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Home My WebLink About01-08-2018 Park Board Packet — Lino Lakes Parks and Recreation Department (RT RECR�� 600 Town Center Parkway C I T Y O F Lino Lakes, MN 55014 F (651) 982-2440 Fax (651) 982-2439 KE IN KE www. ei. lino-lakes.mn.us PARK BOARD AGENDA Monday, January 8 , 2018 6 : 30 PM - Park Board Meeting in Council Workroom Park Board Members: Pat Huelman, Andrew Levi, Richard Jensen, John Nordlund, Clark Gooder, Abby Haworth, Kelly Jo McDonnell Public Services Director: Rick DeGardner Administrative Assistant: Heather Robinson 1 . Call to Order and Roll Call 2 . Setting Agenda 3 . Approval of Minutes from November 29 , 2017 4 . Open Mike 5 . New Business a . Elimination of Recreation Supervisor Position b . Recommend 2018 Parks & Trails Capital Projects 6 . Old Business 7 . Next Scheduled Park Board Meeting — February 5 , 2018 8 . Adjourn If you are unable to attend the meeting please call Heather at 651 982-2442 or email heather. robinson@ci. lino-lakes. mn. us CITY OF LINO LAKES Park Board Minutes DATE : November 29 2017 TIME STARTED : 5 :30 Onsite Meeting 6 : 30 Environmental & Park Board Combined Meeting i 7 :00 Park Board Meeting in Community Room TIME ENDED : Unknown MEMBERS PRESENT: Pat Huelman, Andrew Levi, John Nordlund, Richard Jensen, Abby Haworth, Clark Gooder ,, Kelly Jo McDonnell: MEMBERS ABSENT: STAFF PRESENT: Rick DeGardner (Public Services Director) Mike Hoffman (Parks Supervisor) * The 11 -29-2017 Park Board meeting`followed a combined Environmental and Park Board meeting which began in the Target parking lot to view the Emerald Ash Borer Site. After the onsite meeting, the Combined Meeting included the MN Department of Agriculture presenting information regarding EAB . Complete Minutes from this Combined Meeting can be located in the 11 -29-2017 Environmental Board Minutes. This Park Board meeting followed. 1 . Call to Order and Roll Call The November 29, 2017 City of Lino Lakes Park Board Meeting was called to order by Pat Huelman. 2 . Setting Agenda The Agenda was approved as presented . 3 . Approval of Minutes : October 9 2017 & November 6 , 2017 (Combined City Council Work Session) Richard Jensen made a MOTION to approve the Meeting Minutes from October 9, Park Board Minutes November 29, 2017 Page I 2017 Park Board meeting & November 6, 2017 Combined Work Session meeting. Abby Haworth supported the MOTION. All in favor and MOTION carried. 4 . Open Mike There was no one present for Open Mike. Open Mike was closed. 5 . New Business Review Existing and New Park Assets Worksheets Mr. DeGardner presented a list of the Existing and New Park Assets Summary. This is an inventory of our existing park system and assets that are within each park. He provided an estimated year that each was installed and an estimated life of each asset. Mr. DeGardner described that this document is meant as a starting point to begin to create a replacement plan. Currently, the City Council is looking at designating funds for park and trail improvements in the 2018 budget: Mr. DeGardner also presented an Existing Parks Worksheet which was created in accordance with the previous Master Plan. This identified what was not completed according to the previous Master Plan and approximate costs to be completed. There was also an Annual Investment Worksheet that showed estimated annual dollars that would be required to fully fund these Parks and Trail Projects. Mr. DeGardner stated that he is seeking;feedback from the Park Board identifying high priority projects which will be presented to the City Council at the next Work Session meeting. Pat Huelman noted that this is a positive time to begin the process of identifying the highest priority for park and trail improvements with possible funding be allocated in 2018 . He also stated that identifying areas where money could be invested not to just replace amenities but to possibly extend the life of our current park amenities or assets should be considered, Approve 2018 Park Board Meeting Dates A 2018 Park Board Calendar was presented for review. Clark Gooder made a MOTION to approve the 2018 Calendar, John Nordlund supported the MOTION. All in favor, MOTION carried and was approved. 