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10. PRSR 07.10.2002 or Item #: 10 Elk MEMORANDUM River 13065 Orono Parkway TO: Park and Recreation Commission Elk River,MN 55330 FROM: Michele McPherso , Director of Planning DATE: July 10, 2002 SUBJECT: Informational/Update Items for July 10, 2002 Meeting B. Park/Trail Developments 1. Park Dedication Fund Balance This will be distributed at the July Meeting. 2. River City Snow Riders Newsletter 3. Article, `Bigger and Better City Park in Works" 4. Staff Memo: Consider Hours Increase for Office Assistant, City Recreation 5. Staff Memo:Discussion on City Involvement with School Fields The City Council voted to discontinue City maintenance and scheduling of school fields effective for the 2003 season. 6. Notice of State MRPA Conference The State Minnesota Recreation and Parks Association Conference will be held November 12 - 15, 2002 in Prior Lake, Minnesota. The City typically pays for Park Commissioners to attend this conference. Please think about if you would like to attend. Once programs are mailed, we will make sure that you receive a copy. Phone: 763.441.7420 Fax:763.441.7425 www.ci.el k-river.mn.us o d o ca d 4- w a 3 m _c N t : N 4 0) e 'z O . 3 C Z 'L h fi O C L C`o } ice- L L L } r a) C w o ,an +� - 0 t ... 'Q G E of ° 01 a L N a�j L S U O L ii a b C T N 0 .0 C 0 >. ice- N• CI j W —41 O a L 0 c_ 1F_ c y 3 u _n s 3 N - '� 3 o c i ti o `^ a d t ; $ Tv.c .c3 c c1 o w a a a1 e ° N of - o - .� .) 0 t £ } •3 °- o .c v m ,°. 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'3 C m C.) U w0 a a 3 C c•N 0 S y F L ~ a) `O � @ 7 O)�O c a°U) N E N j L .O V @ 3 O co U @ o O C O O V@ O E O 'C 2E 2 @OH ° ° U F .n LL cJw waulwQ F@ o J o co as H ° U@ UI- = 5U 0 o co r4 z g Pt • G \/p / 2f ) G' § § aEEEE ƒrE- \ ff ) g \ / U � \\ t2 _ ƒ i tla .� e m @O � ƒ 2 ( >- @ � � � \ � ° � E � m % LIJ § - \ 0 I p a ƒ q * f 3 ] o / L / } & ) ® S % k ® 0 k > _j 7 \ 0 ' k © ® \ Co . � _ • \ 7 z / / I- 2 / 2B N WEDNESDAY, JUNE 5, 2002 WWW.TWINCITIES.COM • ST. PAUL PIONEER PRESS ROSEMOUNT Bigger and better. city park in works More like it are expected to follow BY TAMMY J. OSEID ment. Pioneer Press "I think for the most part people are willing to walk a Rosemount city leaders little farther to a park if it agreed Tuesday night to move offers more amenities," forward with a new type of Schultz said."We feel that the park with more space and people that we've talked to more amenities, a new model want to see more in our they expect to use as the city parks." continues to develop 300 more Plans for the 131/2-acre acres of park space during the park,which is expected to cost next two decades. the city about$420,000,include Starting with Bloomfield baseball and soccer fields, a Park — expected to be corn- basketball court, two tennis pleted just east of town off courts, skating and hockey County Road 42—new parks rinks and paved trails. in the Dakota County suburb Developers of the Bloom- will feature more to do in a field neighborhood donated concentrated area than most the land under a standard of the city's 23 current parks. agreement with the city, As city employees talked which requires one acre or with residents while planning $45,000 be donated for every the future of Rosemount 125 housing units. parks, people said they want- "Bloomfield Park will be ed parks with more amenities the premier park of the east than the mini-parks that dot side of town,"said Rosemount the growing city, said parks Mayor Cathy Busho. and recreation director Dan Schultz.Although a few small- Tammy J. Oseid,who covers er parks offer sports fields Apple Valley, Burnsville, and courts, most neighbor- Lakeville and Rosemount, can hood parks feature a few be reached at toseid@ acres with little more than pioneerpress.com or playground and picnic equip- (651)228-2171. • ITEM # 3.6. City of Elk River MEMORANDUM TO: Mayor and Council FROM: Pat Klaers, City Administrator DATE: June 10, 2002 SUBJECT: Consider Hours Increase for Office Assistant in City Recreation Attached is a memo from the Finance Director and from the Recreation Manager regarding the cost and need to increase hours for Office Assistant Lana Huberty in the City Recreation Department. Lana was hired as a three-quarter-time position and it has been almost impossible to keep her hours worked at 30 per week due to the workload. This increased hours is not in the budget, as we had no idea how much time it would take to run City Recreation and how much time Lions Park Center would take to manage. However, recreation revenues are exceeding projections and should cover the expenses for the additional hours. I have discussed this position with the Finance Director and I support this request. This request requires Council approval. e i 6vo c, 1 ,1 S/Council/Pat/HubertyLH ourslncrease • Elk River MEMORANDUM TO: Pat Klaers, City Administrator FROM: Lori Johnson, Finance Director DATE: June 10, 2002 SUBJECT: Recreation Department Office Assistant Budget Impact You recently requested information on the recreation department's request that the part time office assistant position be made full time July 1. The recreation department budget included $20,565 for the part time office assistant position assuming 30 hours per week. When Lana Huberty was hired to fill this