5.2. SR 05-10-1999
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Item #5.2.
River
MEMORANDUM
TO:
Mayor & City Council
FROM:
Pat Klaers, City Administrator
DATE:
May 10, 1999
SUBJECT: Community Recreation Update
.
The Community Recreation Board met on Wednesday, May 5,1999, to accept
Jeff Asfahl's resignation and to discuss the future of the position. Michelle
Bergh was appointed as interim director at this meeting. Discussion at the
meeting included the level of the school's continued involvement in community
recreation and the stated desire of the superintendent to get out of the payroll
business. In this regard, the city is being requested to be in charge of
personnel for the program and to coordinate the payment of wages and
benefits. We already do this for Michelle and RaeAnn, and are now being
asked to take on this responsibility for the director.
Another school issue that was discussed was whether or not the school will
continue with its role as fiscal agent for the programs. This is part of the
original agreement whereby the school would be the fiscal agent and cover
office and overhead expenses for the employees. The city has the capability of
assuming the fiscal agent responsibility, but with this additional responsibility
we are clearly stepping closer to the creation of our own city park and
recreation department and simply contracting out with other governmental
agencies for services.
.
The idea of a city park and recreation director versus continued participation
in the community recreation program is a topic that is sure to received some
discussion on Monday. The city is over 50 percent of the current program in
terms of payment for administration expenses and programming throughout
the area. If the city explores the possibility of breading away from the
organization, a big issue will be office space. The best idea on this issue for
good coordination of activities is to continue being located in the Community
Education building. Whether or not this would be a continuation of the school
commitment to community recreation or if we would pay rent would need to be
discussed as would the availability of space.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330. TDD & Phone: (612) 441-7420. Fax: (612) 441-7425
.
JOINT POWERS AGREEMENT
FOR
COMMUNITY RECREATION COORDINATOR
D~FT
/
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 c~operate in providing for a joint community recreation coordinator;
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 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
.e eligible for reappointment. The Recreation Board shall elect its own officers, in addition, shail
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. 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. 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 1/12
of the approved amount to the School District each month. 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
.ompared to the proposed program on which the annual budget has been prepared, realizing that
lexibility 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
grantz 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 salary.
- 1 00% of clerical salaries as authorized.
- Supplementary Benefits.
- Administrative and operating costs.
4) SCH<;:'OL 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 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 ente
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: The Community Recreation Coordinator and any clerical staff shall be
considered to be an employee of District 728. The Coordinator shall not be a certified teacher and
shall not be eligible for t~nure.
Future employment of any Community Recreation Coordinator shall be done in consultation
with an individual designated by the local governments within which the schools are located.
Retention or dismissal of said Community Recreation Coordinator will be dealt with in a similar
manner.
6) 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.
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
Recreation Board.. Local governments shall review the program annually. .
~~
It Does Matter!
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.jSr. 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
.
.
.
Proposed 1999 Ke.<,-.
~)yJ IIv\ "'- '" v~
Revenue
.oPulation/f97 Participant
(Population x 2.61) (0/0 of $36,900)
895 Dayton $2,336 + $849 = $3,185
15,000 Elk River $39,150 + $22,878 = $62,028
2,221 Hassan $5,797 + $2,509 = $8,306
5271 Otsego $13,757 + $6,125 = $19,882
1821 Rogers $4,753 + $4,465 = $9,218
Program fee Surcharge $12,900
Non-Residents $8,125
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
.
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.
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAyrrRANSFER
TOTAL
PERSONAL SERVICES
Part Time Pay
Employee Pensions
Employee Insurance
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Community Rec Programs v'
Community Rec Admin. Fees V
Other Cultural Activities
Telephone
Advertising/Marketing
Utilities
Bldg... Repair /M aint.
Equip. Repair/Maint.
Building Rent/Supervision
Other Rental
Conferences & Schools
CAPITAL OUTLAY.'"
Transfer to Ice Arena
c/~ lit> Ek
RECREA TION
1996
ACTUAL
$35,231
5,622
76,091
10,000
$126,944
1997
ACTUAL
$40,980
4,402
80,789
8,000
$134,171
EXPENDITURE ANALYSIS
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51.
1998
ADOPTED
$44,900
500
1 22,100
8,000
$175,500
. $90,000
5,650
1 ,450
14,000
24,550
62,1 00
7,000
600
5,000
2,400
2,000
.1,doo
23,700
2,000
o
..
