Recreation Board

Approved February 28, 2023 REGULAR MEETING MINUTES THE REGULAR MEETING OF THE RICHMOND RECREATION BOARD WAS CALLED TO ORDER AT 7:00 P.M., ON TUESDAY, JANUARY 10, 2023, BY MELISSA MAJCHRZAK. ROLL CALL Present: Kiel, Varga, Warn, Majchrzak Absent: Caperton Motion by Warn, seconded by Varga to excuse Caperton due to work. All yeas Motion passes Others: Recreation Director VanHove, Recording Secretary Kent, City Manager Jon Moore & Mayor Timothy Rix Visitors: None AUDIENCE PARTICIPATION None APPROVAL OF MINUTES Motion by Kiel, seconded by Varga, to approve the November 1, 2022, minutes as presented. All yeas Motion passes ADOPTION OF AGENDA Motion by Varga, seconded by Kiel, to adopt the Agenda as presented. All yeas Motion passes RECREATION DIRECTOR UPDATES A. Activity Report – November 2022 The Recreation Director provided an update on her November Activity Report on events/programs including:  Scarecrow Decorating Contest  Christmas Cash Page 1 of 5  Approved February 28, 2023 B. Activity Report – December 2022 The Recreation Director provided an update on her November Activity Report on events/programs including:  Community Christmas Tree Lighting  Christmas Cash  Santa Letters UPCOMING EVENTS & REMINDERS  Tuesday, February 28th: RESCHEDULED- Recreation Board Meeting 7 pm  Friday, February 3rd: Corn Hole Tournament  Saturday, February 4th: Chili Cook Off  Saturday, February 4th: BINGO fundraiser ITEMS FOR CONSIDERATION None. ITEMS FOR DISCUSSION A. SPARK Grant Applications This is a new DNR Grant that is utilizing ARPA funds to allow recreation grant applications to be submitted between $100,000 and $1,000,000. At a special meeting of the City Council on December 5, 2022, the City Manager, Recreation Director and City Council discussed creating SPARK grants that the MDNR was opening up. The special meeting was held due to the short timeline offered by the MDNR. Council approved submitting three SPARK grant applications with a 10% local match. The Council did use the Prioritized Project list from the Recreation Master Plan to decide what to apply for. The MDNR will have three rounds of funding. If our grants are not selected for the first round, you can resubmit the three grants with revisions in rounds two and three. Council approved the administration to complete three SPARK Grant applications, ranging in dollar amounts from $395,017 to $714,857 and submit to the MDNR on December 19, 2022. The three grants in order of ranking are: 1. Installation and Renovation of Beebe Park Facilities 2. Renovation of hard surface courts and Hike/Bike Path and Installation of hard surface for an ice rink/roller hockey rink at the Beebe Street Park 3. Installation of Bathroom Building at Festival Pavilion, where Good Old Days takes place These grants could expedite our progress on projects that we would like to do in our parks. The Recreation Board has no recommended motion. This is for informational purposes, as to allow you to know the applications presented to MDNR and the purposes for each one. Page 2 of 5  Approved February 28, 2023 B. March Meeting Date- MRPA Annual Conference The Recreation Board is being requested to consider rescheduling the March Recreation Board Meeting Date, due to the Recreation Director’s attendance to the Michigan Recreation Park Association annual conference in Lansing on Wednesday, March 8th and Thursday, March 9th. The plan is for the Director to stay in Lansing Tuesday night and Wednesday night for the conference. By attending the MRPA conference, it furthers specific knowledge to help advance ideas and programs within the Recreation Department for the City of Richmond. Motion by Warn, seconded by Varga, to approve changing of the Recreation Board meeting date to Tuesday, February 28th, to allow the Recreation Director to attend the MRPA Conference. All yeas Motion passes C. 2023 Chili Cook Off Weekend Events The City of Richmond’s annual chili cook off became a cook-off honoring a past resident, by the name of Ron Rybar. It was requested that Ryan’s name continue to be affiliated with the chili cook off. With this 5-year memorial commitment, the Memorial Fund, created by the Rybar family thru the Four County Community Foundation, allows us to fund the Chili Cook Off without having to utilize City or TIFA funds. The City Manager and Mayor indicated that all work should be completed at the Aud if the event is going to be held there. If the work isn’t completed, the event should be held at the Community Center. No motion required. D. Rental Discussion for the AUD In November, the Recreation Board and Administration discussed rental rates and what should be charged for the building. At that time the Recreation Board discussed taking the first year of building use to help determine how we charge for the building. The consensus of the board was that Richmond non-profit groups and Richmond School Groups would not be charged for the use of the building. In November, the board questioned what the operational costs for the building would be in