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6.2. SR 12-05-2005 Item 6.2. MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, Finance and Administrative Services Director/Interim City Administrator DATE: December 5, 2005 SUBJECT: Request by Boys and Girls Club of Elk River On November 7, 2005, Duane Howard Executive Director of the Boys and Girls Club made a presentation to the City Council requesting funding for 2006. At that time, the City Council directed Mr. Howard to come back to the Council once the Club had prioritized its needs so that specific programming requests could be presented. In response to that request, Mr. Howard has provided the attached information for Council consideration. The request is for $36,000; $12,000 from landfill abatement funds for recycling programs and $24,000 from the general fund for "Youth in Community" programs. This request is the same as the 2005 request. Currently, the $12,000 request is included in the proposed 2006 landfill budget; however, the $24,000 is not included in the general fund budget. With the increased cost of natural gas and fuel for vehicles, the proposed 2006 general fund budget is already tight. In fact, a position requested by the Recreation department to provide youth programming was cut from the 2006 budget. Therefore, this request would need to be funded out of the $110,000 council contingency budget. The city has been a strong supporter of the Boys and Girls Club and to-date has contributed $98,014 through recycling program reimbursements, building rental, and program support. Although the city strongly supports providing opportunities for youth through diverse programming, the Council should carefully weigh this request given that many departments are struggling to meet the growing demands placed on them to provide city services and the recommendation from Parks and Recreation Director Bill Maertz that he may be able to provide similar services more effectively. Action Requested The City Council is asked to consider the request from the Boys and Girls Club. S:\Council\Lori\2005\Boys & Girls Club Request for Funds.doc MEMORANDUM TO: Mayor and City Council FROM: Bill Maertz, Parks and Recreation Director DATE: December 5, 2005 SUBJECT: Request by Boys and Girls Club of Elk River ITEM Consider request by Boys and Girls Club of Elk River to contract for youth programs. SUMMARY The Boys and Girls Club of Elk river has requested that the City Council consider a request to fund youth programs at the Boys and Girls Club. BACKGROUND In 2004 the City of Elk River contracted to pay the Boys and Girls Club $24,000 to provide youth programming. The goal was to provide additional activities for teens that were not provided by Parks and Recreation. The Boys and girls Club has submitted two requests for funding in 2006. Parks and Recreation staff has reviewed the first proposal. Community Development staff have reviewed the second request, a landfill abatement-training program. STAFF RECOMENDATION The Boys and Girls Club programs sponsored by the City of Elk River in 2005 had limited attendance. In addition, reports provided by the Club provided little hard data to document the overall impact of the program. Parks and Recreation staff believes that, while the mission of the Boys and Girls Club is aligned with the mission of the City of Elk River, the Parks and Recreation Department is the most cost effective way to deliver teen and youth programs. Based on experience, staff believes that numbers of youth served by the proposed programs would not be a cost effective use of City funds. ATTACHMENT Proposal from Boys and Girls Club of Elk River TO: Lori Johnson - City Administrator FROM: Boys and Girls Club of Elk River Duane Howard - Executive Director RE: Youth in Community Pay for Services - (request for 2006 in reimbursement) November 28, 2005 Thank you for giving the Club and me an opportunity to share our accomplishments over the last year with the PAY FOR SERVICES/ REIMBURSEMENT PLAN. The council work session was a great opportunity for us to share some Club experiences and we are so grateful for your support and time. At the council work session some of you suggested some areas to present a proposal for next