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5.7. SR 05-20-1996ITEM 5.7. !ty of E River FROM: DATE: SUBJECT: MEMORANDUM Mayor & City Council Alice Heinecke, Execqtive,Secretary May 20, 1996 Community Recreation Board Update Councilmember Roger Holmgren is our city representative on the Community Recreation Board. At this May 20 City Council meeting, Roger is scheduled to update the Council on the April and May Recreation Board meetings, and, in general, on the spring/summer planned Community Recreation activities. s:\council\comrecup.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Dayton - Elk River ~ Hassan ~ lSD 728 - Livonia ~ Otsego ~ Rogers ~ Zimmerman Board At: Otsego City Hall Date: May 30, 1996 Time: 6:30 pm Agenda: - Welcome and Introductions - Report on results of the Youth Summit (these results will help us to better provide yOuth recreational opportunities.) - Report on past achievements and future directions Appetizers and Beverage will be provided 5/9/96 Community Recreation Board Staff Report 5/13/96 Programming: - Current / Recent Activities: The winter program is complete and the spring time opportunities aro in progress. By the end of this springs program we will have served 1200 registered participants over the winter spring season The summer brochure was delivered to all aroa household on Wed. May 8th. Registration begins in Rogers and Zimmerman on May 16th and in Elk River on May 18th. The phone lines have already been busy enquiring about the events as planned. The following is a peak at what we are planning for this summer as similar to past offerings: "Ride the Rec Bus", SPORT, Short SPORT, pro-school fun, basketball camps, tennis, football camp, youth golf, track and field, soccer camp, strength conditioning, open gyms, gymnastics, entertainment in parks, safety camp, Twins game outings, T-ball. The following aro new programs that we aro planning to implement as a part of this summers activities: Termite T-ball, T- ball offerings in Dayton and Otsego, Soccer camps in Rogers and Elk River aroa, Activity in conjunction with entertainment in the park programming, special events at Vandenberge for access to the pool and possible concession arrangements, 3 on 3 basketball for teens, late night open gyms, youth sand volleyball clinics / league, and Start Smart & Pillo Polo (two new programs recently implemented that have been well received ) We are also planning with several community festival organizing committee's, assisting with planning and supporting events as part of those festivals. This summers program that offers transportation service has been expanded and will be involving a Community Education component as well. Together CE and Comm. Rec. have solicited approx. $3500 from a vadety of community service organizations to help underwrite the cost of transportation. We have been busy recruiting summer staff. We expect to be employing approx. 30 staff persons who will conclusively serve approx. 2500 hours. Miscellaneous Updates: - Youth Needs: As reported the past several 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. This focus group type study took place on March 12th and 15th. 90 Junior High students took part. Planning is on-going for the report of the findings from the "Youth Summit" that will be given at our Annual Meeting on May 30th. - Youth Association CO-op: Their seasons are underway. Our office is quite busy with managing the scheduled use and maintenance requirements. - The 1995 annual report is complete and has thus far been presented to the City of Elk River and to the Community Youth Task Force. I will be presenting the report to all participating communities in the coming weeks. - The past weeks have been busy meeting with community organizations soliciting funding support for the Ride the Rec program. We have raised nearly $3500. - I have been continuing to work with the city of Elk River and the youth associations on their planning for some athletic field developments slated to begin construction this spring. This project is attempting to involve the associations as partners in helping to raise funds to develop. - Assisting the city of Elk River with the prospect of a cooperative project with a private amateur sports organization looking to build a 48,000 square foot indoor sports arena. This prospect is still in progress. Our office has been relied on as part of understanding how the "whole Community" could benefit from this proposal as a recreational resource to the 4/17/96 Community Recreation Board Staff Report 4/22/96 Programming: - Current'/Recent Activities: The winter program is complete and the spring time opportunities are in progress. By the end of this springs program we will have served 1200 registered participants over the winter spring season