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Home My WebLink About01/22/2004 Agenda & Packet Park and Recreation Committee Meeting Agenda January 22, 2004 6:30 P.M. 1. Roll Call 2. Approval of December 18, 2004 Meeting Minutes: 3. Unfinished Business: a) Facility Guide Update- Draft is being currently being formatted. It will be presented at the February meeting. The City is looking for picture to include in the guide. Are there pictures the Parks and Recreation Commission would like to submit? b) YMCA Executive Committee Meeting—There was a meeting on January 5, 2004. Any update from this meeting? c) Park Usage Survey/Data Collection—Any updates on the data collection process. Include in the March/April addition of the Mounds View Matters? d) Community Survey—On hold e) Garbage Collection Fund—On hold f) City Council Appointments—On January 12, 2004, the City Council approved Resolution No. 6162 appointing John Kroeger to another term on the Park and Recreation Commission and appointing him as Chairperson on this Commission. g) Ice Rink Update 4. New Business: a) Groveland Park Building Replacement. —Initiate discussions on this topic. Attached is a park building usage summary. b) Skate Park—Initiate discussions on this topic. This item is currently in the City's Capital Improvement Program scheduled for 2004. It was not recommended in 2003. Does the Commission want to proceed with this, delay it, or remove it from the Capital Improvement Program? c) Discussion of Community Center/Recreation Operations—see attachement d) YMCA Registration Process For Youth Sports Programs 5. Commissioner/Staff Reports County Road H Pathway—from Silver Lake Road to the West City Limits 2004 Pathway Project January 5, 2004 City Council Work Session Update • Construct a pathway along County Road H2 from County Road 10 to Program Avenue. • Remove consideration of a sidewalk along Edgewood Drive until the roadway is upgraded. • Construct a pathway along Silver Lake Road from County Road H to County Road 10. • Include sidewalks shown in the City's Comprehensive Plan with street projects. 6. Request for future agenda items/other business Possible Items for February 26th Agenda Park and Recreation Commission Meeting Minutes December 18, 2003 Meeting Called to order: 1. Roll Call: Present: Kroeger, Kunz, Mandoza, Long, Silvis, Kunza, Steeves, Lee Absent: Edmond, McIntyre, Dazenski 2. Approval of November 20,2003 Meeting Minutes: Smoking in parks—Marta provided the information—Policy and news article Motion to approve as amended: Silvis 2"d: Kunz No discussion Motion passed unanimously 3. Unfinished Business: a) Facility Guide Update- The park trail/sidewalk map has been updated. The Golf Course data is currently being developed to be included in the brochure. It is anticipated that this will be presented to the Parks and Recreation Commission for review and comment at their January meeting. • Nothing new to report • Anticipate the draft will be submitted in January for review b) YMCA Executive Committee Meeting—Any update from the December 8, 2003 meeting? • Kurt Ulrich, the City administrator, had taken minutes. However they were not ready for submittal for review. • Talked about facility issues • Gymnasium floor needs to be resurfaced in July • Discussed lighting in the gymnasium—protecting them from damage. • Discussed bleached in the gymnasium—how to prevent kids from loitering on them. • Went over community questions. • Discussed new programs: Frisbee golf, karate ... • The contract was not discussed at this YMCA meeting. Jeanette will bring it up at the next meeting. c) Park Usage Survey/Data Collection—Review revised collection form. Develop a data collection process. • Updated version was distributed. 1 • Includes three observations,who is collecting the data,who was there was broken down by age groups. • How the data is to be collected was discussed. Mandoza made a request for citizens to help collect the data. • Add in the Mounds View Matters with a request for volunteers. • Another source would be the City's Parks Department workers. Monday through Friday during work hours. • Each commissioner to be assigned a park: Long—SilverView, Kroeger—Groveland, Lakeside, Hillview Kunz—Lakeside, Arden Mandoza—Random, Silver View, Woodcrest Silvis—Oakwood(both corners), Greenfield Kunza—Woodcrest, Random, Lambert, City Hall d) Community Survey—This was placed on the December 1, 2003 City Council Work Session agenda for discussion. At this time the City Council is considering a fifty(50)-question survey. The City Administrator is currently