year, and your discussions helped us to eliminate and define some areas that may work better for the city. It seemed that the city is not interested in renting space or using our gym on a partnership basis. Bill M. seemed to feel that he could access school gymnasiums when needed, however, we want you to know that the Club will always help the city in recreation efforts when needed. Perhaps you wish for your summer outdoor basketball camps to continue using our gym and air conditioned facilities again this year, or in a rainy season. Certainly, we can modify our schedule to continue to help if needed. Your council meeting helped us to eliminate any efforts in expecting that the city had interest in soundproofing the gym or needing it for recreational purposes. Over the last year we served programs under the umbrella of YOUTH IN COMMUNITY. We had a primary emphasis in serving TEENS in the community. We felt many teens would be attending the Club during the same evening they would be attending the skateboard park activities. It seems that youth attended both places more in the summer, but attendance has decreased when the weather became colder. Some teen nights had attendance up to 50, and some nights attendance was down to about 10 kids. Many community guests have been coming, especially when their attendance is free under special coupons. More Club kids attend the Club teen night than community youth, and that premise may enter in your decision focus. I would predict that unless we could create something very special with great prizes, not so many non Club youth will attend our YOUTH IN COMMUNITY EVENINGS. FOR NEXT YEAR, I AM SUBMITTING TWO PROPOSALS TO THE CITY. I will elaborate on the Landfill Abatement proposal later in this handout. The first proposal is that our late Club hours do not necessarily revolve around teens only, but all youth who need a place with guided supervision in later hours. I would predict an average of about 18 kids attending each day of late hour openings. Most would be Club kids, but our emphasis will be tailored to have the Club as an enjoyable place for all of the community. I do believe with marketing with a unique staff, numbers could really increase. Along with our traditional Smart Moves (character building curriculum, we plan to add a statewide curriculum, promoted by the Minnesota Workforce Center. These new additions of CAREER LAUNCH, JOB A United Way Supported Agency ~ BOYS & GIRLS CLUB OF ELK RIVER www.bgcer.org 905 6th Street NW Elk River, MN 55330 Tel. 763-241-5000 Fax 763-274-2197 rhopet@sherbtel.net Zimmerman Club 12976 Fremont Avenue Zimmerman, MN 55398 Tel. 763-856-5000 Executive Director: Duane Howard howardd@sherbtel.net Executive Committee: Bruce Bromen President Don Heinzman Vice President John Babcock Secretary / Treasurer Board of Directors: Janet Alama Jim Barthel Jeff Beahen Ron Black Linda Braun Don Carlson Harold Gramstad Scott Gudmundson Laurie Kerr Tom Mesich Honorary Board: Todd Plaisted Nelda Remus Daryl Thompson Deb Walters John Weicht READY, GOALS FOR GRADUATION, GOALS FOR GROWTH, ARE ALL ABOUT TRAINING AND BUILDING KNOWLEDGE TO BE GOOD FUTURE EMPLOYEES IN THE WORKFORCE FIELD. THE PRESENT CLUB BOARD, BUT ESPECIALLY OUR FOUNDING BOARD MEMBERS WHO ONCE WORKED CLOSEL Y WITH THE CITY IN THIS CLUB P ARTNERSHIP, STRONGLY ENDORSE A CONTINUING PARTNERSHIP AND COMMITMENT THAT BEGAN IN 1999-2000 YEAR. Most of the kids who came in the late evening hours, find the Club a very safe sanctuary, a place where kids can relax, and be involved in some of their favorite pastimes. Some leave the school and streets feeling depressed, as we know that some had been teased and bullied during the day. The Club offers a special place for some of them to lead and form new friendships in a non threatening environment. THE FOLLOWING LIST SPECIFIC ANTICIPATED CLUB EFFORTS AND COSTS DURING 2006, WITH EXPENSES TO BE SUBMITTED QUARTERLY: === Open until 8:00 on Monday, Tuesday, and Thursday or for 150 days during the year. Friday hours are once per month and open until 1 0:00 PM. This would occur at least 12 times per year. =--=200 kids, minimum, will meet 75 percent of the objectives and graduate each year from the CAREER EXPLORATION curriculums. ==One