9.C.3. PRSR 09-12-2001 p1/
Item # 9.C.3.
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River
13065 Orono Parkway
Elk River,MN 55330 MEMORANDUM
TO: Park and Recreation Commission
FROM: Michele McPherson,-Director of Planning
DATE: September 12, 2001
SUBJECT: Park Department Subcommittee Report
The revised draft report from the September 5, 2001 meeting will be presented to the
Commission for final review.
•
•
Phone:763.441.7420
Fax:763.441.7425
S:\PLANNING\MICHMC\PARKNREC\SUBCOM.DOC
www.ci.elk-river.mn.us
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0 Table of Contents
Introduction
Existing Conditions
Findings
New Department Components and Organization
Budget Impacts
Implementation Timeline
Resulting Changes
Recommendation
•
Park Department Formation
Report to the Elk River City Council
October 2001
Page 3
• Introduction
During the February 28, 2000 joint meeting of the Park and Recreation Commission and the Elk
River City Council, the concept of a dedicated Park and Recreation Department with its own
director was discussed. At that time, there were concerns over the longevity of the Community
Recreation JPA with the cities of Hassan, Rogers, and Otsego. By the end of 2000, Hassan had left
the JPA. At the joint meeting, the Council authorized the Commission to investigate the
implications of developing a dedicated Park and Recreation Department for the City of Elk River.
Since that time, the City of Otsego has announced its decision to leave the JPA, and beginning in
January 2002, the City will be responsible for providing recreation programming on its own.
Why is the Commission concerned about the current lack of a dedicated Park and Recreation
Department? Traditionally, parks and recreation have included three components: park
planning/development,park maintenance, and recreational programming. Currently, the these
components are provided by what has been described as a "three legged stool"with no single-
focused leader or"seat":
Director of Planning provides: agenda preparation, subdivision review for park dedication
purposes, park design
Superintendent of Streets/Parks provides: park maintenance and construction services
Program Manager provides: programming services
The Commission does not doubt the dedication of these individuals to the development of the
City's park and recreation system,however,is this the most efficient or timely provision of service to
the citizens of Elk River and those outside the community who may visit and utilize our parks? The
Commission believes there is a better way to provide these services. A recent example of the lack of
timely service is the length of time that it has taken to develop a master plan for the Youth Athletic
Complex. A Director dedicated solely to the maintenance and development of parks would have
been able to focus on the task without the conflict of other job duties (i.e. land use planning or
street maintenance). In addition, two of the above individuals are not formally trained in the study
of parks and recreation and therefore are not current with park and recreation trends.
This report was written to answer four related questions. The answers to these questions in turn
shape the Commissions recommendations to the City Council regarding the question of should the
City centralize these important functions?
1. How does the City of Elk River currently serve the Park and Recreation needs of the
community?
2. How might the City structure itself to meet future needs?
3. If the City established a separate Parks and Recreation Department—what would be
different and why?
4. What are the financial costs of any recommended changes?
The Commission has used information from a variety of sources in the writing of this report
including site visits to Community Recreation, the Parks and Streets Department, the Monticello
• Parks and Recreation Department, interviews with a number of parks and recreation administrators
Park Department Formation
Report to the Elk River City Council
October 2001
Page 4
• of both Metro and out state communities, and information provided by Director of Planning and
Finance Director.
The goal of this report prepared by the Commission is to provide a recommendation to the Council
of a framework for a dedicated Park and Recreation Department, the budget impacts, the
justification for the investment, and an implementation timeline.
Existing Service Provision
As stated earlier, the three components of parks and recreation services are currently provided by
staff in three different departments:
Park and Street Department
The Park and Street Department is located at 19000 Elk Lake Road. The Mission Statement of the
i
Department s:
It is the mission of the Park/Street Department to provide prompt and courteous services to area residents in
a financially responsible manner. In doing so, we strive to be safety conscious, creative, helpful, ambitious,
and understanding as we do whatever tasks are laid before us.
In 2000, the department had 32,298 hours, 28% of which were devoted to park projects. Park
activities included field maintenance, mowing, skating rinks, and park maintenance/development.
• Seventeen full-time and four part-time staff work in the department. A full-time Park Foreman has
been designated.
Planning Department
The Planning Department is located in City Hall. The Mission Statement of the Department is:
To assist the public, Planning Commission, and City Council with the orderly development of the city.
Staff in the Department provide planning and design services for parks. The Director of Planning
provides coordination services for the Commission, and averages anywhere from five to 15 hours
per week on Park and Recreation issues. The Planner also provides staff assistance to the
Commission and is currently working 20-25 hours per week on Park and Recreation issues (YAC,
Lions Shelter addition,Trott Brook Barn).
