Rambling River Center Advisory Board

Meeting Location: Rambling River Center 325 Oak Street Farmington, MN 55024 RAMBLING RIVER CENTER ADVISORY BOARD Monday, August 12, 2024 9:30 AM Page 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES 3.1. July 8, 2024 Draft Meeting Minutes 3-6 The advisory board is being asked to review the attached draft July 8, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. Agenda Item: July 8, 2024 Draft Meeting Minutes - Pdf 4. PRESENTATIONS 5. BUSINESS ITEMS 5.1. Breakfast and Silent Auction Fundraiser 7 Agenda Item: Breakfast and Silent Auction Fundraiser - Pdf 5.2. 2025 Rambling River Center Fees 8 - 10 Agenda Item: 2025 Rambling River Center Fees - Pdf 6. DISCUSSION ITEMS 6.1. Collaborate with Veteran's Groups 11 Advisory board members should come to the meeting prepared to pick a date and time to hold this recognition event. Agenda Item: Collaborate with Veteran's Groups - Pdf 6.2. Educate Community and Caregivers 12 The advisory board is asked to come to the meeting prepared to discuss if there are additional ways and/or topics they want to educate the community and caregivers. Page 1 of 17  Agenda Item: Educate Community and Caregivers - Pdf 6.3. Raffle Fundraiser with the Farmington Rotary 13 Advisory board members are asked to come to the meeting prepared to discuss locations to sell the raffle tickets and volunteer schedules. Agenda Item: Raffle Fundraiser with the Farmington Rotary - Pdf 6.4. 2024 Work Plan Progress Advisory board members are asked to review the updated 2024 work plan prior to the meeting and come prepared to discuss, especially the items that were completed. The review also offers an opportunity for the advisory board to discuss work plan items they would like to work on at a future meeting. 7. STAFF REPORT 7.1. Staff Report 14 - 15 Advisory board members should listen to the informational updates and then ask any questions they have about the updates. Agenda Item: Staff Report - Pdf 8. ADVISORY BOARD ROUNDTABLE 8.1. Advisory Board Roundtable 16 Advisory board members are being asked to come share information or ask questions about items not on the agenda. Agenda Item: Advisory Board Roundtable - Pdf 9. ITEMS FOR NEXT MEETING AGENDA 9.1. Items for September 9, 2024 Meeting Agenda 17 This item is for staff and advisory board members to identify possible items for the next meeting agenda. Agenda Item: Items for September 9, 2024 Meeting Agenda - Pdf 10. ADJOURN Page 2 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: July 8, 2024 Draft Meeting Minutes Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: Included in the meeting packet are draft minutes from the advisory board’s July 8, 2024 meeting. DISCUSSION: Advisory board members should review the draft minutes to determine if there are any corrections or edits that need to be made prior to approval. ACTION REQUESTED: The advisory board is being asked to review the attached draft July 8, 2024 meeting minutes, make any corrections needed, and then approve the meeting minutes. ATTACHMENTS: July 8, 2024 RRCAB Draft Meeting Minutes Page 3 of 17 City of Farmington A Proud Past - A Promising Future 325 Oak Street Committed to Providing High Quality, Farmington, MN 55024 Timely and Responsive Service to All Of Our Customers July 8, 2024 RAMBLING RIVER CENTER ADVISORY BOARD MEETING MINUTES 1. Call to Order: Chair Mary Garlets called meeting to order at 9:30 a.m. Members Present: Mary Garlets, Rachel Edwards, Pat Hennen, Pennie Page, Judy Janke, Jeff Spillman, and Blanche Reichert Members Absent: Others Present: Parks and Recreation Director, Kellee Omlid 2. Approve Agenda Motion by Reichert to approve agenda, seconded by Janke. All persons in favor (APIF). Motion carried. 3. Approve Minutes Motion by Edwards to approve the May 13, 2024 meeting minutes, seconded by Hennen. APIF. Motion carried. 4. Presentations 5. Business Items 5.1 Photo of Rambling River Center Advisory Board Director Omlid took several photos of the Rambling River Center Advisory Board for the city’s website and Parks and Recreation Department’s annual report. 6. Discussion Items 6.1. Review Arts and Crafts Fundraiser The board thought more signage was needed including, but not limited to, a welcome sign and one for the donation table that said items were for raffle drawings and not for sale. The consensus was one door to enter was very good. A few vendors asked for a fall event instead. We wouldn’t be able to use the Schmitz-Maki Arena for a fall event, since the ice would be in. Discussion about using the Rambling River Center, a school, and a building at the fairgrounds for the event. Would have to pay a rental fee if not at a city facility. Discussion about why the event only went to 2 p.m. as most shows usually go till 3 or 4 p.m. It was suggested to look at an increase in vendor fees next year as the cost is low compared to other area arts and crafts fairs. It was brought up to purchase bags with Rambling River Center logo on them to give to attendees; use advertising money to purchase. 