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5.10. SR 08-19-1996ity of iver ITEH 5.10. FROM: DATE: SUBJECT: MEMORANDUM Mayor & City Council Pat Klaers, City Admi~rator August 19, 1996 Community Recreation Board Update Councilmember Roger Holmgren is our city representative on the Community Recreation Board. At this August 19 City Council meeting, Roger is scheduled to give a general update on recreation activities. It should be noted that the Recreation Board did not meet in July. Attached for your review is some of the information included in the June 17 Community Recreation Board agenda packet. This information includes the 6/17/96 meeting agenda; the minutes from the May, 1995, meeting where long range planning goals of the Recreation Board were discussed (this was an agenda item at the 6/17/96 meeting); the 1996 guidelines for usage of outdoor playfields in the city of Elk River; the June staff report as prepared by Community Recreation Director Jeff Asfahl; and a June, 1996, draft of "A Place to Go and Be". I understand that the "A place to Go and Be" program proposed for Lions Park has been implemented and is a success. s:\council\comrecup.doc 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Community Recreation Board Notice of Meeting Monday June 17, 1996 - 11:45 am Natures Hideaway - Rogers, Mn. Located east of highway 101 on county road 144 Your attendance is always important! If 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! AGENDA A. Routine Matters: 1 .) Approval of past minutes 2.) Changes or additions to agenda 3.) Staff reports & updates: 3.A) Review JA report 3.B) Summer program status 3.C) Summer City, Celebration Schedule / Rec. Bd. Participation 4.D) Other B. Items of Information / Discussion: 1 .) Review / Reactions: Student Report on the Youth Summit 2.) Discussion with Mayor Hank Duitsman on responding to youth needs 3.) Review: May of 1995 Long Range Planning Goals: 4.) Consider: Alternative scheduling options for our regular meetings 5.)Review: Field Use policies regarding "Independent" youth sports teams C. Other Business: - Set next meeting date: August. Only the "committees" will meet during July. JA will coordinate those meetings. - Other D. Adjourn Please see the reverse side for explanation of the Agenda items. Agenda Item Detail 8.1 } Reactions to youth summit reoort: At the annual meeting we heard from a youth panel a number of suggestions for creating positive youth environments. Enclosed with this packet is a compilation of the data from the youth summit. The Board should share your response to the data and the report you heard if you were in attendance. Staff from Community Rec., Community Ed. have discussed some strategies for action. I will have some information to present as a beginning of an action plan. E~.2) Discussion with Mayor Hank Duitsman on resoondinq to youth needs: Mayor Duitsmen has for some time now been interested in finding a way to better serve youth. It was at his urging that lead us to the youth summit and we are now at the point to take some sort of action action. I have informed him of the staff strategy as mentioned in item 1 of this agenda and he would like to present something soon to the ER Council for their support. B.3) Review May of '95 long range planning goals: Enclosed you will find the goals as set last may. I will report on the status of each and suggest where we can go from here. This will also be a good time for you to mention any other goals that we should be stdving towards. B.4)B.4~ For Consideration - ReGular meetin(~ schedule alternatives; For nearly 4 years we have been meeting solely during the noon hour. This has worked out very well from the attendance viewpoint, but I have felt the efficiency has suffered at time due to the limited time available to meet. I am also very aware that you all have busy schedules and would most likely favor fewer meetings. I would like to suggest for consideration the following options as I believe our program would greatly benefit from increased meeting time. A. Continue w/regular noon meetings, but meet consistently once every 3 weeks. B. One noon meeting monthly, plus one evening meeting bi-monthly. C. Continue noon meeting monthly but set meeting for 90 minutes free of ordedng lunch. D. Revise meeting format: Example; eliminate verbal report (wdtten only) - or other suggestions you have that could expedite our meetings. E. Other Ideas - Thanks B.5 Review filed use oolicies as they oertain to indeoendent teams: One of our office responsibilities is to facilitate use of the athletic fields for the community. In consideration of this, we work closely with the youth associations which happen to be the most significant users of the facilities. These associations are autonomous and independent of one another as well, (Girls Softball, Boys Baseball, Soccer assoc.. ). Recently the Girls Softball Association, for a vadety of reasons has disassociated with a former Board member and youth sport enthusiast. This individual has since formed his own team, which I refer to as a "independent". This individual has a history of unwelcome philosophy and attitudes in in youth sports. The association leadership has voiced some concern over what they anticipate to be some fallout as a result of this individuals independence. This conflict has time consuming ramifications for our office to manage to ensure ordedy use of these public facilities. District 728 Comm. Ed. has dealt with similar situations with regard to facilitating gym use. I want to take some time to fill you in with what our office is doing with this situation. At our last meeting it was suggested that I review the policy change with you. Enclosed you will find the policy information. COMMUNITY RECREATIO~OARD Minutes Fr: 5/3~' 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 R. Black seconded by G. Eitel to approve the minutes from 4/10/95. Motion carried. 