6. Old Business Marshan Boardwalk Inquiry Park Board Minutes November 29, 2017 Page 12 II i Pat Huelman inquired about the Trail segment known as the Marshan Boardwalk which was previously visited by the Park Board members. Mr. DeGardner replied that he recently completed the trail inspection process for the entire trail system in the City utilizing the Cartegraph Asset Management program. He noted that the Marshan Boardwalk will be high priority. The cost to replace would be very high, so at this time it will be considered for removal. Alternate paths were discussed. He also noted that there are currently 8 or 10 trail segments that have been designated as a high priority if the Council approves funding. i Mike Hoffman provided a Parks Department Update Parks Supervisor Mike Hoffman was present and provided an update on past items. He stated that the tennis courts at Arena Acres Park have now been completely removed. In the spring of 2018 , the site will be graded and seeded. Mr. Hoffman explained that the Country Lakes Park canopy reduction is now underway. The tree reduction will be approximately 60 to 80 % of existing trees that will be cleared. This will vastly improve the view of Reshanau Lake. Mr. Hoffinan informed that the clearing consists mostly of Buckthorn, Ash and Cottonwood trees . He noted that the trees are now marked for removal if the Park Board would like to visit the Park. Mr. Hoffman also stated that the dock at Country Lakes Park has been removed. 7. Next Scheduled Park Board Meeting Monday, January 8, 2018 8 . Adjourn Clark Gooder made a MOTION to adjourn, all in favor and MOTION carried. Meeting was adjourned, Submitted by, Heather Robinson Administrative Assistant Public Services Park Board Minutes November 29, 2017 P a g e 3 lee T CITY ;0F [!IN ` KE DATE : January 8, 2018 TO : Park Board Members FROM : Rick DeGardner, Public Services Director RE : Elimination of Recreation Supervisor Position Unfortunate circumstances have resulted in the reduction in staffing levels to one Recreation Supervisor position . Brian Hronski will be directly overseeing all aspects of Recreation programming. He has been with the Lino Lakes Parks & Recreation Department for 15 years has a great knowledge and understanding of the Department . The City Council is officially approving the elimination of the one Recreation Supervisor position at tonight' s City Council meeting. I have attached the agenda item under City i Council consideration . CITY COUNCIL AGENDA ITEM 313 STAFF ORIGINATOR: Jeff Karlson MEETING DATE : January 8 , 2018 TOPIC : Elimination of Recreation Supervisor Position I VOTE REQUIRED : 3/5 INTRODUCTION The City Council is being asked to approve staff s recommendation to eliminate one of the two Recreation Supervisor positions. BACKGROUND As the Council is aware, the Centennial School District increased the City' s rental charges for use of its facilities and has duplicated several youth programs through its Community Education Program that the City offered for many years . As a result, the City had to reassess its program offerings in the Recreation Division. After reviewing several options, staff concluded that the Recreation Division should no longer continue to staff two full-time recreation supervisors. Therefore, staff is recommending the elimination of Ali Lakin position of recreation supervisor. Ms. Lakin was hired in February 2015 . Based on her length of employment, staff is