The summer brochure has left for the printer on Friday Apd119th. The brochure will be delivered on May 8th, with registration beginning in Rogers and Zimmerman on May 16th and in Elk River on May 18th. The following is a peak at what we are planning for this summer as similar to past offerings: "Ride the Rec BUs", SPORT, Short SPORT, pre-school fun, basketball camps, tennis, football camp, youth golf, track and field, soccer camp, strength conditioning, open gyms, gymnastics, entertainment in parks, safety camp, Twins game outings, T-ball. The following are new programs that we are planning to implement as a part of this summers activities: Termite T-ball, T- ball offerings in Dayton and Otsego, Soccer camps in Rogers and Elk River area, Activity in conjunction with entertainment in the park programming, special events at Vandenberge for access to the pool and possible concession arrangements, 3 on 3 basketball for teens, late night open gyms, youth sand volleyball clinics / league, and Start Smart & Pillo Polo (two new programs recently implemented that have been well received ) We have been meeting with various community organizations throughout the region to solicit funding support to allow us to expand our transportation service for summer programming. This program has been expanded and is now involving Comm. Ed. involvement as well. Miscellaneous Updates: - Youth Needs: As reported the past several 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. This focus group type study took place on March 12th and 15th. 90 Junior High students took part. The results will be compiled and put together and reported to the community later this Spring. The "Youth Summit was completed and the report tp the community is scheduled to take par/as part of the Community Recreation Board annual meeting that is scheduled for May. This was a very worthwhile project. - Youth Association Co-op: Work with this group is reaching a fevedsh pace as they are nearly ready to begin their programs. -Other Business: - The 1995 annual report is complete and has thus far been presented to the City of Elk River and to the Community Youth Task Force. I will be presenting the report to all participating communities in the coming weeks. - The past weeks have been busy meeting with community organizations soliciting funding support for the Ride the Rec program. - I have been continuing to work with the city of Elk River and the youth associations on their planning for some athletic field developments slated to begin construction this spring. - Assisting the city of Elk River with the prospect of a cooperative project with a private amateur sports organization looking to build a 48,000 square foot indoor sports arena. - Preparations for outdoor facility use and maintenance requirements - Community Recreation held a very successful easter egg hunt in cooperation with the Otsego Park Commission. Nearly 200 participants were involved. 4/18/96 RECREATIONAL PROGRAMMING REQUIREMENTS The following outline illustrates the tasks required with the administration of recreational activities. I. Development of programs / activities: May consist of any one, or combination of the following listed factors: * Feedback (verbal or written on evaluation) * Based on current trends * Based on needs of the community * Idea generation with the community ( park commission, individual leaders, other agencies, etc.) * Based on professional judgement and knowledge * Based on demand * Based on resources available (financial and human) II. Planning and organizational requirements- * Fee determination * Facility arrangements * Equipment requirements / arrangements * Staff needs / recruitment * Determine program limits- How many participants / teams, etc. can you serve? II1. Promotion requirements: ' Determine sources available ( brochure, ads, PSA's, flyers, etc. Can be costly if poorly executed ) ' Determine how will it be distributed * Prepare your front line answer person (program secretary, receptionist) with the necessary info. IV. Elements of the registration process: * Determine when registration begins * Determine where to hold the registration * Determine the hours and methods available for receiving registration * Determine staffing for registration * Adequate preparation of training and info. for the registrars assisting V. Program implementation and operational procedures. * Staff recruitment and training * Communication and supervision of program staff * Determine process for decisions, ( cancellation due to weather, Iow registration, etc. ) * Determine process (who is responsible?) for dealing with troubleshooting VI. Evaluation and reporting: * How to administer the evaluation * Determine how to act on suggestions and who is responsible. * Program accounting requirements * Participant data requirements COMMUNITY RECREATION BOARD Minutes Fr: 5/30/95 Attendance: J. Asfahl- Co. Rec., Ty Bischoff - Dist. 728, S. Slater - Dayton, R. Black - City of Otsego, G. Eitel - City of Rogers, Roy Johnson - Livonia Township,, R. Holmgren - City of Elk River, Jack Hines - Hassan. Guests: Larry Fournier - Otsego Council member, Suzanne Ackerman- Otsego Council member Chair - Ron Black called the meeting to order at 7:00 pm A. Routine matters: 1 .) Approval of past minutes: Motion by from 4/10/95. Motion carried. R. Black seconded by G. Eitel to approve the minutes 2.) Agenda changes/additions: JA added one item under the personnel report. 