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 print 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 g( 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. 3/94 original updated 3/96 Guidelines for usacje of Outdoor Playfields (These guidelines apply to the playfields located in Elk River that are owned by either the City, School District, or both.) Purpose: ~ -----~ These playfield facilities are provided for the leisure time pursuits of all residents in addition to any officially scheduled use. Correspondingly, certain guidelines are needed to insure the proper use and management of the facilities so that all people may enjoy them equally. Distinction / Classification of use: Type 1. General public: - casual use taking place dudng facility hours at no charge on a first come, first served basis.( the users must be distinguishly unique from any of the classifications types listed below. No permit is required. If used in conflict with any of the below classifications, then the general public user is to allow the agency or exclusive use permit holder access to the field at the time scheduled for use. This does not include unscheduled youth association practices. Type 2. Agency activity: any scheduled use by lSD 728 School District administration, lsd 728 Com. Ed., Community Recreation Board, or any Park Commission sponsored activity. Type 3.Athletic Association: any scheduled use by a recognized bonafide local association for the purpose of conducting their program. Type 4. Independent: any use by a non-local organization, or by any org. w/less than 80% of their league comopetitors coming from outside of the Elk River city limits, or any "Independent" teams that are duplicating an existing local program. Type 5. Exclusive / Special Event use: allowed by permit only. Permits will be issued by the Community Recreation office. This permit requires a user fee and compliance with permit guidelines and a $500 refundable damage deposit. Refunds will be awarded after inspection by Community Recreation Board staff. These permits will be allowed following the same order of pdorit!es as outlined below. Also see below the "Determination of use and required fees." Priorities: To be honored according to number 1. - School activities (generally take place only on school district owned facilities) 2. - Agency sponsored activity 3. - Local Youth Athletic Association for league scheduling purposes 4. - Local Adult Athletic Association for league scheduling purposes 5. - Independant ( with local residency participants of at least 80%): will be charged according to same fee formula as currently in place that all other local affiliations pay. 6. - Non - Local: Will be charged $10 per field per use. Guidelines for use: All arrangements for use are to be made with the Community Recreation Board Office -Exclusive use permits must be filed with the Area Recreation office 10 business days in advance or they may not be honored. - Groups falling under Association status must schedule the use for their scheduling purposes within a reasonable time frame with the recreation office. It is to be understood that their scheduling needs (excluding time for practices) be dealt with in good faith with respect to all user groups. - Any and all maintenance will be the responsibility of the facility property owner or its coordinating agent (Community Recreation Board) All special maintenance need considerations are to be scheduled and coordinated with the recreation office. - Absolutely no unauthorized vehicles or equipment is allowed on the facilities for any purpose. - The recreation department reserves the right to cancel any scheduled use. Any use after proper cancellation notification will subject the user and its appropriate affiliated association to a penalty fee. - Parking is limited to designated parking areas only. Violators will be subject to parking violations. Determination of use and required fees for Exclusive / Special event use: A. Local association, exclusive use request for the purpose of conducting their regular "in-house" program. The association will be responsible for all costs associated with "biff" arrangements, labor time (as Clocked) and any other costs such as garbage etc. An example of this type of activity would be a year end"Jamboree" or similar event intended to benefit the participants of the activity taking place in accordance with the permit. Not necessarily intended to be a fund raiser. B. Local affiliation with or sponsored, event in which 75% or more of the participants are Distdct 728 residents. - Labor as clocked, $3 per field / per day, plus any special "Biff" arrangements. C. Local affiliation with or sponsored event in which 50% or less of the participants are District 728 residents. - Labor as clocked, $5 per field / per day, plus an additional $1 per game, and any costs associated