5.8. SR 09-18-199519~t, COMMUNITY RECREATION BOARD ITEM 5.8.
SEP 13
Minutes Fr: 9/11/95
Attendance: J. Asfahl- Comm. Rec., R. Black -City of Otsego, G. Eitel -City of Rogers, R.
Holmgren -City of Elk River, R. Johnson -Livonia Township, Pat Klaers -City Administrator Elk
River, Sandy Borders -City of Dayton
Communities absent: Zimmerman, Hassan, ISD 728
Chair -Ron Black called the meeting to order at 12:05 pm.
A. Routine matters:
1.) ~oroval of oast minutes: Motion to approve the 6/19/95 minutes by G. Eitel, seconded by R.
Holmgren. Motion carried.
Motion to approve minutes of 8114/95 by R. Johnson, seconded by R. Holmgren. Motion
~;arrierf. fair Ran Black clari iEd that the memo to the school-board with regard to office
space was drafted but never sent due to resolution of the concern during the interim.
2.) Agenda changes/additions: None
3.) Staff Rem
3.1) Office Space: JA reported that the Community Recreation office staff will be moving to the lower
level of the Community Education Center. The move is still in progress but expected to be complete
in entirety soon.
• 3.2) Activities Update: JA reported that the summer activities generated approx. 1800 registrations.
The Ride the Rec was successful and provides great potential for the future. The Zimmerman/Livonia
area program was the best received with 115 participants registered to take part.
3.3) Other reports: JA handed out his staff report. JA mentioned that he will be giving a complete
overview of his role at a future meeting and he will be making some changes in the routine material
that is supplied at each monthly meeting to help further articulate his responsibilities to the program.
B.1) Review I Reaction to 1996 budget proposal. At this time the following communities: Otsego,
Rogers, Hassan, & Eik River have authorized the 1396 proposed budget. Tfiese t;Vr~rritirities avE
asked that more information be provided in the coming year as to the RESIDENCY of the participants
taking part. No information was officially available from Livonia, Zimmerman or Dayton at this time.
This subject will again be reviewed at the October meeting.
B.2) Consideration of increase to non-resident fees: It was consensus that this action may be pre-
mature until more is actually known about where the participants are coming from. Plans are in place
by staff to better document who is utilizing our program.
B.3) Clarification of roles related to recreation employees: JA reported some
complications/understanding associated with his offices role and authority level associated with
• termination of recreation program staff. JA was directed to develop a policy statement of this function
and related issues associated to personnel and bring it back to the Board for consideration and
adoption so it will be universally understood by all parties involved.
B. 4) Review /Discuss: Recreation program development and parameters: Tabled
Motion at 1:10 pm to adjourn by R. Holmgren and seconded by S. Borders .Motion carried.
Respectfully Submitted, •
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Next Meet' g to take place on Monday.October 16,1995 -11:45 at the Happy Chef
in Rogers.
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Staff Report September 11, 1995
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Submitted by J. Asfahl _ -.
Orq~nlzatlon & ongoing administration of the following leagues:
- Adult flag football
- Women's volleyball
- Mens volleyball
Other Programming
- Summer'95 has concluded. We received approx 1800 registrations for activities /events
-Fall programs begin this week. Registration began on Sat 9/9/95. This falls activities include: gymnastics,
intramural volleyball, flag football, adult volleyball leagues, open gyms, hayride, scavenger hunt, indoor
walking opportunities, various non-schoolday activities, open weight room,.
Other administrative activity:
- Office move. Our offices will now be on the lower level of the CE Center.
- On going community visits.
- On going involvement with the Association Co-op committee. One of this years goals will be to implement an
organized system for assigning fields for practice before the regular schedule begins.
- Continuing communication and joint planning with participating Commissions, committees, etc. on program
development.
- Continuing clearinghouse type support for area athletic programs. Girls basketball begins this week.
Numerous first calls for help are received at our office.We have received approx. calls in the past two
weeks.
- Continuos "Management Team" meetings.
• -Ongoing recreation staff meetings. We meet regularly on a weekly basis for information sharing, planning,
etc. Some of our plans/ goals are: increased publicity of our activities, better tracking of participant residency,
audio/ visual presenta#ion of our organization,
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COMMUNITY RECREATION BOARD
Minutes Fr: 8/14/95
Attendance: J. Asfahl- Comm. Rec., Ty Bischoff -Dist. 728, R. Black -City of Otsego, G. Eitel -City
of Rogers, R. Holmgren -City of Elk River, R. Johnson -Livonia Township, Tom McCrossan -
Hassan Township, C. Blesener -Comm. Education, Pat Klaers -City Administrator Elk River
Communities absent: Zimmerman, Dayton
Chair -Ron Black called the meeting to order at 12:05 pm.
A. Routine matters:
1.) Approval of past minutes: Were not available -will be considered at next meeting.
2.) Agenda changes/additions: None
3.) St` aff Re o~rts_:
3.1) Office Space: JA reported that the Community Recreation office staff will be moving to the lower
level of the Community Education Center. The move is scheduled to take near the Labor Day
Holiday.
3.2) Activities Update: JA reported that the "Ride the Rec" program is underway! The
Zimmerman/Livonia program has received over 100 registrants. This same program is operating in
the Otsego/Elk River area and the Rogers/Hassan/Dayton area as well. This program has alot of
potential for the future.
• 3.3) Annual Report: JA passed out the 1994 report. JA noted the growth data and meeting
attendance information that was provided in the report. JA encouraged all to review and get in touch
.with him with any questions or comments on the report.
3.4) Survey results: JA passed out copies of a survey that was conducted this past spring that dealt
with a variety of questions related to personnel and related policies and procedures of other
Community Parks and Recreation programs.
3.5) Personnel Committee: Roger Holmgren (Chair -Personnel committee) reported that this
committee will be meeting and reporting back to the Recreation Board at the Sept. or October
meeting.
B Items of Information /Discussion:
`" Chair Ron Black introduced and welcomed
B.1) Budget Committee Report: JA passed out the proposed budget and related information. The
committee of Tom McCrossan, Gary Eitel, and JA had met previously in preparation for this
information. Gary Eitel reviewed and explained the committee's rationale of the proposed 1996
budget. The 1996 budget reflects the growth and success of the program on a regional basis. G.
Eitel also pointed out that the committee should amend the 1995 budget as it corresponds to the
action this past April when the Program Specialist position was approved and implemented. This
amendment will more accurately show our growth over time as it occurred. This action was directed
as motioned by Roger Holmgren and seconded by Gary Eitel. Motion Carried.
Discussion took place about finding and utilizing up to date population figures. The figures that were
used in the past are no longer available. JA has information from the State Demographers office that
was utilized in this committees study. All agreed that these appeared to be acceptable.
On a motion by Gary Eitel, seconded by Tom McCrossan the Budget as presented was adopted a~
preliminary budget and the per capita amount is to be sent along to all participating Clerks/
Administrators for their budget planning.
B.2) Office space needs information: JA reviewed the needs as he sees them (explained in the
Agenda Detail of 6/19/95). Motion by Roger Ho/mgren, seconded by Gary Eifel to have our
Chair -Ron Black send a letter to the School Board to inform them of our programs office
space needs.
B.3) Consideration of increase to non-resident fees: Tabled
B. 4) Review /Discuss: Recreation program development and parameters: Tabled
Motion at 1:15 pm to adjourn by R. Ho/mgren and seconded by S Slater. Motion carried..
Respectfully Submitted,
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