position, the hours were reduced to 25 hours per week and the pay rate was increased. However, Lana has averaged approximately 35 hours per week since she started. Taking these changes into account and making the position full time on July 1, 2002, increase the position cost to approximately$26,500 or $5,880 more than budgeted. City of Elk River MEMORANDUM TO: Pat Klaers FROM: Michele Bergh DATE: June 6, 2002 SUBJECT: Lana Huberty, Office Assistant Lana was hired as an Office Assistant to work 25 hours per week. When we filled this position we had not moved into Lions Park Center and did not have a clear picture about the time it would take to manage the facility. In tracking time spent, it appears Lana is spending approximately 8 hours each week answering questions, processing requests, and preparing the facility for use. Additionally,we added the responsibility of managing the concession stand at the Adult Softball Complex. This takes approximately 5 hours a week administrative time to schedule staff, order supplies and coordinate tournaments. Lana's hours have been approximately 35 hours each week and we just continue to get busier. We are looking to manage the Adult Softball Complex itself in 2003 and are preparing for this transition now. As of May 31', our program revenue total is over$45,000. We projected a year-end total of $80,000. I estimate our year-end total for program revenue will be approximately $90,000 with the growth we are experiencing. We have also brought in $3,000 in concession stand sales in one month, $2,000 in park use fees through May 31", $3,000 in Lions Park Center use through May 31", and $1,200 in Lions Park Center rent through May 31". I am requesting Lana's position as Office Assistant become a full time position with benefits effective July 1, 2002. I believe that our additional revenue will cover the expenses for this as well as the additional hours she has been working the past three months. • Item 5 . 8 . J� City of Elk -.� River MEMORANDUM TO: Mayor and Council FROM: Pat Klaers, Cstrator DATE: June 24, 2002 SUBJECT: Discussion on City Involvement with School Fields For many years field scheduling and maintenance were never any problem. The school district was the only unit of government that had facilities and all the scheduling and maintenance was done by the school district (community education) and youth associations. The community recreation organization was established in 1992 and this organization eventually took over the coordination of field scheduling with each host city being responsible for maintenance. The school district no longer maintained their fields during the summer and any fees that were collected from the associations to offset expenses went to the host communities. Today the situation is more complex than in the early days and when managed under community recreation. Today community recreation no longer exists and cities are offering and coordinating recreation activities. Today most cities have some of their own fields and even the VFW has soccer fields available in Otsego. Additionally, coordination with more than one association per sport for field scheduling has become an issue. Maintenance and scheduling of school facilities came to a head this spring when United Soccer wanted to use school facilities that were not available. Due to growth in the Three Rivers Soccer Association (TRSA), they had scheduled all the available fields. In prior years there were a sufficient number of fields in and around Elk River to accommodate everyone. What made the field scheduling issue in 2002 even more difficult was the past relationship with the TRSA,whereby this group has invested funds into field development and soccer goals and United, as a newer organization, has not made this same investment. Also, it should be noted that fields were available in other communities within the school district but were not being used because they either were not being maintained by the host city and/or they were not in the best location. The timing of this conflict over school field scheduling happening this year was unfortunate as this is the first year of Elk River's city recreation program. City recreation assumed many of the existing policies of community recreation. City scheduling of the school fields resulted in policy questions from the School Board at our joint May 23, 2002 meeting. The City Council briefly further discussed this issue on May 28 and generally the feeling was that the city is busy enough maintaining and scheduling its own facilities and parks, it doesn't want the potential liability for scheduling and maintaining the school facilities, and it doesn't want the "headache" of scheduling and prioritizing field use for more than one association per sport. City staff desires to get out of the school field maintenance and scheduling business for a number of reasons. One reason is that sometimes the school district does field improvements or weed spraying without prior communication and notice to the city and this causes us problems with scheduling. Another issue and reason is that the fees received from the youth associations never covers the time, material, and equipment involved in maintenance. Finally, and most importantly,maintaining school fields limits the maintenance