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4.4. SR 01-20-2004River Item # 4.4. MEMORANDUM TO: FROM: Mayor and City Council Michele McPhersJ~~irector of Planning DATE: January 20, 2004 SUBJECT: Park and Recreation Commission Update The Park and Recreation Commission meet on Wednesday, January 14, 2004. While the agenda was relatively light, the item discussions made for a lengthy meeting. The Commission thoroughly discussed the request by the Lions for additional signage at Lions Park Center, the request from Sherburne County Health to establish a policy for tobacco- free recreation, and reviewed and recommended approval of the 2004 CIP Budget. Sign Request by Elk River Lions Tony Mikols attended the meeting to request approval of three signs for the building. The Lions are proposing a wall sign for the north face of the building in the gable area, which will say "Lions Park Center" and include both the Lions Club logo and the City logo (see attached photo). The final sign design was negotiated between Mr. Mikols and the Commission. The Lions have elected to dedicate the meeting room to Les Anderson, the Lions member instrumental in envisioning the building and encouraging its construction. They would like to identify the meeting room as the "Lion Les Anderson Community Room". The Commission noted that this is a new concept and that in the past the Council has been hesitant to name individual parks after individuals in the community, but that this is a space and that the Council may not have any concerns with this concept. The third sign will be a larger sign (2' x 6') inside the meeting room which will include a slogan acknowledging the past, present and future of the community, the Lions involvement in the building/meeting room, and that the community room is for the enjoyment of all Elk River citizens. The Lions Club will be purchasing the signs and paying for their installation. Memo to Mayor and City Council/P&R Update January 20, 2004 Page 2 The Commission unanimously voted to recommend that the City Council allow these signs to be placed in and on Lions Park Center. Tobacco-Free Recreation At the December meeting, the Commission was approached by Sherburne Cotmty Health to establish a tobacco-free park policy. Information was provided to the Commission at that time regarding the adverse health effects of secondhand smoke, the negative image that smoking portrays, and the fact that youth should not be encouraged to smoke. A draft policy for the City of Elk River was presented to the Commission at their January meeting, and after much discussion, the Commission elected to table further action until a joint meeting of the Commission and Council can be conducted with this subject as an agenda item. 2004 Capital Improvements Budget Attachments · Pet Waste Bag Dispenser Information · True Ride Illustration of Skate Park Equipment Engineer's Construction Estimate - Lions Park Parking Lot Expansion · Lions Park Parking Lot Expansion Plan As 2004 will be a transkional year with the mid-year hiring of the Park and Recreation Director, staff is suggesting a scaled-down 2004 Capital Improvements Budget, with fewer projects, all of which would be contracted out. We are proposing the following budget: PROJECT BUDGET AMOUNT Youth Athletic Complex Concession Stand Completion Trott Brook Barn Interior Completion Lions Park Parking Lot Expansion Lions Park Trail Overlay Skate Park Equipment Purchase Purchase 5 Sets of Doggie Bag Pet Waste Bag Dispensers Undeveloped park improvements Engineering/Trail Construction Big Tooth Ridge Park Prairie Seed Miscellaneous Supplies Total 2004 Budget $20,000 $15,000 $35,000 $75,000 $50,000 $ 1,000 $10,000 $ 7,000 $ 2,000 $10,000 $225,000 Park development staff will oversee the contractors completing the following projects: YAC Concession: insulation, plumbing, electrical, wallcovering, and hanging of cabinets Trott Brook Bark: tiling of the bathrooms, taping and mudding of sheetrock, and painting Lions Park: trail overlay S:\PLANNING'xMichele McPherson~ARKNRECkCouncil Updates\01 20 04 P & R Update.doc Memo to Mayor and City Council/P&R Update January 20, 2004 Page 3 In addition, they will focus on general maintenance and the completion of minor projects such as trash corrals, benches, picnic tables, and park identification signs. Engineering staff will prepare the proper documentation, obtain quotes, and oversee the expansion of the parking lot at Lions Park Center. They will also help to evaluate the proper trail construction in Big Tooth Ridge Park (Lafayette Woods) where recent tree removal has been completed. The Park Planner will oversee the specifications and bid-letting for the skate park equipment (the total expenditure will be $65,000 with the amount the youth have raised for this project. The contractor will be responsible for the installation of the equipment on the concrete pad that was completed in 2003. The Commission voted unanimously to recommend approval of the budget noted above. Recommendation Staff recommends that the Council concur with the recommendations of the Commission on both the Lions Park Center signage and the 2004 Capital Improvements Budget. S:KPLANNINGMVlichele McPherson~PARKNREC\Council Updates\01 20 04 P & R Update.doc