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3.7. SR 05-02-2005 *Item 3.7.* MEMORANDUM TO: Mayor and City Council FROM: Bill Maertz, Director of Parks and Recreation DATE: May 2, 2005 SUBJECT: Request Authorization for Payment to Boys and Girls Club of Elk River for Services Provided Background: The Parks and Recreation Department Budget operating budget for 2005 includes $24,000 for contracting with the Boys & Girls Club of Elk River to provide programming targeting teenagers. The goal of these programs is to reach out to teens who do not participate in programs offered by the City Parks and Recreation Department. By providing alternatives to traditional recreation programs, the City of Elk River can reach out to a broader group of youth and involve them in healthy activities. Summary: The program titled "Hang Time" began in January 2005. The Boys and Girls Club has submitted a request for payment of $6,000 for the first quarter of 2005. The attached report from the Boys and Girls Club of Elk River describes the program offerings provided by the Club. Recommendation: Staff believes that the programs offered meet the goals for providing additional recreational opportunities for teenagers who do not participate in Parks and Recreation Programs. Staff recommends Council authorize payment for first quarter programming. Action Requested: Authorize payment of $6,000 to the Boys and Girls Club of Elk River for providing recreation services for the City of Elk River. Attachment: Report from Boys and Girls Club of Elk River , To: Director of Administrative Services, Lori Johnson From: Boys & Girls Club of Elk River Executive Director, Duane Howard Director of Operations, Lana Huberty Re: Youth in Community 2005 Quarterly Report Dates: January through March 2005 (13 weeks) First, allow us to begin by saying thank you for believing in our mission to serve more teens in Elk River and by donating money to this program. It would not be such a success today had you not given us this opportunity! History: Our Youth in Community Program began with the hiring of Carrie Bufford as our Teen Coordinator. Carrie is an Elk River graduate who went on to the University of Minnesota to obtain her BA Degree in Psychology. Carrie had worked two summers for the Boys & Girls Clubs of Elk River during college and was a natural "hip" fit for our new mission of reaching more teens. During the months of January through March the following objectives were met: 1. Establishment of a program title that would attract teens. Therefore "Youth in Community: was changed to "Hang Time". 2. Program hours and dates were set. These are Mondays and Wednesdays 5:00 p.m. - 8:00 p.m. (Carrie also offers teen options during regular Club hours as much as time allows.) 3. Marketing materials were established and distributed. (please see attached flyer.) Marketing proved to be a challenge, as we were not allowed to advertise through the schools. We did hang flyers around town and sent flyers to the Counseling Departments of each middle and high school in the district. 4. Specific facility space was dedicated to the program staff and participants. The Teen Room was cleaned out, repainted and furnished with donated furniture including 2 couches, tables, a TV and Sega game system. 5. Program ideas were discussed with teens. We wanted to offer a safe, supervised place where the teens could come and participate in programs they liked. Carrie spent a lot oftime with the teens talking about how they wanted to see Hang Time to evolve. She has had an active group of teens working with her through the past three months to ensure the program's success. These teens have done a great job of promoting the program via word of mouth! 6. Basic programs began including basketball and football (among other gym activities), including the beginning of a 3-on-3 basketball league. We also offer assistance with home work on an as-needed basis. Another popular program was SMART Moves. SMART Moves is a discussion curriculum revolving around issues that teens are facing in today's society. Examples of discussion topics included drug and alcohol use that our youth have come across or experienced and bullying. SMART Moves averaged about 10 teens per session and was held two times per week for 30-60 minutes. A third program Carrie ran was a card Tournament. (The winner ofthis tournament was to win a free Boys & Girls Club membership, but Carrie won with a Royal Flush! This tournament drew a crowd of both spectators and participants, involving a total of about 20 teens. Overall we have learned that social recreation games, such as card games and chess, are popular with this age group 7. In February, Elk River Wal-Mart invited our group to a behind the scenes tour of their facility. This was a part of their Job Shadow theme day. About 15 of our youth attended and learned about facility operations and careers in retail. This was our first field trip with the teens and proved to be a success in promoting academic performance in reaching personal goals. 8. General Hang Time participation has gradually increased from 15-20 per night to an all time high of63. This is an exciting opportunity for us to serve our local youth! Thank you for supporting us in this mission! Participation Numbers for Youth in Community Project First Quarter 2005 400 350 300 250 200 150 100 50 o 11I9-11 years .12-14 years C115-18years January February March Future plans for the next 9 months: Earth Day-community service project of tree planting and clean-up. This is set for April 23 and is being done in cooperation with the Alcoa/KAMA "Plant a Million Trees" campaIgn. Technology training such as web design, Excel and Publisher. Development of a Fine Arts program including pottery, water color and other more advanced forms of art. Job training proficiency development opportunities such as filling out an application and learning interview skills. Outings to other Boys & Girls Clubs to see how their teen programs are run, including teen council participation. Partnership with Elk River Police Department and Sherburne County Social Services to run Kids-n-Cops. This program involves goal setting, achievement, and the incentive of a golf outing with the local officers. And many other creative ideas have been discussed. We will continue to have Carrie work with the already established programs as she adds these new ideas. </I ,/ Youth in the Community Program Annual Program Budget Administration Personnel records and payroll Building maintenance/Equipment upkeep Marketing! Advertising Program and Club Resource Development-fundraising and related grant writing $1,625 *These tasks are performed by the Executive Director and will average 5 hours per week for this program. (5 hours/week *$25/hour *13 weeks= $1625) Program Planning Personnel hiring, scheduling and evaluations Staff training Solicitation of Community Partners for programs and resources Annual Program Evaluation $2,600 *These tasks are performed by the Director of Operations and will average 15 hours per week for this program. (10 hours/week *$20/hour *13 weeks= $2,600) Facilities Building "rental" (20 hours/week *$20/hour* 13 weeks = $5,200) in-kind Supplies Transportation (1 events/year *$200/bus costs=$200) Admission fees as needed (na) Teen Room set-up supplies $50 $250 Program Delivery Hourly costs for teaching, coordinating and supervising program Record keeping of programs and participants Participant Outreach Working with Community Partners Specific program assignments $3,510 *These tasks are performed by a Lead Program Staff and will average 25 hours per week for this program. (15 hours/week *$18/hour* 13 weeks= $5,850) TOTAL REQUEST (1st Quarter) $6,000* *This represents the City of Elk River's portion of the $24,000 total grant for 2005. Please note: As you may recall, the original total cost for this program was $74,100. Although we are receiving City of Elk River and BRIDGES Collaborative funding to assist in offering these services, the hours we are offering the program were reduced to fit within the allowable budget. As the program continues to prosper, we will continue to seek additional funds.