6.2. Review of the VFW Steak Fry Fundraiser Director Omlid provided an overview of the VFW Steak Fry fundraiser that was held on May 18, 2024 and staff’s concern we may lose this fundraiser as we don’t sell many tickets at the Rambling River Center. The board thought better advertising for buying tickets at the Rambling River Center was important and better promotion can take the meal to go and areas to park downtown. A suggestion was made to hold a raffle to encourage people to purchase their tickets at the Rambling River Center and sell tickets at the Arts and Crafts Fundraiser. 6.3 Collaborate with Veteran’s Groups Page 4 of 17 Advisory board member Janke thought she was looking at too big of a picture and thought starting smaller and in Farmington area would be better. Board members agreed and suggested a Coffee Café to honor and thank veterans. Talk with Recreation Supervisor Kohlbeck to get a list and identify members who are veterans. Mail an invitation to the Coffee Café event for veterans. The board thought the event should be in November. Discussion about asking on the membership application “Are you a veteran?”. Board member Janke will visit with Recreation Supervisor Kohlbeck about it. 6.4. Educate Community and Caregivers The advisory board liked and was happy the Healthy Living was in The River. Advisory board member Page has 20 copies of The Caregiver Handbook; could have some at the Rambling River Center. There was a discussion about all the great presentations the Rambling River Center offers to help members and the community, but how many people are attending. The consensus was people wait until they are in the situation and need help instead of educating themselves prior. Discussion about where do 50-55 year olds go and should we try to appeal to that age group. 6.5. Raffle with the Farmington Rotary The Rotary is waiting for the gambling permit from the Gaming Control Board. Once the permit is received, Farmington Printing will print the raffle tickets. Thus, we don’t have tickets to hand out today. The time to sell the tickets will be shorter than last year. The advisory board inquired about selling raffle tickets at the Dakota County fair for a few hours on a day or two. Staff will inquire if this is possible. Advisory board members suggested an emergency meeting to determine logistics of selling raffle tickets at the fair if it is approved. 6.6. 2024 Work Plan Progress Chair Garlets reviewed the 2024 Work Plan progress. 7. Staff Report Informational Updates • Staff have been meeting regularly with JLG Architects and Paulson & Clark Engineering for the Rambling River Center renovations. The interior designer attended the last site visit. • An update on trips and tours will be provided at the August meeting. • An update on fundraising / donations will be provided at the August meeting. • An update on quarterly participation numbers will be at the August meeting. • The parks and recreation commission is hosting a ribbon cutting at Sunny Hills Park on Wednesday, July 10 at 6 p.m. • Reminder the parks and facilities tour with city council and parks and recreation commission is on Wednesday, August 28 from 6-8 p.m. Staff will bring the tour schedule and locations to the August 12 advisory board meeting. 8. Advisory Board Roundtable Spillman- Nothing Hennen- Asked if the passenger van could be used to pick-up people to get their meal at the VFW Steak Fry benefiting the Rambling River Center. Perhaps if people bought their ticket from the Rambling River Center. Asked about the Jason Show and how members who went on the trip knew it was rescheduled. Omlid- Nothing Edwards- Nothing Reichert – Nothing Page 5 of 17 Janke - Nothing Page – Nothing Garlets– Suggested we should have business cards for the Rambling River Center to handout. 9. Agenda Items for August 12, 2024 meeting • Rambling River Center Renovations • Collaborate with Veteran’s Groups • Educate Community and Caregivers • Raffle Fundraiser with the Farmington Rotary • Breakfast and Silent Auction Fundraiser • Trips and Tours • 2024 Work Plan Progress 10. Adjourn Motion by Spillman and seconded by Edwards to adjourn the meeting, APIF. Motion carried. The meeting was adjourned at 11:09 a.m. Respectfully Submitted Kellee Omlid, Parks and Recreation Director and Recording Secretary Page 6 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Breakfast and Silent Auction Fundraiser Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: The breakfast and silent auction fundraiser have been held annually since 2007. Due to the remodeling project, there was some concern about the building's availability for the fundraiser. The current