recommending four weeks' severance. Ms. Lukin was notified on January 3 that I would be recommending the elimination of her position. She was placed on administrative leave pending Council action. Attached is the list of programs and services that will continue to be offered in 2018 . The programs listed in red font will no longer be offered. RECOMMENDATION Approve the elimination of one recreation supervisor position. ATTACHMENTS 2018 Recreation Division Programs and Services Public Services Director' s July 5 , 2017 Memo Meetings Timeline with School District CITY l � OF IN KE Lino Lakes Recreation Department Programs and Services Year Round Social Media — Facebook, Twitter Equipment Rentals ActiveNet Registration Administration Park Shelter Reservations Youth Sports Associations Liaison Brochure Production Counter and Phone Support Winter Youth Programs Adult Programs Warming Houses Preschool Dance Bitty Ballerinas Senior Center Tiny Tappers Family Events Handicraft Work Dance Sampler Breakfast with Santa 500 Card Club Tae Kwon Do Secret Holiday Shop Bridge and Cribbage Club Snack & Skate Lessons Letters From Santa Book Club Floor Hockey Royal Princess Ball Senior Trips Hockey Skill Development Snow Day Lunch and Learn Trolls Musical Camp Light Up Lino Lakes Descendants 2 Musical Camp Winter Fest Dance with Me Wish Upon a Ballet Spring Youth Programs Adult Programs Special Events Dance Sampler Golf Lessons Earth Day Assistance Hip Hop Preschool Bitty Ballerinas Family Events Senior Center Preschool Dance Flashlight Egg Hunt Handicraft Work Tumbling Egg Hunt 500 Card Club Tae Kwon Do Free Egg Hunt at Sunrise Bridge and Cribbage Club T-Ball Book Club Soccer Mini Camp Senior Trips Basket Have a Ball Lunch and Learn Weekend Art Classes Community Gardens Summer Youth Programs Youth Programs (Continued) Adult Programs Playground Pals Dodgeball Camp Paddleboard Lessons Playground Explorers Soccer Fundamentals Softball Friday Field Trips Golf Lessons Golf Lessons Hip Hop Golf Academy Bitty Ballerinas Volleyball Camp Family Events Preschool Dance Flag Football Blue Heron Days Dance Sampler Tennis Lessons Kite Day Tumbling Lacrosse Camp Puppet Shows in the Park Cheerleading Camp Basketball Camp Movies in the Park Stand Up Paddleboard Lessons Basketball Shooting Camp Family Corn Roast Tae Kwon Do Art Camps Art Night in the Park Safety Camp Moana Theater Camp T-Ball Beauty & The Beast Camp Senior Center Mini Hawks Multi Sport Camp Moana Ballet Theater Camp Handicraft Work 500 Card Club Bridge and Cribbage Club Book Club Senior Trips Lunch and Learn Fall Youth Programs Adult Programs Senior Center Hip Hop Dance Fall Softball Handicraft Work Preschool Dance Painting Class 500 Card Club Bitty Ballerinas Bridge and Cribbage Club Dance Sampler Family Events Book Club Tae Kwon Do Little Goblins Party Senior Trips Flag Football Gobbler Games Lunch and Learn Fall Soccer Punt, Pass & Kick Fall Sports Mania Soccer Mini Camp Lil Sluggers Baseball & Softball Camp December 5, 2017 C I T O F IN I I< I DATE : July 5, 2017 TO : Mayor Reinert and City Councilmembers FROM : Rick DeGardner, Public Services Director RE : New Facility Rental Charges Impacting Recreation Department i Beginning with the 2016-2017 academic school year, the Centennial School District (CSD ) began charging the Lino Lakes Parks and Recreation Department ( LLPRD ) facility rental fees for all of our indoor and outdoor programs conducted at CSD schools. The rental charges are substantial . The indoor charges are typically $ 20-$ 25 per hour per cafeteria or gym space . Fall, Winter, and Spring fees totaled $ 9, 178 . Attached is a financial summary of our indoor programs for the Fall of 2016 (Attachment A) . Excluding CSD charges, all youth instructional programs ran a slight surplus, with a cumulative total of $874. Subtracting the CSD rental charges