Bag Dispensers Page 1 of 3 Model #2075 with Built-in Lock Pet waste bag dispenser holds up to 400 bags. ;,,~ built-in lock in the lid ;~¢~;~;~ room for 2 rolls of pet waste bags (200 bags per roll) ~,., available in gray & black premium aluminum hinge Advantages of this model are: ~, Easy to refill. Simply set a roll of bags into an empty bag slot in the dispenser box. Great looks. This elegant bag dispenser fits nicely under signs, on posts and on fences. ~,~ Infrequent service required because the dispenser holds up to 400 bags. -~. No risk of loose bags because the bags are attached each other on a compact roll. Price: $_$~7.00 #2100 Built-in Lock Pet waste bag dispenser holds up to 600 bags. built-in lock in the lid room for 3 rolls of pet waste bags (200 bags per roll) available in gray & black es of this model are: http ://www. leisuremore.com/DogParkSolutions/bagdispensers.htm 12/2/2003 Bag Dispensers Page 2 of 3 Easy to refill. Simply set a roll of bags into an empty bag slot in the dispenser box. Infrequent service required because the dispenser holds up to 600 bags No risk of loose bags because the bags are attached each other on a compact roll. Price: $59.00 Model #2100 with Padlock Latch Pet waste bag dispenser holds up to 600 bags. built-in latch for pad locks room for 3 rolls of pet waste bags (200 bags per roll) available in gray & black Advantages of this model are: ~. Easy. to refill. Simply set a roll of bags into an empty bag slot in the dispenser box. ~ Infrequent service required because the dispenser holds up to 600 bags' ~. No risk of loose bags because the bags are attached each other on a compact roll. ~,, Easy to replace damage to locks caused by severe environments (e.g., salty ocean air). Inside the Model #2100 This dispenser holds up to 600 bags. !,~,;,,~ Individual compartments for each roll ~ Simple operation with no mechanical parts to break ~ Easy to load. Just set a roll in an empty compartment and start the bag feed. ~,. Constant supply of bags for extended periods reduces maintenance costs. Three bag feeds ensure bags continue to http://,~vwW.teisuremore.com/DogParkSolutions/bagdispensers.htm 12/2/2003 Bag Dispensers Page 3 of 3 Three bag feeds ensure bags continue to be available after 2 rolls have been dispensed. Box is designed to mount to 2" poles, fences, walls, and 4" x 4" wood posts. Mounting kit is available for a minimal charge View sample.s?fCustOm Signs. http://xvww, leisuremore.com/DogParkSolutions/bagdispensers.htm 12/2/2003 ENGINEERS ESTIMATE PROJECT: LIONS PARK CENTER PARKING LOT OWNER: CITY OF ELK RIVER ENGINEER: HOWARD R. GREEN COMPANY ITEM NO. ITEM DESCRIPTION UNIT QTY UNIT PRICE TOTAL PRICE CONCEPTA SCHEDULE 1.0 -PARKING LOT MOBILIZATION 2 CLEARING 3 GRUBBING 4 AGGREGATE BASE CLASS 5 5 TYPE MV 4 WEARING COURSE MIXTURE 6 TYPE MV3 NON WEARING COURSE MIXTURE 7 BITUMINOUS MATERIAL FOR TACK COAT 8 4" SOLID LINE WHITE, EPOXY 9 CONCRETE MEDIAN SCHEDULE 1.0 - PARK AND RIDE PARKING LOT--TOTAL SCHEDULE 2.0- ALTERNATE MOVE ELECTRICAL BOX 2 AGGREGATE BASE CLASS 5 3 TYPE MV 4 WEARING COURSE MIXTURE 4 TYPE MV3 NON WEARING COURSE MIXTURE 5 BITUMINOUS MATERIAL FOR TACK COAT SCHEDULE2.0-ALTERNATE--TOTAL LS 1 $3,000.00 $3,000.00 TREE 1.00 $500.00 $500.00 TREE 1.00 $500.00 $500.00 TON 430 $10.00 $4,300.00 TON 120 $40.00 $4,800.00 TON 120 $40.00 $4,800.00 GAL 50 $2.00 $100.00 LF 820 $0.50 $410.00 SF 862 $4.00 $3,448.00 $21,858.00 LS 1 $2,000.00 $2,000.00 TON 95 $10.00 $950.00 TON 27 $40.00 $1,080.00 TON 27 $40.00 $1,080.00 GAL 11 $2.00 $22.00 $5,132.00 CONSTRUCTION SUBTOTAL $26,990.00 I ~48'-0 5/8" 00~> ; o -'T-1 10'-0" I 117'-0" 24'-0" , ~08'-0" ~2'-0" ~ i o~ ~Z X~ m~ oom ~ z ~o o~ z z ' o I 126'-0" 18'-0" ~ i ' DATE: SHE~ LIONS PA~ CENTER ~/~/~oo~ PROPOSED PAR~G PLAN cUL SCALE: ]]04 LIONS PA~ D~V~ 1" = 20' MEMORANDUM TO: FROM: DATE: SUBJECT: Mayor and City Council Michele Bergh, Recreation Manager January 20, 2004 Recreation Department Update Spring Programs Our spring program guide will be going to the printer this week. It will also include a few of our summer programs such as T-Ball and Lions Den Summer Camp as people are looking for this type of information already. Summer Programming We will be wrapping up our summer programming over the next two month. Our programs will look similar to last year with one major change to the summer camp - participants will be able to choose some of their activities and choices will include most of our sports camps. This will allow parents the ability to enroll their children in sports camps with a full day of programs so they won't have to worry about the challenge of transportation midday. Boys and Girls Club Use Update Using the Boys and Girls Club has been somewhat challenging. I have attached a summary of programs offered at their facility. There is no storage space there for equipment so it needs to be brought by staff each time they meet. The gym space is very hard to hear in so, for a small class with young children, it doesn't work well to give instruction and guidance. Our open gym program also suffered significantly when we moved them from the schools to the Boys and Girls Club. In 2002, we had almost 800 participants, which dropped down to 177 in 2003. This is approximately $1,800 in lost open gym revenue. Our