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4.3. SR 03-17-2003MEMORANDUM Item #4.3. TO: FROM: DATE: SUBJECT: Mayor and City Council Stephen Rohlf, Building and Zoning Administrator March 19, 2003 Request for Landfill Abatement Funds by the Boys and Girls Club The Boys and Girls Club of Elk River is requesting a $36,500 grant from the city to help fund their Recycling/Environmental Program. The proposed source for this money is the city's Landfill Abatement Funds. The uses to which the city may devote its Landfill Abatement Funds are defined by State Statute. If the state were to determine the city's use of these funds did not meet the directives found in the Statute, the monies spent would be required to be replaced, presumably from the general fund. Consequently, this makes staff very cautions with the use of these funds. The city awarded a similar grant to the Boys and Girls Club in 2001 and again in 2002. Attached is a letter from Duane Howard, Executive Director of the Boys and Girls Club, dated February 24, 2003. Included with Mr. Howard's letter is an accounting of how the city's grant was used in 2002, which includes many worthwhile programs regarding recycling. Mr. Howard also outlines a number of other environmental programs unrelated to landfill abatement. Although wonderful programs, in staff's opinion they do not meet the definition of landfill abatement and, therefore, do not qualify for the use of landfill abatement funds. That said, staff feels there are enough components to their programs that do qualify as landfill abatement to award their request, if the Council so chooses. It should be noted that the original city grant was not necessarily meant to be ongoing funding for the Boys and Girls Club. Circumstances regarding Landfill Abatement Funds are subject to change and the city may not be in a posidon to keep awarding this grant. Staff recommends the Elk River City Council award the Boys and Girls Club of Elk River a grant in the amount of $36,500 to be used for the purposes of landfill abatement education under the follow conditions: The Boys and Girls Club provide a complete accounting of how the grant monies were used in 2003 on or before January 31, 2004. Any money not used for the purpose of landfill abatement education be paid back to the city on or before January 31, 2004. February24,2003 Ms. Lori Johnson City of Elk River 13065 Orono Parkway Elk River, MN 55330 RE: Landfill Abatement Fund Request Dear Ms. Johnson; First, thank you for all your help and interest in the Boys and Girls Club of Elk River. Environmental teaching and recycling has been an integral part of our educational teaching at the Club. It has not only served as an important knowledge base for our youth, but learning about these environmental processes has been exciting as well. The Boys & Girls Club of Elk River, respectfully request the funds granted by the City Council in the amount of $36,500 to be used for our Recycling Environmental Education Program from the Landfill Abatement Account. The partnership with our Club on this portion of our programming budget is a great support from the City. The collaboration is important to us, but it is also a wonderful and positive effort in community relations between the City, Club, and community entities. We serve over a 1000 members within the Club, and we also serve over 1000 other youth in the community in various capacities. Many community organizations use the facilities for meetings and activities, as we try and build good public relations with convenience in using the Club. Some of the environmental and educational projects build a lot of needed confidence for kids. A few days ago a parent told me that her teenager is somewhat handicapped - gets teased in school, but when she comes to the Club, she is able to play and be active with all ages, and she eagerly looks forward to each afternoon here. The Mom said the Club has greatly enriched her child's hfe, and thus made life enjoyable for the whole family. Enclosed are procedural and specifics; if there is any further information you need from our Club, please contact me at 763-241-5000. I will be happy to gather any materials needed. Sincerely, Duane Howard - Executive Director BOYS 8~ GIHLS CLUB OF ELK RIVER www.bgcer, org E.R. Lions Park Unit 905 6th Street NW Elk River, MN 55330 Tel. 763-241-5000 Fax 763-274-2197 e-maihbgcer @ sherbtel.net Zimmerman Unit 12976 Fremont Avenue Zimmerman, MN 55398 Tel. 763-856-5000 