hour for each ofthe 150 days will be spent with the above curriculum. This one and half hour per day will require one staff with at least 10 youth for each session. Staff cost for this project for the year will be $2700. =Same curriculum with younger members, but not including that cost in this proposal. ===Staffprep time for these curriculums is .5 hours per session, or $1600 =--=Staff training costs for those curriculums is expected to be $2000 with stipend, mileage, and hotel. ===Smart Moves curriculum on building self esteem and character will be taught for one half hour per day at 4 days a week, or 100 hours a year, although this is minimum. This cost is for two staff at about $2000 per year. Anticipated enrollment for that curriculum is about 30 kids per day. ==S. Moves training is about $1000 per year. ===Field trips and special events for the more teen age crowd is $2500 per year with transportation, salaries, and tickets/fees. $2300 o $1600 $1400 $2000 $1000 $1500 $4000 ===Regular Club field trips for all members are not included in this proposal, but is a larger amount. ===We serve around 4000 community youth each year, so miscellaneous expense for those youth is probably around $6000 each year with building, lights, maintenance, salaries from all staff monitoring kids. Equipment and supplies are included in this. ===Gym recreation and fitness room serves well over 900 kids per year, each day about 1.5 hours; which equals $6000 per year in salaries. ===Cultural Arts averages about one hour per day, including prep time for 4 days per week. That salary is about $2400 for the year, but again, about 700 kids receive art in the year. ===The computer lab is busy, and is always supervised. That Club time is about $2600, for at least one hour per day, with over 800 kids per year using it. ===The staff spends a lot of time supervising pool and many games at the Club. Mentoring, tutoring, picnics, and 'hanging around games' require constant supervision and guidance. This cost, especially, in the later hours has expenses of about $4600. ==Marketing and flyers for programs $1500 ===Employee benefits, especially for supervisors of programs, have a cost, about $5000 for these programs. ===Not included and considered in kind and matching are additional staff costs for many other Club activities, top management salaries, fundraising costs, additional marketing, vehicle expense in transportation, accounting costs, and heat and other building costs, etc. TOTAL FOR YOUTH IN COMMUNITY FOR THE YEAR 2006 PROPOSAL TWO - IS A CONTINUATION OF LANDFILL ABATEMENT TEACHING - REIMBURSEMENT EXPENSE FOR 2006: . Listed below are objectives and ideas that the Club feels youth need knowledge and understanding in what and how we can make use of our . garbage before it gets to the dumpster, directly to the landfill. This recycling of products is going to be very important for the future, and reducing energy costs and fuel costs may be a vital component in future planning. $4000 $1400 $1600 $2600 $1500 $1500 $24,000 $12,000 . We are requesting that the city consider a proposal of$12,000, again next year, as the Club expense in consideration of payment for services from the city to the Club in 2006. Before I came to the Club, the Club had received $36,000 from the city in this area, but since I have been at the Club, I simply haven't had enough staff and expenses in landfill abatement to submit expenses of that scope. My submission in early November of this year was an example. Lana H. had submitted over $6000 to you earlier in the year, but in the last quarter or two, I simply have not had the staff to submit much expense to you. So, this year, I assume we will not use the requested $12,000 amount. Even though, we are requesting an amount of$12,000, if the Club does not have qualified and resourceful staff to teach and bring the kids to project sites, I feel we would not submit large expenses, only in proportion to the quality of knowledge and staff costs to teach this curriculum in a comprehensive manner. TO: Rebecca Haug - City of Elk River Building and Zoning Department FROM: Boys and Girls Club of Elk River Duane Howard - Executive Director RE: Landfill Abatement Proposal- For planned activities