goal is to continue to try to add programs that work well at the Boys and Girls Club. Cabin Fever Day Cabin Fever Day takes place on January 31''t. We have 17 businesses participating this year, compared to 12 participating businesses last year. Brochures and posters are going out to businesses now. Boys and Girls Club Use Summary Program Dates Income Expenses Net Income Number of Classes 2003 Open Gyms Seebelow $ 411 $ 650 $ (239) 2 perweek Dance Apr 5-Apr 26 $ 58 $ 50 $ 8 Offered 2, 1 ran Pee Wee Programs Apr 7-May 5 $ 604 $ 315 $ 289 2 classes Soccer Clinic Mar 1-Apr 26 $ 258 $ 90 $ 168 4 classes Gymnastics Apr 1-Apr 29 $ 168 $ 60 $ 108 1 class Dance Sept 13-Oct 25 Cancelled Offered 2 Pee Wee Programs Sept 10-Oct 29 $ 468 $ 440 $ 28 Offered 4, 1 ran Net Total $ 362 2004 Indoor Soccer Scrimmage Open Gyms Jan 11-Feb 29 Winter I Cancelled Ilnformation not yet available Additional Notes: Open Gyms run January-March and November-December each year Open Gyms had almost 800 participants in 2002 at the school gyms, numbers dropped to 177 for 2003 at the Boys and Girls Club Programs are not run on the weekends during the summer TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Michele Bergh, Recreation Manager January 20, 2004 Non-Resident Fee Policy Revenue totals for programming as of October 31, 2003 are $100,930. Of this, approximately $5,000 has come from non-resident fees (the difference bet~veen the resident and non-resident rate). As you can see this is a relatively small portion of the total revenue. Administratively, this policy has always taken a great deal of time to enforce and explain. We believe that if we eliminated the non-resident fee, our numbers would grow significantly once the word was out; therefore, our revenues would also increase to cover the non- resident fees we had been collecting. This would allow us to spend more administrative rime on programming, customer service and marketing. While many cities charge non-resident rates for facility use or access to community centers, they don't charge non-resident rates for programming. Charging a non-resident fee makes many of our programs unaffordable for non-residents, residents will choose to not sign up because they want to participate with a friend who is a non-resident, and it gives the impression that we don't really want them to participate. Many of our programs are geared to serve large numbers of people. Leagues are better when you have more teams, fitness classes are more motivating when there are a lot of people attending, and it's hard to play team sports with very small teams. In many cases, fees do not go up significantly when you have more participants. The average home in Elk River is valued at $159,000. The Recreation Department budget is approximately 5% of the overall City budget, which is approximately $37/year for the average homeowner. In addition to the fee-based programming offered where a non- resident fee is charged, we are also responsible for: · Administering programs at the arena which totals 44% of our registrations · Managing concession stands · Reserving outside city facilities and Lions Park Center · Coordinating MSF Tournaments · Staffing ice rinks · Administering free Entertainment in the Park · Participating in various community festivals and activities · Assisting the youth associations · Assisting the Library and Senior Center with their marketing Some other factors to consider for non-residents are: · Lions Den Summer Camp would cost an additional $45/week in non-resident fees or $495/summer · Pee Wee programs for the year would cost an additional $90 in non-resident fees · U Pass Wellness Program for the year would cost an additional $150 in non-resident fees The ability to partner is also affected because we are the only ones who charge a non- resident fee. Local businesses and organizations that may partner with us on programs where a fee is charged, don't like the non-resident fee. They are not concerned about where people are coming from; they just want people to participate. We believe there would be more partnership opportunities for programming if we were not charging a non-resident fee. Some partnerships that no longer exist due to non-resident fees are: · Cheerleadmg Clinics with the Elk River Booster Club · Summer Strength and Conditioning with the Varsity coaches · Youth Baseball Clinic with Varsity Baseball and Youth Baseball · Golf Lessons at the Elk River Country Club · Youth Football Camp with Varsity Football The opportunities for recreation are growing in this community as well as the communities around us. This increases our need to be competitive so that xve can continue to serve our residents with programs offered here within the city. We understand the original intention of having a non-resident fee so the Elk River residents are not subsidizing recreation for other communities; however, based on our experience over the past two years, we have found it to be counterproductive and we believe that we ~vould be able to serve our residents better if this policy were changed. Staff Recommendation Staff, along ~vith the Park and Recreation Commission, recommends eliminating the non- resident fees effective for all programs beginning on or after March 1''t, 2004.