e-mail:bgcz @ sherbtel.net Executive Committee: Todd Piaisted President Laurie Kerr Vice President Bruce Bromen Treasurer Don Heinzman Secretary Board of Directors: Bruce Anderson John Babcock Jim Barthel Jeff Beahen Linda Braun Don Carlson Deb Dehn Jayne Dietz Harold Gramstad Roger Hebeisen Nelda Remus Daryl Thompson John Weicht Executive Director: Duane Howard A United Way Supported Agency Environmental Programs and Hours of Service for 2002 Enclosed are budgets and accounting sheets that show details of the Club Environmental Education. Jaydee Jones was hired as a full time environmental specialist for 2002, but ended her employment before July 1. Her salary paid was $13,884, but environmental activities continued with new staff. My enclosed budget shows staff positions and their time with environmental/recycling activities. Personally, I dedicate 5 percent of my salary to environmental commitments (writing this grant is just one example). I play an active part in the development of programs at the Club, and I am quite qualified in education. I have graduate degrees in education, and I also have a licensure in Science. I help our staff with a lot of ideas and projects. Kate Johnson is another main educator in the environmental areas. Although, Ms. Johnson is an excellent artist in the environmental area, she also has other credentials and interests in recycling and environmental issues. She belongs to the National Wildlife Federation as well as other environmental committees. Jessi Peterson helps the total staff with environmental teaching in both Elk river and Zimmerman. Our 2002 expenses in environmental education was $46,624. We enjoy teaching about nature and environmental issues. Our staff Computer specialist has kids taking older computers apart, then takes the best from each to make workable computers. The unusable parts and old computers are then recycled; the kids get to keep their newly created computer! We are also in the process of collecting discarded laser printer cartridges and ink jet cartridges, and recycle them, which brings a bit of revenue. Environmental units of service, Zimmerman Unit: 289 Environmental units of service, Lion's Park Unit: 4251 Including: Ultimate Journey: This program leads club members ages 6-12 on a fun filled journey into the beautiful and amazing world of plants and animals. Through participation in discovery-based activities, young people develop an awareness of the environment and acquire a better understanding of how human actions affect nature. Earth Kids: This weekly Club was designed for children to dig deep into the dirt of our planets environmental issues. Enviro Art: This program is designed to let children create art with recycled products. The children can also create some things that bring interest to the earth. The members will learn how to recognize an environmentally friendly form of an along with ways to reduce and re-use. With this artwork the members will be able to share and express their concerns for the environment. Planet Theater: This program teaches and entertains members with environmental video, music, etc. Adopt-A-Sphere: 'Think globally, act locally' is the main topic in this hour. This program runs on Monday's 3:00-4:00, Wednesday's 4:00-5:00, and Thursday's 5:00-6:00 p.m. Caring Kids Can: Reduce, re-use, and recycle is the topic of activities using educational materials and games. Pick-A-Pet: Kids love endangered animals and the causes behind the problem, and it is an attention getter for environmental issues. Energize Eco Wise: How can we help our planet? Let's get motivated to act on environmental issues like recycling and alternative energy to national environmental organizations. Early Bird "walk around the park" 2-3 hours a week x 12 weeks Members of the Early Bird Club would take nature walks around the park in the morning. Members would observe nature, discuss the animals they saw and pick up litter on the way. Walking Club: 3 hours a week x 10 weeks Members of the summer Walking Club met three times a week for 10 weeks during the summer. Members kept track of their laps around the park and weekly totals were charted. During the walk, members would observe and discuss the weather, nature, and the animals that are in the park. While walking on the trails, members would pick up litter and recycle it if possible or throw it in the garbage. Outdoor Clean-up 2-4 hours, Zimmerman Unit Twice during the summer, members from the Zimmerman Unit participated