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5.6. SR 01-11-1999 rei ---\j ( )j !li{ Item 5.6. River MEMORANDUM TO: FROM: Mayor & City Council Pat Klaers, City A?or January 11, 1999 DATE: SUBJECT: Consider Appointment to Community Recreation Board . Since the inception of the Community Recreation organization, former Councilmember Holmgren has been the city liaison to this group. Elk River is the largest member of this organization (in terms of contribution to the budget, offering of programs, number of participants in programs, etc.) and I have been appointed as the immediate supervisor for Community Recreation Director Jeff Asfahl. Jeff is responsible for the management of all of the city recreation programs by way of his role as community recreation director. It is important that a city council member be on this board to represent the city. In this manner, the city's voice at the recreation board meetings carries more "weight" as compared to if the city was represented by a staff member. The recreation board typically meets one Monday a month for a lunch meeting (1 Y2 hours) at LaRose's Pizza. Some special meetings are anticipated in order for the organization to do some long range planning, but historically, these special meetings have been few and far between. Attached for your information is the Recreation Board joint power agreement. Additionally I have asked Jeff to attend this meeting in case the Council has questions regarding this organization. . 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330. Tnb & Phone: (612) 441-7420. Fax: (612) 441-7425 . JOINT POWERS AGREEMENT FOR 728 AREA RECREATION/COORDINATOR THIS AGREEMENT, made this /0 . Independent School District No. 728 ("District"), and the City of Dayton, City of Elk River, City day of 6ca5J>CiJ(, 19~, between of Otsego, City of Rogers, City of Zimmerman, Township of Hassan, and Township of Livonia; 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; NOW THEREFORE, it is agreed by and between the parties as follows: 1. . 728 AREA RECREATION BOARD: The membership of the 728 Area 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 Board of the District. The 728 Area 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 Coordinator c) Give direction to the overall development of Community Recreation The term of the members and officers shall be for the calendar year. Members shall be eligible for reappointment. The 728 Area Recreation Board shall elect its own officers, in addition, shall adopt its own rules and procedures not inconsistent with the terms of the agreement. . (1 ) 2. FINANCE: . Each year in concert with the budget process the Area Recreation Coordinator shall recommend a budget to the Area Recreation Board. This 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. (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 728 Area 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 Area Recreation Coordinator shall prepare a report of activities which were conducted in the previous year and submit this report to the Area .ecreation 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 Area Recreation Board shall have no taxing power. The Area 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 Area Recreation in District No. 728. 3. FUNDING: School District responsibility: In order to encourage and facilitate the growth and development of 728 Area Recreation the School District will provide: - office and related facilities . (2) 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 salary - Supplementary Benefits - Administrative costs 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 Area 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 .acilities. The Coordinator 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: a) The Area Recreation Coordinator shall be considered to be an employee of _istrict 728 for the purposes of payroll, fringe benefits and insurance coverage. The (3) Recreation Board shall determine the salary and benefit package for the Coordinator. The Coordinator shall not be a certified teacher and is not eligible for tenure. The Coordinator shall . serve at the pleasure of the Recreation Board. b) Any clerical staff will be deemed an employee of a local government for purposes of payroll, fringe benefits and insurance coverage. The Area Recreation Board shall determine the salary and benefit package. Clerical Staff shall serve at the pleasure of the Area Recreation Board. c) Employees or volunteers responsible for carrying out the recreational activities shall be recommended to the appropriate local government by the area recreation coordinator 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) days written notice to the Area 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 every party who shall execute anyone of such counterparts. WHEREAS, the parties have affixed their signatures in the spaces provided on separate pages which follow: . (4) . CITY OF ELK RIVER BY: ~ Ma~ !tA'.l~. - ATTEST: ~~ 0. ~,.~ ITS: Clerk ~--r . . (Remainder of page intentionally left blank) (6)