a fiscal year. Administration put together a rough estimate of what the cost of the building will be. Salary, benefits, building maintenance, insurance, telephone/internet, utilities and any building improvements/ equipment acquisitions estimate about $80,291 for one year. Potential Roosevelt Civic Auditorium Types of Uses: Administration asked to have a discussion on how to charge the various types of uses. The different types of uses can include private rentals, training seminars, business recruitment events, and it could also include a fundraiser from a private individual such as a euchre tournament. Contractual programing could be sports instruction, exercise programing, art classes and DNR classes. Page 3 of 5  Approved February 28, 2023 Non-Profit use could be an organization that wants to hold a regular monthly meeting. It could also be a one-time meeting such as an anniversary, or an annual event that they would like to hold at the Auditorium. Administration thought it might be helpful to remind the Recreation Board of some of the non-profit users at the Richmond Community Center. Some of those non- profit groups are; Woodturners, RAHGS, Loose Threads Quilt Group, Cub Scouts, Garden Grove Park and Swan Creek. These groups have monthly meetings on set days. Although they can rent the Community Center for free some non-profits pay $25.00 for set up of chairs for their meetings to have DPW or Recreation staff set up the room for them. This “Set Up” fee may be something the board considers even if non-profits can reserve the building at no charge. If the City has costs associated in setting up tables and chairs or other things for the event/rental, this should be passed along to the organization. Potential Areas for Rentals: There are three floors that can be rented. Each floor can be rented entirely or partially. On the third floor there is a large meeting room that can host around 30 people. There is also a medium sized classroom allowing for up to 25 children. The main floor of the Auditorium is the gymnasium. This could host larger events. There is also a small room off to the side that could accommodate smaller gatherings, such as senior coffee. The final lower level hosts the dining portion of the Auditorium. Administration will be researching occupancy loads for each of the rooms. Potential Rental Rates: Below is administration’s first draft at a set of fees. Not included is any type of fee allowing alcohol. ROOM RESIDENT NON-RESIDENT Gymnasium $50.00 an hour $75.00 an hour Meeting room-Main $30.00 an hour $50.00 an hour Classroom-Medium $20.00 an hour $40.00 an hour Classroom-Large $30.00 an hour $50.00 an hour Diner $50.00 an hour $75.00 an hour Review of November Discussion Administration would like to review the following statements based on our understanding of the Recreation Board’s November discussion.  The consensus of the board was that Richmond non-profit groups would not be charged for the use of the building. o This would include holding their monthly meetings and programs in the building. o There was a discussion on charging non-profits if they hold large scale events where they are charging the public or profiting from the event.  Junior Varsity and Varsity Sports would not be given priority or free use of the building as they should be utilizing school facilities. The consensus of the board was that Page 4 of 5  Approved February 28, 2023 Freshman, Junior Varsity and Varsity Sports would not be allowed to utilize the building especially during the first year as we work out how the building is being used. o Sports instruction from clinics or traveling coaches/experts would be contractual with a 70%/30% split between the Aud (40%) and instructor (70%).  Contractual programing, where there is an instructor/teacher/coach, should be done with the same percentage split across the board. Administration would recommend a 70% Instructor, 30% Auditorium split as a starting point for discussion.  Administration does not show that we changed the rental rates for the various building areas during our November discussion, but would like to run through the rates one more time with the Recreation Board. No changes have been made yet to the forms. There was lengthy discussion regarding the overall use and purpose meaning of the Aud. Specifically discussed were groups that are not school sanctioned sports such as youth basketball teams, TAFL, AYSO & RGFA. The board discussed the potential for these organizations to make a presentation on their requests to utilize the building and the board would make an individual determination based on each request. Majchrzak mentioned that the Auditorium is meant for the recreation of the community. No motion at this time. Miscellaneous Matters from the Recreation Board None at this time. Miscellaneous Matters from the Administration None at this time. ADJOURNMENT Motion by Warn, seconded by Varga, to adjourn the regular meeting at 8:51 p.m. All yeas Motion passes Respectfully submitted: Agatha Kent Recording Secretary Page 5 of 5