Loading...
4.4. SR 10-16-2000 r~1 -\) ( ~ . City of ~ Elk Item #4.4. MEMORANDUM TO: Mayor & City Council FROM: Pat Klaers, City Administrator DATE: October 16, 2000 SUBJECT: 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, October 16, 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 . . . COMMUNITY RECREATION BOARD AGENDA Monday, October 16, 2000 La Rose's, Elk River 11:45am PoJ K. Cit\{ of Bk River 1. Call meeting to order 11 :45 a.m. 2. Consider October 16, 2000 Agenda 3. Routine Items a. Approve September 18, 2000 Community Recreation Board Minutes 4. Discussion/Board Action Items a. 2001 Budget b. Joint Powers Agreement 5. Staff Reports/Informational Updates - report enclosed a. Cheerleading Clinic b. Fall/Winter Brochure and Programming c. Adult Leagues d. Emporium e. Marketing 2000 6. Community Reports a. Elk River b. Hassan Township c. Otsego d. Rogers e. ISD 728 7. Set next meeting Consider November 20th 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. . . . COMMUNITY RECREATION BOARD MINUTES Monday, September 18,2000 La Rose's, Elk River 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: Pat Klaers - City of Elk River, Charlie Blesener - ISD #728 Community Education Staff: Michele Bergh - Community Recreation Absent: Roger Rosenquist - Hassan Township 1. Called meeting to order 12:05 p.m. 2. Consider September 18, 2000 Agenda Motion to approve made by Paul Motin, seconded by Virginia Wendell. 3-0. 3. Routine Items a. Approve August 21,2000 Community Recreation Board Minutes Motion to approve made by Paul Motin, seconded by Virginia Wendell. 3-0. 4. Discussion/Board Action Items a. 2001 Budget Virginia reported that they have just started looking at the budget in Otsego. City of Elk River has approved budget. b. Joint Powers Agreement Community Recreation will work with Alice from the City of Elk River to write up changes. 5. Staff Reports/Informational Updates - report enclosed a. Summer b. Fall c. Adult Leagues d. Fiscal Agent e. Fall Soccer f. Staff g. SBSI Training 6. Community Reports a. Elk River - YMCA feasibility study being done. b. Hassan Township - none. c. Otsego - none. d. Rogers - 1 soccer grant was denied, one is still out, playground equipment going in today at Rogers Elementary. . . . Michele Bergh October 2000 Staff Report Cheerleading Clinic This was once again a big success with about 125 young girls between the ages of K and 6th grade participating. This was a one-day clinic and then the girls cheered at 1/2 time during a Varsity Boys Soccer game. They were really cute! There were a lot of parents and extended family that attended the game to watch them cheer. This is a fundraiser for the cheerleaders. FalVWinter 2000 Brochure The brochure is complete and will be delivered in a few weeks. We will be putting all the information on our website in the next week or so. Weare offering our popular Wiggles and Giggles class for 4-6 year olds this winter. This was a new program this past summer and was very successful so we are giving it a try in the winter to see if it will be as popular which we think it will be. A new program offering we have is called Exercise Fun for 3-5 year olds with a parent/guardian. This will run in the mornings at Emporium and will feature fun active games. Adult Leagues Co Rec Volleyball has started with 8 teams this year and Women's Volleyball has started with 7 . We are looking forward to a fun season with these leagues and are hopeful that they will run smoothly. Emporium Concerts continue to be popular and the Fridays are booked until the end of January. We also now have a Saturday each month for techno night, as this seems to be another niche in the area Emporium can serve. There are a lot of students in the area who enjoy this kind of music and want a place to listen to it and dance. We have a special event on October 18th, the Wednesday before MEA featuring techno music as well. We are trying to get a fencing program in place and hope to have it in place this winter. Weare working with an organization that teaches this and they are looking for an instructor in the area who is available on the nights we are looking at. We are also going to be offering a self-defense program again this fall like we did last fall for teens. Marketing 2000 RaeAnn and I attended a workshop for marketing and came back with the ideas flowing on some creative ways to market. We are really excited to implement some of them. One ofthe ideas we are going to implement right away is to start collecting email address for people who are interested in receiving periodic information from us. This way as the list grows we'll be able to reach a large number of customers in a very short period of time. We can use this to let people know when the brochure is going to be delivered, when a class has openings and needs some additional marketing, or to let people know about special activities we have running. '~ . JOINT POWERS AGREEMENT FOR COMMUNITY RECREATION BOARD THIS AGREEMENT, made this _ day of ,1991, between Independent School District NO. 728 ("District"), and the undersigned municipalities and townships ("Local Governments"); WHEREAS, pursuant to the authority granted by the Minnesota Joint Powers Act, Section 471.59, and all other applicable statutes and power, the District and several local governments with the district agree to cooperate in providing for a joint community recreation coordinator organization and staff; "and for the solicitation of bids and proposals for the purchasing of equipment and supplies on behalf of any or all of the participating local governments" NOW THEREFORE, it is agreed by and between the parties as follows: 1. JOINT POWERS RECREATION BOARD: . The membership of the Joint Powers Recreation Board (hereafter referred to as "Recreation Board") shall consist of the following: One member shall be appointed by the governing body of each participating local government. One member shall be appointed from the School Board of District 728. The Recreation Board shall perform 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 Coordinator. department head. 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 ?rovisions of Minnesota Statutes Section 471.345 (Municipal Purchasing Act) and 471.59 (Joint Powers Act), as those statutes mav 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 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 Director of Community Education shall recommend a budget to the Recreation Board. The recommended budget shall be prepared in consultation with the appropriate administrative officials of each of the governmental units which are a party to this agreement. The budget shall set forth the proposed program of activities to be provided on a school district-wide basis, and within each of the participating municipalities and shall be reviewed annually. . Upon the appropriate approval of the budget, each participating municipality will transmit .J+l..2. 1/6 of the approved amount to the School Disttict each month fiscal agent bi-monthly. At the end of each fiscal year the 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 Director of Community Education shall prepare a report of activities which were conducted in the previous year and submit this report to the Recreation Board and to the parties of 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 Recreation Board shall have no taxing power. The 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 in District No. 728. 3. FUNDING: . School District Responsibility: In order to encourage and facilitate the growth and development of a coordinated recreation program the School District will provide: · Office Space and supervision Local Government Responsibility: In an effort to maintain a cooperative fund the Local Governments will provide: · 100% of a full time Community Recreation Coordinator's department head's salary · 100% of clerical salaries as authorized · Supplementary Benefits · Administrative and operating costs · The local government will also be responsible for all responsibilities with perfonning the payroll function for any recreaetion prolZram staff to serve the programs in their respective community. . The local government will also be responsible for the recreation activity budget. 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 Community Recreation Coordinator department head 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 powers of equipment, etc., for part development and maintenance purposes. 5. EMPLOYEES: A- The Community Recreation Manager shall be considered to be an employee of District 728 for the purpo~;es 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 ceitified teacher and is not eligible for tenure. The Manager shall serve at the pleasure of the Recreation Board. IhA. Any clerical administrative 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. G-B. 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. LIABll...ITY: Each party shall assume sole responsibility for injuries to users of its facilities while the facilities are being used for Community Recreation programs. Each party shall secure proper liability insurance to provide for any such claim. 7. LENGTH OF AGREEMENT AND TERMINATION: This .\greement 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) days "'/lilten notice to the Recreation Board. Local governments shall reviev,' the program annually. 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 pdor sentence. if such notice to withdraw is provided by the member after June 30 but before October L the actual date of withdrawal will be the last dav of the month during which said six months period ends. 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: . . . .. , Addition to paragraph 4. The local government will also be responsible for all responsibilities '.'/ith perfOlming the payroll function for any recreaetion program staff to serve the programs in their respective community. The local government vlill also be responsible for the recreation uctivity budget.