of $ 5, 168, we ran an overall deficit of $4, 294 . Since LLPRD can't continue to absorb the rental charges, we have relocated some programs to the Senior Center. I provided the CSD a listing of programs LLPRD may not be offering this Fall due to the facility rental charges in hopes that CSD would consider providing these programs so our community could continue to enjoy these programs . Outdoor rental charges are $ 10 per participant . Staff examined the potential financial impact by summarizing 2016 participation numbers of the outdoor programs conducted on CSD property (Attachment B ) . The City of Lino Lakes had provided approximately $70, 000 of improvements to CSD fields including the full-size basketball court at Rice Lake Elementary, bleachers, soccer goals, bases, and base boxes (Attachment C) . In addition , we had painted soccer, lacrosse, and baseball fields for the youth sports associations at Rice Lake Elementary and Centennial Middle School (for a nominal fee ) and coordinated the placement of portable restrooms . Hoping that our long-standing, positive, working relationship with the CSD may allow for some reconsideration, Brian Hronski , Recreation Supervisor, and I met with Brady Hoffman, Executive director of Business Services and Corinne Sendle, Director of Community Education . Even though all youth sports associations are exempt from paying any rental fees ( except Centennial Basketball Association is charged 45% of gym fees ), it was clearly communicated to us that LLPRD was going to be charged for use of any CSD facilities . Other actions from CSD including the revocation of our approved permit using Rice Lake Elementary School soccer fields for our long running Fall Soccer program, leads me to the conclusion that LLPRD will continue to be charged for use of CSD facilities . To minimize program expenses in the short term, we have moved our T- Ball programs, Soccer Fundamentals, Flag Football, and Skyhawks Camps to neighborhood parks . Conducting organized programs in neighborhood parks impacts neighborhood parks users, but we feel this is the best short term solution . Looking forward, we will have to take a look at all of our program offerings . For example, with 123 tennis participants this summer, we anticipate receiving an invoice for $ 1, 230 from CSD, even though we only use two tennis courts during tennis lessons . We will need to either consider raising registration fees or seeking alternate locations for many of our programs. Some programs may need to be discontinued . The LLPRD is dependent on using CSD facilities for many of our program offerings . The CSD facility charges will have a significant, lasting effect on the Lino Lakes Parks and Recreation Department. I have identified two scenarios to address the increased program costs : 1 . Continue to offer the same level of programs , accepting the fact that most recreation programs conducted at CSD facilities will not be able to cover all direct costs . Staff will consider increasing program fees where practical . Cease contributing $ 10,000 from the Recreation Special Revenue Fund to the General Fund to help offset CSD charges . Reevaluate in 6-8 months . 2 . Since many of our Recreation programs offerings would run a deficit (which couldn't be sustained without annual General Fund allocations), accept that in the short term and long term the quantity of our recreation programs will be reduced . Hopefully, the CSD will provide the programs we can no longer offer so community members can still enjoy their leisure interests . Unfortunately, this would result in eliminating a Recreation Supervisor position . CSD MEETINGS TIMELINE July 5, 2017 Work Session - Informed City Council of CSD rental charges for indoor/outdoor facilities (see attached memo) . August 1, 2017 — Mayor and Jeff Karlson met with CSD staff