with "biffs' D. Non-profit or for profit organization with a statewide or regional clientele. - $10 per field / per day, plus an additional $2 per game, and any costs associated with "Biffs" E. Independent - (Non local organization or affiliation.) - $15 per field / per day, plus an additional $5 per game, and any costs associated with the" biffs". Fees for service / maintenance considerations & options: -School / Agency sponsored activities will not directly be assessed any fees for facility use. - Association use: (regular season) All use by recognized associations will be invoiced back to the associations according to the services they receive. Examples of such are: Portable toilet management, field preparations required, infield dragging, line marking, etc, Additionally, all associations will cooperatively finance the replacement of bases and soccer nets with the the Community Recreation program and the lSD 728 Athletic Department. ** Exclusive use: Things to consider for exclusive use: toilets ("Biffs"), T.P., special cleaning arrangements, parking, and responsibilities associated with garbage and litter. Neglect of user responsibility to leave the facility in an acceptable manner will subject the user to an extra charge for labor incurred to clean up the grounds used. - A permit for exclusive use must be filed with the Recreation office10 business days in advance to be considered. (A schematic site plan that illustrates any plans of utilizing temporary structures, etc. may be required so that any conflict or logistical concerns could be addressed to minimize problems or damage to the site.) - Authorization via this permit guarantees the following: Fields ready for play each day as requested and arranged via the permit. Availability of: lutes, dry-liner, hand drag, and marking lime for purchase @ $3 per bag. Adequate garbage containers. Arrangements can also be made to have Recreation office staff take care of your field maintenance. These arrangements are to be coordinated with the Recreation office. Cost of this service arrangement will be billed according to "clocked labor time" at the current labor rate. ** Absolutely no unauthorized vehicles or equipment is allowed for any purpose of maintaining the fields. ** Violators will forfeit their deposit and may face further penalty. Such as, future denial of use. Cancellations: It will be presumed that every permit request is legitimate, however if suspicion adses as to "hoarding" the fields and it has restricted legitimate' use, the organization in question will forfeit a portion of their $500 deposit based on the request for fields and anticipated games. 6/13/96 Community Recreation Board Staff Report 6/17/96 Programming: - Current / Recent Activities: The majority of summer programs begin June 17th. Overall registration has been good. Some programs have surprised us. We are certainly serving a moving target. We have been headng some interest in additional programs dudng August, such as tennis instruction, golf. We are hoping to make some of these types of offerings available. The past two weeks have been especially busy preparing for the beginning of the programs. We held our summer staff orientation on Friday June 14. Community Recreation, Community Education and ECFE will jointly be hosting a booth and facilitating family style fun and entertainment this summer dudng several community celebrations. This is an excellent opportunity for all 3 organizations to promote our programs together. 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 variety of community service organizations to help underwrite the cost of transportation. This program begins in mid July. 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. This focus group type study took place on March 12th and 15th. 90 Junior High students took part. The report was given on May 30th at our annual meeting by a panel of youth that were involved. The youth are anxious. - Along with Charlie and Pam Black of CE and the youth initiatives committee "YIC" we have and will continue to meet to strategize on how best to deliver increased opportunities for youth. - Visited a model program in Burnsville with Charlie, Carole, and Pam of CE. This program is administered by the CE Department and is primarily concerned with serving Jr. High ages with after school opportunities. This program is quite unique and has offered some ideas for implementation here in lSD 728 as well. - I have not heard any new information in some time now with regard to the lSD/CE Center office space strategies. - As requested by the city of Zimmerman, I had sent them some preliminary information estimating what their '97 assesment cost would be. They wanted this information to help with their comparison study as to whether or not they could deliver the same service independently. - 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 region. They have also asked for information related to shared office arrangements. It is my understanding that Elk River and Ramsey have been identified as the MSF finalists in their site selection. The city of Elk River is meeting with the MSF this week. - On going preparations for outdoor facility use and maintenance requirements. Continued work with the Elk River Lions and Elk River Park Commission toWards a vision of an "In-line Skating Center" at Lions Park. This is becoming quite hopeful! The walking