parks and recreation committee - osseo, minnesota · 2016-04-01 · osseo parks & recreation...

Parks and Recreation Committee

COMMITTEE MEETING 6:00 p.m., April 5, 2016

1. Call To Order 2. Roll Call 3. Approve Agenda (Unanimous additions required) 4. Approve Minutes (Unanimous approval required) 5. Public Comments 6. Special Business

A. Three Rivers Park District Presentation – Jennifer DeJournett 7. Old Business

A. Nonprofit Vendors & Feedback for Music & Movies in the Park B. Hiring Summer Recreation Leaders C. Donations

8. New Business A. Central Avenue Landscaping B. Parks Evaluation Exercise C. Adopt-A-Park D. Community Center Policy E. Reschedule July Meeting

9. Upcoming Events A. Northwest Hennepin Senior Forum – April 13 B. Osseo Trolley Returns in 2016 – Volunteers Needed C. Step To It Program – May 1-28 D. City Cleanup – May 7 E. Citywide Garage Sale – May 12-15 F. InterMarque Car Show & Craft Sale in the Park – May 14

10. Staff & Committee Reports 11. Adjourn

Announcements Economic Development Authority (EDA) Vacancy

COMMITTEE MEMBERS: Chair Kerstin Schulz, Vice Chair Sloan Wallgren, Councilmember Larry Stelmach, Councilmember Anne Zelenak, Dee Bonn, Brittney Quant, Alden Webster STAFF LIASONS: City Planner Nancy Smebak Abts

OSSEO PARKS & RECREATION COMMITTEE MINUTES REGULAR MEETING

March 10, 2016

1. CALL TO ORDER

The Osseo Parks & Recreation Committee meeting was called to order by Chair Kerstin Schulz at 6:00 p.m., Thursday, March 10, 2016.

2. ROLL CALL Present: Committee members Dee Bonn, Brittney Quant, Kerstin Schulz, Larry Stelmach, Sloan Wallgren, Alden Webster, and Anne Zelenak. Absent: None.

Others present: Todd Woods, Ed Columbus, Joan Columbus, City Planner Nancy Smebak Abts.

3. APPROVE AGENDA

A motion was made by Larry Stelmach, seconded by Alden Webster, to approve the meeting’s agenda as written. The motion passed 7-0.

4. APPROVE MINUTES

A motion was made by Sloan Wallgren, seconded by Alden Webster, to approve the January 5, 2016 meeting minutes as written. The motion passed 7-0.

5. PUBLIC COMMENTS No public comments were offered. 6. OLD BUSINESS

Dee Bonn questioned whether The Lookout had been contacted regarding serving as an approved caterer for the Community Center. Nancy Abts replied that staff had not received this direction from the City Council, believing that the rationale was to wait until the Community Center Policy had been updated before contacting potential users.

7. NEW BUSINESS

A. FOOD TRUCK FESTIVAL PRESENTATION

The Committee heard a presentation from Larry Stelmach and Todd Woods concerning a proposed Food Truck Fair to be held Sunday, May 15, 2016, from 12 noon until 7:00 pm in Osseo. The presenters discussed their plans to date. The event would include various food truck vendors, a beer garden, and musical entertainment. It would bring new people to Osseo. The event would follow the Osseo Car Show, held on May 14. The plans have been discussed with the Minnesota Food Truck Association, who consider the event to have potential. Potential costs include law enforcement, portable toilets, Public

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Osseo Parks & Recreation Committee 03.10.16

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Works services, advertising, and picnic tables. Parking could be accommodated on residential streets. No fee would be charged for food truck participants, but a deposit would be required to ensure attendance and cleanliness. Much of Central Avenue, from 2nd to 5th Streets, would be closed to traffic to accommodate the event. In the event of light rain, attendees would be expected to take shelter in local businesses. Heavy rain would be an unavoidable risk. The Committee discussed event logistics. Large tents would be undesirable, due to cost and inclement weather already deterring attendance. A disk jockey could provide music, but likely would not offer the level of entertainment as a live band. A Battle of the Bands event could be considered as part of the entertainment. Some members of the Osseo Lions had considered such an event. Police Reserve Officers and cleanup volunteers could possibly be recruited to cut down on cost. Although some Osseo businesses may not be open on Sundays, other benefits to keeping the event on a Sunday we discussed.

The presenters asked the Committee to consider making a recommendation to the Economic Development Association and City Council regarding the event. Dee Bonn made a motion, seconded by Alden Webster, to recommend the Osseo EDA consider the event. The motion passed, 7-0. Dee Bonn made a motion, seconded by Brittney Quant, to recommend the Osseo City Council consider the event. The motion passed, 7-0.

B. REVIEW CITYWIDE EVENTS CALENDAR Nancy Abts presented a calendar and cost estimate sheet showing known 2016 Parks and Recreation-related events in Osseo. She recommended the Committee refer to the calendar when considering new events. C. RECOMMEND MUSIC AND MOVIES IN THE PARK PROGRAM SCHEDULE

The Committee reviewed a schedule of events slated for every other Tuesday in the summer.

Movies are proposed for later in the summer, to meet the licensing company Swank’s screening requirements as well as earlier sunset times. Musical acts are scheduled earlier in the season. Kerstin Schulz noted she would like to see additional movies on the schedule. Other cities’ movies are well received, and she believes families may be more likely to attend movies.

Ed Columbus, with the Lions Club, is willing to be an emcee for the events. Ed shared some

of his thoughts with the Committee. After preliminary conversations, the Osseo Lions may consider donating funds to cover some of the event costs, as well as assisting with event logistics. They would like to generate enthusiasm for the events. Chairs for older attendees are recommended. Costumes may be a fun addition to movies. Nursing homes can be contacted. Concessions to support local nonprofit groups are also recommended. The Lions can provide a sound system to augment the city’s projector and screen. Individual business sponsors may want to support specific events.

Committee members thanked Ed and the Lions for stepping forward to support the events. Larry Stelmach asked how the number of movies was determined. Dee Bonn explained

restrictions on showing Disney movies, which can only be screened in August. Additionally,


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there is more flexibility with re-screening movies than there is with rescheduling musical acts; Swank grants up to 1 year to re-screen canceled films. As such, the Committee could consider adding movie performances to the August schedule.

Larry Stelmach asked when schedules would be approved in the future, so that schedules are

not published without Committee approval. Nancy Abts said that the schedule could be set any time. She explained the subcommittee’s process in arriving at the proposed schedule, and noted that subcommittee proceedings had been distributed to the committee via email. The Spring edition of the Osseo Outlook city newsletter listed the event schedule as every other Tuesday from June 14-August 23.

A specific children’s band was not identified for the June 14th “Kickoff” concert. The

committee agreed that, though expensive, the Teddy Bear Band was a desirable performer. The committee would like to solicit feedback from attendees at the events. An online survey

or “suggestion box” were suggested. The Committee recommended replacing the draft schedule’s July 26th screening of The Birds

with E.T., and adding The Wizard of Oz, to August 16, with costumes and/or a sing-along suggested, reserving August 30 as a rain date. $5500 was recommended a not-to-exceed amount for the events, with up to an additional $500 allocated for printing event schedules and publicity of the events.

Chair Schulz volunteered share information on the donation opportunities with Osseo

businesses. Dee Bonn made a motion that the Committee recommend the City Council approve the

amended agenda, the amended not-to-exceed amounts, the Committee’s plan to solicit donations in support of the program, and the plan to allow nonprofit concession sales as part of the Music & Movies in the Park event series. Alden Webster seconded the motion. The motion carried, 7-0.