revising the survey to reflect the City Councils comments. The Park and Recreation should review the questions in the proposed survey, review the original eleven questions submitted, and provide a recommendation to the City Administrator for any revisions. Attached is a copy of the draft survey that was reviewed by City Council on December 1, 2003 along with the original eleven questions. • City administrator, Kurt Ulrich, was introduced. • Kurt looked at the survey that was done in 1988. Then tried to incorporate the eleven questions into the survey. Keeping in mind that the survey will need to be reduced to 50 questions. • Survey would be over the phone and would contact 400 residents. • Kurt went over the questions that pertained to parks. • There was a lot of detailed discussion of specific questions. • Kurt will be sitting down with an expert in writing these type of questions. • Mandoza thought there should be a question on the big ticket/ expensive items. (New play ground equipment, new park building, skate park,new soccer fields, cross country bike park, upgrade park building, new baseball/softball fields, new hockey rink, maintaining park activities, do not spend any money...) • Need to know where the people responding live. • List under No. 48 needs to be updated (add tennis courts, delete ampitheatre..) • Funding—a possible funding source could be the Park Dedication Fund. • Kurt will re-work the questions and get back to the commissioners in January or February. 2 e) Garbage Collection Fund—City Administrator, Kurt Urich will be attending this meeting and providing an update. • Initiated by Mandoza • Ace would include the City in their"New Customer"program. This would be to dedicate $5 to the City's Parks Department for every new customer. • Other haulers were contacted to see if they would provide a similar program. • 20% of the City's residents are currently with Ace. • Would need to publish information in the Mounds View Matters • There was a question in the draft survey regarding the City having contracting hauling. • Legally, it appears that we are OK as long as we offer this to all haulers. f) Field Use Fees—A $10 user fee will be applied to all fields that a reservation is sought. This excludes any schools in Independent School District#621 and the YMCA. This will be added to the 2004 City Fee Schedule and will be approved by City Council in January of 2004. • The City Council has not reviewed the fee change • It will be added to the 2004 Fee Schedule g) DNR Grant Information—See report section below. • On December 3, 2003, Staff attended an open house meeting to discuss the Department of Natural Resources' 2004 Local Trailway Grant Program. • The maximum grant amount is $100,000. • The project must be completed by December 31, 2005. • City could apply for is the pathways along the County Road 10 corridor. • Trailways less than ten(10) feet in width are not eligible for grant monies. • The only trailways that would be eligible are the proposed pathways along the County Road 10 corridor. 4. New Business: a) Ice Rink Update. • Request to be on the agenda • Schedule to be opened next Saturday (12/20/2004) b) Recommend Chairperson, Select a Vice-Chairperson, and Secretary for 2004 • Annual the City Council must appoint a chairperson. • The Park and Recreation Commission must recommend a chairperson to the City Council and then select a vice chairperson and secretary. 3 Motion to recommend John Kroeger as Park and Recreation Chairperson: Mandoza 2nd: Long John accepted Motion passed unanimously—John Kroeger abstained from voting Motion to appoint Jerry Kunz as Park and Recreation Vice-Chairperson: Kroeger 2nd: All No discussion Motion passed unanimously Motion to appoint Greg Lee (or Staff) as Park and Recreation Secretary: Silvas 2nd: All No discussion Motion passed unanimously c) Approve meeting dates for 2004 Motion to approve the 2004 Park and Recreation meeting dates: Silvas 2nd: Mandoza No discussion Motion passed unanimously 5. Commissioner/Staff Reports YMCA Representative Motion to approve Shari Kunza as the Park and Recreation representative to serve on the YMCA Committee: Kunz 2nd: Long No discussion Motion passed unanimously COUNTY ROAD H PATHWAY—FROM EDGEWOOD DRIVE TO THE WEST CITY LIMITS • The City rejected all current bids, authorizing Staff to re-advertise for bids, and establish a new bid date for the County Road H Sidewalk Project. • A bid date of January 8, 2004 was established. The City will be receiving bids for two segments: From Silver Lake Road to the West City Limits and from Silver Lake Road to Knollwood Drive. 