trails will soon be paved along with a "freestyle area" for skating and skate boarding. - Yearly planning organization with Comm. Ed. to increase program opportunities and efficiency. - Preliminary research on outdoor pool as asked by leadership at the city of Elk River. DRAFT - Compiled in cooperation with Comm. Ed. and Comm. Rec. Staff General outline of presentation: "A Place to Go and Be" 12 June 1996 1. History/background: A. past efforts and experiences. About 1984, a collaboration of youth-serving professionals calling themselves the Committee for Bare Streets fostered a program through Community Education known as CBS. This program served senior and junior high, in an attempt to offer social and entertainment opportunities for teens: pig roasts, open gyms, dances and other organized events. They accumulated video games, TV's, Nintendo sets & games, sports equipment, a big screen TV, pizza ovens, a microwave, tuner and cassette deck, and stereo speakers. This equipment has been passed on to subsequent programs. The program evolved into 728 YOUTH which still exists today, organizing dances, parties and summer outings for teens and now pre-teens as well. In 1991, Community Education organized a summer "hang-out" spot known as the YOU. Intended for kids in grades 5-9, it offered a supervised open gym spot for basketball, video games, puzzles, pinball, card/board games and just a spot to be with friends. It functioned only during summer weeks, late June into August, in elementary school gyms close to the mall, and was hampered by the need for school spaces to be cleaned and prepped for the school year, gym floors to be stripped and sealed. It had no place to be during the school year due to heavy gym use, so suffered from lack of continuity and ease of promotion during summer months. About the time it became known, it closed for the year. In 1994 & 1995, it was moved for 2 weeks each summer to Zimmerman and Rogers, with good success in both locations the first year, success at Rogers only in 1995. Attendance last summer, 1995, in Elk River was sparse to non-existent. Staffing did not appear to be the cause for lack of interest, since the same staff in previous summers was valued by the kids for their attitude and fair play, friendliness. Program strengths have been siting the YOU in a busy residential area that seems to be highly visible on a travel route for kids. The program itself is not highly structured allowing kids to do their own programming nightly, setting their own agenda based on who's there. Staff has been a definite plus, maintaining a balance between discipline without seeming authoritarian, encouraging all kids to be a participant in some way. Shortcomings come down to lack of a means to promote to and contact kids during the summer months of operation. The seasonal nature of the center prohibited an establishment of a routine that had some continuity and allowed for expansion based on word-of- mouth. It was here and then it was gone for another 9 months. Having no permanent home, location or consistent on-going space hampered growth of a reputation and an identifiable "home" that would be a magnet for longer than 3 months at a time. In conclusion, there has been some history in this area for doing things for kids, including a youth center. While we acknowledge the attractiveness of such a proposition, we have the experience to know the obstacles and audience quirks that make such a center a challenge. B. other supporting youth oriented efforts and research: I Issues associated with youth and "things or a place" have been the subject of concem and investigation recently in numerous areas. The 2001 Committee has a long history of interest in youth. The Community Youth Task Force which came about as part of 2001 efforts has studied this issue for nearly 3 years and has recently launched their recommendations. Superintendent David Flannery has asked Community Education to investigate a model program in Bumsville that specifically serves the Junior High age. Several residents have been exploring the feasibility of a Boys and Girls Club and there have been other groups that have been advocating for a Community Center of sorts for youth opportunities. And Steve Davis a Junior High instructor conducted some surveys as to youth interests as well. Taking place during this same period were the efforts of the Youth Initiatives Committee as charged by Mayor Hank Duitsman. These efforts resulted in a "Youth Summit" that via a focus study with 90 Junior High students produced information to help with our planning as well. 2. Qualifier/risks: There are no doubt dozens if not hundreds of examples of communities in which a "youth center" or" youth hangout" has appeared, only to disappear in a relatively short time. Many adults may recall such places from their own youth experiences. To be sure, a center or hangout will need to be responsive to student interests and needs, and will need to evolve from week to week or month to month. One inescapable aspect of youth is that they characteristically have a wide variety of interests and they need to explore those interests. In some cases what was a very popular place in the fall can become passe by the winter or spring, and this is a risk which is not lost on the writers of this proposal. A couple of key ingredients which should help assure better longevity: 1.) a community-wide "buy-in" to the concept-we need the support of the entire community. The center should not be viewed as the creation of only one or two agencies or entities; it needs to belong to the community. 