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5.6. SR 02-20-1996~ty of 'ver ITEM 5.6. MEMORANDUM Mayor & City Council FROM: Pat Klaers, City Adn~ator DATE: February 20, 1996 SUBJECT: Community Recreation Board Update Councilmember Roger Holmgren is our city representative on the Community Recreation Board. At this February 20 City Council meeting, Roger is scheduled to update the Council on the meeting held on Monday, February 12. Attached for your information are the January 22, 1996, meeting minutes, the February 12, 1996, meeting agenda and background information, the February staff report on recent activities, and the 1996 budget analysis. s:\councilXcomrecup.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 1/22/96 COMMUNITY RECREATION BOARD Minutes Fr: 1/22/96 Attendance: J. Asfahl- Comm. Rec., R. Black - City of Otsego, Gary Morrison - Hassan Township, S. Slater - City of Dayton, R. Holmgren - City of Elk River, C. Blesener - Comm. Ed., R. Johnson, Livonia Township, Jeff Gongoll - lSD 728, G. Eitel - City of Rogers Representatives absent: Zimmerman, Chair - Ron Black called the meeting to order at 12:00pm. A. Routine matters: 1 .) Approval of past minutes: The minutes from 11/13/95 were approved with one correction regarding the Dayton Representative in attendance, on a motion by R. Holmgren, seconded by Roy Johnson. Motion Carried. 2.) Agenda changes/additions: None 3.) Staff Reports: JA reviewed his written report. (report is also enclosed with these minutes) B. Items of Information / Discussion: B. 1) '96 Budget Committee Recommendation: Gary Eitel presented the recommended amendments (copy enclosed)~ On a motion by Roy Johnson,, Seconded by"GarY~Eitel;'the amendments were approved as presented. '' ' '"' ...... Gary pointed out that the budget committee wants to accent the programs and services that this budget delivers and that the budget committee will be making periodic reports about what we are achieving. B. 2) Personnel Committee Secretarial Position Benefits Recommendation: JA presented the committees recommendation and explanation of benefits ( copy encloSe w/these minutes). Motion to accept as presented by Roger Holmgren, seconded by Gary Eitel. Motion carried. B. 3) Update Joint Powers · Chair R. Black suggested that only items of semantics were the reason and thus opted not to do any updates until a change in policy requires an update. All agreed. B.4) Discussion of Community Benefits via Joint Powers Participation: JA asked for input as to how we can better deliver our message. Consensus was that the most effective lobby for our program is the participants and benefactors of our service. Consensus also believes that any change of Joint Powers participation status amongst a community will bdng out the voices of support. Motion at 1:15 pm to adjourn by Roger Holmgren, seconded by Shirley Slater. Motion carried. Respect[ulLv Submitted,' · ~"'l ," ..'?? '; ' Next Meeting to take place on' Monday February 12th - 11:45. Happy Chef- Rogers Mn. Community Recreation Board Notice of Meeting Monday February 12, 1996 - 11:45 am Happy Chef - Rogers, Mn. * Your attendance is always important! If you cannot make the meeting please arrange to send an altemate or notify me at 241-3523 that you will not be in attendance. Thank you! A. Routine Matters: AGENDA 1.) Approval of past minutes 2.) Changes or additions to agenda 3.) Staff reports & updates: Written report enclosed B. Items of Information / Discussion: 1 .) Discuss:Committee Assignments / Appointments 2.) Review: Office Change Plans 3.) Review: 1995 Program Participation Data 4.) Review: - "first review" Recreation Program Staff Manual C. Other Business: - Set next meeting date: - Other D. Adjourn se see the reverse side for explanation of the Age ~. Agenda Item Detail B. 1) Committee Assignments: In concert with the new year and recent turnover of representatives .., the Community Recreation Board the following positions should be reviewed: Current Officers are: Chair - Ron Black, Vice Chair - Roy Johnson, Secretary - Staff, There is no term limit. Appointed by nomination. Current Committee's: - Personnel - Ron Black, and Roger Holmgren. ( By appointment ) - Budget - Gary Eitel, and Hassan Township rep. (By appointment ) - Transportation - Gary Eitel and lSD 728 Rep. (By appointment) B.2) Office Change Plans: As reported last month that change is imminent, plans have been drafted at a feverish pace. The current plans call for Co-location of the CE Center and the Alternative Learning Center (ALC). Enclosed you will find a copy of the plans relative to our administrative work area. Full plans will be available at the meeting. Charlie Blesener and I will review the most current plans at this meeting. Considerations: - Does this plan work towards solving the long term solution? - Is co-location of the ALC and CE Center compatible? - What would this building be named? *** Other lingering thoughts and questions: - Happened very fast - our input was "on their terms" - The plan appears to be short term for CE Center office needs - How long before another change? - Where do we go in the interim? - Anticipated time of move is during peak season B.3) 1995 Program participation data: Enclosed you will find information with a breakdown of participation per community. I will plan to explain the data at our meeting. B.4) Program staff manual: Please find the manual enclosed as well as a compilation of all Program Staff Job Descriptions. The compilation of the manual has been done in consultation with various resources. I am recommending eventual official adoption by the Community Recreation Board. This is just a first review. 