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3.9. SR 07-18-2005 Item #2-~9. MEMORANDUM TO: Mayor and City Council FROM: Bill Maertz, Parks and Recreation Director DATE: July 18, 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 200S 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 200S. The Boys and Girls Club has submitted a request for payment of $6,000 for the second quarter of 200S. 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 2nd Quarter Report Dates: April through June 2005 (13 weeks) Again, 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 the end of 2004 with the hiring of CJ Bufford as our Teen Coordinator. CJ is an Elk River graduate who went on to the University of Minnesota to obtain her BA Degree in Psychology. CJ 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. She has continued to work as our Teen Coordinator for the past 6 months. The program is held on Mondays and Wednesdays and has become known as "Hang Time". During the months of April through June the following programs were offered: Social recreation activities continue to be a top choice. This included video games, card games, pool tournaments, and other informal programs in our game room. During the final two months of the school year, many of the teens needed assistance with their school work. Our staff offered homework help on a regular basis. Physical education programs continue to be a top choice such as basketball, disc golf and tennis baseball. Most commonly the games are pick-up, but we did host one basketball tournament this spring. SMART Moves discussion continues to be an everyday program. This curriculum involves discussing social topics and offering advice on why, how, and when to say "no". Earth Day offered the teens a chance to do a community service project of tree planting and park clean-up. This was April 24 and was done in cooperation with the Alcoa/KAMA "Plant a Million Trees" campaign. Nearly 1000 trees were planted through a community effort. Several of our regular teens were there to help out. The beginning of our Fine Arts program included a creative painting project of ceiling tiles in the teen room. Job training and coaching with the teens was done in the early spring to assist with acquiring summer jobs. The teens beganjoumaling every Wednesday on a variety of topics. The goal is to have the members develop writing skills and eventually create a newsletter. (Regardless of the program we offered, food was always a must!) ***The key: Program ideas continue to be discussed with the teens. We want to offer a safe, supervised place where the teens could come and participate in programs they like. Participation Numbers for Youth in Community Project Second Quarter 2005 100 119-11 years l1li12-14 years o 15-18years 600 500 400 300 200 o April May June Future plans for the next 6 months: 1. To continue to retain and train quality staff people to work with the teens. We do have national teen program resources and trainings available if this program is to continue into 2006. 2. To offer consistency and dependability of programs for our community youth. 3. To offer age appropriate programs for teens whenever the Club is open. This may mean adding more teen hours on Tuesdays and Thursdays in the fall. 4. Establish links to other youth service resources in the community. We have been working with Central Minnesota Jobs and Training Services, as well as Sherburne County to best coordinate our youth services. 5. Continue to market the Hang Time program. 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 Quarterly Program Evaluation * $2,000 $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 *$215/bus costs=$215) Admission fees as needed (na) Teen Room misc. supplies $50 $265 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= $3,510) 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.