in an outdoor clean-up. Members picked up trash in the parking lot as well as the fields near the Club. Staff facilitated this clean up and helped members located the areas that needed their attention while stressing the importance of recycling. Cans for Kids (Sherburne county parade, Zimmerman fair) Our Cans for Kids trailer collects aluminum cans for recycling year round. The trailer's permanent home is in the parking lot at the Lion's Park Unit. The trailer travels to different community events during the year. Last summer it spent a weekend at the Zimmerman Wild West Days. Zimmerman residents could throw their empty cans in the trailer while walking around the fair. Club members walked along side the trailer during the Sherburne County Parade. These types of community events help to promote not only the Club, but also the importance of recycling to thousands of community members. Photography Club (nature photos, visit to a horse farm) 6-10 hours One of the Club most popular programs last year was the Photography Club. Members of this Club had the opportunity to walk around Elk River and take photographs of various things, including flowers, plants, animals and the river. Members of the Club took a trip to a farm to photograph horses and other animals. 2002 ENVIRONMENT SALARIES EXECUTIVE DIRECTOR 5% ASS"T DIR.-FUNDING DIR 12% PROGRAM DIR. - Ed. Coord 10°,4 ENVIRONMENTAL SPECIALIST EDUCATION TEACHER ZIM 20c EDUCATION TEACHER ER 20% EARLY B. ~ STAFF ASS'T 15% OTHR MISC. STAFF 1,586 3,480 2,938 13,884 4,800 3,653 1,286 866 BENEFITS FICA WORKERS COMP UNEMPLOYMENT MEDICARE MEDICAL DENTAL & VISION LIFE INSURANCE RETIREMENT DISABILITY INSURANCE AUTOMOBILE 1,998 34O 25O 815 5,947 260 150 1,450 25O 150 BUDGET 32,493 PROGRAM SUPPLIES ENVIRONMENTAL EDUCATION POSTAGE PRINTING ADMINISTRATION ADVERTISING AWARDS BACKGROUND CHECKS DUES & SUBSCRIPTIONS PROP. INS. SECURITY SYSTEM PROFESSIONAL FEES LICENSES & PERMITS COPIER MAINTENANCE INTEREST COMPUTER PROG UTILITIES TELEPHONE INTERNET ELECTRIC TRASH 175 55 6O lO0 35 5O 2OO 231 2O 5O 10 90 173 152 29O 35 35O 75 11,610 290 1,111 H EAT TRAINING TRANSPORTATION CONSULTATION 250 1,000 10 100 10 2002 ENVIRONMENTAL BUDGET 46,624 10:32 AM 02125103 Accrual Basis Boys & Girls Club of Elk River Profit & Loss January through December 2002 ~ __ ~Jan -~O~ 02 Special E ve~tt~ ~ Food Sales~ J 344.73 Halloween Par~ J 36.00 Swimming ~ ~ 9.00 Teen Night ~ J 20.00 Tw,.s Oame ~ J _~ ~0 To~l Spec~l ~ ~ ~ 94~ To~, Pr~rams ~ ~ 11,147~4 Rebates ~ ~ 73.49 Reimbursed E~nses ~ 638.25 Room R~ ~ 14,795~0 Total Inco~ ~ 310,408.79 Expense Administration Advertising 972.59 Awards 369.47 Bank Service Charges -0.81 Miscellaneous 33.00 Office Supplies Computer Programs 1,477.61 Equipment 0.00 Misc Office Supplies 190.20 Office Supplies - Other 152.57 Total Office Supplies 1,820.38 Postage and Delivery 903.44 Printing and Reproduction 855.55 Professional Fees Accounting 1,300.00 Legal Fees 75.00 Total Professional Fees 1,375.00 Security 1,174.82 Shirts-expense 493.30 Administration - Other 90.00 Total Administration 8,086.74 Page 10:32 AM 02~25~03 Accrual Basis Boys & Girls Club of Elk River Profit & Loss January through December 2002 Benefits Automobile Expense Dental & Vision Life Insurance Long Term Disability Medical Insurance Short Term Disability Training Benefits - Other Total Benefits Conferences Dues and Subscriptions Chamber of Commerce Total Dues and Subscriptions Fund Raisers-expenses A Taste of the Holidays Booster Club event Christmas Party/Auction Contract Services Cut-aothon Golf Tournament Krispy Kreme Fundraiser School Dist payroll deductions Total Fund Raisers-expenses Insurance Workers Compenation Total Insurance Interest Expense Line of credit interest Loan Interest Interest Expense - Other Total Interest Expense License & Permits Maintenance Repairs Equipment Repairs Total Repairs Services Supplies Maintenance - Other Total Maintenance Jan - Dec 02 1,579.50 1,112.58 547.64 339.86 15,427.11 310.00 2,508.35 0.00 21,825.04 -900.00 125.00 125.00 472.23 89.37 240.26 257.50 500.00 61.76 1,613.50 238.27 3,472.89 11,581.25 11,581.25 1,345.45 4,342.57 83.05 5,771.07 10.00 7.73 7.73 832.91 1,146.12 84.40 2,071.16 Page 10:32 AM 02125/03 Accrual Basis Boys & Girls Club of Elk River Profit & Loss January through December 2002 Payroll Expenses Gross Wages Total Payroll Expenses Payroll Taxes FICA FUTA Medicare SUI Total Payroll Taxes Program Expense Computer Room Cultural Arts Environmental Education Film Developing