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4.5. SR 03-17-2003MEMORANDUM TO: Mayor and City Council FROM: DATE: March 17, 1003C~" SUBJECT: YMCA Update Item 4.5. The most recent YMCA committee meeting was held on March 13, 2003 at 7:00 a.m. at Lions Park Center (LPC). I will provide an update to the City Council on activities discussed at this YMCA meeting. Attached for your information are the March 13, 2003 YMCA agenda, minutes from the January meeting, and some additional background information on YMCA activities and committees. S/Council/Pat/Updates/YMCA ELK RIVER YMCA FOUNDER'S COMMITTEE AGENDA Marchl3, 2003 7:00am LIONS PARK CENTER INFORMATIONAL ITEMS [21 Welcome I--I Opening thought rn Approve Minutes and Agenda REPORT ITEMS [] Committee Updates Program Committee Communication Committee Facility Committee Finance Committee [] Board Chair Report DISCUSSION ITEMS [] Next steps Bill Helliwell Joni Lawrence Bill Helliwell' Todd Schoffelman Ed Stoutenburg Mike Deschenes Nick Haidos Bill Helliwell Bill Helliwell UPCOMING EVENTS MATERIALS INCLUDED Community Board Meetings March 13, 2003 April 10, 2003 May 8, 2003 June 12, 2003 Committee Meetings [ZI Communication - 7:00am - NRG March 27, 2003 April 24, 2003 May 29, 2003 June 26, 2003 FI Program - 8:00am - Senior Center March 26, 2003 April 30, 2003 May 28, 2003 June 25, 2003 [] Elk River Chamber Expo - March 30, 2003 Fl Family Night - June 4, 2003 [] Agenda ~ January Minutes ELK RIVER FOUNDERS COMMITTEE MINUTES FOR THE MEETING OF JANUARY 16, 2003 ATTENDANCE: Keith Rosdahl, Todd Schoffelman, Ame Engstrom, Joni Lawrence, Rhonda Magnussen, Connie Gandrud, Patrick Klaers, Annette Deschenes, Mike Deschenes, Michele Bergh, Margaret Johnson, Mary Eberley, Loft Johnson, E.B. Stoutenburg IV, Bill Helliwell, Chad Lanners. TOPIC DISCUSSION ACTION Meeting called to order 7:05am Minutes approved Opening Thought Keith Rosdahl Chairman's Report Bill reviewed the Elk River YMCA successes of 2002 and the progress that has been made in the Bill Helliwell Publicity, Finance, Facilities, and Program Committees. He recalled the YMCA's interest in the Charter School. A venture that created challenges and generated conversation. Bill's plan for 2003 is to focus on a stronger organization. He wants to look at existing committees and strengthen them. Would like to install a vice-chair for each committee. Program Committee - Bill would like to see this committee focus on determining what the "needs" are in the Elk River community. Chad will follow up with a long-term program plan in his Director's Report. Publicity/Communication Committee: Bill asked for volunteers and support in finding a sponsor in order for the YMCA to participate in the Elk River Business Expo scheduled for March 30, 2003. Displays and volunteers will also be needed. Bill suggested the Communication Committee start exploring the possibility of a Speaker's Bureau and that set material be established for the speakers to present. Would also like to develop a "focus group" to identify people to meet with groups. It is important that the committee develop a list Of upcoming area special events. Facility Committee - The Facility Committee's most immediate challenge is to find a storefront location for this summer'S programs. Finance Committee - Bill would like the Finance committee to develop a list of potential contributors from local businesses, residents and foundations. They also need to look at fundraising for these three areas; capital, operations, and scholarships. Director's Report ' Our Holiday party was a success. All who attended had a great time. Chad Lanners ' Family Camp is now underway. It was held at Becker Community Center. Walter Bond was the guest speaker.) The participants had a great time. We are hoping for this to continue to grow. · Chad is a new committee member of FCC. He is attending monthly meetings at Handke school in conjunction with our current grants. · Chad and Ken Ebel met with Hennepin County in an effort to gain a better understanding of Social Services financing. · The Elk River Y received a $7,500 grant for the NYPUM program to run in Elk River this spring and summer. · Chad's potential summer and fall program opportunities include Day Camp, Overnight