schedule has construction tentatively beginning the end of November. DISCUSSION: Rambling River Center Advisory Board (RRCAB) members are asked to come to the meeting prepared to discuss packing and moving of the center in relation to this event. If the advisory board agrees to the event, they should also discuss a caterer, menu, and ticket cost. BUDGET IMPACT: The 2023 breakfast served 74 people and profited $412.56. Breakfast tickets were $12, which included egg bake, cheesy hashbrowns, cinnamon and caramel rolls, juice, and coffee. The silent auction had 74 baskets, which profited $3,500.94. ACTION REQUESTED: RRCAB members are asked to come to the meeting prepared to make a formal decision regarding the event for 2024. If the board decides to proceed with the fundraiser, decisions should be made regarding a date, caterer, menu, and ticket cost. Page 7 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: 2025 Rambling River Center Fees Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: Annually the Rambling River Center Advisory Board (RRCAB) reviews the current Rambling River Center (RRC) fees and charges and then makes a recommendation to the Parks and Recreation Commission if any fees should be increased, decreased, or remain the same. DISCUSSION: Attached is the staff recommended fees and charges for the RRC for 2025. Staff is recommending increasing the 2025 membership fee to $41. Staff is also recommending the following rental changes:  Banquet Room rentals are proposed to increase $10 an hour  Empire Room rentals are proposed to increase $5 an hour  The additional cleaning fee is proposed to increase $20 an hour Banquet room rentals in 2025 will include the patio. ACTION REQUESTED: Staff is requesting the RRCAB review the recommended 2025 RRC fees, be prepared to discuss during the meeting, and make a recommendation to the Parks and Recreation Commission. ATTACHMENTS: Rambling River Center Fees Proposed 2025 Page 8 of 17 2025 Staff Recommended Rambling River Center Fees Rambling River Center Fees 2024 2025 Annual Membership $40.00 include tax $41.00 includes tax Includes Fitness Center Rambling River Center Room See Schedule G See Schedule G Rental Rates Rambling River center Damage $500.00 Same Deposit Banquet Room Rambling River Center Damage $75.00 Same Deposit Meeting Room Fitness Room Non-Member One $9.00 includes tax Same Time Visitor Pass Rambling River Center $6.00 includes tax Same Non-Member Visitor Fee Rambling River Center Newsletter $100.00 includes tax Same Advertisement 2” x 1” colored ad space for 1 year Sound System Rental $151.00 includes tax Same Page 9 of 17 2025 Staff Recommended Rambling River Center Fees Schedule G all fees include tax Room Name 2024 2025 Banquet Room • 130 person capacity $400 4/hour minimum rental this $440 4/hour minimum rental this • Included use of includes 1 hour for set up. This includes 1 hour for set up. This kitchenette equals 5 hours. equals 5 hours. • In 2025 includes patio $100 each additional hour $110 each additional hour Additional cleaning fee Additional cleaning fee $55/Hr. if more than 2 hours of $75/Hr. if more than 2 hours of cleaning is needed. cleaning is needed. Empire Room $85 2/hour minimum rental $90 2/hour minimum rental • 57 person capacity $43 each additional hour $45 each additional hour Nicolai Board Room $20 2/hour minimum rental Same • 15 person capacity $10 each additional hour Same Harry and Louise Ross Room $70 2/hour minimum rental Same • 30 person capacity $35 each additional hour Same Garage $60 per stall/per day Not Renting - Fitness Center $200 all 4 stalls/per day Not Renting - Fitness Center Garage Set Up/Tear Down $70/per day Not Renting - Fitness Center Page 10 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Collaborate with Veteran's Groups Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: The Rambling River Center Advisory Board's (RRCAB) work plan for 2024 includes a goal to collaborate with veteran's groups for more involvement at the Rambling River Center. DISCUSSION: At their July 8, 2024, meeting, advisory board members discussed a coffee and dessert recognition event at the Rambling River Center. This event would recognize and thank all members that are veterans and any other veterans that wish to join us. ACTION REQUESTED: Advisory board members should come to the meeting prepared to pick a date and time to hold this recognition event. Page 11 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Educate Community and Caregivers Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: The Rambling River Center Advisory Board's (RRCAB) work plan for 2024 includes a goal to educate the community and caregivers on the needs of seniors. DISCUSSION: At their July 8, 2024 meeting, the advisory board reviewed the topics below for publication in the City's social media, website, and flyers. The Currents and The River both have included the "Caregiver Quiz" and the next edition of The River will have the topic "Get Legal Ready". Topics in order are:  Caregiver Quiz  Get Legal Ready  Transitioning - when is it time?  