D. CONSIDER SUMMER RECREATION PROGRAMMING The Committee reviewed a previous discussion about summer recreational programming. Nancy Abts reported that Osseo previously offered a summer craft program two days a week for 5 weeks in the summer. The City hired a leader and assistant at a fairly affordable rate. This program was used as the basis for the proposed Arts and Sports Sampler programs to be discussed. Specific dates for the programs, as well as scheduling conflicts were discussed. Budgetary, staffing, registration, and insurance concerns were also considered. The Committee discussed issues related to health conditions, and whether parents/guardians should be expected to accompany their children. General consensus was that children age 8 and older would not need to be accompanied by a parent. Qualifications for the service provider were also discussed, and first aid certification was seen as an important component. Advance registration should be required, and registration forms should include a local contact person. Emergency services should also be alerted to the event schedule. Tuesday & Thursday mornings were discussed for sports, and Wednesdays for arts programs.


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Larry Stemach made a motion that the Committee recommend that City Council approve the amended program schedule. The motion was seconded by Alden Webster, and carried 7-0. The Committee discussed that program will utilize temporary part-time employees. The application and hiring process will be designed to ensure that potential employees are prepared to take on leadership of the program, with minimal direction from the City. Sloan Wallgren made a motion that the program should have a not-to-exceed budget of $3,000. Alden Webster seconded the motion. The motion passed 7-0. E. CONSIDER DONATIONS TO SUPPORT SUMMER PROGRAMS

The City is able to ask for donations to support the Osseo Community Fund. An organized

effort will be coordinated by Chair Schulz. Solicitations could possibly be included in utility bill mailings. Alden Webster offered to coordinate a visit to the American Legion with Larry Stelmach to ask for donations.

The Committee discussed the distinction between solicitation and accepting donations for

the activities as opposed to accepting sponsorships for programs. Some donors may prefer to remain anonymous. The Mayor may also wish to announce the opportunity for donations at regular City Council meetings.

8. ANNOUCNEMENTS & EVENTS

Pending events were discussed, including:

o Osseo Fire Department Easter Egg Hunt March 19 o Osseo Lions Pancake Breakfast Fundraiser March 20 o 2016 Senior Spring Forum April 13 – NW Hennepin Human Services Council o Step To It Challenge May 1-28 (Registration opens April 1) o A potential return of the Osseo Trolley in 2016—volunteers were encouraged to

contact City Hall o City-Wide Garage Sale May 12-15 o InterMarque Classic Car & Craft Show May 14

The Committee discussed re-painting the street arrows that direct walkers for the Step To It

Challenge. Larry Stelmach made a motion that the Council consider sidewalk painting to support

the Step To It program. Brittney Quant seconded the motion, and it carried 7-0.

9. STAFF & COMMITTEE MEMBER REPORTS

Nancy Abts reported that the City had been approved to receive a $50,000 grant to support the Gateway Sign project, to be located at the intersection of County Road 81 and Central Avenue/Jefferson Highway. She discussed a Comprehensive Planning session scheduled for March 23rd at the Minnetonka Community Center, and reminded committee members to submit information on park evaluations and community center users by March 22. She also noted that her last name had changed to Abts in January.

Dee Bonn reported that the exercise programs continued to be strongly attended and encouraged new participants to join in.


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Larry Stelmach acknowledged many contributors and donors to Osseo’s programs, and thanked committee members for their patience during his earlier presentation. Kerstin Schulz reminded those interested in participating in the May 14 Craft Show to contact City Staff or herself for more information. Sloan Wallgren reported that he appreciated the potential Food Truck event scheduled for a Sunday, which could allow those who work on Saturdays to attend. He appreciates events that are not on the typical time. He looked forward to a series of interesting events in Osseo in May. Alden Webster asked how the boys’ basketball team had done at the state tournament game that night. After hearing the team had not won their game, he announced he had no report.

10. ADJOURNMENT

A motion was made Alden Webster, seconded by Anne Zelenak, to adjourn the meeting at 8:48 p.m. The motion carried 7-0.

Respectfully submitted, Nancy Smebak Abts City Planner

Osseo Parks & Recreation Committee Meeting Item

_______________________________________________________________________________________

Agenda Item: Three Rivers Park District Presentation – Jennifer DeJournett

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner Attachments: Three Rivers Park District Maps _______________________________________________________________________________________ Background: Osseo falls within the Three Rivers Park District boundaries. Three Rivers Park District is governed by an independent, seven-member Board of Commissioners. Five members of the board are elected from districts in suburban Hennepin County, including Jennifer DeJournett, Osseo’s representative. The Park District was created in 1957. Since then, it has grown to encompass over 27,000 acres of parks and trails and serves over 10 million visitors annually. Elm Creek Park Reserve is the regional park located closest to Osseo. An extension of the Crystal Lake Regional Trail will eventually connect Osseo to the Elm Creek Park Reserve and other regional park amenities. The City of Osseo is required to incorporate regional park facilities in its parks plan and comprehensive plan. City Goals Met By This Action:

Increase inter-governmental cooperation and the sharing of City services

6.A.

To Rush CreekRegional Trail

OperationsCenter

RushCreek

Rush Cr eek

Elm Creek

HaydenLake

MudLake

GooseLake

LemansLake

PowersLake

HaydenLake

FRENCH LAKE RD

PINEVIEWLN

S DIAMOND LAKE RDZA

NZIB

ARLN

FERNBR OOKLN

HAYDEN LAKE RD

202

81

PARKENTRANCE

121

121

81

TILDENAVE

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NO

ELM

CREE

K BLVD

N

ELM CREEK PARK RESERVE

0.5Miles

Chipmunk

Bluebird

Acorn

Deer

TERRITORIAL RD

ELM CREEK RD

LEGEND:archery

concessions

disc golfdog off-leash area

eastman nature center

picnic area - reservable

camping - group reservationcamping - horse

parking

picnic area

play area

rentals

picnic area -reservable shelter

road

water body

park boundary

parking lot

rest area/bench

restroom

swimming

toilet

volleyballpaved trailunpaved trail

chalet

threeriversparks.org

TRAIL

Miles 51.22 22.7 29.1 17.6

Updated: 2/26/2016

private property

James Deane Pkw y

mountain bike area

historic landmark -pierre bottineau house

camper cabins

GOOS

E LA

KERO

AD

169

To Rogers

109thAve N

Elm Creek

Diamond Creek

trails at your pace

To CrystalLake

RegionalTrail

To MedicineLake

RegionalTrail

NATURECENTER

ENTRANCE

camping - drop-in

boardwalk

mountain bike trailhead

169

horse trailhead

SeeSingletrack

Map fordetails

101st Ave N

Gated AccessRoad (911

access only)

To RushCreek

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MudLake

PARKENTRANCE

Deer

Acorn

Bluebird

Chipmunk

JAMES DEANE PKWY

ZACH

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81

ELM CREEKPARK RESERVE

1,000Feet

threeriversparks.org

LEGEND:

picnic area - reservable

concessions

disc golf

picnic area

play area

rentals

picnic area -reservable shelter

road

water bodypark boundary

parking lot

volleyball

restroom

swimming

chalet

paved trail

TRAIL

Miles 18.0 8.9 9.2 4.4

unpaved trail

GENERAL RECREATIONAREA

ELM

CREE

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99TH AVE N

Updated: 2/15/2016

historic landmark -pierre bottineau house

ToMedicine

LakeRegional

Trail

rest area/bench

Elm Creek

toilet

Elm Cr

eek

boardwalk

101STAVE NO

The Park District’s goal is to make it possible for everyone, including persons with disabilities, to take advantage of the Park District and its offerings. For information about the most accessible areas or facilities, call 763-559-9000 or 763-559-6714 (TTY/TTD) weekdays.