August 22, 2017 — Mayor, Jeff Karlson, and Rick DeGardner met with CSD staff September 6, 2017 — Rick DeGardner met with Corrine Sendle September 12 — Jeff Karlson and Rick DeGardner met with CSD staff. Informed that CSD will consider lowering its facility fees if the City enters into a reciprocal agreement by sharing the cost of maintaining the trail system on school property, estimated in the $ 150,000 - $ 200,000 range . October 9, 2017 — Following email sent to Brian Dietz: Brian, Thanks for CSD's willingness to meet with City representatives over the past few months to discuss 'rr the increased indoor facility rental charges and the new outdoor rental charges of $10 per participant. It's been helpful to get CSD's perspective on the reasons behind starting to charge the City for all Parks and Recreation Department program offerings. We have carefully considered CSD's latest proposal of reducing rental charges for various programs in exchange for committing financial resources for replacing the paved trails at Rice Lake Elementary School and Centennial Middle School. With the significant increase of dollars required to utilize CSD facilities (whether it's rental charges or replacing trails on CSD property), along with the uncertainty of future availability of CSD facilities, the City has decided to reassess our entire Recreation Department. Therefore, we will not be in a position to commit funding for the replacement of CSD trails. We certainly expect that we will continue to be charged for city- sponsored programs conducted on CSD property. Attached are anticipated 2018 Program and Services offerings. Red are programs that will be discontinued . Green are new programs. Also included is a listing of Special Events. i CITY ' . OF IN KE DATE : January 8, 2018 TO : Park Board Members FROM : Rick DeGardner, Public Services Director RE : Recommend 2018 Parks and Trails Capital Projects As part of the City's approved 2018 budget, the City Council designated $ 500,000 for j' parks and trails capital projects . The City Council directed staff to seek input from the Park Board for City Council consideration . Attached are several updated worksheets that were distributed at previous Park Board i meetings : • Existing Parks Assets Worksheet • New Assets of Existing Parks Worksheet • Trail Projects Needing Funding Worksheet • Existing Playground Equipment Replacement Timeline Worksheet As part of the discussion , the Park Board will need to determine a method to prioritize potential projects for 2018 funding and determine to what extent public input should occur. Ultimately, the Park Board should provide a list of parks and trails projects totaling $500,000 that will be forwarded to the City Council for consideration . City of Lino Lakes Public Services Existing Park Assets Worksheet Year Useful Life Replacement Park Asset Installed (Years) Cost Arena Acres Y2 Court Basketball 1999 20 $ 18,000 Arena Acres Playground Equipment 1999 20 $ 40,000 Arena Acres Seating Arbor 2002 25 $ 2,000 Arena Acres Tennis Courts 1984 25 $ 65,000 Behm ' s % Court Basketball 2004 20 $ 18,000 Behm 's Internal Trails - 2,000 feet 2000 25 $ 110,000 Behm ' s Irrigation Shed 2002 25 $ 4,000 Behm ' s Open Air Shelter 2006 25 $ 35,000 Behm 's Playground Equipment 1999 20 $ 40,000 Birch Backstop 1992 30 $ 6,000 Birch Hockey Rink 1992 30 $ 25,000 Birch Hockey Rink Lights 1992 30 $ 20,000 Birch Internal Trails - 450 feet 2004 25 $ 24,000 Birch Open Air Shelter 2004 25 $ 40,000 Birch Park Building 1992 50 $ 250,000 Birch Parking Lot (925 sy) 1992 30 $ 14,000 (' Birch Playground Equipment 1998 20 $ 70,000 Birchwood Acres Backstop 1996 30 $ 61000 Birchwood Acres Internal Trails - 1, 300 feet 1998 25 $ 71,000 Birchwood Acres Playground Equipment 1996 20 $ 40,000 Brandywood Internal Trails - 1,350 feet 1999 25 $ 74,000 Brandywood