3.) Staff Reports: 3.1) Personnel matters: On a motion by R. Johnson, seconded by T. Bischoff the following appointments were recommended for approval: Rae Ann Hanson - Secretary and Michele Bergh - Program Specialist. Motion carried. This recommendation will be sent to the City of Otsego for formal hire, as they serve as the official employer for Community Recreation administrative support staff. 3.2) Summer Programs: JA reported that registration for summer is underway and that it appears to be a very busy summer. JA projects to receive approx. 1800 registrations. Long Range Planning The following areas were discussed as being important to our future direction: - Programming: what are appropriate recreation programs that we are to administer for the community. JA was asked to research other municipal recreation programs to get a broad understanding of their program parameters and relationship to CE programming in their community. After we determine our possibilities we will then plan to meet and communicate with CE to avoid duplication and misunderstanding. - Support Staff: JA shared imminent need for increased secretarial coverage to full time. Options appear to be either one full time or two part time in a job share. JA was asked to present the alternatives, etc. to the full board at a future meeting. JA also asked the board to begin considering what they desire" make-up" of future staff and their skills. JA beleifves that we should become as diverse and varied in expertise, skill, etc. as possible. JA beleibves that we could identify and target those skills and make certain that our selection of staff fit the plan. - Office/Locations/Hours: Discussion revolved around our office space needs. JA was asked to present our immediate needs and report this to the Recreation Board, and then the Recreation Board can approach and inform the School Board of our need so that our consideration does not get overlooked when determining all of their space needs. It was understood that our goal is to be housed with good proximity to CE to allow for consumer convenience and also for economy of scale principles. Discussion also was held about future consideration of sattelite offices and extended hours beyond the normal business hours. JA was asked to consider a strategy to accomplish this and to research the likelihood of space available in the City offices of those communities in which we would like to increase our accessibility for convenience. - Marketing / Brochure: Discussion revolved around identifying ways in which our program could glean a clearer identity from our brochure advertising. Some of the suggestions were: a cover within the cover, different pdnt color, a perforation to allow separation, (brochure within a brochure), reverse the page ( upside down), shade or color the page edges or comers. It was also suggested that we should research and consider how we can distribute the brochure to the portions of participating communities that are not within the 728 boundaries. It was understood that our funding formula currently only considers the 728 boundary and this would be an additional cost. If the cost becomes significant, this cost could be covered and adjusted in the formula to those communities that would receive the benefit of their full community coverage. - Need for a region wide facilities plan: The city of Elk River is beginning to need to make some decisions about what types of facilities to develop (athletic fields) and they would be more comfortable knowing that there is a regional plan / vision/communication of what other communities plan to develop and to also make certain that the needs will be met with what is planned to be developed rather than over building or building the wrong types of facilities. Most communities within our region have a comprehensive plan, but it was understood that clearer communication and regional planning considerations need to be addressed. It was thought to be a good idea that the administrators of the area communities get together and discuss some strategies. It was also suggested that JA provide some data to these administrators with regard to current and expected needs, etc. JA beleives that we have a role in establishing such a plan and that lack of any such efforts will only make future decisions in each community more difficult and controversial. Facilities in this region get utilized by constituents of a number of communities that make up this regional area and the programs that utilize them recognize no boundariies. They serve the region. Motion at 9:10 pm to adjourn by Gary Eitel and seconded by Roy Johnson, Motion carried. Respectfully Submitted, The next meeting will take place on Monday June 19, 1995 - 11:45 am at the Happy Chef in Rogers. 