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4.2. SR 02-16-1999 A.! ~'\( ( II .y of ~ Ell{ River Item #4.2. MEMORANDUM TO: Mayor and City Council FROM: Patrick Klaers, City Administrator DATE: February 16, 1999 SUBJECT: 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. Councilmember Motin is the city representative on the Community Recreation Board. . The Community Recreation Board last met on January 25,1999. Attached for your information is the agenda and relevant backup material from this meeting. Jeff will be in attendance at this February 16, 1999, City Council meeting to provide an update on January and February community recreation activities. The next Community Recreation Board meeting is scheduled for Monday, February 22, 1999. . 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 January 25, 1999 - 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. AGENDA A.) CALL MEETING TO ORDER 11:45 A.1)New Representative Welcome and Introductions B.) CONSIDER / CHANGES TO AGENDA C.) Routine Items: C.1) Approve minutes from: 12/14/98 regular meeting D.) STAFF REPORTS / INFORMATIONAL UPDATES: D.1) Winter '99 program update D.2) Rogers Junior High Community Enhancement Committee D.3) Dist. 728 Comprehensive Facilities Planning D.4) Bright Ideas / Innovations Conference D.5) Value of Citizen Work Grant D.6) Miscellaneous articles of information OTHER E.) COMMUNITY REPORTS: Community representative reports of items of interest or concern. E) DISCUSSION / BOARD ACTION ITEMS: E1) Review Organizational Mission / Accomplishments / Goals E2) Review and consider committee assignments and officer elections G.) SET NEXT MEETING: H.) ADJOURNMENT Agenda Item Background . C.) ROUTINE ITEMS: C.1) Consider approval of Minutes from 12/14/98 D.) STAFF REPORTS / INFORMATIONAL UPDATES: D.1) Winter '99 program update: Registration for Winter activities began January 9th. The winter activities menu consists of: open gyms, outdoor and indoor skating lessons, gymnastics, cheerleading, down hill skiing and snowboarding opportunities, youth / family cross country skiing, family sleigh rides, Otsego Winterfest, indoor walking, "Smart Start" intro. to athletics programs. These "Smart Start" programs have become very popular. Please find enclosed a program orientation handout that we distribute as part of the "Smart Start" programs. D.2) Rogers Junior High Community Enhancement Committee: A copy of a past meeting summary and agenda is enclosed to give some background as to the things this committee considers. This "self appointed" committee has been quite effective in getting things accomplished due to good communication and cooperation between school administration, CE staff, Com. Rec. staff and City of Rogers administration. This committee will again be meeting on January 21. D.3) Dist. 728 Comprehensive Facilities Plan update: As efforts by Dist. officials continue toward gathering input on facility needs, staff from CE, ECFE, Com. Rec., and ECSE have worked on identifying future needs and goals, identifying potential partnerships, grant potential, and other community examples of solutions to similar needs. I will plan to review a summary of our work to date at our meeting. . D.4) Bright Ideas / Innovations Conference: As mentioned last month, I answered a request to share information about our program at this conference that is planned for early February. Our program was not selected to present, but was invited to set up a display. Please see the enclosed memo from the conference staff. D.5) Value of Citizen Work Grant: As reported last month the request our programs made was funded - $2000. WE plan to utilize this resource to help us with our continued efforts with program development and collaborations with the various advisory bodies that each of our programs work with. We are busy planning to implement this project. On Monday February 1st we are hosting a joint meeting with staff and advisory representatives from our programs ( including Park and Recreation Commission reps.) Staff are excited about this project and its potential outcomes. D.6): Miscellaneous article of information: I thought that in principle, this article was interesting, motivating, and encouraging as there seem to be some future . opportunities in this region for us to consider partnerships as well with any type of facility development. . . . 