of city parks. No longer maintaining school fields will free up a significant amount of time and equipment that can be used on other park projects. The school district has the equipment and the expertise to do field maintenance. They do this work in the spring and in the fall. The school district can receive most of the funds for maintenance from the youth associations and hire summer help to maintain their own facilities for use by the associations. Therefore, children from throughout the school district can be using school district scheduled and maintained facilities. If the funds received from the association are not enough to cover the school's expenses, then the school district and the associations need to work things out. This change does not cause any real extra work for the youth associations as they already work with community education on scheduling of school facilities in other communities. In summary, reasons for this proposed change include: • Community recreation disbanding and changing to city recreation...there is no longer one group doing all the coordination of all the facilities and this is now done by individual cities and the school district. • It makes no sense for the city to be scheduling and maintaining school facilities. • It makes no sense for the school district to be involved in setting city scheduling policies • Reduces city liability (i.e. injuries taking place on school fields that the city schedules and maintains). • The city desires to use its summer help and equipment to do more work in city parks... this is a true concern as the city will soon be scheduling and maintaining the softball complex. • School improvements to school fields are sometimes unpredictable and this has caused scheduling and maintenance problems for the city. This should be less of a problem with the school both scheduling and maintaining their own property Recommendation It is recommended that the city send notice to the school district and the youth associations that the city will no longer be scheduling and maintaining the school district fields. S/council/pat/schoolfieldmaint BALL FIELDS :ity Fields Oak Knoll 1 YAC 1 Orono 1 Oak Knoll 2 YAC 2 Orono 2 Oak Knoll 3 YAC 3 Orono 3 YAC 4 Orono 4 Kuss Field School Fields Varsity Salk 101 Lincoln 1 Jr. Varsity Salk 102 Lincoln 2 SFBL 1 Salk 103 Parker 1 SFBL 7 Salk 104 Parker 2 Vandenberge 3 Salk 105 Handke 1 Vandenberge 4 Salk 106 Handke 2 Vandenberge 5 Meadowvale 1 Vandenberge 6 Meadowvale 2 Note: One Lincoln field has been removed and one is not available due to maintenance. SOCCER FIELDS City Fields Oak Knoll 9 Oak Knoll 10 Joplin Park School Fields Salk 1 Salk 6 Salk 2 Salk 7 Salk 3 Meadowvale 1 Salk 4 Meadowvale 2 Salk 5 Note: Joplin Park is not designated as a soccer field but is currently being used due to a shortage of fields in Elk River. C PARKING LOT SALK JUNIOR HIGH 9-mm TENNIS COURT! GCs-> N77 >-mm r rm c)m-> >_mm >—mm 3 0> m U) r``)rm 1 smu rinrf>N*1 rn r - - n 0 3 00 - oar n 7 7M r n m r --e- > 3 _ m o n r rn 7 rn r r m • > -4 m to O m ry m n >—m> r n immm o 73 >-mm r rm r_ MO F- - r m N 3 °>m Z A w m on M rr,o r n ° m D . 2 0 . o m 0 PARKING LOT o o n m m N O r O 0 \ / m c0 n m N 7 ° rn m n y m ° o m n o m 23 >mm 0mm r I MU) mm om row r . mcnr rnrnr 04,4 0000000000000 G>7 rmr7> J rrrn—ow 3 0->f) m m < -00 r° m • mon r r o m -I c>- ,mo r ' mm PARKING rom — LOT ANDENBERG m Jo • JUNIOR HII ce,Zod s ` S • /i City of Elk River MEMORANDUM TO: Pat Klaers FROM: Michele Bergh DATE: June 12, 2002 SUBJECT: Scheduling and Maintenance of School District Fields Our department begins scheduling for summer youth associations in April each year. We complete a master schedule by the first week in May for all ball fields and soccer fields in Elk River. Once this schedule is complete, the information is given to Youth Baseball, Girls Fastpitch Softball,TRSA, and our Parks and Streets Department. The season begins the first week in May for all these groups and our department handles all changes and additions throughout the summer season. We spend approximately 7 hours each week coordinating field needs for these groups. The City provides the service of scheduling and maintenance for school fields in Elk River beginning the first week in May and running until school resumes in the fall. The youth associations are typically done with their seasons by the end of July so we see very little use in August. There are seven City ball fields and two City soccer fields we schedule and maintain year-round and 22 District ball fields and nine District soccer fields we schedule and maintain for 3-4 months a year. Although we schedule City fields year-round, they are primarily used from May July. As you can see 75% of the fields we are taking care of are District fields. We will also have 5 additional fields to schedule next year at the Adult Softball Complex,which will add to our workload. It would simplify the process for our office if we were only scheduling City fields and allow us to spend more time programming for our community as well as developing additional facilities. While there would be some adjustment for the youth associations, they are already contacting Community Education for their field needs in Zimmerman, Otsego, and the initial master scheduling of Rogers. Rogers