in 2006) November 28,2005 2006 PLANNED ACTION PLAN: This application is a request for reimbursement for our plan and activity in working with garbage before it gets to the dumpster or landfill. Science is one of our learning areas at the Club, and learning about the environment is very important in our teachings. However, we are very cognizant that within this whole environment framework of teaching, we specifically focus and define the part of our environment that teache,s about recycling, and making use out of a product that maybe garbage to some, but we teach about the value of garbage that can be very useful to be recycled or made into another product. WE are very thankful that you give us this opportunity to help us as we teach young people about re-using our garbage. Your support is very appreciated. Listed below are teaching activities about the topic, and specific events that incurred costs for us. These are not all the costs, but a part of some of the cost or expenses for us as we become more and more into a good habit of recycling. Some lesson samples are enclosed. . Some of the projects and events are on going, like having kids pick up trash around the Club and Lions Park, about twice a week, but more often if the need is there. The purpose within this task is to examine various waste and throwaway particles, and have the kids make decisions about creative ways to recycle or provide further uses from this clean up. Trash is assorted, evaluated, and put into proper containers. The most common to recycle is paper like newspapers, plastic items, and various pop cans and metal containers. . We have transported kids to the Science Museum, with special emphasis given to the recycling and reusability of products there. Lessons about making use of garbage are numerous there, and the kids also enjoyed the learning expenence. One half hour, 5 days per week, at 4 weeks and 3 months, and two staff, monitoring and teaching. $1320 Each trip has bus expense and staff expense. 7 trips at $200 per trip == $1400 . We have taken kids to our local landfill and energy plants Two instructors at 3 hours at that make waste into fuels and alternative fuels. Next twice per month, at 3 months. month kids will be going to Elk River Landfill, although Usually take aboutJO kids we realize it is not a recycling of products business place. $396 However, as kids observe the tons per day of waste, maybe it will be an eye opener as to how we can all reduce these enormous amounts of waste being brought to landfills. Maybe they will be messengers of making this garbage into something useful rather than just dumping garbage. . Our Club kids have set up mini compo sting sites. . Recycled Art Projects is probably the most fun hands on way kids have of discovering uses of waste. This is on Art teacher leads this going throughout the year. Instead of throwing various proj ect. One hour per day, things away into the Club dumpster, kids actually make at 5 days, 3 months at $12 nice creations out once waste product. per hour, == $720 . Recycling Ink Jet Cartridge Recycling- Our Program About 18 kids per session and it is Director educated the children as to why and how to on gomg $200 recycle inkjet cartridges, both at the Club and at home. This program includes participation by both the children and the staff and will be a year-round program. When the box is filled it will be sent through UPS, free of charge, and the Club will receive points on their account. These points can be redeemed for prizes or money through the Funding Factory. . Cell Phone Recycling- This is a new program for our Continual teaching and packaging Club. Our Program Director educated the children as to $200 why and how to recycle cell phones, both at the Club and at home. This program included participation by both the children and the staff and will be year-round program. The cell phones will be shipped through UPS, enabling our Club to part ofthe Funding Factory. (See notes above for the ink jet cartridge recycling) . Recycling Pop Cans- Recycling cans is an on-going Class about 2 days a week at .5 project for our Club. Our staff took extra time this to hours == $108 educate the members about waste reduction through the Trailer