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 of. F. Discussion / Board Action Items: F.1) Review organizational mission laccomplishments 1 goals: Considering that we will have three new representatives to the Community Recreation Board, I thought it would be a good idea to spend some time reviewing these matters. Please find enclosed various pieces of information for your review. F.2) Review and consider committee assignments and officer elections: The Board will want to begin considering the following existing committee and officer assignments. Chair. & Vice Chair. ( Staff has acted as the Secretary: ) Function: Chair, leads the meeting, sets meeting agenda in concert wi staff, serves as official representative when and where appropriate. Vice Chair: acts as chair in Chairs absence. Personnel Committee: (need 2 reps.) Function: - Works wi staff on personnel issues as they arise - Assures Community Recreation Admin. staff are annually evaluated and reports information to Rec. Board and budget committee for planning Budget Committee: (need 2 reps.) Function: - Develops annual budget for recommendation to Recreation Board . . . COMMUNITY RECREATION BOARD Minutes Fr: 12/14/98 Attendance: Staff: J. Asfahl- Comm. Rec., C. McNaughton-Commers - Dist. 728 Com. Education, Community Representatives: Gary Eitel- City of Rogers, Mark Berning - City of Otsego, Pat Klaers - City of Elk River, Gary Morrison - Hassan Township Community Representatives absent: ISD 728, City of Dayton A'> Call meeting to order: - The meeting was called to order at 11:55 B.) Changes / additions to agenda: None C.) Consider consent agenda: Minutes from 11/16/98 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 '99 program planning, Bright ideas / Innovations Conference, Value of Citizen Work Grant w / CE and ECFE E). Community Reports: No reports Ell Presentation by Dr. FlanneI:Y on the Dist. 728 Comprehensive Master Facilities Plan: Dr. Flannery presented an overview of the plan. Copies of the plan were sent with the 12/14/98 meeting packets. G. Set next Meeting: Will take place Monday January 25,1999 - Larose's Pizza H.) Motion to adjourn at 1:00 by Mark berning seconded by Gary Eitel. Motion carried. Respectfully Submitted: frf/ . ~~ It Does Matter! Item F.1 Community Recreation Board Mission To provide, develop, and initiate year-round recreation programs, services, and facilities that enhance the lives and increase the enjoyment and well-being of all residents of the Community Recreation Board. Community Recreation Board: Services, Benefits, Partners Services: . Recreational Programming (This is just a sampling of our smorgasbord of programs we offer) Soccer Camps Skating Academy B- Ball Camps Adult Athletics Entertainment Jr./Sr. High Intramurals Baseball Camps Training to Youth Coaches Football Camp Strength & Conditioning Indoor Walking Track & Field T -ball Safety Camp Open Gyms Gymnastics Youth Golf Tennis . . Funding/Grant Solicitation . Serve as a clearinghouse for numerous recreational opportunities . Youth Athletics Associations(This region has over 15 different assoc.) Assist with registration organization Program advertisement Disbursement of program information Program advocacy Assistance with scheduling as needed Coaches Training . Coordinated outdoor play field, tennis court use and maintenance . Resource for facility development/input and planning support . Warming house management . Support to various Community Festivals . Advocate for increased leisure opportunities for youth/teens . Benefits: . Organization of Recreation Board builds good community networks . Physical recreation and fitness contribute to a full and meaningful life . Children's play is essential to the human development process . Meaningful leisure services reduce the high cost of vandalism and criminal activity . Community Recreation provides opportunities to recreate together, which builds strong individuals, families and neighborhoods. . Organization of Recreation Board supports ongoing cooperation with ISD 728 services and resources. . Parks, recreation, and open spaces bring beauty to an area while giving residents satisfaction and improved quality of life. Partners: . ISD 728 Community Education . ISD 728 Early Childhood Family Education . Local Arts Board . 