PRSR AGENDA MEMO 09-06-1988 14110 -� Memorandum
City of ' TO: RECREATION BOARD MEMBERS
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River FROM: PAT KLAERS, CITY ADMINISTRATOR 4,
DATE: AUGUST 31 , 1988
SUBJECT: AGENDA MEMO
The next City Recreation Board meeting is scheduled for
approximately 7:30 p.m. , on Tuesday, September 6, 1988 , at the
Elk River City Hall Conference Room. Attached for your
information is a suggested agenda for this Recreation Board
meeting . Also attached for your information and review are the
draft 8/2/88 Recreation Board minutes.
Please note that there is a tour of some City neighborhood parks -
and the Softball complex and possibly Orono Park prior to the
Recreation Board meeting at City Hall. This tour is scheduled to
begin at 6:30 p.m. The tour is to start from City Hall at this
time.
Comments on Agenda items are as follows:
5 . Update on Recent City Council Action
5 .1 Softball Complex Lighting Proposal
The City Council met on August 29 , 1988 , to review
various issues related to the 1989 City Budget.
Because of: 1 . ) the timing requirements in order for
softball lights to become a reality prior to the 1989
softball season; 2 .) the previous Recreation Board
review and recommendation on the softball lighting
proposal; and 3 .) the timing when final City Council
action is required to take place on the 1989 City
Budget, I requested that Dave Anderson attend this
8/29/88 City Council meeting to present the softball
complex lighting proposal. The proposal that was
presented by Dave was the identical proposal reviewed
by the Recreation Board at previous meetings.
The City Council debated the softball lighting proposal
for approximately 90 minutes before approving a motion,
on a 4-1 vote, which called for the City to purchase
and install the softball lighting system and for the
Softball organization to pay the City $10 ,500 .00 per
year until all of the expense incurred for the softball
lighting system had been repaid to the City.
Additionally, the Softball organization must pay the
City $125 .00 per team for any team in excess of 45 to
help finance the City maintenance expenses associated
with the Softball Complex. For the next six to eight
years the additional expense incurred by the City is in
the $5 ,000 .00 range. For the next six to eight years
720 Dodge Avenue N.W., Elk River, Minnesota 55330 (612) 441-7420
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Recreation Board Agenda Memo
August 31 , 1988
the City is committing somewhere in the neighborhood of i
$12,000.00 annually for supplies and labor in
maintaining the Softball Complex. The main concern at
this time is the approximately $10 ,000.00 for
installation of the system and the $12 ,000 .00 for the
purchase of the softball light poles. The installation
of lights and the poles have to be financed in 1988 and
these items are not included within the 1988 City
Budget. These two expenses were the main concern for
the Council member who voted against the lighting
proposal.
Two items must be taken care of in the very near
future in order for the lights to be in operation prior
to the 1989 season. These two things are the ordering
of the poles, which Dave Anderson is expected to
supervise, and the bidding out of the softball lights .
The City must bid out any purchase that exceeds
$15 ,000 .00 . Hopefully, this will not be a problem and
the low responsible bidder can supply all of the lights
and materials at the cost estimated by Mr. Craig Gallop
that were included in the proposal that has been
previously reviewed by the City Council and the
Recreation Board.
5 .2 Handke Pit Warming House •
The City Council has previously denied the expenditure
of funds for the construction of a warming house at
Handke Pit. Prior to the winter of 1988/89 the Council
indicated it would consider this issue during
discussions on the 1989 City Budget. The Council
indicated that this was a very low priority during its
8/29/88 Budget discussions as they want to review how
the skating activity at Lion's Park progresses before
considering any such expenditure. As this item is to
be excluded from the 1989 City Budget, it appears
unlikely that such a warming house will be financed by
the City prior to the 1989/90 skating season. If later
in 1989 the City Council and Recreation Board feel that
the construction of a new warming house with City funds
is appropriate prior to the winter season, then the
most likely source of funding would come from Park
Dedication monies .
5 .3 Cross Country Skiing Proposal
The City and the Golf Course Board have had discussions
about a cross country skiing course being developed on
Golf Course property and the Woodland Trails Park. The
proposal calls for the City to maintain the Golf Course
parking lot for citizens that want to cross country ski
and for City and Golf Course representatives to
jointly lay out a cross country skiing trail. The City
would purchase cross country skiing trail grooming
equipment and maintain the cross country skiing trails.
