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5.7. SR 11-20-2000 . City of ~ Elk Item # 5. 7 . MEMORANDUM TO: Mayor & City Council Pat Klaers, City Admini~ November 20, 2000 FROM: DATE: 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, November 20,2000. 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 Pat Klaers City of Elk River Monday, November 20, 2000 La Rose's, Elk River 11 :45am 1. Call meeting to order 11 :45 a.m. 2. Consider November 20, 2000 Agenda 3. Routine Items a. Approve October 16, 2000 Community Recreation Board Minutes 4. Discussion/Board Action Items a. Checking Account/Signers b. Joint Powers Agreement 5. Staff Reports/Informational Updates - report enclosed a. FalllWinter Brochure and Programming b. Winter/Spring Brochure and Programming c. Adult Leagues d. MRP A Conference e. Open Gyms f. Warming Houses g. Marketing 6. Community Reports a. Elk River b. Hassan Township c. Otsego d. Rogers e. ISD 728 7. Set next meeting Consider December 18th 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, October 16, 2000 La Rose's, Elk River 1. Called meeting to order at 12: 10 p.m. 2. Consider October 16,2000 Agenda Motion to approve made by Paul Motin, seconded by Roger Rosenquist. 4-0. 3. Routine Items a. Approve September 18, 2000 Community Recreation Board Minutes Motion to approve made by Paul Motin, seconded by Roger Rosenquist. 4-0. 4. DiscussionIBoard Action Items a. 2001 Budget Hassan Township is still working on reviewing budget. All other municipalities have approved. b. Joint Powers Agreement Will come back for review with changes in November. 5. Staff Reports/Informational Updates - report enclosed a. Cheerleading Clinic b. FalllWinter Brochure and Programming c. Adult Leagues d. Emporium e. Marketing 6. Community Reports a. Elk River - Big push right now for a community center. b. Hassan Township - Working on a 40-acre park. c. Otsego - New shelter in their Prairie Park is almost complete. d. Rogers - None. e. ISD 728 - Continuing work on the bond. 7. Set next meeting Next meeting will be November 20th. 8. Adjournment Motion to adjourn made by Roger Rosenquist, seconded by Paul Motin. 4-0. . Staff Report Michele Bergh November 2000 FalVWinter Programming The new program brochure was delivered November 1. This was a week later than originally scheduled. We are excited about the opportunities scheduled, however, due to the late arrival some of our numbers are lower than anticipated. We believe that the programs occurring later in this brochure will have good registration numbers. Winter/Spring Programming We are beginning to plan the next brochure, which will be delivered January 3rd. We are looking into a couple of new program ideas that we are really excited about and hope we will be able to find instructors. Adult Leagues Volleyball leagues are all up and running. Things are going smoothly so far with one exception - we are having a difficult time getting information to the school sites. We rely on building supervisors to bring score sheets and standings to the site each week and then they return the sheet to Community Education at the end of the night for us. For some reason this isn't always happening. We are continuing to work with Community Education on this and I'm hopeful that we'll be able to come up with a system that will be easier. Men's basketball begins in early December. We are working on the organization of this league now. . MRPA Conference RaeAnn, Darci and I all attended two days of the MRPA Conference in St. Cloud. We all found the sessions we attended to be insightful and inspiring. The sessions we attended are: If You're Too Busy to Laugh, You're Too Busy! Games & Icebreakers - Making Meetings Fun Managing Yourself Rather Than Time Solutions for Working with Difficult Children Go Fish Wired Teenager The Physical Inactivity Epidemic Trends Coming Your Way Recreation: Past, Present and Future Open Gyms We are currently staffing the open gyms for the season. We have very few returning staff members and one new one. I believe we have enough staff people to cover all the shifts but it will be a tight season for subs, etc. . Warming Houses We will be looking at this over the next few weeks. I have some safety concerns regarding this job, both for our participants as well as for our staff and will be looking at ways to address my concerns. The warming houses we currently staff are Otsego City Hall, Lions Park, Handke Pit, Lake Orono and Gary Street/Orono Road. These are all in pretty secluded areas, with the exception of Lions Park. The Lions Park facility has no windows and doors that can be locked from the inside without having a key. I have concerns about a staff person being alone in these secluded areas. I see quite a bit of risk associated with these positions and would like to find ways to make this a safer job. Marketing We continue to look for additional ways to market and promote our programs as well as our organization. We have had some response for people wanting to receive information via email and are taking advantage of this. I hope to see this method grow with time. . . . " . JOINT POWERS AGREEMENT FOR COMMUNITY RECREATION TIllS 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 stafft "and to provide a body to solicit bids under the Municipal Purchasing Act.- 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. 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 Section 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 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. MEMBERSlllP All municipalities with residents in the District 728 area are eligible to participate in this Joint Powers Agreement upon approval by their governing body and Community Recreation. ~3.FINANCE: Each year in concert with the budget process the Director of Community Education Community Recreation department head 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 wideservice area 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+.1.2- 1/6 of the approved amount to the School District each month fiscal agent bi-monthly or as othelwise determined by the board. 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 Bducation Community Recreation depmiment head 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. 4. FUNDING/SER VICE RESPONSIBILITIES: . 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 municipal Government Responsibility: In an effort to maintain a cooperative fund the Local Governments will provide: · 100% of a full time Community Recreation Coordinator's depmtment head's salary · 100% of clerical support staff salaries as authorized · Supplementary Benefits · Administrative and operating costs · The local municipal 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. · Access to recreation facilities as requested by the Community Recreation Board · Community Education will not provide recreational programs or services including to non- profit municipalities. · The local municipal govemment will also be responsible for the recreation activity budget. 5. 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 park development and maintenance purposes. 6. EMPLOYEES: A: The Community Recreation Manager shall be considered to be an employee of District 728 for the purposes of payroll, fringe benefits and insurance coyerage. The Recreation Board shall determine the salary and benefit paokage 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. B-:-A. 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-Community recreation manager department head for employment. 7. LIABILITY: 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. 8. LENGTH OF AGREEMENT AND TERMINATION: This "^...greement shall take effect upon appro','al 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 written notice to the Recreation Board. Local governments shall revie\',' 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 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 months peliod ends. . # .. 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 'NiB also be responsible for aU responsibilities v,'ith perfonning the payroll function for any recreaetion program staff to serve the programs in their respecth'e community. The local government will also be responsible for the recreation activity budget. . .