2.) youth need to be very closely tied to all decision-making aspects of any proposed center; location, goals, philosophy, activities, food choices, etc. No decision should be too large or small to have youth involved in helping to make that decision. 3. General concepts/aspects of a successful approach: a. collaborative project b. community-based (not just school district or municipality) -faith community -health community -businesses -service clubs -individuals -youth -families -law enforcement -Elk River 2001 -Community Youth Task Force -Citizen's League -Healthy Communities Initiative -Boy's and Girl's Club group -CASEY group -municipalities -school district -grants c. youth involved in partnership--do it with, not fo__r or to youth. Involve from the outset, including goal development and steps in the process. 4. Two-step process: 1.) this summer: stopgap approach using Lion's Park 2.) longer term approach with site somewhere else that can serve as a year- round home. ~ROPOSED PROJECT FOR CONSIDERATION: Beginning ASAP, throughout the summer, two evenings per week from 4- 10 pm Lions Community Park could open up its Shelter as a youth meeting space with a vadety of opportunities for youth ( target age range Grade 5-9 )to become a part of. Through a contribution of the Lions Club, the trails will soon be paved along with the inside of the hockey boards and a freestyle type aroa suitable for rollerblades and skateboards. Staff believe that these improvements lend themselves very well for making this a groat site for numerous other positive youth and community opportunities. The space inside the shelter could be renovated to provide a lounge type atmosphere. This gathering spot could be facilitated by a Supervisor and a staff of student associates who will encourage and work toward meeting the following: Possible Goals / Objectives: - organize a youth management / planning team - provide a "youth Friendly" environment that enables positive youth opportunities and development - involve the youth in projects that aro beneficial to the community - accommodate further development of youth opportunities and awareness to all other existing youth opportunities - encourage participation and a sense of community for all generations Staff find these opportunities to be exciting and allow for involvement from the whole community. Opportunities are plentiful for all segments of the community. Some examples aro: - Business to support via monetary donation, equipment donation, or donation of a special skill. - Individuals to support by sharing time. talent and expertise - Organizations to partner with the youth management / planning team RESOURCES NEEDED FOR IMPLEMENTATION: - $ Approx. $2700 for YOUTH INITIATIVE SUPERVISOR & STUDENT STAFF ASSOCIATES (2) ( Considers a 8 week program meeting twice per week) - $ Approx. $1300 for Misc Supplies/program expenses Total $4000 ity of 'ver FROM: DATE: SUBJECT: MEMORANDUM Mayor & City Council Pat Klaers, City Administrator August 19, 1996 Community Recreation Update Attached for your information is the agenda and background material for the Monday, August 19, 1996, Community Recreation Board meeting. This material includes the minutes from the June 17, 1996, meeting, the staff report for the 8/19/96 meeting, and the Summer 1996 Evaluation. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 Natures Hideaway- Community Recreation Board Notice of Meeting Monday August 19, 1996 - 11:45 am Rogers, Mn. Located east of highway 101 on county road 144 * Your attendance is always important! If 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! AGENDA A. Routine Matters: 1 .) Approval of past minutes 2.) Changes or additions to agenda 3.) Staff reports & updates: 3.A) Review JA written report 3.B) Summer program status / Review Participant Evaluation 3.C) Other B. Items of Information / Discussion: 1 .) Budget Committee Report/Recommendation 2.) Personnel Committee Report / Update 3.) Youth Initiatives Update 4.) Review: May of 1995 long range planning goals and discuss additions / changes, etc. C. Other Business: - Set next meeting date: - Other D. Adjourn Consider September 16th. Please see the reverse side for explanation of the Agenda items. Agenda Item Detail B.1} Budget Committee Re~3ort / Recommendation: The budget committee has met several times during July and will have a report and recommendation to give at today's meeting. B.2} Pers0nnel Committee Reoort / Uodate: The committee has met and is prepared to share their findings of the evaluation of Jeff. The committee has also been researching methods that would add more clarity and unity to the administration of our program. Much of this work is still in progress and will be shared for discussion at today's meeting. The following is what has been considered. 