1999
PROPOSED
$ 97, 1 00
14,000
130,350
8,000
$249,450
$97,100
14,000
v
0'
130,350
8,000 8,000
$249,450
Administer programs and related
services.
Comments:
.
Community Recreation Director
~.
Research of policy and procedures assuring compliance of such to Community Recreation Board I
directives. .
.D~;~p~~~~d;p;;~~~-~~-;~;;li~k;.---------------------------j
R~~;k~~~-~li~i~dp~~~;;f~~~~-~;i~:----------------------
------------------------------------------------------------
Develop and organize recreational Study needs and trends in the area of community recreation.
programs.
Comments: .Ev-;J~~d-~;;C-the-clf~tiv;;~s-;f p~~- ~ti;lti; -~ ;e~i;;.-- -- -- - - - - -- - ---
Perform supervision and
management activities.
Comments:
Perform budget activities.
Comments:
.
Perform public relations and
communications activities.
Comments:
Provide input and research on
facility development
Comments:
Develops Community Recreation
participation and image.
Comments:
.
.~;~~~;d~- u-'; ~ff~;ilitY -;Pa~fo;p~;id~g ~~o~ ~tiviti~.- - - - - - - - - - - - ---
-w~~-~~~p;~o~~ili ill ~th;r-c~;;;;~ci~ -ag;n~k;tdc;~;nts~ p;k~~sio~;,-etc~ ~- ili;
area of program activity planning to ensure maximum community benefit.
-~~;,- ;he~ -;pp-;;pri~~ditio~ -fu;d~g -via- g~ts~ d;~;o";,-ctc~to- ~ _;,~t-~tivitie~.- - --
Recruit, select, and recommend personnel.
.O~~~~,-~d~~~P;~~d:------------------------------------
-M~g;~d~;~;~-~~~;L----------------------------------------
-D~;l~p ~d-~~ ;pp~p~ JOb -d;~riptio~ ~d ~g;~ie-criterl; fo-;' ill P;;o~d: - - --
Manages and accounts for the expenditure and revenues in accordance to budget areas.
-D~;l~ps-~d ~;;~;nd;;d~~;e- ~d ~~io~-a~tivitY b~dg;;.- - - - - - - - - - - - - --
.R;;;~;nd; itc~ f~; ;pital h;p';;v;;;rtt ~;o";id;;tio~ ;h~- ~d ;h;~ ;pp~p~.- - - - - --
------------------------------------------------------------
Provide input and service support where desired to assist their programs to run efficiently.
-C~~-~te-th; ~ ~f ;utd~;(;"iliti~ ~d- ';;;;ge-th; ~~;;;;e-~u~-~~;rd~g to -thcir- --
scheduled U8C.
Serve as a resource to communities in the areas of facility development, needs, etc.
-P~;;de- ~putto-.;;;m!;;~;;;u~ti~- ~ -;;~; ~c;d d~;l~;';e-;; ;f~~;~- (;"iliti~ ~- ili~
region.
-Establlsh -~ ~ -p;;;du;;f;rj;~tfu;d~g~ d~;l~;';e~t, -;;:;d- ~t;;;;;e -f~; ;;~-;;~-
facilities where appropriate.
------------------------------------------------------------~
Advocate for recreational facility development.
Frequently communicates with the leadership of member communities as to directions, updates, and i
other matters of interest that pertain to the Community Recreation Board and related responsibilities. i
!
.i~;;P~ts-~ "ih~-c~~~~lY -th;~~~~-;;~~; phil~;,phy-~d-;,bj;;ti~;,~ -- - - - - - -- - --
------------------------------------------------------------~
Utilizes any available resource/means of promoting the Community Recreation Board and its' related:
pro~g. .
.Establlsh-~ ~~-c~~~;e-p~g~d-;~i ~iati;;;hip;~"ih-~- g;;up;~;n~;~.;d ---
.~_;;~~~~~=;g;(.....-.;;;;,,;~;;;;;;;~;.~pro~-J
School Board, City Councils, etc.) to represent and promote the Community Recreation Board. I
- S~y- ~_ ~f d~;l;;;';e;t, b;~~;- ctc~ -;;:;d- ;articTp-;';; ~ ""cd;c';.ti;~-op;;rt~;;~fti;,- ~d - - - - - -'.
professional association membership where appropriate. f