2001 Committee . Youth Initiatives . Healthy Youth Committee . Youth Athletic Associations . Park Commissions . ISD 728 Athletics . . . I. The Community Recreation Board and its' related services have been an integral pan of the "quality of life" that you will find in your community since 1992. The Community . Recreation Board has been delivering recreational services since 1992 as ajoint partnership with numerous oilier communities in the School District 728 region. The Community Recreation Board works in cooperation ~ith the School District 728 Community Education and Early Childhood Family Education programs keeping in mind that 'Working Together, Serves You Better!" The Community Recreation program believes the following are vital to their communities quality of life. and they are why we are working for our communities. Benefits associated with Recreation and Park Services: Parks and Recreation is an essential service. one that can positively impact health. CIime prevention. the environment. the economy, and the quality of life in any community. Here is just a sampling of ilie benefits a commitment to parks and recreation will provide: -Physical recreation and fitness contribute to a full and meaningful life. -Children's play is essential to the human development process. - Regular physical activity is one of ilie very best meiliods of health insurance for individuals. -Parks and open spaces bring beauty to an area while giving people satisfaction and improving ilieir quality of life. -Investing in the environment. through parks and recreation and the provision of open space in residential areas. leads to an increase in neighborhood property values through accessibility to environmentally friendly green spaces and associated recreation opportunities. -Contributions to environmental protection through ilie provision of parks and open spaces pay for iliemselves. -Integrated and accessible leisure services are critical to the quality of life of . people with a disability and of disadvantaged individuals. -Community recreation opportunities promotes ethnic and cultural harmony. -Opportunities to recreate together builds strong families and neighborhoods. -Meaningful leisure services reduce the high cost of vandalism and criminal activity. -Recreation and park services are often the catalyst for tourism. Community Recreation Board Mission: To provide. develop, and initiate year-round recreation programs, services, and facilities that enhance ilie lives and increase the enjoyment and well-being of all residents of the Community Recreation Board. Community Recreation Board Objectives Program Services and Responsibilities: The objectives of the Community Recreacon program can be broken down into four categories. (1) Recreational Programming (2) Liaison support / input to participating COIIllnunity Park Commissions (3) Support services to Youili Associations (4) Other related services / responsibilities . 1) Recreational Progvnn-ming - The Community Recreation Program provides year round recreational opportunities. The following is a sampling of program offerings: T -Ball. organized playgrounds, pre-school aged activities, tennis lessons, golf lesson. volleyball camps. baseball camps. basketball camps, open gyms, open weight room, gymnastics. outings, special events. track and field, ice skating lessons, intramural sports, youth coaching clinics. and the list goes on. In addition to these opportunities for youth. the recreation office is also administering several adult leagues. The program utilizes the Distrtct 728 Community Education brochure as its primary source of program advertisement. TIlis brochure comes out four times per year and is distributed to each school district resident. . For any activity offered by the Recreation Program. the participant pays a fee to participate. Those participants that can prove residency of one of the participating joint powers communities. qualify for discounted fees. This policy was implemented to assure that the participating communities are not underwriting the administrative costs of organizing programs for residents of non-participating entities. 2) Liaison support / input to participatbg Community Park C01Tnn;~sions - In addition to all programming responsibilities and the service provisions to youth associations. the Recreation Coordinator attends many participating community Park Commission meetings to lend support and serve as a resource on a variety of matters that relate to Parks and Recreation. and to work with them at fu..Ti:her developing recreational programs and opportunities. The Community Recreation Program is also responsible for the scheduling and maintenance coordination of all youth association summer field use (most notably in Elk River). These responsibilities consist of: Ensuring proper maintenance for safety considerations. making decision as they relate to cancellations and postponements; and assurance of nearly 3,000 participants, not to mention the spectators. coaches. visiting teams and etc. 3) Support services to youth associations - To assist the various volunteer youth athletic associations, the Community Recreation office is able to provide the following: -Assist with registration organization - Program advertisement - Disbursement of program information -Assistance with scheduling as needed -Program advocacy -Coaches training . 