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5.5. SR 05-15-1995r ~~ ~y or lk~ River ITEM 5.5. TO: Mayor & City Council FROM: Pat Klaers, City A ministrator DATE: May 15,1995 SUBJECT: Community Recreation Board Update Attached for your review is the Community Recreation Board minutes from its April 10, 1995, meeting. Councilmember Holmgren, who is our representative on this board, provided the council with an update on this meeting at the April 17, 1995, City Council meeting. Also attached for your review is the agenda for the upcoming May 30, 1995, long range planning session of the Community Recreation Board. This 5/30 meeting will also serve as the monthly business meeting of the board. If any Councilmembers have long range planning issues that they would like discussed at this 5/30 Community Recreation Board worksession, these issues and comments should be offered to Councilmember Holmgren. Also, Councilmember Holmgren may have some comments on the goals for the 5/30 • meeting and what he thinks are important issues to work on at this meeting. • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 Community Recreation Board Notice of Meeting ~~~ 0 9 Tuesday May 3©,1995 - 7:00 pm ©tsego City Hatl * Your attendance is always important! !f 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! This meeting is intended to be mostly dedicated for the purpose of long range punning. There wilt be only a minimal amount of regular business. AGENDA A. Routine Matters: 1.) Approval of past minutes 2.) Changes or additions to agenda 3.) Staff reports & updates: 3.1) Personnel matters: 1)Secretarial, 2) Program Specialist 3.2) Summer Programming 3.3) Other B. ~+cmS of Information /Discussion 1.) Discuss, Long Range Planning ~C. Other Business: - Next meeting date : To Be Determined. -Other D. Adjourn Please see the reverse side for explanation of the Agenda items L~ A 3.1) Personnel matters: 1) Carol Greier has resigned her position as secretary. Her regular hours will cease on May 12, 1995. She has offered to assist us beyond that date as needed to help with the transition/ orientation of her replacement. S 2) Program Specialist: I recommend that Michelle Bergh be hired as the Program Specialist. This is a 15 hour per week position annual position. Michelle will become an employee of the city of Otsego for fiscal agency purposes only. This position had 3 very solid finalists. Roy Johnson was a part of the interviews. 3.2) Summer Programs: The brochure went to print 4/19/95 and will hit the streets on 5/10/95. An action packed summer has been planned. Many new opportunities!! B.1) Long Range Planning: The focus will be to identify what initiatives are appropriate for our program to begin implementing /advocating etc. and what will the future present as recreational issues and what direction to we want to take to address them. Several items below should be considered as they are likely to relate to our future: facility development, transportation, inclusion issues, office space and locations, .program. brochure / marketing, communication barriers, technology, volunteer management concepts, user fees / non- resident fees, future trends, enterprise programming concepts. Each item alone could easy occupy a considerable amount of time. Previous discussions of his meeting also yielded this concern. The intent will be to determine direction that aligns us and will put us in a position to effectively address the issues. Gary Eitel has also expressed an interest in having us review a map of the district to help us fully understand what particular aspects of the region present challenges and opportunities and how they relate recreationally. COMMUNITY RECREATION BOARD Minutes Fr: 4/10/95 all below is from 3113/95 -needs 4/10 info. (4/19/95) Attendance: J. Asfahl- Area Rec., Ty Bischoff -Dist. 728, S. Slater -Dayton, R. Black -City of Otsego., G. Eitel -City of Rogers, Roy Johnson -Livonia Township, Gary Morrison -Hassan Township, R. Holmgren -City of Elk River, C. Blesener - CE, Chair -Ron Black called the meeting to order at 12:00 A. Routine matters: 1.) Approval of past minutes: Motion by T. Bischoff seconded by R. Johnson to approve the minutes from 3/i3/95. Motion carried. 2.) There were no changes or additions to the agenda. 3.) Staff Reports: 3.1) :Survey results: Full compilation of the results was incomplete at this time. Follow up at a future meeting. 3.2) Roving Playground Program: Planning is still taking place. Many communities are interested in this concept. It is likely to take place in August. Coordinating with CE to possibly offer some enrichment programs as part of it as well. 3.3) New logo: JA passed around the artwork of the new logo. There will be accompanying new letterhead as well. •*" J. Asfahl reco nized Ga Morrison of Hassan Townshi .Hassan Townshi has been concerned 9 rY P P that our agreement does not fully meet their required liability coverage issues. The concern has been cleared up as of this date 4/10/95 according to Gary M. Gary did still express that any staff working a program on a Hassan facility should be a Hassan employee. JA explained that to date all programming that Community Recreation administers has taken place at facilities other than a Hassan facility and the city of Rogers has willingly accepted the responsibility of administering the employee payroll and related host site fiscal responsibility. Gary Eitel added that the city of Rogers is still willing to be responsible for the employees and further that he feels that this arrangement and understanding is one of the intentions of the Joint Powers program concept to avoid duplication of efforts. This continued understanding will be worked out between those two communities. B. Items of information /discussion.: 1. Work Session: JA reported that a search of available dates for the work session and yielded 5/2 & 5/30 as two nights where minimal conflict was involved. Consensus was that this meeting take place on Tuesday May 30th. 7:00 pm. The location will be determined and noted on the meetings agenda. 2. Consideration of a committee research /study benefits for our secretarial position.: Tabled. 3. Consideration of non-resident fee increase: Tabled. •4. Discuss: Community Recreation Board roles and responsibility with outdoor facility management and development advocacy.: Chair R. Black opened this item for discussion. JA began to explain the confusion and various public understandings of what our role is. Currently JA is responsible for the t,oordination of outdoor fields in Elk River and also coordinates and supervises seasonal staff to maintain the fields according to their use. Fields in Rogers, Zimmerman, and the Dayton area are now currently coordinated locally either by the city or with representatives of a particular youth association. JA stated that this inconsistency causes some confusion on behalf of the associations understanding of what is our role. The consensus was that each local jurisdiction determine their own organization process (most are already in place) and when in question to the Community Recreation office, we refer them to the appropriate contact. 5. Strategic Planning: Tabled. Discussion is planned to take place on 5/30!95 Motion at 1:15 to adjourn by Gary Eifel and seconded by Roy Johnson Motion carried. Respectfully Submitted, The next meeting will take place on Tuesday May 30,1995 - 7:00 pm -Otsego City Hall This meeting will address a minimal amount of regular business with the majority of time dedicated to discuss long range planning .