Recreation Board

Approved April 4th 2023 REGULAR MEETING MINUTES THE REGULAR MEETING OF THE RICHMOND RECREATION BOARD WAS CALLED TO ORDER AT 7:00 P.M., ON TUESDAY, FEBRUARY 28, 2023, BY MELISSA MAJCHRZAK. ROLL CALL Present: Kiel, Varga, Majchrzak Absent: Caperton & Warn Motion by Kiel, seconded by Varga to excuse Caperton & Warn 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 January 10, 2023, 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 – January 2023 The Recreation Director provided a detailed update on her January Activity Report on events/programs including:  Chili Cook Off  Senior Program- Game Day Monday  Park Rentals Beginning Page 1 of 4  Approved April 4th 2023 UPCOMING EVENTS & REMINDERS  Tuesday, March 7th: RESCHEDULED- Recreation Board Meeting at City Hall-7 pm  Wednesday, March 15th: Egg Stuffing with RMS Builders Club  Saturday, April 1st: Easter Event 10:30 a.m. ITEMS FOR CONSIDERATION None. ITEMS FOR DISCUSSION A. Review of Draft By-Laws for Friends of the Roosevelt Civic Auditorium The Roosevelt Civic Auditorium is very close to being ready to open to the public. The Recreation Board and City Council have discussed creating a group of volunteers or “friends” that could assist with the Auditorium. The purpose of this group is to help keep the building open without having paid staff at the building around the clock. The Recreation Board and administration have not discussed the nature of the group and how formal an organization it should be. Since we already have library friends group’s By-Laws, administration took them and changed some of the language so that they related to a civic auditorium. Since these By-Laws are formal, the administration would like to discuss whether we are on the right track with our rough draft of Friends of the Auditorium By-Laws? Everyone agreed that the By-Laws are too formal of a beginning and no commitments should be set from the very start. Varga mentioned that a schedule of events should be created first, so that interested volunteers can choose events that are best suited for them. After cultivating interest, and the Auditorium gets a steady momentum going, this group of volunteers could potentially turn into a formal organization. It was also mentioned that all volunteers would have to pass a free of charge background check before working any event at the Auditorium. No Motion Required. B. Discussion on Roosevelt Civic Auditorium Usage Below is a summary of the guidance that the City Manager presented to the Recreation Board for Auditorium usage and the forms associated with it. Non-Profit Use  The consensus of the board was that Richmond non-profit groups would not be charged for the use of the building. This would include non-profits, churches, and non-sports related school groups.  The waiving of rental fees for non-profits would include holding their monthly meetings and programs in the building.  The Recreation Board is still discussing whether to charge non-profits if they hold large scale events where they are charging the public or profiting from the event. A flat fee or Page 2 of 4  Approved April 4th 2023 percentage may be an option an option in those cases. Any policy could be re-evaluated after the first year of operation. It was discussed that there should be a set-up & tear down fee depending on the scale of the event. It was also agreed upon that there should be a fixed rate cleaning fee for any large event generating profit. Sports/Athletics Use  Freshman, Junior Varsity and Varsity Sports would not be allowed to utilize the Aud. This is something that may be reviewed after the first year of operation.  Youth sports leagues such as basketball, TAFL/HFL, AYSO, RGFA, RLL, and Wrestling would need to present their proposal to the Recreation Board for consideration. o The Board would then evaluate each proposal based on things such as number of participants and how long and at what time of day would the building be utilized.  Sports instruction from clinics or traveling coaches/experts would be contractual with a 70% (instructor)/30% (the Auditorium) split of the fees. Non-Sports Contractual Programming  Contractual programing, where there is an instructor/teacher, should be done with the same percentage split 70%/30%. o Some programs that the Recreation Department has done in the past and would fall into this category are dance lessons, hunter safety, yoga, senior fitness. o It would be desirable to find volunteers that would like to teach classes for free that way they could be offered free of charge. This would in turn help generate more interest & participation in events happening at the Auditorium. Private Rentals and Fee Structure  The Recreation Board reviewed the various rooms that administration had suggested could be rented either individually or as a package.  Priority would be given to City and non-profit usage over private rentals.  The Fee Schedule below appeared to be acceptable. It was also suggested that there should be a resident/non-resident fee to rent the stage separate from the gymnasium. 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 Occupancy Page 3 of 4  Approved April 4th 2023  The City Manager and Building Official have measured all of the rooms including the stage and bleacher area in order to come up with an occupant load for each area.  On the Main Level, gymnasium & bleachers, there could be up to 470 seated individuals without tables, about 200 with tables. The lower level could seat 123 without tables and 57 with tables. The upper level will allow 68 seated individuals (38 with tables) in the two rooms to the north and 100 seated individuals (46 with tables) in the larger room to the south. Alcohol (Beer & Wine)  The City Manager has been researching how and if allowing alcohol in the building would work.  Someone wanting to hold an event at the Auditorium and partner with either a local non- profit or commercially licensed establishment would need to fill out the proper temporary permit through the LCC and submit this to the City Council prior to then submitting to the LCC.  The City has host liquor as part of its liability insurance.  A non-profit or private rental wanting to serve alcohol at an event without charging would need to provide proof of insurance through either their liability carrier or homeowner’s policy. There was a discussion on directing an event involving alcohol towards the community center as there would be no disruptions with other programs going on at the Auditorium, during the same time period. No Motion Required. Miscellaneous Matters from the Recreation Board Majchrzak inquired about the status of the SPARK Grants. The City Manager informed everyone that the first round wasn’t awarded to the City, however there is hope left with two more rounds of grants remaining. Varga inquired about Macomb Family Services and their assistance with the Auditorium. Director VanHove informed everyone that she is still working on setting up a meeting with them to help determine whether their services will work out with the Auditoriums schedule/programs. Miscellaneous Matters from the Administration None at this time. ADJOURNMENT Motion by Varga, seconded by Kiel, to adjourn the regular meeting at 8:25 p.m. All yeas Motion passes Respectfully submitted: Agatha Kent Recording Secretary Page 4 of 4