4) Other related services / respoIl~i1?ilities In addition to administering the opportunities as outlined earlier in this report. the recreation program also administers the following items: _ Working relationship with local Park and Recreation CommisSions or any other designated committee for recreational program development. _ Outdoor ice rinks; maintenance coordination. .staffing and full operational administration and supervision. (Elk River, Dayton. and Otsego) _ Support to many youth associations with program dissemination and registration _ Serve as a clearinghouse for numerous recreational opportunities throughout the District 728 region . - Provide training to youth athletic coaches . . . II. Participant Residency Data '97 COMMUNITY RESIDENT PARTICIPATION COMPARATIVE TOTAL REGISTERED PARTICIPANTS SEPTEMBER '96 -AUGUST '97 TOTAL PARTICIPANTS IN EACH MUNICIPAUTY ELK RIVER - 2222 OTSEGO - 610 ZIMMERMAN -129 L1VONIA TOWNSHIP - 211 DAYTON - 79 ROGERS - 393 HASSAN TOWNSHIP - 201 OTHER - 454 PERCENTAGE OF P ARTICIP ANTS 10% 2% 5% 52% 8.K RIVER 52% OTSE""'d) 1 4 % ZIMMERrv1AN 3% UVONIA TWP 5% DAYTON 2% ~ 9% HASSAN TWP 5% OTHER 10% . 8J( RIVER o OTS830 . ZIMMERMAN . UVONIA TWP i8 DAYTON [J~ == HASSAN TWP [J] OTHER 4273 4500 - 4000 - 3500 - 3000 - 2500 - 2000 - 1500 - 1 000 - 500 - Growth Information . Represents Registration By Years 4273 4175 3845 3330 2379 1411 . o - C\l (j) (j) ,... C') en en ,... ~ en en ,... In en en ,... <C en en ,... " (j) en ,... . ill. 1997 Accomplishments . . Continued efforts of ''Youth Initiatives" specifically: - Implementation of Youth Initiatives Newsletter - Development of a student to student mentoring program - grant recipient - Progress towards skatepark development. land agreement and grant . Developed agreement for improved maintenance and management of the community / varsity baseball field . Updated staff job descriptions. evaluations and wage standards . Assisted with the development of the Elk River Area Special Olympics program . Assisted with the development and managerial planning of the Youth Athletic Complex that will open Spring of '98 . Goals . Increase program offerings and participation . Coordinate / partner facility developments . Eliminate transportation barriers . Better market our programs . Increase understanding of our programs and service value . Be part of efforts and solutions to better serve teens . Coordinate sharing of services / equipment to maintain recreational facilities . Develop a regional field / facility development plan . 1997-98 Community Recreation Programs and Services Programs Beach Party Family Hayride Intramural Volleyball Men's Volleyball Women's Volleyball Indoor Soccer Pillo Hockey- 5 offerings Gymnastics-105 offerings 3 on 3 Basketball Tournaments Open Gyms-12 offerings Indoor Walking- 3 offerings Tots,Figure Skating- 8 offerings Skating Club- 4 offerings Hockey Skating/Puck Handling- 2 offerings 4 on 4 Hockey Clinics- 8 offerings 4 on 4 Hockey- 5 offerings Skills Plus Hockey School- 4 offerings Mites Skills Plus Clinic Top Shelf 5 Star-7 offerings Breakfast Club Lunch Time Walking/Skating Open Ice Skating Open Hockey Dance- 2 offerings Termite T-Ball/T-Ball-16 offerings Tennis- 17 offerings Preschool Fun Short SPORT /SPORT- 9 offerings Craft Time in the Park- 9 offerings Groups we assist! Funtastic Fridays- 6 offerings coordinate efforts Penny Carnival- 2 offerings Boys Youth Basketball En~e~ainment in the Park w / Elk River Hockey actiVIty following- 20 offerings Elk River Area Youth Volleyball Basketball Camps- 8 offerings Girls' Basketball League Elk River Swim Club Elk River Tennis Assoc. Elk River Youth Football Three River Soccer Assoc. Girls Fastpitch Softball Youth Wrestling Boys Youth Baseball Girls Youth Basketball Men's Tennis League Women's Tennis League . Adult Co-Ed Volleyball Elk River Area Special Olympics Skate Board Assoc. Cooperative! Collaborative Partners ECFE Community Education Youth Initiatives Committee 2001 Committee Baseball Camps - 4 offerings Soccer Camps- 8 offerings Football Camp Sand V olleyball- 3 offerings Volleyball Camps- 2 offerings Lions' Den Strength & Conditioning- 3 offerings Cross Country Running Races- 3 offerings Track & Field Youth Golf- 3 offerings Youth Golf League Open In Line Skating/ Roller skating "It's Finally Friday" Nights-10 offerings Concerls-3 offerings Start Smart-2 offerings Indoor Soccer-6 offerings Intramural Basketball Y outh Volleyball Intramural 3 on 3 