©2009 Three Rivers Parks. All Rights Reserved

NORTH

HENNEPINCOUNTY

CARVERCOUNTY

SCOTTCOUNTY

ANOKACOUNTY

DAKOTACOUNTY

RAMSEYCOUNTY

WRIGHTCOUNTY

Lake RebeccaPark Reserve

Crow-HassanPark Reserve

Elm CreekPark Reserve

West Coon RapidsDam Regional Park

Fish LakeRegionalPark

Eagle LakeRegional Park

North MississippiRegional Park

Bryant LakeRegional ParkGlen Lake Golf

& Practice Center

The Landing–MinnesotaRiver Heritage Park

CarverPark Reserve

Lake MinnetonkaRegional Park

NoerenbergMemorialGardens

BakerPark Reserve Clifton E. French

Regional Park

Hyland Lake Park Reserve

Murphy-HanrehanPark Reserve

MINNEAPOLIS

Silverwood Park

Gale WoodsFarm

Cleary LakeRegional Park

CRO

WRIVER

MINNESOTA

RIVER

MISSISSIPPI RIVER

Park District Properties

Park District Regional Trail System

Regional Trail to be Developed

State, Federal or other Regional Trails/Parks

Park Entrance

LEGEND

BrooklynPark

Osseo

MapleGrove

169

Regional Bicycle Transportation Network (RBTN)

0 0.50.25

Miles

City of Osseo, Hennepin County

RBTN AlignmentsTier 1 AlignmentTier 2 Alignment

RBTN Corridors (Alignments Undefined)Tier 1 Priority CorridorTier 2 Corridor

Regional Trails (Regional Parks Policy Plan)ExistingPlannedExisting State Trails (DNR)Mississippi River Trail

County BoundariesCity and Township Boundaries2040 Urban Service AreaNCompass Street CenterlinesOpen Water Features


_______________________________________________________________________________________

Agenda Item: Nonprofit Vendors & Feedback for Music & Movies in the Park

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak, City Planner _______________________________________________________________________________________ Policy Consideration: Establish a process for identifying and approving nonprofit vendors for Movies & Music in the Park Background: The proposal for the 2016 Music & Movies in the Park event called for nonprofit vendors to be able to sell concessions in the park. No specific vendors were identified in the proposal. Due to no scheduled Committee meetings before the proposed start of the program series, Staff recommends the Committee select 1 or 2 volunteer members to recruit and approve nonprofit groups to sell concessions. The volunteer(s) would be responsible for communicating with nonprofit groups throughout the summer event season. The Committee also asked that an evaluation/feedback procedure be established for the programs. Staff recommends 1 or 2 volunteer members develop an evaluation strategy and work with staff to implement the evaluation plans. Budget or Other Considerations: Osseo’s 2016 budget allows for $10,000 for “Other Recreation-Program Instruction”. City Goals Met By This Action:

Provide a variety of activities for all citizens with continued and new City events

Increase communication with citizens and encourage citizen engagement

Promote a healthy and high quality standard of living

Adapt to changing demographics of the community

Recommendation/Action Requested: Staff requests the Committee identify parties responsible for

1. Recruiting and scheduling nonprofit vendors for the Movies and Music in the Park events, and 2. Creating and executing a program evaluation strategy.

7.A.


_______________________________________________________________________________________

Agenda Item: Hiring Summer Recreation Leaders

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner Attachments: Summer Recreation Leader Position Descriptions _______________________________________________________________________________________ Policy Consideration: Establish a process for recommending recreation leaders for hire by City Council Background: City Council approved the program proposal for summer youth and family sports and arts programming, and directed staff to advertise the position. Staff proposes the following applicant recruitment and screening procedure:

1. April 5: Parks and Recreation Committee approves procedure 2. By April 8: Position descriptions for leaders and assistants are posted on City’s website and scheduled for Social

Media and summaries are sent to the Osseo Maple Grove Press and the League of Minnesota Cities Job Board for posting

3. April 25, 4:00 pm: Program Leader Application Deadline 4. April 26-April 29 at noon: Review committee selects interview candidates 5. May 1-May 5 at noon: Interview committee schedules interviews and forms a recommendation 6. May 9: City Council reviews/approves hiring recommendation 7. May 12: Program assistant application materials distributed 8. May 26, 5:00 pm: Program Assistant Application Deadline 9. June 2: Program leader reaches hiring decision with program assistant 10. Week of June 6: Onboarding and HR meetings for all summer recreation program hires

Staff recommends the Committee select 2-3 members to serve as reviewers of initial applications, tasked with selecting 3 applicants who will be invited to a brief interview. Staff also recommends that the Committee approve a panel of interviewers to make a hiring recommendation to City Council. Staff recommends this committee includes 1 Parks and Recreation Committee member, 1 Councilmember from the Human Resources Committee (Councilmembers Stelmach or Schulz), and 1 City Staff Department Head (the City Administrator will select who will fill this seat). Budget or Other Considerations: Osseo’s 2016 budget allows for $10,000 for “Other Recreation-Program Instruction”. The Osseo City Council approved expenditures of up to $3,000 for Summer Recreation Programming.

7.B.

City Goals Met By This Action:





Recommendation/Action Requested: 1. Recommended hiring schedule as written/as amended. 2. Approve initial application review panel of 2-3 Committee Members. 3. Recommend interview panel of 1 Committee Member, 1 Council HR Committee Member, and 1 Staff Department

Head.

City of Osseo Position Description Summer Sports Recreation Program Leader PT

Hiring Range: $16/hr Hours: 18-24 total Benefits: None Reports to: City Administrator Classifications: Non-exempt, supervisory Terms of Employment: Temporary, Part-Time

Position Summary The City of Osseo needs a leader for a summer Sports Recreation program for elementary-aged children. If you have athletic skills and coaching talent, we need you. The City of Osseo invites interested individuals to submit their proposal to lead youth sports and recreation programming for 10, 90-minute sessions, to be scheduled on Tuesdays and Thursdays from mid-June through July of 2016. These programs will emphasize having fun, building sportsmanship and basic athletic skills, and treating others with respect. Osseo area youth who participate in the program will benefit from increased physical fitness and overall health and skills in teamwork and leadership. Applicants may also consider applying for an Osseo Arts Recreation Program Leader position, for services to be provided every Wednesday for 10 weeks. Joint applicants shall submit 2 cover letters but may use the same supporting documents for both position. Responsibilities The leader will be responsible for performing all tasks associated with conducting a free youth recreation program, involving an estimated 30 total elementary-aged participants per week. The program leader will be supported by a program assistant; the program leader will aid in hiring her/his assistant following city procedures. Youth younger than 8 participating in the program will be supervised by their parents/guardians. The program leader shall schedule appropriate times and meeting locations for 10 approximately 90-minute program sessions to be held on Tuesdays and Thursdays in June and July. Osseo’s Sipe Park is suggested as an appropriate location. Alternate locations, if desired, must be arranged by applicant. With support from City Staff, the program leader will be responsible for cancelling events in the event of inclement weather. Up to 2 cancelled sessions will be accommodated at the end of the season on the subsequent Tuesday and Thursday. The program leader will provide a written report and presentation to the City Council following the program. The report shall include evaluation metrics, established by the leader, to demonstrate the program’s level of success. Skills and Specifications Applicants will be evaluated by a committee, and top respondents will be invited for an interview, expected during the week of May 1-5. Evaluations will be based on:

1. The applicant’s approach to and understanding of program scope and program logistics. 2. The applicant’s most significant qualifications for this proposal, including First Aid & CPR certification status. 3. The applicant’s experience with similar contracts and clients (please provide references). 4. The applicant’s familiarity with the City of Osseo. 5. Communication skills. 6. Other qualifications/criteria, as deemed appropriate by the committee and City Council.