4/22/96 COMMUNITY RECREATION BOARD Minutes Fr. 4/22/96 Attendance: J. Asfahl- Comm. Rec., Doug Thompson - Hassan Township, S.Borders - City of Dayton, R. Holmgren - City of Elk River, G. Eitel - City of Rogers, Vern Heidner - City of Otsego, J. Gongoll - lSD 728, Representatives absent: Zimmerman, Livonia Chair - Roger Holmgren called the meeting to order at 12:00 pm. A. Routine matters: 1 .) Approval of oast minutes: The minutes from 3/18/96 were approved on a motion by, J. Gongoll seconded by G. Eitel. Motion Carded. 2.) Agenda changes/additions: None 3.) Staff Reports: 3.A) Office Plan Update: JA asked Jeff Gongoll to report what he knew as to where the district was at at this time pertaining to future CE Center office space. Apparently the distdct is considering pumhasing the County Admin. building and that some offers are being considered to sell the D.O. 3.B) Summer programming: JA reviewed a sampling of what this years summer recreational activities will be. A sample list was provided with today's written staff report. 3. Annual Report: JA distributed copies and briskly reviewed the report. Thus far he has made presentations to the Elk River City Council and the Community Youth Task Force. JA will be presenting to all communities in the coming weeks. B. Items of Information / Discussion: B.1) Annual Meeting Organization: On a motion by Gary Eitel, seconded by Jeff Gongoll the 1996 Annual meeting will take place on Thursday May 30, 1996 at Otsego City Hall. 7:00 pm start. Motion Carried. B. 2) Committee Assignments / Objectives: JA distributed the Board and Committee Roster and Responsibilities list as a piece of working information. All committee assignments are 'at large" in position. (There is no chair, etc.) B. 3) Review of necessary tasks and responsibilities associated with recreation and park activities: JA reviewed the process, considerations and responsibilities that the Community Recreation office is responsible for. The Board noted that this is good information and that its' understanding and communication needs to continue. JA will make this a part of his information shared to the communities at their upcoming Annual Report presentations. (A copy has been attached with these minutes) B.4) Review of Program Staff Manual: This was the second review of this document. It was suggested that our process for handling our reporting of accident reports be included in this manual as well. It was also suggested that this manual be shared with the "Tasks and Responsibilities" information that was just reviewed. Motion at 1:05 pm to adjourn by Doug Thompson, seconded by Gary Eitel. Motion carried. Respectfully Submitted, Next Meeting to take place on: Monday May 13th - 11:45. Happy Chef - Rogers Mn. 4/18/96 RECREATIONAL PROGRAMMING REQUIREMENTS The following outline illustrates the tasks required with the administration of recreational activities. I. Development of programs / activities: May consist of any one, or combination of the following listed factors: * Feedback (verbal or written on evaluation) * Based on current trends * Based on needs of the community * Idea generation with the community ( park commission, individual leaders, other agencies, etc.) * Based on professional judgement and knowledge * Based on demand * Based on resources available (financial and human) II. Planning and orc~anizational requirements: * Fee determination * Facility arrangements * Equipment requirements / arrangements * Staff needs / recruitment * Determine program limits- How many participants / teams, etc. can you serve? III. Promotion requirements: * Determine sources available ( brochure, ads, PSA's, flyers, etc. Can be costly if poorly executed ) * Determine how will it be distributed * Prepare your front line answer person (program secretary, receptionist) with the necessary info. IV. Elements of the registration process: * Determine when registration begins * Determine where to hold the registration * Determine the hours and methods available for receiving registration * Determine staffing for registration * Adequate preparation of training and info. for the registrars assisting V. Program implementation