How to evaluate parents/spouse/loved one/someone important in your life ACTION REQUESTED: The advisory board is asked to come to the meeting prepared to discuss if there are additional ways and/or topics they want to educate the community and caregivers. Page 12 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Raffle Fundraiser with the Farmington Rotary Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: The Rambling River Center and Farmington Rotary are partnering again on a raffle. The raffle tickets cost $52 and will be limited to 300 tickets sold. Prizes will be awarded beginning September 4, 2024. There will be $100 given away weekly and $250 given away quarterly. Every ticket drawn will be thrown back in for the next drawing, meaning ticket holders are eligible to win 56 times. DISCUSSION: Tickets sales started Thursday, August 1. Farmington Rotary was given 100 tickets to sell. Tickets will be sold until Tuesday, September 3 at 9 a.m., as the drawings will all be conducted beginning at 10:30 a.m. The first prize will be awarded Wednesday, September 4. Please note this is a shorter time frame for selling raffle tickets than in 2023. Staff will provide an update on the number of tickets sold at the meeting. BUDGET IMPACT: The Rambling River Center and Farmington Rotary are both selling tickets. A total of 122 tickets must be sold to break even. Profit and/or loss will be split equally with the Farmington Rotary. There is potential to profit $4,650 each. ACTION REQUESTED: Advisory board members are asked to come to the meeting prepared to discuss locations to sell the raffle tickets and volunteer schedules. Page 13 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Staff Report Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: During each meeting staff provides an informational update that does not require advisory board approval. DISCUSSION: The following updates will be provided at the meeting:  Rambling River Center Renovations  Trips and Tours  Update on Fundraising/Donations  Quarterly Participation Numbers  Tanaka Murder Mystery on the Rambling River Express  Parks and Facilities Tour with Parks and Recreation Commission and City Council ACTION REQUESTED: Advisory board members should listen to the informational updates and then ask any questions they have about the updates. ATTACHMENTS: 2024 Parks and Facilities Tour Locations and Schedule Page 14 of 17  Rambling River Center Advisory Board, Parks and Recreation Commission, and City Council Parks and Facilities Tour August 28, 2024 Schedule Time Location Action 6:00 p.m. City Hall Meet at City Hall 6:05 p.m. Depot Way Arts Park Walk to park to discuss potential improvements 6:30 p.m. Westview Acres Park Stop and discuss potential improvements 6:50 p.m. Jim Bell Park and Stop and look at removal of EAB trees Preserve and buckthorn along trail 7:05 p.m. North Creek Stop and look at new bridge and trail Greenway (189th St.) 7:25 p.m. Fair Hills Park Stop and look at park 7:40 p.m. Rambling River Park Stop and look at new and potential improvements 8:00 p.m. City Hall End of Tour Page 15 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Advisory Board Roundtable Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: The advisory board roundtable occurs during every monthly meeting. DISCUSSION: The advisory board roundtable agenda item provides an opportunity for advisory board members to share information or ask questions of staff about items that are not on the agenda. No formal decisions can be made during the advisory board roundtable. ACTION REQUESTED: Advisory board members are being asked to come share information or ask questions about items not on the agenda. Page 16 of 17  RAMBLING RIVER CENTER ADVISORY BOARD AGENDA MEMO To: Rambling River Center Advisory Board From: Missie Kohlbeck, Recreation Supervisor Department: Parks & Recreation Subject: Items for September 9, 2024 Meeting Agenda Meeting: Rambling River Center Advisory Board - Aug 12 2024 INTRODUCTION: This item is for staff and advisory board members to identify possible items for the next meeting agenda. DISCUSSION: Thus far staff has identified the following possible items for the September 9, 2024 meeting.  Rambling River Center Renovations  Collaborate with Veteran's Groups  Review Raffle Fundraiser with the Farmington Rotary  Breakfast and Silent Auction Fundraiser  Review Parks and Facilities Tour with City Council and Parks and Recreation Commission  2024 Work Plan Progress ACTION REQUESTED: This item is for staff and advisory board members to identify possible items for the next meeting agenda. Page 17 of 17