Application Procedure Please submit a cover letter explaining your vision for the program, including your proposed methods of evaluating its success, and a complete resume explaining your qualifications by 4:00 pm on Monday, April 25. By June 1, selected applicant must possess current American Red Cross or American Heart Association certifications in First Aid and CPR. Selected applicant must successfully pass a City of Osseo background check. Applications should be sent to City of Osseo, Attn: Recreation, 415 Central Avenue, Osseo, MN 55360 or may be sent electronically to [email protected].

mailto:[email protected]

City of Osseo

Position Description Summer Arts Recreation Program Leader PT

Hiring Range: $16/hr Hours: 18-24 total Benefits: None Reports to: City Administrator Classifications: Non-exempt, supervisory Terms of Employment: Temporary, Part-Time

Position Summary The City of Osseo needs a leader for a summer Arts Recreation program for elementary-aged children. If you have artistic skills and teaching talent, we need you. The city invites interested individuals to submit their proposal to lead youth arts and recreation programming for 5, 90-minute sessions, to be scheduled on Wednesdays from mid-June through July of 2016. These programs will emphasize having fun, building creativity and basic artistic skills, and treating others with respect. Osseo area youth who participate in the program will benefit from increased creativity and overall appreciation for arts and culture and skills in cooperation, creative expression, and dexterity. Applicants may also consider applying for an Osseo Sports Recreation Program Leader position, for services to be provided every Tuesday and Thursday for 5 weeks. Joint applicants shall submit 2 cover letters but may use the same supporting documents for both position.

Responsibilities The leader will be responsible for performing all tasks associated with conducting a free youth recreation program involving an estimated 30 total elementary-aged participants per week. The program leader will be supported by a program assistant; the program leader will aid in hiring her/his assistant following city procedures. The program leader shall schedule appropriate times and meeting locations for 10 approximately 90-minute program sessions to be held on Wednesdays in June and July. Youth younger than the age of 8 participating in the program will be supervised by their parents/guardians. Osseo’s Community Center is suggested as an appropriate location. Alternate locations must be arranged by respondent. The program leader will provide a written report and presentation to the City Council following the program. The report shall include evaluation metrics, established by the leader, to demonstrate the program’s level of success. Skills and Specifications Applicants will be evaluated by a committee, and top respondents will be invited for an interview, expected during the week of May 1-5. Evaluations will be based on:

1. The applicant’s “vision” and approach to and understanding of program scope and program logistics. 2. The applicant’s most significant qualifications for this proposal, including First Aid & CRP certification status. 3. The applicant’s experience with similar programs. 4. The applicant’s familiarity with the City of Osseo. 5. Communication skills. 6. Other qualifications/criteria, as deemed appropriate by the committee and City Council.

Application Procedure Please submit a cover letter explaining your vision for the program, including your proposed methods of evaluating its success, and a complete resume explaining your qualifications by 4:00 pm on Monday, April 25. By June 1, selected applicant must possess current American Red Cross or American Heart Association certifications in First Aid and CPR. Selected applicant must successfully pass a City of Osseo background check. Applications should be sent to City of Osseo, Attn: Recreation, 415 Central Avenue, Osseo, MN 55360 or may be sent electronically to [email protected].



_______________________________________________________________________________________

Agenda Item: Donations

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner Attachments: Donation Form _______________________________________________________________________________________ Policy Consideration: Consider donations to support summer programs. Previous Action or Discussion: The Parks and Recreation Committee discussed this topic at its March 10, 2016 meeting and asked for additional information on donation logistics. Background: The City of Osseo and its associated departments and committees have no authority or ability to “fundraise”; however, donations can be solicited. The City accepts donations from individuals and organizations. Donations are accepted by resolution by the City Council and are acknowledged in the quarterly Osseo Outlook. However, donations can be accepted without naming the specific donor. If the donor desires a receipt for the donation, the donation would be entered into the city’s records, which would not ultimately be able to remain confidential. A mailer can be included in the mid-April utility bills to promote summer events and ask for donations. Dee Bonn and other volunteers will be needed to prepare the mailing. Kerstin Schulz agreed to coordinate donation requests to local businesses. Alden Webster volunteered to make a request for donations to the American Legion. A volunteer (or volunteers) to apply to the Lions and Osseo Fire Relief Association should be identified. Budget or Other Considerations: Osseo’s 2016 budget allows for $10,000 for “Other Recreation-Program Instruction”. The current and proposed schedule of City events does not exceed this amount. City Goals Met By This Action:

Ensure City’s continued financial stability

Maintain as low a tax rate as possible

Recommendation/Action Requested:

Staff recommends the Parks & Recreation Committee consider the potential for soliciting donations and/or participating in nonprofit organizations’ fundraising events to support parks and recreation in Osseo.

7.C.

Volunteers to prepare utility mailings and contact the Lions and Osseo Fire Relief Association (and American Legion, if they have not been approached) should be identified.

The Osseo Lions Club

P.O. BOX 473, Osseo, MN 55369

Application For Financial Assistance

The following is a lawful request for financial assistance from the Osseo Lions Club, Osseo, Minnesota under the guidelines set down by the Charitable Gambling Control Board of the State of Minnesota. .

Date: ________________________

Requesting Organization: ________________________________________________ (Individuals must seek requests through a designated third party organization)

Address___________________________ City:______________ State: __ Zip: ______

Phone: (____)_____________

Name of person submitting request: ________________________________________

Address___________________________ City:______________ State: __ Zip: ______

Phone: (____)_____________

General Purpose (Circle One): Educational, Health Services, Youth Activities, Disabled,

Park and Recreation, Community Project, Other: ______________________________

Reason For Request: ___________________________________________________

_____________________________________________________________________

(Please use back if additional space is needed.)

What is the total estimated cost of this project?_______________________________

How much have you raised to date?________________________________________

How much are you requesting from the Osseo Lions?__________________________

What is your area of service? ____________________________________________

What other organizations have you approached?_____________________________

____________________________________________________________________

Which of these have been approved? ______________________________________

Is approval needed from another governing body? (School Board, City Council, etc.) ___________________________________________________________________

If so, have you received this approval? ____________________________________

Are you affiliated with any charitable gambling organization in the state of Minnesota?

If so, how and with whom? ______________________________________________

Are you exempt from Federal Income Tax under section 501 (c)(3) of the Internal

Revenue Code? __________________________________________________

To whom should the check payable be made out to? ______________________

Date needed:________________________

To the best of my knowledge, the above information is true and accurate, and by signing this request, I am acting as a valid representative of our organization.