Community Recreation (to become City Recreation January 2002)
Community Recreation is currently housed at 50 Main Street, the Emporium (formerly the City
Liquor Store). A move to the Lions Park Shelter is anticipated in December 2001.. The Mission
Statement of the Department is:
Community Recreation offers recreation programming, support, and input to the Park and Recreation
Commission, support services to the Youth Associations, as well as other related services.
•
Park Department Formation
Report to the Elk River City Council
October 2001
Page 5
• Two full-time, one 3/4 time, and multiple seasonal staff are responsible for recreation programming
in the.City. In 2001, the City's portion of the Community Recreation budget was , and in
2002, the City expects to budget for recreation programming.
Findings and Observations
Finding 1: The Elk River Parks and Recreation system is undergoing rapid expansion that
will continue into the foreseeable future.
This expansion can be documented through the increase in three areas: (1) the number of park and
recreation facilities in the Elk River system, (2) city dollars budgeted for Capital Improvements for
park and recreation purposes, and (3) consumer demand for park and recreational activities within
the City of Elk River.
1. Increase in the number of City facilities: When the City Council approved the Master
Park and Recreation Plan in 1997, the system consisted of 27 parks and athletic complexes
totaling? acres. In 2001, the system has grown to 33 sites totaling 777 acres. At the current
rate of development, at least seven neighborhood parks plus at least one additional area-wide
park will be added to the system within the next five years. It is not unreasonable to
anticipate that these additions will add another 175-250 acres to the system.
2. City dollars budgeted for Parks and Recreation Capital Improvements: In 1997, the
• City targeted approximately$40,000 toward the development of city owned park and
recreation facilities plus land acquisition. In 2000, the City spent$165,574.97 on Park
Capital Improvement projects. In 2001, the City has approved Capital Improvements for
the Park System in the amount of$124, 464. Additional expenditures for land acquisition
may be recommended to the Council in the near future. Over the 5-year period of 2002
through 2007, the Commission anticipates making Capital Improvement recommendations
to the Council totaling$714,500.
3. Consumer demand for parks and recreation services: The 33 sites and facilities that
comprise the current system allow opportunities for recreational outlets that range from
quietly passive individual pursuits to highly energetic team competitions to community wide
get-togethers such as the Crop Walk. Community demands for city-owned facilities led to
the recent restructuring of the facility reservation system. The construction of BMX
facilities at the Youth Athletic Complex, Mountain Biking Trails at Hill Side City Park, new
or expanded playground equipment at Lions, Country Crossing, Riverplace and Barrington
Parks, the remodeling of the Barn at Trott Brook Farms, and the relocation of Community
Recreation staff to new facilities at Lions Park, all represent consumer demands on the
current system that were not evident just a few years ago.
Finding 2: The City of Elk River spent$426,228 for park and recreation maintenance,
programming, and capital improvements during the year 2000. This amount does not
include city financial support for the Ice Arena.
• The $426,228 represents the total dollars specifically recommended for park and recreation purposes
by the Parks and Recreation Commission ($165,574), the Street and Park Department park and trail
Park Department Formation
Report to the Elk River City Council
October 2001
Page 6
• development maintenance budget ($196,473) and Community Recreation programming budget
($64,181).
Finding 3: Recommendations regarding maintenance of existing facilities,programming,
planning, and expenditures for capital improvements are currently made by a combination
of volunteers and multiple staff representing a variety of City Departments. All
recommendations regarding allocation of city resources for parks and recreation purposes
ultimately must be ratified by the City Council.
Volunteers currently shaping recommendations include the members of the Park and Recreation
Commission. The work of the Commission in turn is shaped by hundreds of volunteers that work
in various capacities on park and recreation projects.
City staff that currently shape recommendations include the Park and Street Superintendent, the
Parks Foreman, the City Finance Director, the City Administrator, the Director of Planning, and the
Manager of Community Recreation.
Finding 4: The current decision making process regarding parks and recreation decisions
works adequately in that decisions are eventually made, but the implementation of the
decisions is sometimes slowed due to conflicting demands on staff time and related
resources. Decisions are also slowed due to the lack of a full-time designated person /or
city department that has appropriate training to assume responsibility for coordinating
• timely responses to park and recreation priorities.
Each of the staff listed above has multiple responsibilities and demands on their time,including
some responsibility for parks and recreation. Currently all staff make a good faith effort to move
park and recreation priorities forward, but any given effort may have to give way to other
Departmental priorities. Given the projected growth in the park and recreation system,increased
• use by residents of City services and facilities, and the increased demands on current staff, the
Commission projects that this situation will not improve unless some key staff are added (see New
Park Components and Organization).