Lunch Program Postage & Delivery Printing & Reproduction Social Recreation Special Programs Total Program Expense Re-imbursables Supplies Office Operating Supplies - Other Total Supplies Travel & Ent Hotel Travel Travel & Ent - Other Total Travel & Ent Utilities Electric Propane Telephone Trash Total Utilities Jan - Dec 02 242,446.42 242,446.42 14,933.81 1,056.01 3,492.58 1,856.65 21,339.05 24.09 303.03 27.46 -P 143.68 360.06 493.56 690.63 667.5O 1,764.46 4,474.47 1,193.20 120.00 89.95 2.69 212.64 1,110.00 300.00 438.29 1,848.29 3,579.58 374.35 --/' 2,0t0.66 328.60 6,293.19 Page~ 10:32 AM 0,2125103 Accrual Basis Boys & Girls Club of Elk River Profit & Loss January through December 2002 Zimmerman Club Total Expense Net Onlinary Income Net Income Jan - Dec 02 1,428.89 331,279.30 -20,870.51 -20,870.$1 Page BOYS & GIRLS CLUB OF ELK RIVER SAMPLING OF PROGRAMS PHYSICAL EDUCATION 1. GYMNASIUM 1. NIKE P.L.A.Y. (Participating in the LiVes 6fAmericas Youth) - A series of programs designed for Club members to have fun, be physically active on a regular basis and develop a healthy life style. 2. INTERMURALS - Leagues for those that wish to developed certain skills and wish to use them in a competitive setting.: 3. INTRAMURAL - leagues involving different sports for those that wish to develop new skills in a safe and non-confi:ontive atmosphere. 4. AGE SENSATIVE - A multitude of different active games based on the age and expertise of the participants. .2. OUTDOOR 1. Active games, age semitive, in an outdoor setting. SOCIAL EDUCATION 1. ACTIVE GAMEs - Movement games for teaching social skills · 2. PASSIVE GAMES - Board games for one on one or small group interaction. 3. DROP IN ACTIVITIES - Games and activities that ate always there for those that wish to drop-in and participate without a planned agenda. 4. TOURNAMENTS - On-going challenges to improve and hone individual and group skills. 5. FAMII.y INTERACTION - Programs that involve the families as participants and or volunteers. 6. KIDS CAFI~ - After school snacks and long day lunch programs that the members help to prepare. CULTURAL EDUCATION 1. ARTS & CRAFTS - A continually changing agenda of activities to instill creativity and individuality. 2. MUSIC AND ARTS - Group and/or individual lessons and activities involving instruments, voice and acting 3. PHOTOGRAPHY - Group club that takes and develops their own pictures. They will participate in the National Photography Contest. 4. ART - Drawing, painting, sculpturing plus an appreciation of art. EDUCATION CENTER 1. POWER HOUR - Homework help program emphasizing adult child imeraction and tutoring with built-in additional incentives for the members. 2. SMART MOVES - Drag awareness program designed to provide the members with skills to interact and respond to peer pressure. 3. SMART GIRLS - A health, fitness, prevention/education and self-esteem enhancing program for girls. 4. PASSPORT TO MANHOOD- A program for young men ages 9-13 to help them identify there role in today's society with emphasis on positive role models 5. SCHOLARSHOP - An activity based program that helps young people identify their strengths, interests, potential career areas, collages and financial assistance to enhance their opportunity £or success. 6. COMPUTER LAB - Computer education, suPervised haternet access, homework help. 7. MOVIE NIGHT - Specially selected movies with a theme and popcorn to boot. 8. STORY HOUR- Adults telling or reading stories with interaction by the members. 9. GROUP CLUBS - An opportunity to create a club in areas of interest to each member. 1. KEYSTONE - A teen leadership program for youth ages 14 to 18. " Its goal is to promote leadership, citizenship and education. 2. TOURCH CLUB - A youth leadership program for youth ages 10 to 13 designed to promote citizenship and leadership. ENVIRO~AL EDUCATION 1. RECYCLING PROGRAM - Teaching young People to resPect the environment and learn about recycling. 2. GROUP CLUBS - Designed to give groups the opportunity to help the community by doing projects in the area of environmentalism in the community. 3. SCHOOL CIRICULUM - Develop an educational curriculum to share with the school district as well as our members. 