does the scheduling of changes and additions once the season is underway. I believe in the long run, the youth associations would benefit from this change, as we would have more time to develop additional quality facilities. We have had conflict arise over our policies and it is difficult to enforce a policy that we have when some of the facilities are not ours. This issue arose this spring and the District questioned whether our policy is fair to everyone and they were not sure they supported only recognizing one association per sport/activity and population served. If we were only scheduling our own fields, our policies would be much easier to enforce. This would also allow the District to set their own policies as they see fit. While we are scheduling District facilities from May-August,we truly don't have authority over these sites. The school must okay all uses scheduled during the school year. There have also been issues with school maintenance needs throughout the summer. Every season we have sprinklers going during scheduled practices and games. We have been told that the times this is occurring cannot be adjusted. The grass at the various schools are treated with chemicals and we don't receive any notification of when they will be spraying so the children will go out to play and may not notice right away that there are small signs saying to keep off the grass. This is a health concern as well as a scheduling conflict. Recently, two major fields were seeded and we received this information after the fact and were then told to keep everyone off the fields for at least two weeks. This created conflicts with scheduling and extra work for our department to call coaches and let them know they couldn't practice or have games and then to reschedule everything. As you can see, there are many reasons that support the City providing scheduling and maintenance of their facilities and the District providing scheduling and maintenance of theirs. Our department feels that this change would help alleviate some of the workload we currently have and allow us to provide the same level of service for new facilities being completed and the additional responsibility of managing the Adult Softball Complex. We are requesting that this change take place after the end of the current season. I City of Elk ,. River MEMORANDUM TO: Pat Klaers FROM: Phil Hals, Street/Park Superintendent DATE: June 13, 2002 SUBJECT: City Maintenance of District 728 Athletic Field Listed below are City costs for maintenance of school district fields: Labor: Spring set up - 80 hours @ $30.00/hr = $2400.00* Daily Maintenance - 20 hrs/week- 4 weeks @ $30.00/hr = $2400.00* Daily Maintenance- 20 hrs/week- 6 weeks @ $16.00/hr = $1920.00** Maintenance equipment costs 280 hrs @ $5.00/hr = $1400.00 Material Costs: Soccer field paint (annual supply) $1200.00 Ball field chalk (annual supply) $200.00 Estimated annual City cost: $9520.00 Other Concerns: Communication between scheduling personnel and maintenance personnel ' is the most important consideration in providing good field maintenance. In the past, most of the complaints from users were about field coordination and not the quality of maintenance. *Regular employees ** Seasonal employees JIM 1JLUUZ Keeping A Publication of the Minnesota Recreation and Park Association July 2002 The purpose of the Minnesota Recreation and Park Assocation, through its members, is to improve the quality of life in Minnesota by providing excellent park and recreation.services.We create and support opportunities for all Minnesotans to live a healthy lifestyle through participation in physical activity and to learn and grow as they experience the cultural and natural diversity of Minnesota's parks and recreation facilities. November 12-15, 2002 Mystic Lake Conference Center, Prior Lake, MN Karol Klint Greupner, State Conference Chair State r� • R . ,Conference .: -,U p date • • � ,, a . 0a The theme for this year's state conference is "Rediscover Your exhibit hall. Offsite opportunities are being planned by Tammy Professional Spirit." It will set the stage for speakers,work- Abrahamson and Chris Esser. Michelle Snider will provide public- shops,and other event activities to "Renew, Reconnect ity and association support for the conference. . Revitalize, Recreate, Rejoice and Respect"all of us to our profes- If you have program ideas, please contact your section repre- sion and to each other!Thanks to Three Rivers Park District who sentative or call Lenny(763/473-4114) or Chad (952/442-0694). will be the conference sponsor by providing financial and inkind There are still opportunities for additional conference sponsorships. support to the event. If you're interested, please call me at(763) 509-5223 or the MRPA The program committee is co-chaired by Lenny Schmitz and Office at (612) 825-2200 x100. Chad Storley, with Eileen Kilpatrick and Sandy Werts planning Make your plans now to attend this great event and look for he pre-conference institute. Each section has a representative the conference brochure and registration information to be mailed on the program committee to assure a comprehensive conference in September! program. Marcia Bach will assist Jon Gurban with the conference logistics while Michelle Margo and Jon Oyanagi coordinate the