5.2. SR 02-27-1995
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Item 5.2.
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MEMORANDUM
TO:
Mayor & City Council
FROM:
Pat Klaers, City Administ~r
February 27, 1995
DATE:
SUBJECT: 728 Area Recreation Board Meeting
Update from Councilmember Holmgren
Councilmember Holmgren is the City's representative on the 728 Area
Recreation Board. Councilmember Holmgren has been our representative
since the inception of this Board. The Board meets monthly and, accordingly,
it is appropriate to receive some updates on the activities of this organization
and its monthly meetings. Attached for your review are the minutes from the
January and February 728 Board meetings. ~t is anticipated that this type of
. update will be a monthly agenda item.
council: 728updat
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13065 Orono Parkway · PO. Box 490. Elk River, MN 55330. (612) 441-7420. Fax: (612) 441-7425
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728 AREA RECREATION BOARD
Minutes Fr:1/23/95
Attendance: J. Asfahl- Area Rec., Ty Bischoff - Dist. 728, S. Slater - Dayton, R. Black - City of
_tsego, G. Eitel- City of Rogers, Roy Johnson - Livonia Township, Mike Kerr - City of Zimmerman,
~. Holmgren- City of Elk River, C. Blesener - CE, C. McNaughton-Commers- CE
Chair - Ron Black called the meeting to order at 12:05
A. Routine matters:
1.) Approval of past minutes: Motion by G. Eitel, seconded by Roy Johnson to approve the minutes
from 12/12/94. Motion carried.
2.) There were no changes or additions to the agenda.
3.) JA distributed his staff reports. JA commented on the student w/ SCSU who is completing a 40
hour practicum with our office.
3.1) JA asked Charlie Blesener to update the board on the office space situation. The School Board
is expected to discuss the topic at their 1/24/95 meeting. It appears that the space at Handke may be
utilized to house Jr. High aged students. Charlie is hopeful that CE/ECFElArea Rec. space concerns
get consideration in the Districts long-range space plans.
3.2) JA reminded the board of the upcoming secretarial review with the personnel committee. JA will
be presenting information in relation to the growth of our programs and the impact on the office and
.e secretarial position, and present some ideas to accommodate the growth.
B. Items of information / discussion:
1.. ) Qommittee Updates: The following were organized:
- Personnel: Mike Kerr, Roger Holmgren, Ron Black
- Budget: Gary Eitel, Jack Hines, Staff JA .
- Transportation: Gary Eitel, Ty Bischoff, Staff JA and a Comm. Ed. representative
All of the above committee appointments were approved on a motion by R. Holmgren seconded by
R. Johnson. Motion carried.
2.) Program name change: After considerable discussion, it was agreed that JA would provide some
sample attempts of letterhead etc, with ideas incorporated as generated. Mike Kerr volunteered to
work with JA on this topic and he suggested that anyone with an idea present that idea to JA to be
included on the sample list.
3.) Roles/responsibilities with outdoor facility management: No Discussion. By-passed for next
agenda item.
4.) Work Session: All agreed a work session would be'valuable. JA was asked to present the board
at the next meeting with an outline of discussion items for such a work session. JA was also asked to
.Olicit input from the representing communities for any suggestions of items for discussion.
5.) Strategic Planning: No discussion. Likely to be the focus at a future work session when
implemented.
....
Motion at 1 :05 to adjourn by Roger Holmgren and seconded by Roy Johnson. Motion carried.
eespectfully Submitted,
The next meeting will take place on Monday February 13,1995 - 11:45am
Rogers Happy Chef.
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FEB 2 2 1995
728 AREA RECREATION BOARD
Minutes Fr:2/13195
Attendance: J. Asfahl- Area Rec., Ty Bischoff - Dist. 728, S. Slater - Dayton, R. Black - City of
eJtsego, G. Eitel- City of Rogers, Roy Johnson - Livonia Township, Mike Kerr - City of Zimmerman,
R. Holmgren- City of Elk River, Jack Hines - Hassan Township, Guest Kathleen Poate
Chair - Ron Black called the meeting to order at 12:10
A. Routine matters:
1.) Approval of past minutes: Motion by J. Hines, seconded by Roy Johnson to approve the minutes
from 1/23/95. Motion carried.
2.) There were no changes or additions to the agenda.
3.) JA distributed his staff reports. There were no questions or comments on the reports.
B. Items of information I discussion:
1. ) Secretarial position annual review: JA concluded the review with Carol Greier on Friday Feb. 10,
1995. JA reported that she is a very good employee. JA recommended that her wage be increased to
$8.50 per hour effective February 4, 1995. JA explained that this is comparable to other municipal
positions with similar responsibilities. M. Kerr asked if anyone present had an idea of the private
sector similar positions. Jack Hines commented that this wage of 8.50 would be mid- range of
positions that he knew of. This wage is also within the approximate range in comparison to Otsego
secretarial employees as has been the case since inception of our program. JA reported that Carol is
deserving of this increase. JA suggested that the personnel committee work to establish a "wage
.range matrix" that could be adopted and utilized in the future for this position. Ron Black added that
this will need to be addressed and is connected in similarity to the proposal to be considered later in
this agenda. Motion by Ty Bischoff, seconded by Roger Holmgren to increase the Wage of
Carol Greier to $8.50 per hour effective February 4, 1995. Motion carried.