Camp and a potential tutoring program. One pressing goal is to find a storefront for upcoming summer programming. · The Elk River Business Expo is scheduled for March 30, 2003. We are looking for a potential sponsor to help with the $125.00 fee. Mary Eberley said she would find a sponsor. · Chad interviewed potential Board Committee volunteers, Bill and Mary Heck, and Wendy Simonsen. · The Facilities and Finance Committees are currently in a holding pattern. Marilyn Schumacher has offered her home for the Facilities Committee meetings. Both committees need to set times and dates. · If any Board member is currently not on a committee please identify yourself to a committee chairperson. We will be looking at the demographics of each committee. We are thinking of putting together a Founder's Committee info booklet. · Chad and Bill would like to meet with each committee Chair and set goals for the committees. Would also like to identify tasks that can be done outside the committee. New Initiatives Bill Helliwell will be meeting with past board chairs from the Southdale YMCA on January 22, Bill Helliwell 2003. He feels this will be a helpful step for him in getting organized. There will be a "task development session" on January 30, 2003 at 7:00am at NRG. Anyone is welcome to join. We will be developing a list of tasks that will be brought back to the Founder's Committee meeting and distributed. Next Meeting Thursday, February 13, 2003 PLEASE NOTE: THESE MINUTES ARE IN DRAFT FORM AND ARE NOT TO BE PUBLISHED IN ANY MANNER UNTIL THEY ARE APPROVED BY THE SHERBURNE COUNTY BOARD OF COMMISSIONERS. SHERBURNE COUNTY BOARD OF COMMISSIONERS WORKSHOP MEETING MINUTES January 23, 2003 The Sherburne County Board of Commissioners met in a Workshop session on January 23, 2003, at the Sherburne County Government Center in the City of Elk River, Mirmesota, with all Commissioners present. Call to order was at 8:38 a.m. followed by the Pledge of Allegiance. 1. The agenda was approved with the following addition: · Report on Area Planning Organization membership Bruce Anderson, Sheriff, Pat Cart, Jail Administrator, and Michelle Mareck, were present to provide an update on the jail. Sheriff Anderson presented information from a Legislative Hearing he attended on January 22, 2003, regarding overcrowding of jails and proposals for housing state imnates. Sheriff2Maderson informed those present that the United States Marshal's Office has been in contact with him about contr,acting for more beds for federal i~m~ates. Discussion was held regarding options in order to provide more beds. Discussion was held regarding the need for a training facility for Sheriff's Department staff. Sheriff Anderson had been working with Benton mad Stearns Counties and the City of St. Cloud to form a partnership with plans to update a site near St. Cloud that they could all use for training of staff. Since that time, the other entities have indicated they are not able to enter into a partnership. Sheriff Anderson has been in contact with the Elk River Gun Club to find out their interest in working with the County to construct a training facility on their site. The Elk River Gun Club has indicated interest in pursuing further discussion. -, .... ~ The Board indicated consensus that Sheriff Anderson pursue talks with both the U.S. , Marshal's Office and Elk River Gun Club and to keep them informed, but not to pursue '~'~, talks regarding a YMCA at this time 3. Brian Bensen, Administrator, informed the Board that he had contacted the Area Planning Organization regarding membership. Sherburne County's membership on that Committee will consist of 3 Commissioners. 