The City Council indicated support for purchasing such
equipment through the General Fund Park Budget . Cost of
this equipment is in the $7 ,000 .00 range.
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Recreation Board Agenda Memo
August 31 , 1988
5 .4 Hillside Park Ground Water Testing
The City Council authorized expenditures for the City
Landfill Consultants to conduct testing of the ground
water around the old City dump site in Hillside Park .
Leisch and Associates will begin test drilling in the
very near future in order to analyze whether any
contaminants exist in the ground water . If
contaminants exist, the most likely source would be the
old City dump site. This expense was authorized by the
City as a protective measure to insure that the ground
water is safe for any type of private wells that would
be installed associated with residential development
around this park.
5 .5 County_Property south of Hillside Park -
The County has requested the City to allow them to sell
20 acres of property directly south of the City owned
Hillside Park. This property was the former County
gravel pit and was requested to be sold by a adjoining
property owner. This property owner, Mr. Ron Kuhn,
hopes to purchase this property with a sealed bid in
order to combine this land to his for a future
residential development. Such a development would
include a road system that eventually would provide
• access along the southern and western boundaries of
Hillside Park.
The City Council did not object to the County putting
this property up for sale. The estimated market value
of this property is $40 ,000 .00 . The Recreation Board
may want to discuss whether or not it is in the City's
best interest to consider purchase of this property.
Of course if the City were to pursue purchase of this
property, the main question is availability of monies
for this purchase.
6 . 1989 PARK AND RECREATION BUDGETS
City Staff is in the process of putting together the 1989
General Fund Budget for City Council consideration. Park
and Recreation activities are financed through a variety of
funds. Some of this budget structure information has
previously been presented to the Recreation Board at its
June, 1988 meeting. All of the following comments for
proposed expenditures in are subject to revision
depending upon available revenues, Recreation Board input,
and City Council deliberations:
PARK BUDGET This budget is for the maintenance of the
City park system. In previous years, this budget contained
15% of the total street crew time. In 1989 , this budget
• calls for 10% of the total street crew time with the other
5% going toward recreation activities.
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Board Agenda Memo
August 31 , 1988
1988 Adopted 1989 Proposed
P P
Personal Services $29 ,750 $24 ,000
Supplies and Charges 9,850 10,500
Contractual Services 7 ,200 8,100
Other Charges 100 100
Capital Outlay 5 ,000 12 ,000
Totals $51,900 $54 ,700
The Supplies and Charges category lists expenditures for
such items as motor fuel for the vehicles, picnic table
construction supplies, paint, fertilizer, seed, chemicals
and small tools. Contractual Service expenditures are
mainly for portable sanitary facilities and rental of
equipment for special projects. The Other Charges category
is for weed control schooling or other workshop/seminars
that are relevant. The Capital Outlay category calls for
expenditures in the amount of $5 ,000 .00 for part of the
annual payment for the Woodland Trails Park and $7 ,000.00
for cross country skiing trail grooming equipment . This
last item could have been placed in either the Parks or the
Recreation Budget. You should note that if the same percent
of street crew time were allocated to the Parks Budget in
1989 as in 1988, the Parks Budget would have increased 28% •
or $14,800.00. With the reduction in the street crew
personnel time in Parks but an increase in the Capital
Outlay category, the Parks Budget is scheduled to increase a
modest 5 .4% .
RECREATION In previous years the Recreation General
Fund Budget has only contained the net balance of
expenditures for Community Education activities. The
General Fund now shows total recreation revenues and total
expenditures for Community Education purposes. In previous
years this budget has between $25 ,000 .00 and $30 ,000 .00 . It
is anticipated this budget from Community Ed will call
for net City expenditures in the $30 ,000 .00 range.
Total expenditures will be in the $45 ,000.00 range. The
City General Fund will show recreation revenue in the amount
of $15 ,000.00.
In 1989, the City will also be adding 5% of the total street
crew time to this budget. This amounts to $12 ,000 .00. This
time is dedicated towards softball field maintenance, hockey
rink maintenance and cross country ski trail grooming. The
Recreation Budget in 1989 will also contain approximately
$5 ,500.00 for softball complex maintenance supplies plus
$500 .00 for various miscellaneous maintenance supplies . A
rough estimate of $7,000.00 for a consultant to assist the •
City in putting together a comprehensive Park and Recreation
Plan is also a new addition to this 1989 Recreation Budget.