Playground Equipment 2000 20 $ 40,000 Brandywood Boardwalk 1999 20 $ 20,000 City Hall Ball Fields ( 2 ) Fencing 1975 30 $ 13,000 City Hall Hockey Rink 1995 30 $ 30,000 City Hall Hockey Rink Lights 1995 30 $ 25,000 City Hall Park Building 1995 50 $ 250,000 City Hall Playground Equipment 1997 20 $ 50,000 Clearwater Creek % Court Basketball 2003 20 $ 18,000 Clearwater Creek Internal Trails Bituminous - 1, 800 fee 2003 25 $ 98,000 Clearwater Creek Internal Trails Concrete - 570 feet 2003 30 $ 42,000 Clearwater Creek Irrigation Shed 2003 25 $ 41000 Clearwater Creek Open Air Shelter 2002 25 $ 35,000 Clearwater Creek Playground Equipment 2002 20 $ 70,000 Highland Meadows % Court Basketball 2003 20 $ 18,000 Highland Meadows Internal Trails - 2,060 feet 2003 25 $ 113,000 Highland Meadows Irrigation Shed 2003 25 $ 41000 Highland Meadows Open Air Shelter 2006 25 $ 35,000 Highland Meadows Playground Equipment 2003 20 $ 50,000 Lino Internal Trails - 1,700 feet 2007 25 $ 93,000 1 /4/2018 Lino Irrigation Shed 2007 25 $ 4,000 Lino Open Air Shelter 1986 25 $ 40,000 Lino Parking Lot (3, 600 sy) 1999 30 $ 54,000 Lino Playground Equipment 1998 20 $ 70,000 Marshan Internal Trails - 1, 110 feet 1999 25 $ 61000 Marshan Park Building 1970 50 $ 250,000 Marshan Parking Lot (600 sy) 1970 30 $ %000 Marshan Playground Equipment 1999 20 $ 50,000 North Pointe Internal Trails 2017 25 $ 20,000 North Pointe Open Air Shelter 2017 25 $ 35,000 North Pointe Playground Equipment 2017 20 $ 70,000 Pheasant Hills ' : Court Basketball 1998 20 18 000 Pheasant Hills Bridge 1998 25 $ 35,000 Pheasant Hills Internal Trails - 900 feet 1998 25 $ 49,000 Pheasant Hills Overlook Sitting Area 1998 25 $ 15,000 Pheasant Hills Playground Equipment 1996 20 $ 40,000 Rice Lake Elementary Full Size Basketball Court 2004 20 $ 28,000 Shenandoah Playground Equipment 1998 20 $ 40,000 Sunrise Ball Field Fencing (4) 1997 30 $ 26,000 c Sunrise Hockey Rinks ( 2) 1995 30 $ 60,000 I Sunrise Hockey Rink Lights 1995 30 $ 25,000 I Sunrise Internal Trails - 540 feet 2004 25 $ 8,000 Sunrise Open Air Shelter 2011 25 $ 45,000 Sunrise Park Building 1975 50 $ 250,000 r Sunrise Parking Lot (5, 500 sy) 2003 30 $ 50,000 Sunrise Playground Equipment 1998 20 $ 70,000 Sunrise Scoreboards ( 2 ) 2000 30 $ 14,000 Sunset Oaks Playground Equipment 1993 20 $ 40,000 Wenzel Farms Playground Equipment 1996 20 $ 30,000 Wenzel Farms Y2 Court Basketball 1996 20 $ 18,000 Woods of Baldwin Lak Internal Trails - 460 feet 1994 25 $ 25,000 Woods of Baldwin Lak Playground Equipment 1994 20 $ 40,000 TOTAL $3,514,000 Assumptions Playground Equipment 20 Years Basketball Court 20 Years Open Air Shelter 25 Years Irrigation Shed 25 Years Park Building 50 Years Hockey Rink/Lights 30 Years Backstop/Fencing 30 Years 1 /4/2018 pg xnnr) w m w wD O r=D w o w c m v n (D a .0 m z N o M r `° mQ D m " <, C (D n o N m r X n of 00 W (^ v 0 "o O O m -I O D x D m 'o n D n o S a v a D D Q m n m o n o (D w w m a m D < o < 0 3 n o c N c < m v+ of a w O w 0 0 0 '^ O ani v a -' O pSj v o D rr = in Q a lD 7 N N N (D 0=q fD D`Oq fD O N N N 00 rt N �• .n+ fD O (D S (D 00 a O "'AQ O O_ � 0 0' N fD �. a O O O a O N O (D w 3 a 3 a (D 0 o w m m CDa 3 a m a a 0 0 0 fD O DA n o y� 7 (D ry (D (D N = rt O m O \ —fD O S N N F n m \ O N N O' 7 = (D O O l O n < o '< c o °- a n a a o (D .. m a, � s c � cr c n< a m (fo 00 d I-` m = r<D N = </) i/ V1 LT to {A m o 00 N W W F-' N V-� I-� rt a) O N N O O In O O F+ O h+ O In O O In O U'i to O O O O O O O O O O O O 0 0 (D 0 0 0 O O O O O O O O O O O O O O 0 0 a 0 0 0 0 O O O O O O O O O O O O O a a 0 0 0 0 0 0 0 O O O O O ==I w :E r) g r) p r) D p z 1 'O n O (D ° o o 0 o c W (D w e ri Do K m 3 (D �, o rD o _ vo r O c cO rDG r ',.,... o ° • (D m ° a 5 D 3 a w o D -• v, o c x o c c v n3 ° n 3, (D a o m m w o p O D ° ° ° w o o w, w (D c 3 wT.' 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