Basketball Team Ingemar Outdoor Skating Lessons-8 offerings Intramural Broomball Easter Egg Hunt & Basket Class-2 offerings Bike Rodeo and Road Ride Cooperative Games Cheerleading Clinic PeeWee Basketball- 3 offerings Floor Hockey League Cross Country Ski Citizens Race Other Services Warming House Management-4 Field Maintenance/ Scheduling-52 Tennis Court Scheduling-14 Community Festivals Otsego Winter Fun Fest Otsego Family Fun Day . Rogers Hassan Fun Fest ~~ers ~!9:Tyme gays t<,r. frr-;-v, -<-c"1 I~Jr'-A <- Total hour s of indoor facility use responsible for - 3662 hrs. Outdoor use - 880 hrs. Community ~creation yoafs #1 - Safety :First 9{pthillg is more importallt tfultt provUfing a safe emJironment for participants, 60th pfigsicafEg ana pS!JcfwfogicafEg. #2 - :Fun fJ1i.is is for recreation ana feisure! #3 - Personae fJJeve{opment Person.af growth giveJ peopfe more opportunity for success #4 - 1f,veryone Participates %J! reason peopfe sign up for activities is to participate. Personaf growth ana liaving fun al~ more important tfio.n winning. #5 - Positive Leatfersliip 'H~ 6efieve in 6uift{ing participants up, rwt aown. # . . '-coO ~oE; ~?o ~~S; ....00 .0(1) W"C ;:r ~3g W3:(il g Ql ;,<il ::::I. n~l m.... -I\) ':1':"w ::DO ;c' en (I) 0 .... ;:r :ii:8 z- 01 !a ~<il wm. Oz ~ BOARD TOP I) REASONS TO READ THIS BROCHlRE : n Idle Curiosity 9. Guaranteed to enhance your hnage! 8. Because you have a headache IHIS. big and we are the cure! 7. Because we worked hard on this! 6. You love those commercials that say: "Why ask Why?" 1ust Do Itr 5. It Does Matter! 4. Because your mother told you not to! 3. You could be cleaning your room instead! 2. You might learn something new! l You will meet new friends and have fun!! . Mission Statement fJ'0 proviae, aevefopl ana initiate year-rouna recreation programs ana se1'l!ices tfiat enliana tfie aves ana increase tlie enjoyment ana wefC-being of a{{ resiaents of tfie Community 1(gcreation program. .9l. sampfing Of the programs we offer: - (jymnastics -'I-'Ba{{ -o/an'ous camps and canics -Open 9!Jms and weight rooms -iJ'outh golf lessons -fJ'ennis {essons -1Jownhi{{ skiing - Inaoor wa{King -Sl(ating lessons -Men's vo{feyba{{ -Women's vo{feyba{{ - Intramurals (Jr. and Sr. :High) -Presclioo{ fun -Coacfies training -Scavenger hunt ...:Hayriaes -'Bi~ roaeo -Penny carnivals -fJ'racl( ana fiefi -'Entertainment in tfie par/(j :J{istorg Of the ~creation 'Boara fJ1ie Community 9(f.creation organization came into e~tena in !Marcli of 1992 as a Joint Powers Jllgreement tliat induaea tire cities of'E(k1Qver, Otsego, !}(ggers, ana :JIassan townsliip. Later, tire cities of 'Dayton, ana Zimmerman, as we(( as Livonia 'Townsliip enterea into tire Joint Powers agreement. fJ1ie Community 1{ecreation f})oara isfunaetf 6y tire participating communities on a per capita 6asis ana is govemea 6y tire Community !l(fcreation f})oan{, wliicli is comprisea of one representative from eacli participating community, induaillg IS.'D. 728. f})ecause of tliis funaing, you tire resiaent of tire participating communities, receive a aiscount if appfica6fe on recreationa( activities. If you are a resitfmt of a lwn-participating community, we enaJufage you to e7CPre5S your interest inpartnersliip witli tlie Community ~creation f})oara to your communities feaaersliip. . - .9l.nd many more, pfease calf us for more information at 241-3523. . ~mpfo!Jment Opportunities Community 1(gcreation lias many part time jOb opportunities ;tfirougfiout tfie year. If you are interestei in any of tfie fo{fowing pfease contact tfie Community ~creation office at 241-3523. - (jymnastics instructors -Open 9!Jm ani weight room supervisors - Ice sl(ating instructors -Ice rinl(atteniants -(jenera{ recreation program staff. .9l.aministration Staff -Jeff Jilsfali{ - 1Jirector -!R...ae .9l.nn (jardner - Secretary -Mic!ie{e 'Bergh- Program Supervisor -'Various Program Staff througfiout tlie 4- year! . Proposed 1999 Revenue 15,000 Elk River $2,336 $39,150 $5,797 + Participant (0/0 of $36,900) $849 = $3,185 $22,878 = $62,028 $2,509 = $8,306 $6,125 = $19,882 $4,465 = $9,218 $12,900 $8,125 .population/'97 895 Dayton (Population x 2.61) + 2,221 Hassan + 5271 Otsego $13,757 + 1821 Rogers $4,753 + Program fee Surcharge Non-Residents 25,208 (53.2%) $65,793 (46.7%) $57.851 = $123,644 Actual identified registrants as of 7/27/98 = 4646 . Expenditures 1997 1998 1999 Personal Service $96,820 $105,710 $111,885 Office Equip/Supplies $800 $800 $800 Trans/Training/Dues $2,300 $2,400 $2,600 Advert/Broch/Print $5,800 $5,500 $5,500 Postage $900 $900 $1,000 Support Staff Cont. $300 $800 $1,200 $106,920 $116,110 $122,985 .