1 / Overview of current fiscal agency roles & associated issues: - lSD operates on a fiscal year, (JulY - June) and all municipalities and townships operate on a calendar year. As do we. - JA is on lSD payroll and benefits structure while all other admin, personnel are on city payroll and benefit structure - all recreation program staff become an employee of the host city of the activity. This lends itself to duplication of: work comp., payroll management, & confuses the issue of liability/work comp. issues. - requires lSD stationary checks, which are prohibitive to our identity. Exploration of uniting fiscal agency- Considerations: a) admin staff payroll and benefits: it would be possible to develop our own and set policy that covers all admin personnel payroll and benes. b) recreation program personnel: It could be designed to have all program personnel represent our organization and receive a check from us rather than potentially from 4 different sources as current structure allows. c) accounts payable / receivable: lSD currently performs this. Current format for line items is rigid due to educational requirements that a municipality would not be bound by. lSD fiscal agency is prohibitive to our identity. If our own were developed, it could be customized to suit our specific financial management needs. B.3) Youth Initiatives update: As you are aware Community Recreation and Community Education have been diligently working since Dec. of '95 at finding new alternatives/resources/means, etc. of reaching out to area youth through the provision of leisure time opportunities. Since the youth Summit in March of '96 we have been able to respond in several areas based on feedback but yet there is still more to be done, planned considered, etc. Following the Youth Summit report at our Annual Meeting in May Of '96 Comm. Rec. and Comm. Ed. staff have hosted a community meeting (took place on July 16th ) that had over 60 residents attend. Enclosed you will find the results of the work tat was done at this meeting. We have planned a follow up meeting for Thur. August 22nd to begin to hopefully determine some direction and action plans. I will be prepared to answer any questions you may have and I would appreciate hearing any comments. B.4) Review May of '95 Iona ranae [~lannina goals: Enclosed you will find the goals as set in May of '95. I will report on the status of each and suggest where we can go from here. Discussion should take place with regard to necessary changes / additions. Below I have listed some areas for discussion. - Coordination of joint planning meetings/the are Park Commissions to develop communication and a plan for future park/ trail and other related facilities planning - Leadership in the area of increasing transportation services - Continued involvement w/CE on providing leisure services and opportunities to teens - Developing programs that would take place in neighborhood parks / open spaces ( organized playgrounds) (Parks in the Streets) - Advocacy for recreational / park development coinciding w/the construction of school facilities 7/19/96 COMMUNITY RECREATION BOARD Minutes Fr. 6/17/96 Attendance: J. Asfahl- Comm. Rec., Doug Thompson - Hassan Township, S. Siater - City of Dayton, R. Holmgren - City of Elk River, G. Eitel - City of Rogers, Vem Heidner - City of Otsego, R. Johnson - Livonia, C. McNaughton-Commers - CE, C. Blesener - CE, Elk River Mayor - Hank Duitsman Representatives absent: Zimmerman, lSD 728 Chair - Roger Holmgren called the meeting to order at 12:00 pm. A. Routine matters: 1 .) ADDroval of past minutes: The minutes from 5/13/96 were approved on a motion by,Vern Heidner seconded by Roy Johnson. Motion Carried. 2.) Agenda changes/additions: None 3.) Staff Reports: )JA bdefly reviewed the reports. There were no comments. B, Items of Information / Discussion: B. 1) Review / Reactions from the Youth Summit Student RePOrt: - Roger Holmgren stated that he was encouraged by the report from the students and believes that "something" should be done to adequately respond. - Gary Eitel referred to a project in Hopkins that revolved around youth, involved youth, and was supported by both the school district and municipality. Gary encouraged us to further review the data from the youth summit. - Doug Thompson was not able to be at the report but has reviewed the data and has noted the high number of requests and varied interests. Doug mentioned a park site in Hassan that is suited very well for winter sledding / snowboarding. Doug questioned weather or not that if we don't' have adequate resoumes already available. They perhaps only need to be better publicized and promoted. Doug was interested in a prioritization of the youth interests. - Vern Heidner heard that a place to congregate was desired. Quality supervision would be imperative. Vem mentioned that the private sector is currently meeting some the the interests as suggested by the students. - Roy Johnson was impressed with what the students offered. He noted a place to be seemed to get high marks. - Shirley Slater thought the students produced a list of good ideas. She mentioned that Dayton also lacks a spot for youth. Shirley mentioned that the continuation of youth is important. There need to be good student leaders. B. 2Discussi0n with Mayor Duitsman on Responding to Youth Needs: Mayor Duitsman thanked the Recreation Board for their interest in youth and added that he is interested and supportive of additional program opportunities for youth. He has asked the Community Recreation Board staff to develop additional opportunities that the City of Elk River will pilot to help get things started. JA then reviewed a proposal to utilize Lions Park in Elk River as a "youth center". This park will soon be paved and