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6.5. SR 05-24-1999 rei ~'\) ( ); lril Item #6.5. MEMORANDUM TO: Mayor & City Council Pat Klaers, City Aft~ator May 24, 1999 {;t> FROM: DATE: SUBJECT: Community Recreation Program Discussion . The participants in the joint powers agreement (JPA) are Dayton, Elk River, Rogers, Hassan Township, and Otsego. These communities are scheduled to contribute approximately $102,500 into the program in 1999. Of this amount, the city of Elk River pays $62,000. As you can see, we are clearly the biggest player in this organization. The other four communities have a combined population of about 10,000 as compared to the city's population of 15,000. Also, last year Elk River offered 222 of the 330 programs that were run by community recreation. This information is offered as another measuring stick of our role in the association. It is clear to me that if the JP A remains in place, then the budget will have to stay constant. If this does not happen, Otsego has given every indication it will drop out of the association and, in fact, Otsego may drop out regardless. By continuing with the current status we are simply putting off the inevitable, which is that Elk River will be on its own and have its own park and recreation department. To continue with the current relationship is only a stop gap measure and is certainly something we can do, but everyone should be aware that the life span of this association is very limited. . If the city wants to improve the recreation opportunities for its residents, then we are going to have to be more aggressive. This typically means spending more funds, as recreation programs are not always self-sufficient and some programs require "subsidies", which is a normal financial function/responsibility of a municipality. Under the current system, when this happens for Elk River programs, then communities like Otsego are the ones who receive a disproportionate benefit as they have no expense, but their residents can participate in the programs at no extra charge. This can be a disincentive for communities like Otsego to offer programming and, I think, has been one of the flaws within the community recreation organization and its funding formulas. 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330. TDD & Phone: (612) 441-7420 . Fax: (612) 441-7425 . It is recommended that the city of Elk River provide the Community Recreation Board its six month written notice to withdraw from the association as per the JPA. It is possible, but somewhat unlikely, that the remaining communities would continue with the community recreation organization and employ the current staff. Assuming this does not happen, the city should plan on hiring Michelle Bergh and RaeAnn Gardner (they are technically already city employees) plus any additional part time programmers that are necessary to meet our needs. . If we withdraw, then in the next 6-12 months we will have to evaluate how the city park and recreation needs can be met and whether or not we need to hire a park and recreation director. Right now the city park and recreation "department" has three divisions. Community recreation does the recreation programming and field scheduling, the street/park department does the park and field maintenance (and some park development), and the planning department does the subdivision reviews for park needs and park planning. All three attend the city Park and Recreation Commission meetings. The office space issue also needs to be part of this discussion. In the short term it is expected that Michelle and RaeAnn will stay located at Community Education (even if we have to pay rent), but ultimately they need to move to City Hall. Please see the attached material regarding the community recreation program. Included in this material is the City of Elk River budget and the Community Recreation budget. Total 1999 expenditures for the community recreation program are anticipated to be $123,000, but the real figure to look at is the revenue from communities. As noted earlier, this gap between the total and the Elk River amount is about $40,500 plus some of the non- resident and program surcharge amount. The total gap is approximately $47,000 more than what is in the city budget, however, it is expected that the net impact will be much less than this amount as we will have lower wages to pay while we evaluate the need for a park and recreation director. We will also be receiving more revenues as there will be more non-resident fees being received and/or possibly some contracts entered into for services with other communities. This may be slightly offset by some rental expenses for office space, but this is unknown at this time. . Benefits to the city for being on its own include more control over programming and staffing levels, allowing the staff to be more productive and less involved in political debates, and allowing the city to better respond to the recreational desires and needs of our residents. The biggest concern with going on our own is continuing to work with the youth associations and assisting them in scheduling fields for games and practices throughout the . . . district and not just in the city of Elk River. We hope that by going on our own we will not be making the job tougher for the youth association leaders. Hopefully everything can work out cooperatively with the youth associations and neighboring communities in the next six months so that there will be no disruption in planning 2000 youth association activities. Once again, it is recommended that the city provide written notice of our intention to withdraw from the Community Recreation Board as per the joint powers agreement. The next Community Recreation Board meeting is June 21, 1999. l;.