4. COMMUNITY INVOLVEMENT - Attempts to get the community involved with environment issues and with young people, i.e. "seniors recycling for youth." GUIDANCE PROGRAMS 1. EDUCATIONAL COUNSELING 2. EMPLO~ COUNSELING AND ASSISTANCE 3. PROFESSIONAL HELP 4. INFORMAL COUNSELING - All staff will continually be counseling the members in accordance with our "youth strategy" program, channeling members to professional help if and when necessary. s. MORAL COMPASS - A program that emphasizes acceptable standards of living in our society. December 17, 2002 Dear Boys and Girls Club (Zimmerman Unit): My name is Katie Wells and [ am a teacher at Zimme/-rnan Junior High. just wanted to take a moment to say "thank you" for all you do in our community. Since you opened approximately a year and a half ago, [ hav~ heard nothing but rave reviews from the students who are members. Many of them talk about the fact you give them a safe place to be, and also about how much fun they have. [ run the After Class and Summer programs here in Zimmerman for Conununity Education, and many of our clientele overlap - I am very grateful (since our programs do not run every day after school) that my students have such a wonderful place to spend their time. [ also am grateful to you for partnering with our school to help with our 'homebound' students and their needs. This program would not have been possible for several boys if it weren't for yoUr generosity in sharing your facility with us. Thank you for making such a big difference in our community and in so many children's lives. You are appreciated!! Sincerely, Katie Wells ,Boys and Girls Club helps her kids I just Wanted to say thank you '.to; the people who brought the · i" concept of a Boys and Girls Club '. to Elk River. And then say an 'even bigger thank you'to all the work with the kids and ,, keep the club running.. · .~ Our,' community has been so i~.'lucky tb~ have a dedicated staff, willing to work with any kids, some who are very difficult at times, for only $15 a' year[ Parents can and do use this valu~ asset all year. I know it has ters have gotten free tutoring for school, they do work on the com- puters, create fun art projects from recycled things, do all sorts of arts and crafts, learn about other places in the world, play in the gym and the game room. They. can be social and learn manners, hoW to be respectful, and how to live life helping other people. The staff teach my kids to lis- ten, to make good decision~, and how to be productive. They go out made me a better employee and help others in our communi- plaeo, off tho streets, with lots of do know' I want my other kids to ~.flfings for kids~to_do. My daugh- be .able-to use this dub when they get old enough. I know I hope other people in the commu- nity support the club and know how great it is. Not very many communities have this to give their kids. We do. My oldest daughter looks for- ward to telling one of the staff · who ask every day, 'Wv'hat was ,the best thing that happened to you today?" This staff makes m~ child name a positive every day! I ask all of you in our communi- ty to do your part in supporting the Boys and Girls Club. I thank the staff and give them a huge pat on the back. They m/~ke this city a. better place to live. Sheila Isaacson, Elk River Pleading Paws' needs support area a second chance, but we need help! Citizens of our com- ' munity often tell us how impor- rant it is to them_ to have some sort of program in place to help the animals, yet finding anyone willing to help is almost impossi- ble! We have been told by very large and successful companies that they help too many groups now and don't want to "overwhelm" their customers with too many donation bins, or that they make money from their damaged goods and aren't willing to donate them, 6yen though they pride themselves on being a burliness who gives back to their commu- nity! we have asked to have %rees of love" in area bank~, and. we have been turned down. Why? People say advertise more so peo- ple know there is a pet rescue in their area. How can we when we can't get any support from large businesses? I wonder how many of these companies' employees or managers have themselves sur- rendered an animal, have adopt- ed a pet, or have complained about the stray dogs and' feral cats roaming their neighbor- hoods. -- Terresa Slusher, Zimmerman (Editor's note: For more informa- tion, contact Pleading Paws Pet Rescue at 763-856-3492, or write to P.O. Box 53, Zimmerman, MN 55398.) our community is known to have outstanding support for' organizations that help local citi- zens. However, it seems that one i:-segment of our community is consistently overlooked. I'm of members of our own namely our pets. Our area is not directly served by a