4 PATHWAY PROJECT—ADDITIONAL SEGMENTS FOR CONSIDERATION • The City's Pathway Plan was discussed at the February 3, 2003 City Council Work Session. In addition to the pathway along County Road H from Edgewood Drive to the west City limits, the City Council identified four pathway segments they would consider to be a priority. These were: Along the north side of County Road H2 - from County Road 10 to Program Avenue. Along the east side of Edgewood Drive - from County Road H2 to Edgewood Middle School. Along the north side of County Road 10 - adjacent to the wetland area located just southeast of Walgreen's store. Along the south side of County Road 10—from Woodale Drive to the south, connecting into the existing trail. • The two segments along County Road 10 were completed in the fall of 2003 as a change order to the County Road H2 Project. • Staff would like to discuss the first two segments with the City Council. Staff has investigated both sites and found that the roadway segments were excessive in width. This, coupled with the narrow boulevards and current obstructions, would make the installation of a sidewalk or pathway in these areas problematic for both the City and the adjacent residents. • Staff is recommending that the City install pedestrian walkways along these segments at the time the streets are scheduled for major maintenance. This would allow for the option of changing one or both curblines to accommodate a pathway. This would provide the best long- term solution for the City and the people who use and live along these street segments. • In lieu of constructing these two segments, Staff is presenting the option of pursuing the construction of a pathway along Silver Lake Road from County Road H to County Road 10. The County has scheduled a mill and overlay for this segment of Silver Lake Road in 2004. Although the County project will not involve or disturb the boulevard areas, it still would be advantageous to coordinate a new sidewalk/pathway with the repaving of the street. COUNTY ROAD 10 RECONSTRUCTION AND REVITALIZATION PLAN—IMPLEMENTATION PHASE • This will be discussed that January 5th City Council Work Session meeting. 5 • The goal is to have a fair understanding between the City Council and County as to what the general implementation plan should be. • Staff will then send out requests for proposals (RFP's)to have an engineering firm start assisting both the City and the County on implementation of the various items. LAKESIDE LIONS PARK Several new changes may be occurring to the Lakeside Lions Park: • Gazebo The Lions Club is providing funds to construct a gazebo in the Lakeside Lions Park. It is proposed to be 39 feet in diameter with a two-tiered roof with louvered cupola and a 25 year shingled roof with tongue & groove pine roof deck. It is proposed to be built in the open space near the south end of the ball field. The estimated cost is $53,691.80. • Fishing Pier The DRN has a program entitled, "Fishing in the Neighborhood" (FIN). As part of this program,the DNR has dedicated a grant to the Lakeside Lions Park for constructing a floating fishing pier. The pier would be 104 feet in length and have a"T" section on the end. The estimated cost is $22,000. The DNR Grant is for $12,200. The remaining $10,000 would need to be raised from several sources, some of which may include: Spring Lake Park Lions, Fridley Lions, and donations. The Mounds View Parks and Recreation Commission is in support of this project. The DNR will also be stocking the lake this spring with large mouth bass and black crappies. • Parking Lot Upgrade The Parking lot at Lakeside Lions Park is in extremely poor condition. To explore the costs of upgrading it and expanding it slightly, the reconstruction of this parking lot will be added to the bid for the 2003 Street Project. Once bids are received, the cities of Spring Lake Park and Mounds View can decide if this is a project worth pursuing. At this time, no commitment has been made by either city to this project. Skiing/Snowboarding • John Kroeger was approached by a previous commissioner regarding some opportunities. • High Tempo Ski and Snowboard Company/organization • They have buses that will take 9 to 16 year old kids to local ski resorts every Saturday. • Wild Mountain, Afton Alps, Welch Village • $45 initiation fee. $45 per trip (bus and lift ticket) • Pick up at Chippewa Middle School 6 6. Request for future agenda items/other business Possible Items for January 22nd Agenda • Facility Guide • Community Survey • YMCA Committee Update • Garbage Collection Fund Next regular scheduled meeting will be December 18, 2003. Motion to adjourn: Long 2"d: Silvas Motion passed unanimously Respectfully submitted by: Greg Lee 7 Item No. 8D Meeting Date: January 12, 2004 Type of Business: CA WK: Work Session;PH:Public Hearing; CA:Consent Agenda; CB:Council Business City Administrator Review City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution No. 6162 Appointing Planning and Park and Recreation Commissioners and Chairpersons Background: As per City Chapter, the Parks and Recreation Commission is comprised of a maximum of seven (7) Commission seats each serving a three-year term. On December 31, 2003, the term expired for one of the seats, thus creating vacancy. Likewise, the Planning Commission is comprised of a maximum of seven (7) Commission seats each serving a three-year term. On December 31, 2003, three of the seven terms expired, thus creating vacancies for these three seats. The City's Municipal Code states that based on the recommendation of the Commissions "the Mayor, with approval of the City Council, shall appoint a Chairperson" for each respective Commission. Discussion: Parks and Recreation Commission John Kroeger occupied the seat that expired on December 31, 2003. Mr. Kroeger has submitted an application to continue his service on the Commission. It has been the City's practice to re-appoint commissioners who have indicated a desire to continue serving on the Commission and have submitted an application indicating such. If the City Council wishes not to continue this practice, Staff seeks direction to advertise for the vacant seat. On December 18, 2003, the Parks and Recreation Commission made a motion to recommend John Kroeger as the Chairperson for the Parks and Recreation Commission. This motion was seconded and passed by a unanimous vote. Mr. Kroeger recently served as the Chairperson on this Commission. Planning and Zoning Commission The three expired seats on the Planning and Zoning Commission were occupied by Michael Hegland, Mari Scotch, and Herb Zwirn. All three have indicated a desire to continue serving on the Commission and have filed an application. Their new term would expire on December 31, 2006. On January 7, 2004, the Parks and Recreation Commission made a motion to recommend Gary Stevenson as the Chairperson for the Commission. This motion was seconded and passed by a unanimous vote. Mr. Stevenson is currently the acting Chairperson for the Commission. Recommendation: It is recommended the City Council consider these applications for the Parks and Recreation Commission, and the Planning and Zoning Commission. Staff also recommends that the City Council approve these appointments to their respective Commissions. Furthermore, Staff recommends appointing the Chairpersons for the Commissions based on the recommendations of those Commissions. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 6162 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPOINTING PLANNING AND PARK AND RECREATION COMMISSIONERS AND CHAIRPERSONS WHEREAS, the Mounds View Parks and Recreation Commission and Planning and Zoning Commission consist of members appointed by the Mayor with the approval of the majority of the City Council; and, WHEREAS, there are currently one vacant seat in the Parks and Recreation Commission and three seats in the Planning and Zoning Commission; and WHEREAS, the City has received applications from members of these Commissions who occupied these seats prior to their term expiration; and WHEREAS, it has been the City's practice to re-appoint commissioners who have indicated a desire to continue serving on the Commission and have submitted an application indicating such; and WHEREAS, the Mayor, with the approval of the majority of the City Council, appoints Chairpersons to the Commissions; and WHEREAS, the Parks and Recreation Commission and Planning and Zoning Commission made motions recommending Chairpersons for their respective Commissions. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The Mayor and the City Council do hereby approve the following Mounds View residents to serve on the Parks and Recreation Commission: Name Term Expiration John Kroeger December 31, 2006 2. The Mayor and the City Council do hereby approve the following Mounds View residents to serve on the Planning and Zoning Commission: Name Term Expiration Michael Hegland December 31, 2006 Mari Scotch December 31, 2006 Herb Zwirn December 31, 2006 3. The Mayor and the City Council do hereby approve John Kroeger to serve as Chairperson on the Parks and Recreation Commission. 