expense and hauling labor recycling of aluminum cans. On a permanent basis, our $400 can trailer sets a good example for our members and community. . Technical Research- Our Program staff utilized our technology center as a resource tool to teach children about recycling and the benefits of reducing the waste headed for the landfills. With the numerous websites available on recycling, the children were able to discover new ways to recycle even in their own homes. This program was offered as a piece of our on-going technology training and included topics such as smog and air pollution, environmental benefits, and how to "buy recycled". One of the main web sites utilized was www.recylceminnesota.org. . Recycling Trivia- This was a fun way to teach the members "the facts" about recycling and landfill abatement. Trivia is a regular part of our Power Hour program and is enjoyed by all ages! . Household Waste Education - This is an almost daily activity with kids. We have supplies in our Club, and kids are around these products daily, so kids seem quite interested in these materials or dangers of them not being properly disposed of. . Technology is a wonderful media to use in discussing recycling and re-using. We work with numerous web sites with this focus, and properly disposing of technology items is a fact that hits every home. Other supervisors and office management also work with details of the educational plans GRAND TOTAL OF REIMBURSEMENTIP A Y FOR SERVICES PLANNED IN 2006 IS $12,000. Information above is for each bi-yearly submission. (We plan to submit twice per year.) 4 days per week, for .5 hours and 3 months, with about 16 kids each session== $216 4 days a week, for.5 hours, and for 3 months -- $264 .5 hours at 3 days per week equals $ 198 15 kids a session One hour, every 3 days for 3 months =36 hrs. at $11 per hour ==$396 12 kids a session Director of Operations Office Manager $640 Exec. Director It Lesson Evaluation Lesson Name: E. N \\ \ r 0 A~ fY\ ~,\r\- 0.1 Start Time: (0 'i 00 Number of Participants: -19 Age Range of Participants: "( -- 17 ~ j ~' t:\J Cl . IJ\ c " qil~ End Time: f.n J ,'30 Boy to Girl Ratio: /0 6e;~s ) 99:,15 Lesson Goal: ~:A: ~:'~\"'~~D~~~\) ,~~~~~ q;~If><w\~t\S~ow "' ~~~, R~J~~l;"9 eft ~~- ~\O~:r~~ Description of the lesson: {I\e '" ~rs ~~ r e. . \,uw a ~~ Q. ~v:\~ -\ 0 ~"''' \ 1\= \~ \\OA, -r~ ~s~ r\.4 K..-l Cl W' ~"\,\.~ ~ L-~ ~L rv ~ CII~ ~ ~s..oi\-{( .~ ~ What made this lesson a success?: ..,- + j '" How did this lesson enhance the "Senses" of: Belonging: ______ Competency: Usefulness: Influence: -----., ,----. How could this less,on have b\en improved? , '":L -\-~ \ N k '\ \Ne ~ ~ (~o . k/\4 ~L\) a\"s ) + Cc)\A~~ A Lesson Evaluation Lesson Name: E \J I, '\ () lJ f<U-~C\\ Start Time: Jj,. () '0 P,0'\- Number of Participants: J ~ Age Range of Participants: g - \ g End Time:~ : 10,- f {l1 , Boy to Girl Ratio ~1~~5 ky -the Description of the lesson: {~ How did this lesson enhance the "Senses" of: Belonging: 1f'\L~ 'E", ! ... ") be> d..~ 0':) C'{\:~ <"...J ~ ~~ ~~ ~~.t:ofh"N ~h to ~sk. d;' tlv..f ~O!\J ~ 'Il. cy...Id Competencr "'~'j ~ ns t'3 Q,,~ +k-t" U( -~J'-'i d' \j '" ~ t5l:{ N; N.3 Q.....j ik- e.N\J\ k'){\! ~ Usefulness: ~ -:x:\. ~)~~ -\:~ . ~.. ~f 5 OVJ(\ 1~,r e'N'\:J;,D"J fY\A,. ~ ~\\.Q.- ~-' ~j Cw , ) ,,~\ fD\}-L Influence: ~~ ~~=~~. ~('~ Cl\. D)~~f ~I'J ~\\e()\~ \NL ~~L "M. ,t~ty..Q , have been improved? (, ef.' ..... ~l\t\ Jo:;- ENVIRONMENTAL EVALUATION " 1. Wh~t are some of the things we can recycle? , IV.ew ' 2. Why do you think there is a need for recycl~g? S'. 'i:' ~' - ~'r1 b . ' .(J:JOc^-. C~V\ ~I ~lV)~ i/i"lo/'94J.D.. -2C~~ ;:opfe.... <:fo~+ -eve'" ~. <mO~tlrCll.......~-to..-k'~ S,~e.. ~r'9C\.r-~e.. ,- , .r 3. Are our resources unlImited? Lhe9CY''f!- f' of- ' W\ ("fVJd<d., " 4. How much trash is produced per day? ~h~("'t'- ~Sa.g,~,,+ ~Oo ~~ pV"otlu..ced-e.tU-V\ ~I 5. How long does it take trash tottecomp()se? ~ he i: '"'.' ~ .'.', :..., '., ~~ It.... .\( '. ~:.":!J!: 6. Is it cheaper to recycle a product or start from scratch? r:r +-" . ''''= . ::l:o' i ...L- \S ,L '<:.a..~r . "~~.e, 7. What can we do to recycle around the Club? ~:~~~~u~~~- pa~d ~~d' 8. How do we promote recycling around out community? w eou..lcL-i f'\Spl ~r