Signed:__________________________________________________

(For committee use)

Gambling Committee _______ Approved ______Date______ Amount ____________

General membership_______Approved_______ Date ___________

Restrictions _____________________________________________

Designations_____________________________________________

Comments _____________________________________________

Date Paid __________Check# _______________

Osseo Fire Department Relief AssociationCharitable Gambling Operations

Minnesota Lawful Gambling License # 01851415 Central Ave

Osseo, MN 55369

Osseo Fire Department Relief AssociationRequest for Charitable Donation

The following is a lawful request for financial assistance from the Osseo Fire Department Relief Association (OFDRA) charitable gambling funds under the guidelines set forth by the Minnesota Gambling Control Board.

Please print legibly and supply all requested information (or indicate that it is not applicable by writing “N/A”).If you don't have room to sufficiently answer a question, please use the space provided on Page 4 to supply more information.

Organization:Who is the organization (or individual) that will be receiving the funds?

Name:

Address:

City: State: Zip:

Phone: ( ) - Website:

Purpose:What will the funds be used for? (please check one)

relieving the effects of poverty, homelessness, or disability for activities and facilities benefiting benefiting youth under age 21 funding non-profit education institution registered with or accredited by Minnesota a scholarship fund to community arts organizations or expenditures to fund arts programs in the community recognition of military service or supporting active military personnel in need a fund administered and regulated by a city or county (for lawful purposes) (attach form LG555) conducting nutritional programs, food shelves, and congregate dining programs primarily for persons who

are age 62 or older or disabled to a nonprofit organization which is a church or a body of communicants program for education, prevention, or treatment of problem gambling recognizing humanitarian service demonstrated through volunteerism or philanthropy contributions to the United States, state of Minnesota, or any of its subdivisions or agencies or

instrumentalities (except a direct contribution to a law enforcement or prosecutorial agency) other: (please specify)

Project:Please describe the project or undertaking that the funds will be used for, who the project will benefit, when and where the event or project will take place, etc.

Fundraising:

OFDRA Charitable Gambling - Request for Charitable Donation Page 1 / 4


How much money does your organization need for this project? $

How much money have you raised to date? $

How much money are you requesting from the OFDRA? $

What date do you need the funds by? / /

Which other organizations have you approached?

Which other organizations have contributed or pledged to contribute?

What other fundraising activities has your organization undertaken?

Approval:

Is approval needed from another governing body(e.g. school board, city council, etc.)? If so, who?

If so, have you received approval?

If so, when and from whom?(date of approval, name, position)

Distribution of Funds:

Make Check Payable To:

Mail Check To:

Addressee: Attention:

Address:

City: State: Zip:

Contact Person / Person Submitting Request:

Name:

Address:

City: State: Zip:

Phone: ( ) - Email:



Certification of Request:

I certify that the information provided in this request is accurate and complete to the best of my knowledge.

I understand that any false information provided will result in the denial of this request.

I understand that the decision to approve or deny this request lies solely with the membership of the OFDRA.

I understand, if funds are donated to the recipients and for the purposes cited herein, that the recipient of the funds is obligated to use the funds for the lawful purposes described, per the statutes and rules governing lawful charitable gambling in the state of Minnesota.

I understand that I may be asked to provide further information or documentation to support this request or the expenditures for which approved funds were used.

Signed: Date:

For questions, clarification, or more information, please contact:

Mike Phenow, OFDRA Gambling Manager or Patty Lyden, OFDRA CEOCell: (763) 226-1020 Cell: (763) 242-5988Email: [email protected] Email: [email protected]

OFDRA Office-Use Only:

Date Received: / /

Date of Meeting Presented At: / / Action: Denied Tabled Approved




If Approved:

Amount Approved: $ Lawful Purpose Code:

Check Number: Check Date: / /

Date Mailed: / /

Notes:

Additional Information:Use the space provided to provide additional information for any of the questions above (please indicate which



question you're providing more information for).



_______________________________________________________________________________________

Meeting Date: April 2016 Prepared by: Rick Hass, Public Services Director

Attachments: Quote from Lynde Greenhouse and Designing Nature _______________________________________________________________________________________ Policy Consideration: City staff is recommending the hire of a landscape company to maintain the cities gardens along Central Ave and in Boerboom Veterans Park. Background: The city has many gardens along Central Ave and in Veterans Park that require special attention. Designing Nature has done an excellent job providing this attention for many years and staff recommends they continue with the maintenance of the gardens based on their prior work and the $42.50/hr rate. Previous Action or Discussion: None Budget or Other Considerations: The cost for flowers and maintenance along Central Avenue is $3509.23 and the cost for Boerboom Veterans Park is $4236.63 and would be paid for out of the flower fund. Options: The Parks and Recreation Commission may choose to:

1. Recommend the hire of Designing Nature for garden maintenance; 2. Recommend the hire of Designing Nature for garden maintenance with noted changes/as amended; 3. Deny recommending the hire of Designing Nature for garden maintenance; or 4. Table action on this item for more information.

Recommendation/Action Requested: Staff recommends the Parks and Recreation Commission choose option 1. Recommend the hire of Designing Nature for garden maintenance.

8.A.

Agenda Item: Central Avenue Landscaping

JOB ESTIMATE

Date: 2/23/2016

3312 Red Fox Drive

Hamel MN 55340 Job number: 16143-2

Phone: 763-478-4565

Fax: 763-477-5827

www.designingnatureinc.com

Project: City of Osseo, Veteran's Park garden maintenance

Rick Haas

415 Central Avenue

Osseo, MN 55369

Quantity Description Price Total

2016 City of Osseo Veteran's Park garden maintenance.

Maintain all beds along main street bi-weekly, includes

planting annuals, a Spring clean-up and Fall cut down.

Fertilizer and chemical will be used as needed, determined

by Desinging Nature garden maintenance crew

59.75 Estimated based on 2015 hours 42.50 $2,539.38

1 Estimated based on 2015 fertilizer and chemical used 77.35 $77.35

1 Estimated based on 2015 annual planting 1,619.90 $1,619.90

2015 Annual bed planting consisted of the following:

60-4" SunPatiens

20-4" Coleus

42-4" Lantana

36- Jumbo Petunia

1-8" Butterfly Bush $4,236.63

* Price is subject to any 2016 increases in material costs, a

good estimate is between 5-10%.

Accepted By: _____________________ Submitted by: Jackie LeuerDesigning Nature Inc.

Date: Date: 2/23/16

JOB ESTIMATE

Date: 2/23/2016

3312 Red Fox Drive

Hamel MN 55340 Job number: 16147-2

Phone: 763-478-4565

Fax: 763-477-5827

www.designingnatureinc.com

Project: City of Osseo, Main Street garden maintenance

Rick Haas

415 Central Avenue

Osseo, MN 55369

Quantity Description Price Total

2016 City of Osseo Main Street garden maintenance.

Maintain all beds along main street bi-weekly, includes a

Spring clean-up and Fall cut down. Fertilizer and chemical

will be used as needed, determined by Desinging Nature

garden maintenance crew

80.75 Estimated based on 2015 hours 42.50 $3,431.88

1 Estimated based on 2015 fertilizer and chemical used 77.35 $77.35

$3,509.23

* Price is subject to any 2016 increases in material costs, a

good estimate is between 5-10%.

Accepted By: _____________________ Submitted by: Jackie Leuer

Designing Nature Inc.