~ It Does Matter! Community Recreation Board Mission To provide, develop, and initiate year-round recreation programs, services, and facilities that enhance the lives and increase the enjoyment and well-being of all residents of the Community Recreation Board. Community Recreation Board: Services, Benefits, Partners Services: . Recreational Programming (This is just a sampling of our smorgasbord of programs we offer) Soccer Camps Skating Academy B- Ball Camps Adult Athletics Entertainment Jr.jSr. High Intramurals Baseball Camps Training to Youth Coaches Football Camp Strength & Conditioning Indoor Walking Track & Field T -ball Safety Camp Open Gyms Gymnastics Youth Golf Tennis . . Funding/ Grant Solicitation . Serve as a clearinghouse for numerous recreational opportunities . Youth Athletics Associations(This region has over 15 different assoc.) Assist with registration organization Program advertisement Disbursement of program information Program advocacy Assistance with scheduling as needed Coaches Training . Coordinated outdoor play field, tennis court use and maintenance . Resource for facility development/input and planning support . Warming house management . Support to various Community Festivals . Advocate for increased leisure opportunities for youth/teens . Benefits: . Organization of Recreation Board builds good community networks . Physical recreation and fitness contribute to a full and meaningful life . Children's play is essential to the human development process . Meaningful leisure services reduce the high cost of vandalism and criminal activity . Community Recreation provides opportunities to recreate together, which builds strong individuals, families and neighborhoods. . Organization of Recreation Board supports ongoing cooperation with ISD 728 services and resources. . Parks, recreation, and open spaces bring beauty to an area while giving residents satisfaction and improved quality of life. Partners: . . ISD 728 Community Education . ISD 728 Early Childhood Family Education . Local Arts Board . 2001 Committee . Youth Initiatives . Healthy Youth Committee . Youth Athletic Associations . Park Commissions . ISD 728 Athletics . . Proposed 1999 R e. c:... . ~ lyJ lv\ <4", \I Y, Revenue &pulation/I97 Participant (Population x 2.61) (0/0 of $36,900) 895 Dayton $2,336 + $849 = $3,185 15,000 Elk River $39,150 + $22,878 = $62,028 2,221 Hassan $5,797 + $2,509 = $8,306 5271 Otsego $13,757 + $6,125 = $19,882 1821 Rogers $4,753 + $4,465 = $9,218 Program fee Surcharge ~$12,900 Non-Residents $8,125 25,208 (53.2%) $65,793 (46.7%) $57.851 = $123,644 Actual identified registrants as of 7/27/98 = 4646 . Expenditures 1997 1998 1999 Personal Service $96,820 $105,710 $111,885 Office Equip /Supplies $800 $800 $800 Trans/Training/Dues $2,300 $2,400 $2,600 Advert/Broch/Print $5,800 $5,500 $5,500 Postage $900 $900 $1,000 Support Staff Cont. $300 $800 $1,200 $106,920 $116,110 $122,985 . . PERSONAL SERVICES SUPPLIES OTHER SERVICES & CHARGES CAPITAL OUTLAYfTRANSFER TOTAL C./~ 6{2 E'k . RECREA TION 1996 ACTUAL $35,231 5,622 76,091 10,000 $126,944 1997 ACTUAL $40,980 4,402 80,789 8,000 $134,171 1998 ADOPTED $44,900 500 1 22,1 00 8,000 $175,500 1999. PROPOSED $97,100 14,000 130,350 8,000 $249,450 PERSONAL SERVICES Part Time Pay Employee Pensions Employee Insurance SUPPLIES Operating Supplies OTHER SERVICES & CHARGES .COmmunity Rec Programs Community Rec Admin. Fees v'-/ Other Cultural Activities Telephone '. Advertising/Marketing Utilities Bldg. Repair/Maint. Equip. Repair/Maint. Building Rent/Supervision Other Rental Conferences & Schools CAPITAL OUTLAY " Transfer to Ice Arena . EXPENDITURE ANALYSIS ..................................... ..................................... ..................................... ..................................... ..................................... ..................................... ..................................... ..................................... ...................................... .................................... . ..................................... ...................................... ..................................... ..................................... ....................................... ..................................... 51. $90,000 5,650 1 ,450 $97,100 14,000 14,000 24,550 62, 100 ~ 7,000 600 5,000 2,400 2,000 1,doo 23,700 2,000 o 130,350 8,000 8,000 $249,450 . Fields throughout the District 728 area based on field maps: Ball Fields Soccer Fields Elk River Youth Athletic Complex 4 Oak Knoll 3 2 Varsity/Comm. 1 Old Varsity 1 Jr. Varsity 1 Vandenberge 4 Salk 6 SalkNandenberge Area 7 Lincoln 2 Parker 2 Handke 2 Meadowvale 2 2 . Otsego Otsego Elementary 2 Otsego City Hall 2 1 Rogers Rogers Elementary 3 2 Rogers Junior High 4 Triangle Park 1 Lynch Field 1 Hassan 1 Dayton Dayton Village 1 Dayton Maintenance Garage 1 Zimmerman Zimmerman Elementary 3 2 Zimmerman Junior High 4 Zimmerman Municipal ~ . 54 16