Most park and recreational initiatives by their very composition tend to be multi-jurisdictional in that
final projects represent a blend of professional financial,planning, programming, construction, and
ongoing maintenance staff expertise. Based on Commission review of other Park and Recreation
Departments in Minnesota, eventually many municipalities make the decision to hire additional staff
charged with the responsibility of implementing parks and recreation priorities.
New Department Components and Organization
To meet the anticipated planning, coordination, programming and maintenance needs,it is necessary
that the city target additional staff resources to respond to the demands of a growing parks and
recreation system. These additional resources could be created by a combination of new hires and
internal transfer/reorganization of existing staff. The current staff has a wealth of experience and
knowledge of the City's Park and Recreation System and it is hoped that they would be willing to
iremain in a newly organized Park and Recreation Department.
Park Department Formation
Report to the Elk River City Council
October 2001
Page 7
To understand the relationship of new hires and existing staff in the new Department, a graphic
representation is provided:
Park and Recreation Department Organizational Chart
New Position
Director
Existing Position
Secretary
Existing Position
Planner**
Park Maintenance
Ice Arena Senior Center Recreation
& Construction
• Existing Position Existing Position Existing Position Existing Position
Ice Arena Senior Recreation Park Foreman*
Manager Coordinator Manager
Existing Positions Existing Position Existing Position New Position
Staff PT Senior Programming
Maintenance II
Programmer Assistant
Existing Positions
New Position Seasonal
Facility
Coordinator
Existing Positions
Seasonal
* Transfer from Street Department
** Transfer from Planning Department
110 New Hires would include a Park and Recreation Director, a Facility Coordinator, and a
Maintenance II Worker. The Parks and Recreation Director would assume major
Park Department Formation
Report to the Elk River City Council
October 2001
Page 8
• responsibility for coordination of all city support on behalf of the City's parks and recreation
programs. The Facility Coordinator would be responsible for the management and scheduling of
facilities,including concession stands at the Orono Athletic Complex, the Youth Athletic Complex,
and the Ice Arena. The Maintenance would be permanently assigned to the New Department.
Internal Transfers would include the Community Recreation Manager and current staff, the
current Parks Foreman position, the Ice Arena Manager and current staff, and the Senior Program
Coordinator and staff, and the Park Planner from the Planning Department.
The Commission acknowledges that with the proposed internal transfers, additional staff would
need to be hired in other departments; a planner in the Planning Department, and a person to •
replace the Park Foreman in the Street Department. A second Maintenance II position would
permanently assigned to the Street Department for this replacement. It is highly recommended that
this position be filled with someone with experience with irrigation systems (summer work) and
snow plowing.
Budget Impacts
It will be necessary for the City to spend additional funds annually to pay for what in effect
will be a new department charged with specific responsibilities associated with meeting the
City's parks and recreation priorities. It is anticipated that these increases in 2001 dollars
will range between $215,000 and $280,000 annually—based on information provided the
• Parks and Recreation Commission by the City's Finance Director.
In a memo dated August 15, 2001 the Director projected that these personnel costs would be:
Positions (new): Start Top
Park and Recreation Director: $60,468 $80,283
Facility Coordinator $34,335 $46,411
Maintenance II Parks Worker $38,103 $51,104
Total New Positions $132,906 $177,798
Positions (replacement):
Planner: $46,881 $58,204
Maintenance II Worker $38,103 $51,104
Total Replacement Positions $84,984 $109,308
Total New/Replacement $217,890 $287,106
These figures represent full-time positions that would be an on-going annual expense to the City.
Additional monies may be spent on increased seasonal workers, and increases in supplies, etc. to
respond to increases in requests for service.
•
Park Department Formation
Report to the Elk River City Council
October 2001
Page 9
• Implementation Timeline
The Commission is aware that the request for a Park and Recreation Department and the
reorganization of staff and resources will require careful thought and planning for inclusion in the
City's budget. It is also a large undertaking to complete in one sweep. This report will be presented
to the Council too late in the process for the 2002 budget, however, a timeline for implementation
has been developed:
October 2001: Meet with City Council to review investigative report and recommendations
December 2001: Lions Park Shelter addition completed, City Recreation moves in
January 2002: Contract irrigation maintenance to outside company; current Park Foreman
takes stronger role in park maintenance and development
June 2002: Include Director of Parks and Recreation and Secretary in 2003 budget
discussions
December 2002: 2003 Budget approved with Director and Secretary positions included
January 2003: Advertise for Director position
• March/April 2003: Select and interview candidates, select new hire
May/June 2003: New Director starts,is housed at Lions Park
August 2003: Begin hiring process for Secretary position
June 2004: Include Maintenance II and Field/Concession Coordinator positions in 2005
budget discussion; consider reorganization of Senior Center and Ice Rink
staff during same discussions
December 2004: 2005 Budget approved with Maintenance II and Field/Concession
Coordinator positions included
January 2005: Begin hiring process for Maintenance II and Field/Concession Coordinator
positions
Resulting Changes
•
•
Park Department Formation
Report to the Elk River City Council
October 2001
Page 10
41111 Recommendation
Based on the Commission's findings,it makes the following recommendations to the Elk River City
Council.
