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4.3. SR 06-21-1999 rll ---\) ( )j ~l}{ Item #4.3. River MEMORANDUM TO: Mayor and City Council Patrick Klaers, ~strator June 21, 1999 .:.' ~ FROM: DATE: SUBJECT: Community Recreation Update Per City Council direction, Councilmember Motin and I worked on a letter that was sent to the Community Recreation Board members regarding the City of Elk River's discussion on the program from its May 24, 1999, meeting (see attachment). . The Community Recreation Board met a week earlier than normal, on June 14,1999, and the future of the Community Recreation program was the major topic of discussion. In general, the majority of the Recreation Board members believe that there are three main options that should be considered. It is acknowledged that there is actually more than three options and combination of options available, but the Board's discussion centered on: a.) continuing as we have been, b.) contracting with Elk River for services, and c.) having Community Education provide recreation services with financial backing from the cities. These three options are briefly outlined in the attached material that was distributed at the Recreation Board meeting. No consensus was reached by the Community Recreation Board. Pros and cons of all three arrangements were discussed. Attached is a City of Otsego letter regarding its position on the Community Recreation issue. Community Recreation Director Charlie Blesener strongly supports Option C, which is having the Community Education department manage recreation programming in communities in exchange for a fee. I have invited Charlie to the June 28, 1999, council meeting to present information to the City Council regarding this option. . The next Recreation Board meeting is scheduled for July 19, 1999, and discussion on this topic will continue. The Community Recreation program will also be on the City Council agenda for its meeting on the evening of July 19, 1999. Community Education Director Charlie Blesener has also been invited to attend that City Council meeting. f: \ shrdoc \ council \ comrecud.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420. Fax: (612) 441-7425 rCI ~\) ( ); Ill< MEMORANDUM Community Recreation Board: Virginia Wendel, City of Otsego Gary Eitel, City of Rogers Shirley Slater, City of Dayton Roger Rosenquist, Hassan Township Mark Strater, School Board FROM: Pat Klaers, City Administrator Paul Motin, City Council and Community Recreation Board Member DATE: June 4, 1999 SUBJECT: Community Recreation Program . Jeff Asfahl, the community recreation director since the inception of the program seven years ago, has left the community recreation organization. Discussion on this vacancy and the community recreation program has taken place at the May 5 and 17 Community Recreation Board meetings. As has probably occurred at your city councilor board meetings, this topic has been discussed at the May 12 City of Elk River Park and Recreation Commission meeting and at several Elk River City Council meetings. One of the issues being looked at by the Elk River City Council is the fact that the City of Dayton may very well withdraw from the program in the near future. Additionally, the past and present budget concerns of the City of Otsego is an issue when looking at the future membership and unity of the community recreation program. In some respects, it seems like Elk River's and the City of Rogers' goal for expanding recreation programs and opportunities for our residents is in conflict with the Otsego goal of keeping expenses down for the overall program. The Elk River City Council is evaluating all options for the continuation of the community recreation programming in Elk River and of the partnerships which have been developed over the last seven years. . Numerous options, and a combination of options, exist and most of these have been at least briefly discussed at the Community Recreation Board meetings. One option that is seriously being considered by the Elk River City Council is, per the Joint Powers Agreement (JPA), to serve notice that in six months the 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420. Fax: (612) 441-7425 . . . City of Elk River is withdrawing from the program. Similar to what the City of Zimmerman and Livonia Township did a few years ago when they withdrew from the program, Elk River would then establish its own city recreation program or park and recreation department to provide services to Elk River residents. According to recent budget information, approximately 60 percent of the community recreation revenues from cities and of the programs offered directly relate to the City of Elk River. In evaluating these and other figures, the Elk River City Council may very well conclude that the best value for its money and the best way to manage programming services to our residents is to establish our own recreation program. If Elk River withdraws from the JPA, the Elk River City Council has indicated its desire to continue working with other communities of the JPA for recreation programming as desired and as deemed appropriate. If Elk River withdraws from the JP A, and if the community recreation organization decides to not continue, then the City of Elk River would plan to hire the existing community recreation staff. On the other hand, if the community recreation organization and JP A did continue after the withdrawal of Elk River, then the City of Elk River would hire staff and move forward with our recreation programming efforts. Continuing to partner