2.) Proposed Prooram Specialist Position: JA mentioned that this proposal was included in the
agenda packet and would like to answer any questions with regard to the proposal. G. Eitel
questioned if this was not perhaps putting us ahead of our "future planning" and was it affordable? JA
reviewed the Financial Impact as also explained in the proposal. Roger Holmgren added that the City
of Elk River is comfortable with their contribution and is aware of the demands on the Coordinators
office as their ( the city of Elk Rivers') "Programming Budget" is growing. Rogei added that the City of
Elk Rivers' Council and staff are commited to the Joint Powers agreement and is beginning to
recognize that more attention is being required with carrying out the programs, and therefore their
contribution of an additional $4500 for this position is well justified. Gary Eitel added that he to is
supportive of ensuring that the Joint Powers continue. There continued to be some discussion about
the future affordability of this position. JA indicated that it is likely that this position will continue to be
contributed to by Elk River as part of their programming budget. It was suggested that all participating
Park and Recreation Commissions discuss their programming budgets to determine if dollars would
be available to contribute towards the support of this position in the future to enable their
programming activities to further develop. All were interested in making sure that once this position is
put in place, that it be able to be afforded in the future. This proposal is affordable with no negative
. effect to the current asessment formula. Motion by Gary Eitel, seconded by Roger Holmgren to
accept the proposal, with certainty that the Job Description is agreeable to all. Motion Carried.
The Job Description was reviewed. M. Kerr asked if this position would be involved in the gathering
i.~ .'
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728 Area Recreation Board
Notice of Meeting
Monday February 13, 1995 -11:45
Rogers - Happy Chef
f iJ; 1 0 1995
,., Your attendance is always important! If you cannot make the meeting please arrange to send an
alternate or notify me at 241-3523 that you will not be in attendance. Thank you!
AGENDA
A. Routine Matters:
1 .) Approval of past minutes
2.) Changes or additions to agenda
3.) Staff reports & updates:
3.1) Office space
3.2) Areas of Concern Report
B. Items of Information / Discussion
1.) Present: Secretarial Position Annual Review and wage recommendation
2.) Discuss: Proposed Position of Part lime Program Specialist
3.)Present / Discuss: Program name change ideas
A_ 4.) Discuss: Area Recreation program roles and responsibility with outdoor facility management
~nd development advocacy (tabled fr: 11/14/94, 12/12/94 & i/23195 meetings)
5.) Consider: Recreation Board Work Session Topic Outline
6.) Strategic Planning: Consider: Visitation of other community Park and Recreation programs
that may have already faced some challenges that lie ahead for us, and / or have similar
characteristics. (This item will continue to appear on many agendas. I am hopeful for a lot of
discussion and input from all representatives on where you see and think we should be headed.
Certainly much of our current and past discussions, accomplishments, etc. have and wiIJ set a course
to continue working towards, but I would like to see us consider and pursue opportunities for
continued expansion of seNices that 728 Area Recreation could administer / advocate, etc.)
C. Other Business:
- Next meeting date: Monday March 13, 1995
- Other
D. Adiourn
Please see the reverse for the" Agenda Item Detail"
.
A
Agenda ,Item Detail - For 2/13/95
. A 3.1} Office space update: The School Board was expected to discuss their plans for the use of
Handke at their 1/24/95 meeting. This item was tabled and will be up for discussion on Tuesday
February 14.
A 3.2) Areas of Concern: The following are some items that I believe need some investigation and
attention. Most of them are related to personnel that are working our our behalf in carrying out the
activities that we administer. .
- Need of a universally accepted application customized for recreational staff that become employees
of the "Host Community" '
- Need for hiring 1 screening 1 background check procedures
- Need for termination of employment procedures
- Employee training manual and procedures (wpat.are our legal-,~~lig,ations) O~fjA, Right to Know.
etc.... q-.. ... :
- Umited office work space and storage "
- Our Identity
B. 1) Secretarial position annual review: I will have a recommendation to present at the meeting. This
is this employees one year annual review. An annual review will be completed oy me each February
and reported on to the Personnel Committee and full Board with my recommendation of wage
change.
I am interested in working with the Personnel Committee to develop a means to consistently manage
.the compensation level of this position.
B.2} Please see the attached packet of information. The personnel committee reviewed this on
February S, and wants to share it with the full board on 2/13/95.
B.3} Name Change Ideas: I will have a number of sample designs for consideration. I believe that this
is a crucial step in establishing more recognition to our communities and increasing the public's
awareness of our operation.
B.4} This item to date has received little attention. It is likely to be a significant discussion item at the
proposed "work session".
8.5}Proposed Work Session: At the 1/23/95 meeting this idea was first discussed. The board has
asked me to propose an outline of possible discussion items. My thoughts are: 1} Discussion of our
roles and responsibilities with outdoor facility management, 2} Strategic planning items: Expansion of
services, increased role with coordinating maintenance tasks of park and recreation services.
I was also asked to solicit input from each communities Council, Township Supervisors, Park
Commission, etc. Please see the atta~hed memo that was sent in that regard.
8.S} Strategic planning: I believe this is also crucial to our identity, mission, focus, etc. and also
.important in determining our future. .
I expect this will also be a significant item at any future work session.