Recommendation 1:
The City Council take action to formally establish a City Parks and Recreation Department that will
assume primary responsibility for coordinating all activities connected with the planning,
programming,development and ongoing maintenance of the City of Elk River Parks and Recreation
sites and facilities. Current and future Community Recreation, Ice Arena, and Senior Program staff
will be included as components of the new Department.
Recommendation 2:
The City Council be guided by the timeline included in
Section 6 for the key staffing milestones to be achieved in the creation of the Parks and Recreation
Department.
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River
13065 Orono Parkway MEMORANDUM
Elk River,MN 55330
TO: Park and Recreation Commission
FROM: Michele McPherson;Director of Planning
DATE: September 4, 2001
SUBJECT: Registration for the Minnesota Recreation and Parks
Association Annual Conference
Attached please find a summary memo of the 2001 Minnesota Recreation and Parks
Association Annual conference, which is to be held November 6-November 9, 2001 in
Duluth,Minnesota. Please review the summary information and indicate to staff if you are
interested in attending the conference. At this time, we have not received detailed
conference brochures,however,once they have been received they will be forwarded to the
• Commission members who have expressed an interest in attending.
Both Michele Bergh and RaeAnn Gardner will be attending this year's conference. They
have expressed an interest in carpooling with any Commissioners who may be attending the
conference.
Please let staff know as soon as possible if you are interested and able to attend the
conference in Duluth.
•
Phone:763.441.7420
Fax:763.441.7425
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Page 16 Keeping Up September 2001
2001 : A Duluth Odyssey
ii/ MRPA Annual Conference
Strap yourself in for a great ride! that will pique your personal interests and weather will cooperate,and if it doesn't,
This year's annual conference in Duluth curiosities. From"White Smoke and Black we'll confine our voyage to the harbor's
takes off at the Omnimax Theater with a Powder"with Trapper Two Feathers to sights and sounds. It'll be your last chance to
film guaranteed to get your heart pounding successful bird feeding, each day of the con- get out on the big lake this year!
and adrenaline going...and it doesn't stop ference offers many opportunities to spend Duluth Parks and Recreation staff are
there! Read on,and register early for your an hour or two enriching you, not(neces- busy putting together both guided and self-
voyage to Duluth! sarily)your career,although we're pleased if guided tours of their park system highlights
that happens, too. Be sure to take advantage as well as of Duluth's public art spaces and
Education of this creative new approach to conference
PP other places of interest,and look forward to
Over 55 breakout sessions will offer edu-
programming! hosting MRPA members in their city.
cation and professional development on a
wide range of topics,from digital photography Sights and Entertainment What Else?
to managing teenage staff.Some highlights Again, we remind you, All work and no play..." Did we mention Glensheen Mansion
include an in-depth panel discussion with Canal Park,the greatest"Great Lake," yet?This historic and beautiful site hosts our
skate park design experts;opportunities to a lift bridge, big ships,amazing views, two pre-conference institutes,with tour to
try your hand at handcycling and wheelchair more restaurants than we can count,a follow.
basketball;and a new educational track, beachfront boardwalk,great bike and hike For an in-depth look at the many
"Understanding Your Community,"brought trails—could you ask for any more enter- applications of GIS technology in your
to you by MRPA's emerging Community Rec- tainment?We figured you would,and have community,plan to attend John Carpenter's
reation Services Section. planned accordingly! institute focusing on the intersection of GIS
0 No conference is complete without key- The place to be on Wednesday after- and demographic data in park and recre-
notes;this year we feature Dakota County noon will be the Edmund Fitzgerald Hall anion Y
planning.This timely session (as more
Sheriff Don Gudmundson,a leading moti- at the Duluth Entertainment and Con- 2000 Census data is released each day)will
vational speaker,offering 10 points for vention Center(DECC) for the Annual help ensure that your community is access-
developing and motivating your staff and MRPA Exhibit Hall. Our outstanding trade ing and analyzing the numbers that matter
colleagues. Don will continue the discussion show is again highlighted by door prize for your department.