and serve the youth associations (mainly youth baseball and girls youth softball) and continuation to cooperate with Community Education to avoid duplication of services, are significant issues of concern to the Elk River City Council. Nothing has been decided by the Elk River City Council, nor will any further discussions be held until at least after the next Community Recreation Board meeting. The Elk River City Council wants the recreation board to know which way it is leaning in this dilemma, and desires to obtain some feedback from the members of the Community Recreation Board. Better options may still exist and we are open to additional suggestions. c: Charlie Blesener, Community Education Michele Bergh, Community Recreation Gary Morrison, Hassan Township Administrator Mike Robinson, Otsego City Administrator . Review of Options for Providing Community Park and Recreation Services Option A: Multi-Community Joint Powers Agreement. (ex: currently Cities of Elk River, Otsego, Rogers, NW Dayton and Hassan Township) Option B: Contractual Agreement with a City. (ex: City of Elk River Park and Rec. Department) Option C: Joint Powers Agreement with School District (ex.: Community Education and Formal Agreement on use of facilities) Mission Statement of Community Recreation Program: To provide, develop, and initiate year-round recreation programs, services, and Vacilities that enhance the lives and increase the enjoyment and well-being of all residents of the Community Recreation Board. . Community Recreation Board's 1998 GOALS & OBJECTIVES: . . o '0 0 Option A: . Multi-Community Joint Powers Agreement. (ex: Currently Cities of Elk River, Otsego, Rogers, NW Dayton, and Hassan Township.) o Independent Department-Employees of the Joint Powers Group. o Shared Office Space in Community Education Building. o Reliant of District facilities for a significant amount of Programming. o Advisory Board with personnel, budget and other sub committees as needed. Positions: Director Program Coordinator Secretarial-Receptionist Position Seasonal-Part time Activities Specialists Concerns. Issues. and Opportunities: . . Option B: . Contractual Agreement with a City (ex: City of Elk River Park & Recreation Department.) o o o o Expanded park and Recreation Department Likely Official within City Facilities Reliant on District Facilities for a significant amount of Programming City Park & Recreation Board with Potential Advisory Sub Committee Positions: Department Head (Director or Supt.) Secretarial-Receptionist Position Program Coordinator Seasonal-Part time Activities Specialist Concerns. Issues. and Opportunities: . . Option C: . Joint Powers Agreement with School District (ex: Community Education & Formal Agreement on use of Facilities.) o Expanded Community Education Department. o Share Office, Receptionist, and Front Desk. o Use of District Facilities for a significant amount of Programming. o Advisory Board Positions: Existing Director Expanded Secretarial-Receptionist Position Additional Program Coordinator Additional Seasonal-Part time Activities Specialist Concerns. Issues. and Opportunities: . . .99 Nashua Avenue N.E. Elk River, MN 55330 J iJ Ii 17 19M ON THE GREAT RIVER ROAD (612) 441-4414 Fax: (612) 441-8823 June 15, 1999 Michelle Bergh Community Recreation Board Interim Director 1230 School Street Elk River, MN 55330 Re: Joint Recreation Board City of Otsego Participation Dear Michelle: At the request of the Otsego City Council I am writing this letter to clarify Otsego's position on working with our neighboring communities on joint recreation issues. . Otsego wants to remain a part of any joint recreational effort. Otsego also wants to keep its costs from increasing much more than inflation over what they currently are now. If the Joint Recreation Board continues to function as it has been, Otsego will remain a part of the Board. If the Joint Recreation Board wants to expand its recreational offerings as some members have discussed, Otsego will remain a part of the Board and work with the board members on structuring Otsego's participation so that recreational offerings are expanded and so that Otsego's costs remain similar to what they are now. If the functions of the Joint Recreation Board are taken over by the School District's Community Education Department, the City of Otsego would continue to participate in the new organization. Otsego's participation would be governed by the policy I have outlined above. . If the City of Elk River decides to run its own recreation program, the City of Otsego would enter negotiations to contract with Elk River along the lines of the policy stated above. Any discussions of what Otsego would want in a contract with Elk River would be premature because Elk River has not yet made a decision. If Elk River does go on its own, I am sure that a mutually satisfactory agreement could be reached. These discussions on the future of the Joint Recreation . Board have been precipitated by the Executive Director leaving for another job, not by any changes in the policy of the City of Otsego. Since some of other communities on the Board are more interested in change than Otsego, I think the best thing to do would be for those communities to decide what they want to do. Once they have made their decision, Otsego will continue to participate in whatever recreation entity that exists. If you have any questions, please give me a call. cc: City Council Pat Klaers, Elk River Gary Eital, Rogers Charlie Blesner, Community Education Shirley Slater, Dayton Gary Morrison, Hassan . .