humane society or animal -: shelter. Several organizations have been formed over the years to take in unclaimed animals and give them a chance at a lov- ing home, but have folded due to lack of community support. I am the president of Pleading ~Paws Pet Rescue (PPPR), an all- volunteer organization. We are .' .currently striving to give the. unclaimed stray animals of our 'Dollansky has great season December 7~ 2002 Holiday Christmas Wraooing A new shopping area in Coon Rapids approached the Club and offered us a chance to set up a table and wrap gifts for donations and hand out information on our Club at the same time. Jessi spent two hours at the table and did not wrap any gifts. Peg spent the remainder of the day at the table and wrap very few items but spent a great deal of time giving information about the Club and what we do to both individual and business shoppers. There was no revenue from the event but there was a lot of PR for the day. It may bring revenue in the future. I[ also allowed us to make another connection with a store in the Albertville Mall. Time will tell if it paid off. December l0t 2002 Memo~ Book/Memorial Gifts Doris & Dan Anderson gave the Club a gift in honor of some people that have died. They requested we start, a memory book and keep it in the Club as well as sending a notice to the families that the gifts were given in their loved ones names. Peg is taking care of putting this book together and sending out special cards to notify families. She will also send information to the newspaper about it and see if it can be better known in the community as an option for [he holiday season. December 10, 2002 Sponsor-a-Kid Tally $29.541.12 Our total aL [his point shows us at about 'a to our goal of $60,000. There is still time to send out informaL/on on this fund drive. There still may be businesses in outer areas-Ramsey, Anoka, Coon Rapids, Big Lake, etc. that Board members have connections to that have not been contacted. Please let Peg know if there is some other contacts for [he fund drive. Duane is working on a holiday mailing to send out, to parents for [he Sponsor-a-Kid drive. There may be a good response that comes in from that letter. Again, time will tell. December 10, 2002 Grant tally $161.650.00 This is the total revenue brought in this year from grants submitted. There are still a few grants out there that are pending. As information is received on those grants, we will continue to give updates. Special Events update November 20. 2002 Chamber after Hours The Club hosted Chamber after Hours-a gathering of business people at, a local business to do some networking and PR. Approximately 57 people at[ended [he event. - Don Carlson from Coborn's lined up food and drinks for the event. There were some door prizes offered. This was not an event to bring revenue in to the Club but it was for networking and putting our information out into the community. Many new contacts were made. Annual reports were given out as well as program overviews for the year. There were many new people in the Club getting tours and learning about what we do. December 4, 2002 A Taste of the Holidays $9,178.79 There is approximately $100 still due on silent auction items We had 103 people attend the event this year. We sold 7 corporate tables and 14 individual tickets. The silent auction brought in about $3,800. Ticket sales brought in about $5,320. People seemed much more relaxed this year. They spent more time out in the silent auction area and more time up and moving around rather than sitting in one place. Parking was still a bit of a problem but it was an improvement over last year. December 6~ 2002 Holiday Home Tour This money will be delivered to us next week. $2,000 The Holiday Home Tour is an event put on by Century gl Christian Realty each year. They offer a soup dinner and silent auction with holiday music. Once dinner was -: complete and results were given for the auction, people load buses (5) to go visit homes thai, were decorated inside for the holidays. Tickets for this event cost, The Club had to line up five homes to show. Jayne Dietz lined up two of the homes. Peg lined up two homes and Century gl lined up one home. We also have five houses' committed for next year with the stipulation that the money goes to the Boys & Girls Club again. We had [o provide 70 dozen holiday cookies to serve. We also had [o provide Christmas eD's. Peg went to the event and helped served dinner etc. ZOO'7 Incomc Total rcvcnue