4. The Mayor and the City Council do hereby approve Gary Stevenson to serve as Chairperson on the Planning and Zoning Commission. Adopted this 12th day of January 2004. (ATTEST) Jerry Linke, Mayor (SEAL) Kurt Ulrich, City Administrator 2003 Mounds View Park Usa2e Ice Rinks: December 21 —February 15 Park Program: June 16—August 8 Park Jan Feb March April May June July Aug Sept Oct Nov Dec Total Rinks P.Program P.Program P.Program Rinks Hillview Rinks 7 11 11 12 3 1 4 8 8 8 6 79 Rinks P.Program P.Program P.Program Rinks Lambert Rinks 1 0 1 0 0 0 0 0 0 1 1 4 Rinks P.Program P.Program P.Program Rinks Groveland Rinks 7 9 10 10 4 2 0 2 2 2 3 51 Silverview 0 0 0 2 7 12 10 10 4 0 0 0 45 Random 14 15 19 10 12 8 4 5 11 15 12 9 134 Lakeside 0 0 0 0 2 2 5 6 3 0 0 0 18 Festival City Hall 0 0 0 0 2 3 0 2 3 1 0 0 11 Lee, Greg From: Dana Mandoza [mandoza7@comcast.net] Sent: Wednesday, January 21, 2004 6:53 AM To: greg.lee@ci.mounds-view.mn.us Subject: RE: Park and Recreation Meeting Agenda - January 22, 2004 Hi Greg; Thanks for the Park and Rec. agenda. Unfortunately I will not be able to attend the meeting. Could you please forward this to the other members. First off e-mail david@cdl.umn.edu, I could not send out a data collection form to this address, I hope everyone else received a collection form. For my part of the data collection I have viewed Random and Woodcrest 15 times and have seen no usage of the area or foot prints. Viewing has been during day times hours and randomly throughout the week. Random has had night time activity inside the facility on occasion, but I am assuming a permit was pulled for that usage. Is that correct? Also around 10-10:30am during the week it seems that the "City" goes into Random, are we doing work in there? I have viewed Silverview 6 times, all between Ilam and 1pm at least 6-10 cars there. Activities have been mostly people stopping to eat lunch. Had sledders twice and 2-4 walkers of trails. Input on putting up a new building on Groveland. I think as a group we need to first determine whether or not Groveland is a location that would best satisfy the needs of our entire city. I would be oppose to a building there as of right now. If not than we need to determine a site. Looking at the data Random's usage seems to be very high and the building will continue to get run down with that kind of usage. I know that when my daughter's girl scout troop meets in there with 15 plus kids, it is run around play time. This also "may" be an indication that we should look at a new building on the south side of Hwy 10. It would be nice to have a new building at Random, but for 200K for a place to hold meetings that is a lot of money. To make it work at all the park should be completely re-designed, to protect the kids from Long Lake and to put in new activity areas,etc. The cost of doing this correctly would be very high and there is not a lot of land there. I would be ok with this option, but I don't think it will serve us as well for the amount of money spent. But it is a park that is used a lot and people drive by it daily. We could do it up right and put our "City" on the map. The only other option I see is Silverview, but to do this up right will be more expensive. Park programs could be year round. In the winter, we could use it as a warming house a flood an area for skaters. We could also use it as overflow for meetings to take pressure off of Random. It would also give residents another option for activities year round. I would put most of my support towards this option. Thanks for taking the time to read this. Dana Original Message From: greg.lee@ci.mounds-view.mn.us [mailto:greg.lee@ci.mounds-view.mn.us] Sent: Tuesday, January 20, 2004 8:04 PM To: mandoza7@comcast.net; davidl@umn.edu; steve.dazenski@ci.mounds-view.mn.us; FSilvis@aol.com; jeanette.steeves@ci.mounds-view.mn.us; JerryKunz@hotmail.com; Jkroe58326@aol.com; marta.mcintyre@ci.mounds-view.mn.us; karen.edmond@ci.stpaul.mn.us; skunza@ci.blaine.mn.us Cc: city.council@ci.mounds-view.mn.us; kurt.ulrich@ci.mounds-view.mn.us Subject: Park and Recreation Meeting Agenda - January 22, 2004 Hi Commissioners, Attached is the agenda and minutes to approve for the Park and 1 Item No: 05 Meeting Date: January 5, 2004 Type of Business: Work Se sio Administrator Review: City of Mounds View Staff Report To: Honorable Mayor and City Council From: Charles Hansen, Finance Director Item Title/Subject: Discussion of Community Center/Recreation Operations The current discussion of the Community Center/Recreation operations began at the November 171h