in a follow-up small group session on leader- competitions,but look for surprise roving Data doesn't grab your attention?Our
ship,from the lens of his distinguished and entertainment as well as the annual MRPF
second institute features Kate Turness, Cer-
diverse public service in law enforcement. Silent Auction. Come early and stay late;we titled Festival Manager course instructor,
Closing our conference this year is con- put it on just for you! presenting a session tailored to park and
summate outdoorsman and journalist Ron Thursday features a first!Following the recreation staff who work with community
Schara,whose support of outdoor recreation annual Hall of Ideas (this
is well known to anyone who reads the year embracing a"ship-
paper,listens to the radio,or watches tele- wrecks"theme—call Jon Sneakers & Company ac
vision.As a journalist, Ron has focused
Oyanagi County at Anoka C
highlighting the Midwest's abundant nat y g ry ABCs Guidebook to your city-
on
Parks with your best park/
ural resources and the people who preserve, rec disaster stories,ano-
maintain, and recreate in and on them.This Write Sally Jones for information:
nymity not guaranteed,but
will be a wonderful opportunity to hear a fun for all is...) MRPA PO.Box 19007
good storyteller talking about our work and takes to the water with a Minneapolis,Minnesota 55419
its impact on people's lives. or Call Carol Amundson:651-777-8331
harbor dinner cruise aol.com @ offer-
an
�ur Duluth Odyssey ing spectacular views of or e-mail:sneakerscom P Y
All work and no play... the city lights (except in '„
This year's Conference Committee has the case of fog...come a Feat fundraiser . . •
y on,November, Duluth,
gone the extra mile to create the educational fog?).We're confident the let us write a book for you!
and fun"Odyssey Track"featuring sessions
Keeping Up September 2001
events,special events and festivals. Kate
will focus on the role of developing part-
nerships,both with and within your city •
departments,as well as with other spon-
sors,to improve event coordination for
park and recreation staff.
Our pre-conference institutes are a
great way to get a head start on earning
CEUs and a free tour of Glensheen Man-
sion,too!
Vital Info
MRPA's Annual Conference will be
held November 6-9,2001 at the Duluth
Entertainment and Convention Center
and Radisson Hotel. Host hotels include
the Radisson and the Hawthorne Suites,
and the outline conference schedule is as
follows:
Tuesday,November 6
Evening(approximately 6:00
pm-10:00 pm)Two.Pre-Conference
Institutes on GIS Technology and
Event Partnerships,followed by a
tour of Glensheen Mansion (insti-
tutes are at Glensheen)
Wednesday,November 7
A Full Day!Omnimax Opening,
followed by Keynote Don Gud-
mundson, Education Sessions,and
Exhibit Hall at DECC
Thursday,November 8
Another Full Day!Educational
Sessions and Edmund Fitzgerald
Memorial Lunch,and Hall of Ideas
at DECC,with dinner cruise depart-
ing at about 7 p.m. from the slip near
the William Irvin ship (and DECC).
Friday,November 9
A Very Full Half Day!Educational
sessions followed by Keynote Ron
Schara at the Radisson Hotel, and
concluding with brunch and wishes
for a safe trip home by 1:00 pm
Look for detailed information in •
your conference brochure soon,and don't
hesitate to contact the MRPA office at
612-825-2200 x 107 with questions or
for further information.Come Novem-
ber 6,the Odyssey begins!
Keeping Up September 2001 Page 13
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• NOVEMBER 7, 2001
MRPA ANNUAL STATE CONFERENCE
EXHIBIT HALL, DULUTH, MN
3:30-7:30 PM
* EDMUND FITZGERALD HALL_DECC*
MRPF
SILENT AUCTION
•
THE MINNESOTA RECREATION AND PARK FOUNDATION
SILENT AUCTION RAISES MONEY FOR OUR SCHOLARSHIP
GRANT PROGRAM. THIS PROGRAM BENEFITS BOTH STUDENTS
AND PROFESSIONALS TO FURTHER THEIR EDUCATION
GROWTH.
HELP SUPPORT THIS PROGRAM BY BIDDING ON ITEMS SUCH AS.'
• BOAT RIDE ON LAKE MINNETONKA
• CRAFT ITEMS
• FISHING TRIPS
• WATERSLIDE PASSES
• GOLF OUTINGS
• YOUR GENEROUS SUPPORT OF THIS
MARY PAT BLACK PROGRAM IS GREATLY APPRECIATED. PAM SCHMITZ
763-493-8344 IF YOU HAVE ANY QUESTIONS PLEASE 763-537-7244
CONTACT A CHAIRPERSON LISTED.
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