Date: Date: 2/23/16

Landscape Estimate * City of Osseo, MN

* Prices good for 45 Days from date of quote

3/17/2016

Line Qty. Unit Cost Extension MN Tax Total

1

2 25 Hrs 50.00$ 1,250.00$ -$ 1,250.00$

3

4

5 284 Sq Ft 3.25$ 923.00$ -$ 923.00$

6 20 Hrs 50.00$ 1,000.00$ -$ 1,000.00$

7

8

9 12 Hrs 50.00$ 600.00$ -$ 600.00$

10

11

12 10 Hrs 50.00$ 500.00$ -$ 500.00$

13

14

15 10 Hrs 50.00$ 500.00$ -$ 500.00$

16

17

18 9 Hrs 50.00$ 450.00$ -$ 450.00$

19

20

21 22 Hrs 50.00$ 1,100.00$ -$ 1,100.00$

22 2 Hrs 50.00$ 100.00$ -$ 100.00$

Totals: 5,223.00$ -$ 5,223.00$ Notes: *Includes fertilization and weed pre-emergent application post-plant

*Includes initial watering of annual material

*Covered maintenance areas are the annual ground beds and all shrub/perennial beds along Central Ave

*Maintenance includes bi-weekly weeding, dead-heading, trimming and fertilization as needed

*Dates for installation to be determined by LGN based upon weather related timing issues

*All plant material to be designed and installed by LG&N

*All work will be billed monthly as completed

Approved By:

City of Osseo

Maintenance

September

Maintenance

Rick Hass

Osseo, MN 55369

415 Central Avenue

City of Osseo

Month/Activity

April

Maintenance

May

August

Prepared By:

Derek Lynde

Flowers and Maintenance - Summer 2016

Remove Annuals

Maintenance

October

Plant Annuals in Ground Beds

Maintenance

June

Maintenance

July

Maintenance

| Lynde Greenhouse and Nursery | 9293 Pineview Ln N, Maple Grove, MN 55369 | Ph: 763.420.4400 |

| www.lyndegreenhouse.com |


_______________________________________________________________________________________

Agenda Item: Park Evaluation Exercise

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner _______________________________________________________________________________________ Policy Consideration: Begin to consider desirable features for the expanded Boerboom Park Previous Action or Discussion: The Parks and Recreation Committee heard about the process for expanding Boerboom Park at its 2015 meetings. Background: Significant work is required to plan and build an expanded Boerboom Park. An early task will be to identify a design firm able to help the community create a vision the park’s role in the community and the amenities it will provide. In order to prepare and RFP for Park Design Services, the City and the Committee should have some idea of what they would like to have included in the park, and, especially what functions the park may provide. To begin this conversation, Parks and Recreation Committee members were asked to submit a subjective evaluation of one park in Osseo and one park outside the city. Their responses are summarized in the chart below. Action Requested: General observations drawn from the responses can serve as a starting point for Committee discussions about the future of Osseo’s Parks. Those observations include:

Sipe Park may appear to be underused. o Is this a generalization the Committee feels is valid? Should it be investigated further? Should the

perception be addressed?

Many parks may appear to be underused in colder seasons. o Is this a “given” for Minnesota’s climate, is winter park use something that the committee should

seek to increase?

Some parks may appear to be overused in warm seasons. o Should less intensive summer uses be considered for Osseo’s parks?

Older parkgoers may prefer less active recreation and may instead enjoy people-watching, looking at landscape or scenery, or viewing public art.

o Who should be the “target audience” for Osseo’s parks? Does it vary by park or by portions of each park, or do the parks serve a universal audience?

o How can parks be created to ensure they are valuable for older residents? Discussing the above items will help Staff and the Committee to gain direction on appropriate park planning considerations.

8.B.

City Goals Met By This Action:

Plan and build an upgraded and expanded Boerboom Park



Parks Evaluation Exercise Response Summary

Sipe Park Boerboom Park Other Parks’ & Rec Centers’ Unique Activities Human Uses

Baseball Play in Grass, Egg Hunt Children’s Programs

Basketball View Flowers Community Room/Rec Center to rent

Tennis Reading Rec Center Programs

Playground Socializing Walking/hiking trails

Pickleball Farmers Market Interactive fountains

Viewing Memorial Ice skating

Sitting & Watching Yoga

Dog Walking Board Games

Picnics Soccer

Play in Grass Kickball

Skateboarding Halloween Party

People-watching

Crafts

Open fields

Sledding

Snowshoeing

Statues / Public Art & interactive art

Outdoor exercise stations

Climbing walls

Frisbee / Frisbee golf

Bocce ball / Horseshoes

Off-leash dog area

Shade structures

Nonhuman Uses

Birds

Wildlife

Rain gardens / Stormwater features

Native plantings / Pollinator friendly areas

Community gardens & orchards


_______________________________________________________________________________________

Agenda Item: Adopt-A-Park

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner Attachments: Volunteer Opportunities Flyer _______________________________________________________________________________________ Policy Consideration: Consider promoting volunteer opportunities in Osseo’s parks. Previous Action or Discussion: The Parks and Recreation Committee has not previously discussed this topic. Background: The city regularly identifies ongoing park monitoring as an opportunity for volunteers to serve the community. It has been difficult to find regular help with these tasks. The Parks and Recreation Committee may wish to find ways to encourage volunteerism in Osseo Parks. Possible strategies include:

allowing volunteer groups to sign up for 1-2 events, rather than making an ongoing commitment o a “Grab and Go” volunteer kit with laminated instruction sheets, work gloves, and garbage bags

could be created to support occasional volunteers

programming and promoting city-wide litter clean up events

suggestions raised by Committee members Budget or Other Considerations: Volunteers can help reduce the cost of maintaining parks, while providing a better environment. Some staff time may be necessary to organize volunteers and supplies. City Goals Met By This Action:




Recommendation/Action Requested:

Staff recommends the Parks & Recreation Committee discuss volunteer opportunities in Osseo.

8.C.

Volunteer Opportunities in Osseo Do you have a desire to help others? Do you want to support your community? We need you. Here are several opportunities for you to serve the City of Osseo. The time commitment on your part may be minimal. We offer flexibility of when volunteers can volunteer…short-term, weekend, and evening opportunities.

Adopt a Park

Boerboom Veterans Memorial Park, across from City Hall Keep the City’s recreational space clean by picking up litter twice/month and weeding the garden areas. We can provide bags.

Sipe Park, at 600 2nd Street SE Keep the City’s recreational space clean by picking up litter twice/month and weeding the playground and planted areas. We can provide bags.

Adopt the Civic Campus (City Hall, Police, Fire Station,

Community Center building)

Keep the area around the City building and parking lot clean by picking up litter twice/month and weeding. We can provide bags.

Downtown Planter Maintenance

Keep the raised planters and planting beds along Central Avenue maintained by picking up litter twice/month and weeding as needed. We can provide bags.

Light Office Work at City Hall

Help with occasional document filing, mailings, or office projects on an as-needed basis. Can you help with any of the above? Please contact City Clerk LeAnn Larson at Osseo City Hall, 763-425-4064. Or, send an email to [email protected].

Non-profit organizations in our area needing volunteer help include:

Senior Community Services - Go to www.seniorcommunity.org for info on how to volunteer for HOME (Household & Outside Maintenance for Elderly) services and more. CROSS - CROSS Services provides a variety of on and offsite volunteer opportunities. Individuals or groups interested in volunteering can contact CROSS at 763-425-1050 or [email protected] to learn more about upcoming informational tours and opportunities. CROSS is a nonprofit organization serving families in Osseo, Maple Grove, Champlin (west), Rogers, Corcoran, and Dayton.