work session. At the request of the City Council, the Finance Department quickly put together a comparison of the current operations to the pre-YMCA, pre- Community Center operations. This quickly written comparison was incomplete and unfortunately allowed some erroneous conclusions to be drawn. The recreation program direct revenue from 1997 — 1999 was compared to Community Center room rental revenue from 2002 — 2004. These are two entirely different items. I have an expanded version of the report attached. It provides more detail of the data from the November report and adds a section for the current recreation programs. These recreation programs are accounted for on the YMCA's books rather than the City's books. The YMCA recreation programs now show up in the section titled: "YMCA Recreation Fund. They essentially run on a break-even basis of revenues verses direct program costs. This is what most recreation programs do and is what I predict City run recreation programs would do. Full-time staff who provide overall supervision are not now charged to the recreation programs and wouldn't be under a City run program either. The valid comparison is between the City Recreation Fund from 1997 through 1999 and the YMCA Recreation Fund from 2002 through 2004. There is some odd data for 1999 in the City Recreation Fund, but I wasn't able to research the story behind it. The goal of either operation would be to run these programs on basically a break-even basis. The Community Center didn't exist in the 1997— 1999 time frame, but will exist, in addition to the recreation programs going forward, regardless of whether the YMCA or the City runs the program. The current estimates for 2003 and budget for 2004 show the combined Recreation/ Community Center operation requiring a subsidy of$290,000 to $300,000 per year. Switching to a City staffed department would involve numerous choices and decisions. For many of these, we wouldn't even know the question, let alone the choice that would be made until after we are six months or a year into the new operation. A review of past budgets indicates that the Recreation Department was staffed in 1997 by a Department Head, an Athletic Supervisor, and an Administrative Assistant. The 1998 budget shows a Department Head and an Athletic Supervisor. Staffing today would be somewhat different because the Public Works Director probably would be the department head, but there would be additional duties related to supervising the Community Center. I built my projection around the hiring of a senior program supervisor and a junior program supervisor. I think that two full-time personnel would be needed to run the recreation programs and the Community Center at the level the City Council seems to want. I established salaries for both positions near the low end of salaries shown in the Stanton Report. These may be a little too optimistic, in which case actual costs could be several thousand dollars per year higher. The attached spreadsheets compare the current YMCA operation to a potential City staffed operation. The YMCA operation appears as set in the 2004 budget in the column headed "YMCA 2004", which includes the YMCA recreation programs that aren't on the City's books. The City staffed operation appears in the column headed "CITY 2004." This depicts a hypothetical situation where the decision to change was made some time ago and the transition period was over. The two staff members would have progressed to step 3 on the pay plan. The total subsidy for the Community Center/Recreation operation with City staffing comes out remarkably close to the total subsidy for the operation with YMCA staffing. I have said before, and still say,that the total subsidy with a City operation will probably be plus or minus 10%of the total subsidy for the YMCA operation. It will depend on the exact decisions made in setting up and running the department. Council Member Stigney requested a 5-year projection of the City operation. Doing this would require layering guesses on top of estimates on top of assumptions. To provide something toward this request, I prepared the second spreadsheet with the last column headed "CITY Full Seniority." This assumes that both staff members have progressed to step 5 on the pay plan. This increases the total City subsidy by$8,435 to$296,028 per year. In conclusion, I really can't make a financial case for replacing the YMCA with a City staff run operation. The City Council will have to decide based upon how you feel about service delivery. Respectfully submitted, CAAA.G4, lM Charles Hansen