will lend itself nicely as an "in-line skating and boarding center', the warming house could be made in to a student lounge type area. The center would be staffed and open during the evening hours. A variety of recreational opportunities and projects involving youth could be established. Mayor Duitsman favored this proposal and would take it to the Elk River City Council for consideration of funding. Mayor Duitsman encouraged the Board and staff to continue forward with these youth initiatives. B. 3~ Review of May of 1995 Long Range Planning Goals: Tabled B.4) Consideration of altemative regular meeting schedule: JA suggested that this be thought about in order to help keep the meetings concise and productive. Perhaps no change in meeting schedule is necessary, we could simply modify our format as well. R. Holmgren mentioned that it would be difficult for many if additional meetings became regular. No decision or change at this time. Motion at 1:15 pm to adjourn by Roy ,Johnson, seconded by Vern Heidner. Motion carried. Respectfully Submitted, Next Meeting to take place on: Monday August 19th - 11:45. Natures Hideaway - Rogers Mn. 8/12/96 rogramming: Community Recreation Board Staff Report for 8/19/96 - Current / Recent Activities: The summer programs are nearly complete. Attached you will find a report submitted by Michele with regard to this summers activities. Community Recreation, Community Education and ECFE jointly participated in several events throughout the region this summer. This has been a very worthwhile effort of promoting our programs and providing residents with recreational and other leisure opportunities. 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. This focus group type study took place on March 12th and 15th. 90 Junior High students took part. The report was given on May 30th at our annual meeting by a panel of youth that were involved. The youth are anxious. Comm. ED. And Comm. Rec. hosted a community meeting back on July 16th that had over 60 residents attend to further discuss options/directions to better serve our youth. We are again hosting a follow up meeting on August 22nd. - The Lions activity center has been well received. We have been averaging approx. 15-20 youth participants each evening. Recently the trails have been paved and have been popular. The youth have also painted the picnic tables and have taken on various other tasks to benefit the park. Pam Black of CE has donated a fooseball table, TV and a remnant to the center. Staff are working on keeping the center open on occasion during the school year as well this fall, and in '97 it has been budgeted to open May- Sept. This program could be replicated in other communities as well. Staff believe it has alot of potential. I have worked with the budget and personnel committees much of July. - Planning and development of the Fall program. The brochure left for the printer on August 12th. It will be delivered August 28th. Registration will begin Sept. 7th. The winter brochure will be delivered Jan. 1st '97. - The majority of the outdoor field use by the associations was completed in late July. May June and July are quite busy with managing their use. The fields were maintained very well this year. The maintenance staff responsible worked very hard. - Participated in my annual performance review with the personnel committee and our Human Resource liaison Phyliss Cokely of Otsego. - I have not heard any new information in some time now with regard to the lSD/CE Center office space strategies. - Preliminary research on outdoor pool as asked by leadership at the city of Elk River. - Attended an educational seminar that dealt with creative/positive thinking and how to best motivate yourself and others that you work with. - Visits to several program sites throughout the summer. That is fun! Summer 1996 Evaluation 'his summer we had a total of 35 staff members. This includes all programs, plus 3 subs. We had only minor problems with staff this year, which was really nice. Most of the staff had a very positive attitude and genuinely enjoyed their work and being with the participants. Some of the staff seemed to have their own ways of doing things. As much as we tried to address some of these issues they didn't always respond to our direction Out of all of our programs that have a fee and require registration, I think the tennis was the most popular and took the least amount of time from us to administer. We had such incredible feedback from participants about the program and staff. Everyone wanted more and couldn't say enough nice things. This year we had a lot of special events and community events to plan for and work at. We had a great deal of positive feedback from participants and staff. We also tried to have more of our programming done in the local parks. The participants and staff really enjoyed being outside and playing games and doing arts & crafts. The camps and lessons all ran fairly smoothly with very few complaints from participants. The park activities and special events were the most time consuming as they were different every time. I really had fun this summer with our programs and staff. I was more familiar with our programs and policies and we had a lot of returning staff which helps things run smoothly. My time was spent more q programming and planning than on putting out fires which makes things really enjoyable.