2,/6/96 Community Recreation Board Staff Report Programming: - Current / Recent Activities: Mens VB, Women's VB, Sr. High Intramural VB, open gyms, Indoor walking, open weight room, skating lessons, gymnastics, open gyms, numerous special events, non school day activities, intramural basketball ( for Jr. & Sr. High ), adult volleyball, adult basketball, youth volleyball, cheerleading clinic, youth down hill skiing, pillow polo, "Start Smart". Several are new offerings, and are being provided in new locations. The cold weather has affected many of our programs due to necessary cancellations etc. These concerns are quite demanding on our office as each cancellation has administrative fallout. Some examples are: re-scheduling arrangements, notification to participants, andnotification of staff. The warming houses have been open since approx. Dec. 16th. and are scheduled to close mid. Feb. Miscellaneous Updates: - Youth Needs: As reported the past two months, the Elk River Mayor is interested in having the Community Recreation Board program work with the Community Youth Task Force (Rita Johnson), and Pam Black (a teen program specialist with Comm. Ed. ) to develop a plan to increase opportunities for teens ( specifically grades 6-9). This committee has been meeting regularly since December. Current status of our work has us planning a youth "summit" to meet with them to get their perspective. We expect to have a plan ready to propose in May. - Youth Association Co-op: This group involves representatives from Youth Baseball, Youth Soccer, and Girls Youth Softball ( outdoor programs ). JA had arranged for this group to meet with the Elk River Park Commission for the purpose of providing input to determine what types of fields should be a part of the planned development scheduled for construction to begin in spdng of 1996. The associations met with the ERPC in December with preliminary discussion as to planning and funding support. Each association was asked if they could support a $10 sur charge per participant to help supplement the funding available to develop the fields at the rate they believe they are in need of. Thus far, all associations have approached this request with caution. JA has also helped them to coordinate their registration plans. Registration begins Feb. 17 with various opportunities and locations to register. -Office Changes: Plans for a a shared ALC and CE Center have been rapidly developing. We have had limited time and opportunity to comment and make suggestions. More info. to share at our 2/1 2/96 meeting. - Programming Development / Collaborations: (between Comm./Rec. and Comm. Ed.) We have been meeting with all CE and CR programming staff searching for new methods and directions for providing leisure time opportunities to our constituencies. Additionally, the CE program has just underwent a 2 day review. Recommendations / suggestions are expected back from the review team that may assist in determining some new opportunities. -On-going, Misc. Projects: - I have been assisting the city of Elk River with their communications with a non-profit amateur sports organization who has proposed a partnership with the city which would allow them to build a 48,000 square foot facility with options for further outdoor recreational developments in later phases. - Slide show presentation is in development. Plan to present it soon & "take it on the road". This will also be an opportune time to "polish" our message about all benefactors of our work and responsibilities and the value it all provides to the community. - More consistent use of Community Newsletters, news releases and development of our own newsletter. Resident tracking systems Outdoor playfield inventory Assistance with association program flyers and registration information Actual - 1993 Coord. Salary 28,890 FICA/PERA 3,700 Insurance 5,000 Work Comp- Clerical Staff 7,500 Clerical FICNPERA 600 Work Comp. Benefils *Program Specialisl FICNPERNVVork Comp Trans./Mileage 1,050 Prof. Devlpmt. 650 Office Equipment 600 Capilal Eqpt. 1,200 (*Comp) Supplies 1,200 Printing 2,500 Advedising/PR 900 Poslage 600 Suppod Slf. Cont. 1,300 Staff Trng. 350 Technology Community Recreation Ad' *~istration - Budget Analysis /~ctua11994 Adopted - 1995 Amended - 1995 Proposed 1996 33,000 33,000 34,060 37,000 4,100 4,000 4,100 4,100 2,700 5,250 5,250 2,650 225 12,150 12,000 12,500 15,000 1,600 1,000 1,600 1,900 2,400 8,000 1 5,000 1,100 1,100 1,100 1,500 800 1,100 1,100 1,500 500 600 600 1,300 350 350 700 800 800 2,800 2,600 2,600 4,500 1,100 1,000 1,000 2,000 650 600 600 700 1,500 1,500 500 1,000 500 500 500 6,000 Amended 1996 38,675 4,660 2,650 255 15,000 1,900 2,400 15,0O0 2,435 1,500 1,200 1,200 4,000 1,800 7O0 4O0 3,000 56,040 63,200 65,400 74,660 96,775 96,775