.410, Page 5
Recreation Board Agenda Memo
August 31 , 1988
Additionally, the City has a commitment to the Youth Hockey
organization for $3 ,000.00 if this organization can not meet
its financial committments for the payment of the Ice Hockey
Arena. This 1989 Recreation budget also shows $9 ,700.00 for
annual softball lights payment.
Because of the above reallocation of City expenditures into
the Recreation Budget, it is anticipated total recreation
expenditures will be in the $82,000.00 range. The 1988
adopted budget for recreation expenditures, which was only
the net Community Ed expenditure and $3,000.00 for Youth
Hockey came to a total of $31 ,500 .00 . The Staff believes
that the adjustments made in the Recreation Budget show a
more true reflection of City Recreational expenditures . One
final note, no City expenditures are anticipated in 1989 for
an Orono Beach lifeguard (s) and related "equipment" .
MISCELLANEOUS BUDGET COMMENTS The Recreation Board
should note that the City will also be using $5 ,000 .00 from
the Park Dedication Fund and $7 ,000.00 from a City Capital
Improvement Fund for the puchase of the Woodland Trails
Park . The total annual payment for this park is
approximately $17 ,000.00 per year.
The City Park Dedication Fund is currently at the
• $30,000.00 level. If Capital Outlay items are needed for
any City park in 1989 , these funds can be utilized.
Examples of expenditures that could come from the Park
Dedication Fund include:
The purchase of Playground Equipment
The construction of Shelters
The construction of a Boating Dock at Orono Park
Matching funds for LAWCON Grant for the Improvement
of the Woodland Trails Park
7 . COMMUNITY EDUCATION UPDATE
This item is listed on the agenda simply for Charlie
9 P Y
Blesener to provide the Recreation Board with any updates
from the Community Education Department that relate to City
Park and Recreation activities.
8. CITY PARK AND RECREATION UPDATE
This item is listed on the agenda for Phil Hals to update
the Recreation Board on recent City efforts that relate to
Park and Recreation activities. Topics that may be
discussed include the continuing effort to contact the
railroad for the purchase of the abandoned railroad bed and
the plans for skating activity at Lion's Park .
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Recreation Board Agenda Memo
August 31 , 1988
9. DISCUSSION ON RECENT PARK TOURS AND A COMPREHENSIVE PARK
AND RECREATION PLAN As time allows this issue can be
discussed at this meeting. As noted in the Recreation
Budget narrative, there are plans to hire a consultant to
assist the Recreation Board in the development of a
comprehensive Park and Recreation Plan. This issue, along
with the formation of a development plan of the Woodland
Trails Park for the submission of a LAWCON Grant in the
Spring of 1989 appear to be good topics for Winter
Recreation Board agendas.
10 . OCTOBER AGENDA Since it is the goal of the City to
obtain State financing by way of a LAWCON Grant for the
development of the Woodland Trails Park, I feel it is
especially important and relevant that the entire Recreation
Board conduct a thorough tour of the Woodland Trails Park .
I believe that this should be the major, if not only, item
for the next Recreation Board meeting on October 4, 1988.
Agendas for future Recreation Board meetings could look as
follows:
NOVEMBER 1, 1988 - Presentation from Brooklyn Park
Staff on that City's Recreation and Park department
organization, structure and comprehensive planning
efforts .
DECEMBER 6, 1988 - Discuss and/or interview City Park
and Recreation Planning Consultants
JANUARY 3, 1989 - No meeting planned
FEBRUARY 1989 - Development of Woodland Trails long
range plan for LAWCON Grant
MARCH 1989 - Same as February 1989
APRIL 1989 - Consultant discussion on Comprehensive
Plan
MAY 1989 - Same as April 1989
JUNE 1989 - Discussion of final components of Woodland
Trails LAWCON Grant and submission of Grant application
11. OTHER BUSINESS
The discussion on the Recreation program supervisors is a
carry over from the previous Recreation Board meeting. I
believe this issue was requested to be added to the agenda
by Dave Anderson. Other Business is also listed on the
agenda for the discussion of any issue Recreation Board
members wish to bring up.
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