared to the proposed program on which the annual budget has been prepared; realizing that flexibility in the program is necessary as long as it is within the budget. The Community Recreation Board shall have no taxing power. The Community Recreation Board shall review and recommend the appropriate use of State and Federal grants in accordance with the State Guidelines and in concert with the growth and development of Community Recreation program. 3. FUNDING: School District responsibility: In order to encourage and facilitate the growth and development of the Community Recreation programs the School District will provide: · Office and related facilities Local Government Responsibility: In an effort to maintain a cooperative fund the Local Governments will provide: · 100% of a full time Community Recreation Manager's salary · Supplementary Benefits · Administrative costs · 100% of all other Community Recreation office staff wages and benefits Each local government is financially responsible for its own recreational program. The activities budget is to be designed in cooperation with and administered by the Community Recreation office. Collaboration by participating local governments in funding activities is encouraged. 4. SCHOOL AND PARK FACILITIES: Use of school facilities shall be in accordance with the administrative handbook of the School District. Use of local government facilities shall conform to policies established by each governmental body. Each governing body shall be responsible for the maintenance and repair of their facilities. The Manager of Community Recreation shall bring to the attention of the appropriate local government or school official items in need of repair or maintenance and a suggested time when the maintenance might be performed so as not to disrupt programmed activities. The construction of any new facilities shall be the prerogative and responsibility of each governmental body. In order to minimize duplication and thereby reduce costs, the parties are encouraged to enter into supplementary maintenance agreements for each project or facilities jointly used, taking into consideration sharing of staff and equipment, rental of equipment, joint purchase of equipment, etc., for park development and maintenance purposes. 5. EMPLOYEES: mo The Community Recreation Manager shall be considered to be an employee of District 728 for the purposes of payroll, fringe benefits and insurance coverage. The Recreation Board shall determine the salary and benefit package for the Manager. The Manager shall not be a certified teacher and is not eligible for tenure. The Manager shall serve at the pleasure of the Recreation Board. Bo Any clerical staff and other support staff will be deemed an employee of a local government for purposes of payroll, fringe benefits and insurance coverage. The Community Recreation Board shall determine the salary and benefit package. All staff shall serve at the pleasure of the Community Recreation Board. Co Employees or volunteers responsible for carrying out the recreational activities shall be recommended to the appropriate local government by the area recreation manager for employment. 6. LIABILITY: Each party will hold the other parties harmless and defend and indemnify the other parties for any claims based upon the party's responsibilities under this agreement. 7. LENGTH OF AGREEMENT AND TERMINATION: This Agreement shall take effect upon approval by the District and the participating local governments. It may be terminated as it pertains to any of the parties by providing at least one hundred eighty (180) day written notice to the Community Recreation Board. Local governments shall review the program annually. 8. COUNTERPARTS: This Agreement may be executed in any number of counterparts and each shall be deemed to be an original, and this Agreement shall be binding upon ever who shall execute anyone of such counterparts. WHEREAS, the parties have affixed their signatures in the spaces provided on separate pages which follow: CITY OF ELK RIVER By: ITS: Mayor ATTEST: ITS: Clerk (Remainder of page intentionally left blank) CITY OF OTSEGO By: ITS:Mayor ATTEST: ITS: Clerk (Remainder of page intentionally left blank) CITY OF ROGERS By: ITS:Mayor ATTEST: ITS: Clerk (Remainder of page intentionally left blank) TOWNSHIP OF HASSAN By: ITS: Chair ATTEST: ITS: Clerk (Remainder of page intentionally left blank) INDEPENDENT SCHOOL DISTRICT #728 By: ITS: Chair ATTEST: ITS: Clerk (Remainder of page intentionally left blank) Addition to paragraph 4. The local government will also be responsible for all responsibilities with performing the payroll function for any recreation program staff to serve the programs in their respective community. · The local government will also be responsible for the recreation activity budget.