and operational procedures: * Staff recruitment and training * Communication and supervision of program staff * Determine process for decisions, ( cancellation due to weather, Iow registration, etc. ) * Determine process (who is responsible?) for dealing with troubleshooting VI. Evaluation and reportinq: * How to administer the evaluation * Determine how to act on suggestions and who is responsible. * Program accounting requirements * Participant data requirements 3/18/96 COMMUNITY RECREATION BOARD Minutes Fr: 3/18/96 Attendance: J. Asfahl- Comm. Rec., Doug Thompson - Hassan Township, S. Slater - City of Dayton, R. Holmgren - City of Elk River, C. Blesener - Comm. Ed., R. Johnson, Livonia Township, G. Eitel - City of Rogers, Vem Heidner - City of Otsego, J. Gongoll - lSD 728, C. McNaughton-Commers - CE, Representatives absent: Zimmerman, Chair - Roger Holmgren called the meeting to order at 12:00 pm. A. Routine matters: 1 .) Approval of past minutes: The minutes from 2/12/96 were approved on a motion by R. Johnson, seconded by J. Gongoll. Motion Carried. 2.) Agenda changes/additions: Chair Roger Holmgren asked that all future meetings be set to allow your lunch order at 11:45 - Noon, and the meeting to begin at Noon sharp. All agreed. 3.) Staff Reports: J. Asfahl handed out his staff report and briefly reviewed several points of emphasis. J. Asfahl also shared that his mother has taken ill and he has been away from the office occasionaly the past three weeks, and that similar demands on his time may continue for a few weeks ahead. B. Items of Information / Discussion: B.1) 'Committee assignments / appointments: Roger Holmgren accepted the position of - Chair, with Roy Johnson remaining as Vice-Chair. The following committee appointments were selected: Personnel: Roger Holmgren & Gary Eitel. Budget: Gary Eitel & Doug Thompson. Transportation: Vern Heidner & Jeff Gongoll. JA was asked to prepare a listing of the committees and responsibilities. B. 2) Annual Meeting: The Board agreed to host our Annual Meeting in May with our agenda to include: Recognition, to host the report to the community the findings of the "Youth Summit", and to report on our recent achievements and goals for '96. JA will come with a recommendation of the meeting format, date, and site selection at our April meeting. B. 3) Office Plan Update: Charlie Blesener reported that it appears that the most recent scenario of a shared facility with the CE Center and the ALC has been dismissed. JA and CB will report more information when available. B.4) 1995 Program Participation Data: JA presented the 1995 data on recreation program participation and program offerings with a breakdown of participation/offerings available by community. B.5) "First Review" of Program Staff Manual: JA reviewed the application,orientation process and manual under consideration for implementation for use. It was suggested that each member take some time to review the manual and bring your comments/suggestions to the next meeting. Motion at 1:15 pm to adjourn by Roy Johnson, seconded by Jeff GongolL Motion carried, Respectfully Submitted, /! Next Meeting to take place on: Monday April 22 - 11:45. Happy Chef - Rogers Mn. 4/96 Officer & Committee Roster Responsibilities Officers: Effective February 1996 Chair, Roger Holmgren Vice - Chair, Roy Johnson Secretary, Staff Responsibilities: The following positions to be considered and nominated by the Board each new year. Chair, Vice-chair, Secretary. To serve at the pleasure of the Board. Officer duties: Chair- Lead meetings, act as bd. official at appropriate functions, perform official duties as they arise, set or assign staff to set agendas, appoint committees, official signatory of any documents Vice Chair - Act as chair in chairs' absence Secretary- Record meetings Personnel Committee: Effective March 1996 Chair, Gary Eitel Roger Holmgren Responsibilities: - Perform administrative staff evaluations and recommend accordingly. - Advise and recommend necessary personnel policy. - Advise any matters related to personnel. Budget Committee: Effective March 1996 Gary Eitel Doug Thompson Staff Responsibilities: - Prepare and recommend administrative annual budget. - General budget planning. - Advise any budgetary matters. Transportation Committee: Effective March 1996 Vern Heidner Jeff Gongoll Staff Responsibilities: - Evaluate current methods of provision of transportation to programming. - Research / recommend new methods. Council votes to stay in area recreation pact City could still drop out in 1997 by Tracie Wivoda Staff writer The Zln~merman City Council recently voted !*to continue participa- tion for 1996 in the seven- community joint powers recreation systen~ . "It was no mystery that they (the Jeff A~fahl. 