Volunteers are important people in Osseo!

Volunteers help

others and also

themselves.

Now, more than ever, volunteers are renewing their commitment to helping others and making new connections that bring us closer together as families, as neighbors, and as communities. Volunteers make a real impact and are a valued part in how Osseo can succeed and grow. Job seekers are gaining references, contacts, and other benefits through volunteering. Youth can gain experience in helping others and making connections to help with leadership skills.


http://www.seniorcommunity.org/



_______________________________________________________________________________________

Agenda Item: Community Center Rental Policy

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner Attachments: Osseo Community Center Partial Costs Analysis

Osseo Community Center Rental Policy _______________________________________________________________________________________ Policy Consideration: Discuss potential changes to the Osseo Community Center Rental Policy Previous Action or Discussion: At its January 5th meeting, the Parks and Recreation Committee considered the possibility of creating a Community Center Rental Policy based on specific uses rather than user groups. City Leadership discussed this issue in mid-2015 and posed the following questions:

Should the use of a “Designated Caterer” on weekends continue? o Should the city re-consider its choice of Designated Caterer(s), or try to recruit additional vendors?

Should users continue to be allowed to bring in their own food—during the week or otherwise?

Should the Community Center rental fees be increased?

Which groups should be eligible for reduced or waived rental fees? How should this be determined?

Who should monitor the Community Center use? Background: Those Parks and Recreation committee members who suggested uses for a use-based policy identified:

Large, private gatherings: wedding parties, family reunions, birthday parties, reunions, etc. o With alcohol o Without alcohol o With catered food o Without catered food (e.g., potluck)

Organizational meetings: clubs, boards, crafting groups, etc.

Retail events: Group craft shows, rummage sales, etc. The Community Center policy currently disallows private money-making events

City-wide events: Minidazzle, craft show with multiple vendors, etc.

Religious services/special events Private ceremonies are currently disallowed Routine weekly/bi-weekly use is currently disallowed on weekends, and only by City

Administrator’s special permission on weekdays

Classes: fitness, art, community education, etc.

8.D.

With the exception of religious services and retail events, these uses seem to be in line with what currently takes place in the Community Center and can easily be classified under the existing rental system. The relative impacts to the Community Center and costs to maintain the facility remain fairly constant regardless of use, so it might be difficult to establish different rental rates based on types of uses. However, the Community Center policy can be reconsidered to address a number of challenges with the current policy. Expanding Center Use and increasing Weekend Rentals The community center was used during approximately 50% of the eligible rental periods during March 2016. In order to ensure the community has reasonable access to the Community Center, the “Exclusive Caterer” system could be reconsidered or rescinded. Changes to the Community Center, including installing security cameras and a partition to limit access to the rest of City Hall and adding a provision that the Center can only be rented in its entirety on weekends could allow City Staff to manage weekend reservations without relying on an Exclusive Caterer system. Costs associated with these changes are discussed below. Liability Generated by General Users and Food & Alcohol Service When the Community Center is used by outside groups, the city takes on liability for accidents or bad actions that occur within the Community Center. This liability is currently covered under the City’s general insurance policy. Many other facilities with less-comprehensive insurance that allow groups to rent meeting and event space require renters show proof of insurance for the event. For example, the League of Minnesota Cities provides its members access to a Tenant User Liability Insurance Program (TULIP) to protect cities from claims for injuries or property damage that occur during an event. This sort of insurance would not be required for the Osseo Community Center unless the city’s “base” insurance policy changes significantly. The only instance where insurance beyond the city’s policy is necessary is when alcohol is served. For this reason, Staff recommends that alcohol service is only provided by a select group of approved caterers who maintain proof of insurance and are known to be responsible providers. Current “Exclusive Caterers” Maple Tavern and Roasted Pear could be augmented by caterers based in Osseo, Brooklyn Park, or Maple Grove to serve as Approved Caterers. Caterers would need to apply to the City in order to be placed on the list of Approved Caterers. There should be no problems associated with continuing to allow potluck and self-catered events at the Community Center. Renters should be reminded of the need to comply with Hennepin County and the State’s food service regulations if they are providing public food service. Rental Rates The Community Center currently serves as a valuable meeting place for many groups. However, the Community Center is also costly to maintain. Because those who use the Community Center are the ones who primarily benefit from it, it stands to reason that users should contribute more towards the costs of the community center than general Osseo taxpayers. During March 2016, almost all of the Community Center users were non-paying users, meaning that the approximate $4,000 cost of running the community center last month was borne by taxpayers, many of whom did not use the center during that time. From April 2015 through March 2016, the Community Center brought in only $1,025 in rental revenue—compared to the approximately $44,000 it costs to run the center for a year. It is generally accepted that Community Centers exist to serve a community purpose, building social capital and providing an important “third place” essential for functioning democracy and civil society. Nevertheless, it seems improvements can be made in distributing the costs and benefits of running the community center.

A (necessarily incomplete) analysis of key Community Center costs is attached. Annual and lifecycle costs have been amortized (discount rate/NPV calculations excluded) to provide an approximate Community Center cost per day and per half-day rental period. Additional calculations have been performed to determine costs for “after hours” and weekend rentals, accounting for security cameras and security footage review, additional cleaning, and spot-checks by police officers. Because the City Council is otherwise responsible for authorizing expenditures (e.g., approving accounts payable), Staff proposes that less generous “discounts” for Osseo user groups and nonprofit organizations be establish, and that City Council be the only body to grant free use of the Community Center. The current Community Center policy states that the City Council may “waive fees for special conditions or circumstances, including where the applicant has performed a commensurate service to the City.” The “commensurate service” standard seems a reasonable way for Council to assign rental fee waivers. To better distribute the costs and benefits of the Community Center, a revised rental rate system is proposed, setting the base rental charge in proportion to actual costs and adding an “after hours/weekend” rental fee to replace the “Exclusive Caterer” provision currently in place.

For use of 1 room (A or B) for ½ Day (4 hrs)

Current

Proposed

Rate Discount Rate Discount

Base Charge $75 0% $85 0%

Osseo Business/Resident (By street address) $25 67% $64 25%

Discount for Nonprofit (Meeting) $25 67% $43 50%

Discount for Osseo Nonprofit (Meeting) $0 100% Fee waived (or not) by Council

Discount of Nonprofit (Fundraising) $50 33% $64 25%

Discount for Osseo Nonprofit (Fundraising) $25 66% $43 50%

“After Hours”/ Weekend Rental (WHOLE CENTER ONLY)

Min. $300 Food Purchase $140 half day /

$200 whole day

Decreased or Waived after 4

successful rentals

Events with alcohol Only by exclusive caterer, private security required

Only by listed approved insured caterers, private security required

Damages The City has not been able to strictly or consistently enforce its policy of withholding damage/cleaning deposits or requiring additional payment for cleaning. Staff proposes establishing a checklist of reasons for withholding the deposit and approximate amounts to be withheld for individual infractions. This checklist will be created and approved administratively and will be based on existing elements in the Community Center Policy. Staff members may share or rotate responsibility for assigning charges for violations. The Community Center partition requires special equipment and two operators to extend or retract and is very expensive to maintain and repair if it is damaged. For these reasons, only City Staff operate the partition and it will be left open during weekends. Weekend rentals must be for both rooms. Budget or Other Considerations: Fees established for renting and administering the Community Center should relate to the City’s costs to build and maintain these facilities and staffing requirements. Charges for weekend rentals should include additional costs for administrative oversight. City Goals Met By This Action:

Maintain as low a tax rate as possible


Continue to give Staff the necessary tools to do their jobs effectively and efficiently

Recommendation/Action Requested: Discuss questions posed by City Leadership, and provide input for revisions to the existing Community Center rental policy. If consensus is reached on changes to the policy, pass a formal motion to forward the item to City Council. Next Steps: Staff will follow up on recommendations offered by the committee. The discussion can be re-considered at the July Committee meeting or formalized in policy format and forwarded to City Council for review.