4. The Chair declared the meeting adjourned at 10:26 a.m. Arne Engstrom, Chairperson Brian Bensen, Administrator Date Date Sherburne County Board of Commissioners Workshop Session Meeting Minutes of January 23, 2003 Page 1 ELK RIVER CALENDAR 2003 FOUNDER'S COMMITTEE SITE: LION'S PARK CENTER THURSDAYS, 7:00AM CHAIR: BILL HELLIWELL JANUARY 16, 2003 FEBRUARY 13, 2003 ---- e~ eef[~'~ MARCH 13, 2003 APRIL 10, 2003 MAY 8, 2003 JUNE 12, 2003 COMMITTEE MEETINGS PROGRAM COMMITTEE SITE: ELK RIVER SENIOR CENTER CHAIR: KEN EBEL WEDNESDAYS, 8:00AM COMMUNICATION COMMITTEE SITE: NRG CHAIR: ED STOUTENBURG THURSDAYS, 7:00AM JANUARY 29, 2003 FEBRUARY 26, 2003 MARCH 26, 2003 APRIL 30, 2003 MAY 28, 2003 JUNE 25, 2003 JANUARY 30, 2O03 FEBRUARY 27, 2003 MARCH 27, 2003 APRIL 24, 2003 MAY 29, 2003 JUNE 26, 2003 FINANCE COMMITTEE SITE: NRG FACILITY CHAIR: THURSDAYS, 7:00AM JANUARY FEBRUARY MARCH APRIL MAY JUNE FACILITY COMMITTEE SITE: CHAIR: MIKE DESCHENES FRIDAYS, 11:30AM jANUARy FEBRUARY MARCH APRIL MAY ELK RIVER YMCA COMMITTEES 3-13 -o3 FACILITIES COMMITTEE CHAIR: Mike Deschenes Annette Deschenes Kevin Maas Keith Rosdahl Marilyn Schumacher Stuart Wilson 763-441-4959 763-441-4959 952-808-5374 763-586-1135 651-265-1337 763-241-8527 COMMUNICATION & P.R. COMMITTEE CHAIR: E.B. Stoutenburg Amy Atwood Joni Lawrence Rhonda Magnuson 763-441-9819 763-633-2455 763-441-6335 763-441-7040 FINANCE COMMITTEE CHAIR: Nick Haidos Bill Helliwell Stephanie Klinzing 763-241-2283 763-441-9811 763-441-2210 PROGRAM COMMITTEE CHAIR: Ken Ebel JeffBeahen Michelle Bergh Jim Boyle Ame Engstrom Connie Gandrud Alan Jensen Sue Kostanshek Todd Schoffelman 763-241-2600 763-441-2323 763-441-2958 763-441-3500 763-441-3869 763-241-9870 763-241-3401 763-241-4434 763-241-2565 OTHERS AVAILABLE FOR SUPPORT Bruce Anderson Mary Eberley Deb Hunter Wendy Simenson Ron Touchett 763-441-9842 763-712-7881 763-274-1573 651-265-1337 763-441-2210 CHART OF WORK PROGRAM COMMITTEE CHAIR OF COMMITTEE The Chair needs the ability to keep the committee moving without dictating individual member thinking. He or she must use the knowledge and experience of all members and secure their full participation. The Chair must also guide the group in making efficient use of time. CLARIFY PURPOSE [] Develop strategies for program growth by identifying needs, niches and opportunities in preparation for a facility to open. SET GOALS [] Create visibility and get community involved in local camps. [] Recommend and create opportunity to expand and develop programs. RECOMMEND PROCESS AND PRIORITIES CHART OF WORK FACILITIES DEVELOPMENT COMMITTEE CHAIR OF COMMITTEE The Chair needs the ability to keep the Committee moving without dictating individual member thinking. He or she must use the knowledge and experience of all members and secure their full participation. The Chair must also guide the group in making efficient use of time. CLARIFY PURPOSE 5. SET GOALS RECOMI~[END PROCESS AND PRIORITIES CHART OF WORK COMMUNICATION / PUBLIC RELATIONSHIP CHAIR OF COMMITTEE The Chair needs the ability to keep the committee moving without dictating individual member thinking. He or she must use the knowledge and experience of all members and secure their full participation. The Chair must also guide the group in making efficient use of time. CLARIFY PURPOSE El Develop strategies to educate community to implement successful YMCA programs and facility. SET GOALS [3 Identify the NEED [3 Develop collaborations El Create visibility RECOMME~ PROCESS A1ND PRIORITIES CHART OF WORK FINANCE COMMITTEE FINANCIAL DEVELOPMENT COMMITTEE CHAIR OF COMMITTEE The Chair needs the ability to keep the Committee moving withou[ dictating individual member thinking. He or she must use the knowledge and experience of all members and secure their full participation. The Chair must also guide the group in making efficient use of time. ;. CLARIFY PURPOSE: Cl Develop strategies for funding staff, programs and facility. SET GOALS: Plan, organize and recruit campaign leaders and conduct a YMCA Founders Campaign (with pledges payable over three years) to raise $250,000 to $300,000 as start-up cost for first 36 months. El Develop plan of financial structure of facility. 13 Yearly budget development. RECOMMEND PROCESS AND PRIORITIES CHART OF WORK BOARD DEVELOPMENT COMMITTTEE CLARIFY PURPOSE El Identify needs of the YMCA and who can make it happen Cl Identify potential new Board Members and educate them on the YMCA. SET GOALS Develop responsibilities of the Board Provide orientation Recommend and assist in developing committee chairs Manage attendance Develop criteria for cross section of diverse groups Fill needs of Committee RECOMMEND PROCESS AND PRIORITIES OTHER COMMITTEES NOMINATING El New and re-elected Board Members and Board Officers. CAPITAL DEVELOPMENT SPECIAL FUNDRAISING EVENT MARKETING SPECIAL STUDY GROUP