'council) had some concern as to the value of the program to the com- munity,". - Community Recreation Director Jeff'. As£ahl said. ~I was happy that they decided to continue for 1996, anal see it as an oppor0mity for us tn contin- ue to prove tn them that they are getting good value .for their money." Although council members voted to mainfaln the agre~ ment for 1996, they also voted tn make a decision by. June i in order to give prop: er notification if the agree- ment will not be continued for 1997. The council instructed Clerk Nelda Remus to look into the cost of alternatives. In addition, they asked As£ahl to provide 1997 pro- jections for community recre- ation- These reports are tn be presented in May for a deci- sion regarding the continu- ing of the agreement for 1997. Council Member Dick Lenz said at the meeting that he feels the cost of the program is rising at an alarming rate. Asfahl reported that the increases in the past have been 3 to 5 percent annually, with the exception of 1996 which saw a significant increase. He reported that the Community Recreation Board felt that the direction they wanted to go jus~fied the increase. In addition, Asfahl told council members that he could not change the partici- pation figures to make them look different. The budget for the Community Recreation Board is set by the board members, and .is based on their belief in the program and the benefits received from it. He said that of the eight participants in the. joint powers agreement, seven of them give their full support to the progranL Asfahl also reported that the personnel commit-tee put in place a strategy so that no community Would have that. large an increase again. He reported t. hat he has learned through conferences t. hat research has shown that for the value of the spent, the dollars go a long way. He also said that the department is a clearing- house for. other activities within the community. - The Community Recreation Program provides a r~creation director for the area comprised of Elk River, Otsego, Dayton, Rogers, Zirnmerman plus Livonia and Hassan townships. "All of the cities and tewn- ships participating have investigated what it fakes tn have a professional depart- ment provide and administer a recreation program and know f. hat the joint powers agreement is a good value for their money, and thags why they're participaflng in the agreement," Asfahi said. "itYs beneficial for communi- ties to work together and coordinate recreation needs. Each community has the same concern.., by doing it jointly, it's much cheaper than doing it on their own. "I feel it would be unafford- able for Zimmermau to pro- vide recreation on their own, and unwise because of the Recreation tv page 2 Recreation Continued from pa~e 1 the 'region-] concerns," Asr. hi added. ~If they delve into it as extensively as we do, I don't feel they can do it affordably on their own" According to Asfahl, a lot of administration ~ime goes. into providing recreation, includin~ desi~nln~ the pro- gz'.m, ~ and tr. ining s~ arr.-~o~ng use.of facili- ties, arranging or purchas: lng supplies, advertising the progrsm% set, ing ..nd col- lecting fees, refunding fees, monitoring registration, first aid orientation, and om "These are all ~.hlngs that our office provides that are behind the scenes,"- he s~id. ~Providing public recreation is serious business if you do it correctly. You're setting yourself up for problems if ifs run on a shoestring. wi believe' ~h.t they can't afford not to participate with ali Be oder cities," he continued. ~The risks far outweigh the par~.'cipant cost. "Some concerns come/?om ~he budget being raised, but" we believe the budget is fair ' · .nd just and will provide a good economical ..value," he said. Last year, the city of Zimmerrn. n 'paid $4,773 for · the administration of the recreation program_ For this year, the cost to the city has been increased to $7,038. The increased costs are due to s.l.ry increases and increasing the part-time sec- retary to full ~Jme. Asfgh! feels 'that the increased staff will result in more activities for Zimmerman youngsters. Last year the progr, ms offered in Zimrnermzn and Livonia were o_pen, gyms, pre-school fun, Just 4 Fun, ou~;gs, Fantastic Fridays, basketball c-raps, tennis gyrnn-sticS~ skating lessons, Pillo'Polo, T-Ball, Penny Carnivals, S.P.O.R.T., ~Ride the Rec Bus" and sdsvenger hunts. For those events Asf-hl arr-nged the facilities, hired the s~s~ .nd. administered the progr~m~. :' · "rd really like residents to inform their council mem- bers ~.h.t they appreciate the services we provide and would like them to cont~n-: ue," Asfabl said. "I believe that the program is a good value, and that they will come to learn the ssme. We're going to' continue to work hsrd for the city of Zimmerman and its resi- dents