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4.2. SR 09-16-1996'ity of ITEM 4.2. MEMORANDUM iver FROM: DATE: Mayor & City Council Pat Klaers, City Adminis~ptor September 16, 1996 SUBJECT: Community Recreation Board Update Councilmember Roger Holmgren is our city representative on the Community Recreation Board. At this September 16 City Council meeting, Roger is scheduled to give a general update on recreation activities. The September Community Recreation Board meeting is scheduled for earlier in the day on September 16. Attached for your information is the September 16, 1996, Community Recreation Board meeting agenda (with background information), the August 19, 1996, board minutes, the staff reports for August/September, and a report from the August 22, 1996, meeting on youth initiatives. There was over 30 residents in attendance for this second community meeting on youth initiatives. s:kcouncilXcomrecup.doc 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 September 16, 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 staff reports 3.B) Fall program Status 3.C) Youth Initiatives Update Other B. Items of Information / Discussion: 1 .) Reports on Recommended '97 Budget. 2.) Review: May of 1995 long range planning goals and discuss additions / changes, etc. & Review of area field status. 3.) Personnel Committee Update. 4.) Joint Meeting with CE and ECFE advisory councils. C. Other Business: - Set next meeting date: Consider October 7 or 21. The 14th is Columbus Day & many governmental offices will be closed. - Other D. Adjourn Please see the reverse side for explanation of the Agenda items. Agenda Item Detail B.1) Reports on the "97 Recommended Budget: Each participating goveming body has received the Community Recreation Board 1997 administrative budget. Jeff has been "on the road" visiting the area leadership with regard to the budget. There has been satisfaction with the stabilization of the assessment amount. Interest has been expressed in assuring responsible means of managing our personnel costs. B.2) Review May of '95 10ng range planning 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. The city of Elk River is interested in our leadership with coordinated planning amongst the communities related to field development. JA will have an inventory and some maps available of area fields to help better understand this issue. - Coordination of joint planning meetings with the area 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. - Coordinated / universal management of recreational facilities maintenance. B.3) Personnel Committee Report / Update: The committee has been researching methods that would add more cladty and unity to the administration of our program. Much of this work is still in progress. According to feedback thus far about managing our personnel costs, the committee is researching and comparing job responsibilities and will utilize this information to consider implementing a single administrative policy and wage manual. JA will explain the status of this research and optimal timeline for implementation. Below is an outline of our research areas. 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. 2) 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.4) Joint meeting with the CE and ECFE advisory_ councils: Staff representatives of CE, ECFE and Recreation have over the past several months been working very hard at improving understanding and communication for the betterment of each of our program areas and the constituents as well. Being that our market is primarily the same, and the way in which we deliver our service is as similar, it can be easily understood that occasionally boundaries get crossed. Staff believe that it would be beneficial for the leadership of each to meet and share their vision, concerns, etc. so that individually, while in a united fashion each program can prosper and most effectively serve our constituencies. It is expected that this meeting will take place later this fall or early winter.. COMMUNITY RECREATION BOARD Minutes Fr:~. 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. Hoimgren - City of Elk River, Jack Hines - Hassan. Guests: Larry Foumier - 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 approvah 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 vaded 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 couk. 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 utilized by constituents of a number of communities that make up this regional area and the programs .that utilize them recognize no boundadies. 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. 8/22/96 COMMUNITY RECREATION BOARD Minutes Fr. 8/19/96 Attendance: J. Asfahl- Comm. Rec., Doug Thompson - Hassan, S. Slater - City of Dayton, R. Holmgren - City of Elk River, G. Eitel - City of Rogers, Vern Heidner - City of Otsego, R. Johnson - Livonia Representatives absent: Zimmerman, lSD 728 Chair - Roger Holmgren called the meeting to order at 12:00 pm. A. Routine matters: 1 .) ADoroval of past minutes: The minutes from 6/17/96 were approved on a motion by,Vern Heidner seconded by Roy Johnson. Motion Carried. 2.) Agenda changes/additions: None 3.) Staff Reports: )JA briefly reported on the summer programs that are just wrapping up and also reported on the continuing process of community and youth involvement with regard to "Youth Initiatives" that has been in focus since December of '95. The community has been invited to attend a second meeting on Thursday August 22nd. B. Items of Information / Discussion: B.1) Budget Committee Report / Recommendation: Gary Eitel representing the budget committee reviewed several supporting pieces of information and data with regard to the planning and formation of the 1997 budget. The 1997 assessment to each community has increased by 4% which is commensurate with the rate of population growth in this region as recognized by the State Demographer Office. The 1997 budget also requires increase to non-resident participation and a nominal surcharge to all program fees. These two concepts provide for increased financial responsibility by the consuming benefactor and keeps the assessment to the community at an affordable level. On a motion by Vern Heidner and seconded by Shirley Slater, the budget as proposed was approved. Motion Unanimously Carried. J. Asfahl was directed to notify each participating community of the 1997 budget and their respective assessment amount. B. Personnel Committee Report: Roger Holmgren representing the personnel committee introduced Phyliss Cokely of Otsego who serves as the Human Resource Liaison to the Recreation\ Board to report on her performance evaluation of Jeff Asfahl. The personnel