_______________________________________________________________________________________

Operating Expenses Annual Cost Montly Cost Avg. Mo Days

Component

Cost/Day Avg. Mo Days

Component

Cost/Day Avg. Mo Wknd Days

Component

Cost/Wknd Day Notes

Average Electric Bill 1,322.42$ 233.14$ 30.417 7.66$ 21.750 10.72$ 8.67

Annual Cleaning & Maint./mo 1,541.67$ 271.80$ 8.94$ 12.50$

Partition Maintenance 500.00$ 88.15$ 2.90$

Partition Repairs (average yearly) 500.00$ 88.15$ 2.90$

Gas Heating/mo 833.33$ 146.92$ 4.83$ 6.75$

Admin. Assistant Salary 2,096.00$ 174.67$ 5.74$ 8.03$ 30 min/day@$16/hr*262 weekdays/yr

Furniture & Fixtures 1,500.00$ 125.00$ 4.11$ 5.75$ $15,000 @ 10 year replacement cycle

Carpet Deep Cleaning: 1x/yr 600.00$ 50.00$ 1.64$ 2.30$ Based on 2015 cleaning cost

Water/Sewer Service

Incidental Supplies: Paper products, etc

Operating Costs Total 8,893.42$ 1,177.82$ 38.72$ 46.05$

Construction Costs

~$1,400,000 over 40 year useable lifespan 35,000.00$ 2,916.67$ 95.89$ 134.10$

Actual Costs Total 43,893.42$ 4,094.49$

Potential Additional Costs--Weekend Rentals

Security Cameras Installation (3 yrs amortization) 3,333.33$ 277.78$ 9.13$ 12.77$ $ 32.05

Security Footage Review +45 min/wk 48.00$ 1.58$ 2.21$ $ 5.54

Additional Cleaning + 25 days equivalent 223.39$ 18.62$ 0.61$ 0.86$ $ 2.15

Install new hallway "partition" to limit access to city hall 2,000.00$ 166.67$ 5.48$ 7.66$ $ 19.23

Police Spot-Checks: 3, 15 minute checks @ $60/hr $ 45.00

TOTAL POTENTIAL COSTS 5,556.73$ 511.06$ 16.80$ 23.50$ 103.97$

ACTUAL & POTENTIAL COSTS TOTAL 151.42$ 203.64$ 238.58$

& 10 % Admin Overage: Other staff involvement, computers to support reservations, website management, etc.A/P Costs 166.56$ 234.19$ 262.44$

A & 0.5 P Costs 157.32$ 216.18$

Actual Costs Only 148.07$ 198.16$ n/a

** March utlization for Comuunity Center

& Sales Tax: 7.275% A/P Costs 178.67$ 251.23$ 281.53$

A & 0.5 P Costs 168.76$ 231.90$

Actual Costs Only 158.85$ 212.58$

COSTS per half day rental (whole CC) A/P Costs 89.34$ 125.61$ 140.77$

**Preferred Costs Highlighted A & 0.5 P Costs 84.38$ 115.95$

Actual Costs Only 79.42$ 106.29$ n/a

COSTS per half day rental (one room only) A/P Costs 44.67$ 62.81$

A & 0.5 P Costs 42.19$ 57.98$

Actual Costs Only 39.71$ 53.14$

Entire Facility must be rented on

Weekends

Osseo Community Center Partial Costs Analysis

NOT SEPARATED

Cost for Weekends OnlyCost for 365 Days/Year Cost for Week Days Only

% of total bills is based on square foot & use

calculations performed in ENERGY STAR's

Portfolio Manager software

NOT SEPARATED

NOT SEPARATED


_______________________________________________________________________________________

Agenda Item: Reschedule July Meeting

Meeting Date: April 5, 2016 Prepared by: Nancy Smebak Abts, City Planner _______________________________________________________________________________________ Policy Consideration: Consider rescheduling July 5 Committee meeting. Background: The Parks and Recreation Committee regularly meets quarterly on the first Tuesday in January, April, July, and

Continue to give Staff the necessary tools to do their jobs effectively and efficiently

Increase communication with citizens and encourage citizen engagement Recommendation/Action Requested: Reschedule to July meeting to July 7or 14.

8.E.

October. Because of the July 4th Holiday, the committee may wish to reschedule its July 5 meeting. Thursday, July 7 or July 14 and potentially the Tuesday, July 12 (also Farmers Market Start Date and 7:00 pm Zingrays Concert) are possible meeting dates. Tuesday, July 19 is not a possible date as it conflicts with the Public Safety Advisory Committee meeting. Previous Action or Discussion: None. Budget or Other Considerations: None. City Goals Met By This Action:

Join us for the Northwest Hennepin Area

“Laughter is the Best Medicine”2016 SENIOR SPRING FORUM

Wednesday, April 13 8:30 am – NooN(Vendors until 11:30)

10 am — Dirty Shorts Brass Band

11 am — Janie Jasin,Award-winning humorist

— FREE EVENT —Community Activity Center

5600 85th Avenue N, Brooklyn Park

The 2016 Senior Forum will include local information on travel, music, dancing, community theatre, wellness assessments, vendors, fitness opportunities,

door prizes and refreshments. Come and meet more than 70 vendors who provide services to help keep seniors active and engaged in their communities.

This free, helpful and informative event is for Adults 55-plus / Seniors and family members

Doors open at 8:30 am Pre-registration is recommended

To pre-register, email: [email protected] or call: 763-503-2520

Come for the fun, leave with an ageless message!

Go to town on the Osseo Trolley!

Monday - Thursday :: May - September By appointment 9:00 am – 2:30 pm

Volunteer Trolley Drivers Needed

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2 The City of Osseo is currently seeking volunteer drivers for the trolley. Volunteers must

have a valid driver’s license and personal vehicle insurance. Drivers can sign up for weekly shifts or volunteer a few times a month. Please contact Osseo City Hall at

[email protected] or 763-425-2624, ext 101, with questions or to volunteer.

Please call the TROLLEY phone number at 763-257-3142 to arrange for an appointment after April 15.

NOTICE

Economic Development Authority Member Needed

The City of Osseo is soliciting interested persons to serve on the Economic Development Authority (EDA) Board. Due to a resignation, a vacancy on the board exists. The unexpired term for this position will end 12/31/18. The EDA board meets the second Monday evening of each month at 6:00 p.m. for regular meetings. Occasional special meetings may be called when necessary. The City values leadership from service minded individuals. Residents or business owners interested in filling this appointment are requested to submit a letter of application or statement of interest, containing name, address, telephone number, email, and any other pertinent background information. Please send your letter of interest by April 6, 2016, to Mayor Duane Poppe, 415 Central Avenue, Osseo, MN 55369. For more information, please call 763-425-2624.

parks and recreation committee - osseo, minnesota · 2016-04-01 · osseo parks & recreation...

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