committee will make their presentation of the report at our next meeting. B. 3) Youth Initiatives Update: Was adequately covered as part of the Staff Report. B.4) Review May of 1995 Long Range Planning Meeting: Tabled. Motion at 1:15 pm to adjourn by Roy Johnson, seconded by Shirley Slater. Motion carried. Respectfully Submitted, Next Meeting to take place on: Monday September 16th - 11:45. Natures Hideaway- Rogers Mn. 9/10/96 Community Recreation Board Staff Report for 9116196 Programming: - Current / Recent Activities: Fall program registration has begun. Mass registration was held Saturday Sept. 7th. Turnout was good. Attached you will find a report submitted by Michele with regard to much of our programming that is taking place this fall. A sampling of this Falls opportunities that we administer are: Mens volleyball, Women's volleyball, adult basketball, adult flag football, Jr. and Sr. High volleyball and Flag football, open gyms, gymnastics, hayride, a haunted fun house, pumpkin patch scavenger hunt, pillo-polo, start smart, indoor walking programs, plus vadous special events planned in cooperation with the CE and ECFE programs. We are also gearing up for our winter program planning and organization as well. Miscellaneous Updates: - "On the road" to governmental leadership with vadous updates and budget presentation. - 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. A follow up meeting to the July 16th meeting was held on August 22nd & it was a very good meeting with approx. 30 in attendance (many of which were students). (See summary of that meeting attached). We will be hosting another meeting on Sept. 26th to continue this process. - 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 dudng 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 potential. - I have not heard any new information in some time now with regard to the lSD/CE Center office space strategies. - Marketing efforts: CE,ECFE and Recreation have been working closely on improving and developing our market efforts. Jointly we have developed a banner that has thus far been very useful, signage to promote registration and special events, and shared advertising through a vadety of sources, (theatre, grocery bags, parades, newspaper) Marketing of our programs and services is crucial. - Ongoing research to accomplish what is needed for the personnel committee related to developing a policy and wage manual for administrative personnel. - Rae Ann, Michelle and I had the opportunity to attend with the CE and ECFE personnel a one day training on communication, and customer service. This was a good opportunity for our staff. Funding for this type of staff development is provided through the school levy. The Recreation staff are appreciative of this opportunity to attend training with the CE and ECFE personnel. - Assisted the TRSA with their needs associated with facility needs associated with running a fall 3v3 soccer program. - Time has been spent wrapping up the summers activity, equipment returns, staff evals, and program evaluations, etc. - Will once again begin meeting regularly with the leaders of the youth athletic associations to evaluate their past season and begin preparing for 1997. Michele Bergh Program Report 9/11/96 Fall registration is going very well. There are 17 gymnastics classes being offered with 9 of them full, some with long waiting lists. All but two classes have enough participants to run. I am looking at adding a couple of classes to accommodate the long waiting lists. We have some returning staff and I am in the process of interviewing and hiring some new staff. The Otsego Family Hayride has 140 participants registered after only 4 days. We've added a Fun House and Scavenger Hunt to this event and it has proven to, once again, be a very popular program. I am also in the process of hiring all new staff for Open Gyms and other Youth Programs. Many of our staff members that we've grown dependent on have graduated and left for college. I am also looking at the possibility of having student volunteers work some of our special events and compensate them with gift certificates such as a movie pass and subway sandwich. Please give me a call if you have any questions or programming ideas. 8/23/96 Action steps from the 8/22/96 meeting with the community on "Youth Initiatives" There were over 30 residents in attendance of which several were youth. This was the second meeting with the community for the purpose of uniting and working together as a whole community for the betterment of youth. The following "interest categories" were identified as areas that received the most interest and pdority as a result of our first meeting with the community back on July 16 1996. Study Existing Facilities: (Was recognized as the largest and youngest group of this meeting) - Encourage private enterprise. ( a youth coffee house is currently in process of investigation ) - Visit lSD rep. to enquire about increased use of existing facilities. - Investigate development of a skate board center. Liability costs could be covered by fee requirement for use. - Involve the youth to raise funds to get a skate center project started. Need paved area w/possible roof and ability to serve year round. - Visit city council to encourage research into outdoor pool development. Youth Process / Empowerment: - Will convene a meeting to discuss development of a Youth Board -This meeting is set for Sept. 12, 1996 7:00 pm at the Community Education Center. Communication Clearinghouse: - Convene a meeting of all organizations / agencies, etc. that serve youth to consider sharing, improving, efficiency of promotions. - Work w/schools to improve the efficiency of announcements and distribution of promotional materials. - Get info. to adults as well as youth. - Establish/redesign community billboard in CE Brochure to promote for youth / diverse groups. - Use of bulletin boards and promotions dudng lunch periods at the schools. - Develop a section in the newspaper for consistent message of youth opportunities. Mentoring / Intergenerational Mixing: - Give youth own space in CE brochure and newspapers. - Develop an "interest profile" to procure mentors of all ages. - Develop shadowing opportunities and promotion of hobbies. - Encourage requirement b/4 graduation of community service hours. Other Thoughts Shared: - The youth need to get involved. - The youth need to know and feel they can be involved to make a difference. This group and hopefully even more will again meet on Thursday September 26th - 7:00 pm to report on progress of the action that each group was going to work towards. Notice will be publicized as to the exact location. Please bring a fdend!