Community Center and Recreation Program Operations YMCA CITY 1997 1998 1999 2002 2003 2004 2004 General Fund 4350-Recreation Admin $ (115,084.19) $(181,126.63) $(127,096.26) $ (86,772.00) YMCA management contract $ (84,080.00) $ (85,340.00) $ (87,000.00) Non-revenue prog supervision (23,097.00) (35,620.00) (25,040.00) (25,040.00) School coordinator fees (7,160.00) (11,070.00) (11,250.00) (11,250.00) Insurance (1,710.00) (2,200.00) (2,500.00) (2,500.00) Mounds View Matters (4,604.00) Transfer to Community Center (105,000.00) (100,000.00) (150,000.00) (150,000.00) Revenue under expense $ (115,084.19) $(181,126.63) $(127,096.26) $(225,651.00) $(234,230.00) $(275,790.00) $(275,562.00) YMCA&Community Center Revenue-room rentals $ 27,505.00 $ 18,500.00 $ 21,160.00 $ 21,160.00 Surplus payment from YMCA 21,006.00 20,000.00 20,000.00 Transfer from Gen Fund 105,000.00 100,000.00 150,000.00 150,000.00 YMCA management contract (3,583.00) (4,040.00) (5,000.00) Staffing front counter (57,728.00) (58,300.00) (59,000.00) (59,000.00) YMCA direct expenses (3,990.00) (4,000.00) (4,000.00) (4,000.00) YMCA administrative charge (18,779.00) (19,000.00) (19,000.00) Mounds View Matters (1,209.00) (10,200.00) (9,100.00) (9,100.00) Allocated building expenses (87,168.00) (85,398.00) (85,696.00) (85,696.00) Direct building expenses (27,358.00) (21,437.00) (25,395.00) (25,395.00) Revenue under expense $ (46,304.00) $ (63,875.00) $ (16,031.00) $ (12,031.00) City Recreation Fund Revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 85,000.00 Expenses (158,568.00) (102,576.29) (159,868.86) $ (85,000.00) Revenue under expense $ (528.00) $ (11,731.57) $(103,722.96) $ - YMCA Recreation Fund Program Revenue $ 105,548.00 $ 84,600.00 $ 85,000.00 Y Partners Revenue 7,833.00 9,800.00 9,800.00 Grants 11,900.00 12,000.00 Program Expenses (87,700.00) (85,200.00) (85,700.00) Surplus payment to City (21,006.00) (20,000.00) (20,000.00) Revenue over expense $ - $ - $ - $ 4,675.00 $ 1,100.00 $ 1,100.00 $ - Combined Total revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 266,892.00 $ 244,800.00 $ 297,960.00 $ 256,160.00 Total expense (273,652.19) (283,702.92) (286,965.12) (534,172.00) (541,805.00) (588,681.00) (543,753.00) Revenue under expense $ (115,612.19) $(192,858.20) $(230,819.22) $(267,280.00) $(297,005.00) $(290,721.00) $(287,593.00) Budget 2004/Recreation Study Sheet2 12/22/2003 2:40 PM Community Center and Recreation Program Operations YMCA CITY 1997 1998 1999 2002 2003 2004 Full seniority General Fund 4350-Recreation Admin $ (115,084.19) $(181,126.63) $(127,096.26) $ (95,207.00) YMCA management contract $ (84,080.00) $ (85,340.00) $ (87,000.00) Non-revenue prog supervision (23,097.00) (35,620.00) (25,040.00) (25,040.00) School coordinator fees (7,160.00) (11,070.00) (11,250.00) (11,250.00) Insurance (1,710.00) (2,200.00) (2,500.00) (2.500.00) Mounds View Matters (4,604.00) Transfer to Community Center (105,000.00) (100,000.00) (150,000.00) (150,000.00) Revenue under expense $(115,084.19) $(181,126.63) $(127,096.26) $(225,651.00) $(234,230.00) $(275,790.00) $(283,997.00) YMCA&Community Center Revenue -room rentals $ 27,505.00 $ 18,500.00 $ 21,160.00 $ 21,160.00 Surplus payment from YMCA 21,006.00 20,000.00 20,000.00 Transfer from Gen Fund 105,000.00 100,000.00 150,000.00 150,000.00 YMCA management contract (3,583.00) (4,040.00) (5,000.00) Staffing front counter (57,728.00) (58,300.00) (59,000.00) (59,000.00) YMCA direct expenses (3,990.00) (4,000.00) (4,000.00) YMCA administrative charge (18,779.00) (19,000.00) (19,000.00) Mounds View Matters (1,209.00) (10,200.00) (9,100.00) (9,100.00) Allocated building expenses (87,168.00) (85,398.00) (85,696.00) (85,696.00) Direct building expenses (27,358.00) (21,437.00) (25,395.00) (29,395.00) Revenue under expense $ (46,304.00) $ (63,875.00) $ (16,031.00) $ (12,031.00) City Recreation Fund Revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 85,000.00 Expenses (158,568.00) (102,576.29) (159,868.86) $ (85,000 00) Revenue under expense $ (528.00) $ (11,731.57) $(103,722.96) YMCA Recreation Fund Program Revenue $ 105,548.00 $ 84,600.00 $ 85,000.00 Y Partners Revenue 7,833.00 9,800.00 9,800.00 Grants 11,900.00 12,000.00 Program Expenses (87,700.00) (85,200.00) (85,700.00) Surplus payment to City (21,006.00) (20,000.00) (20,000.00) Revenue over expense $ - $ - $ - $ 4,675.00 $ 1,100.00 $ 1,100.00 $ - Combined Total revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 266,892.00 $ 244,800.00 $ 297,960.00 $ 256,160.00 Total expense (273,652.19) (283,702.92) (286,965.12) (534,172.00) (541,805.00) (588,681.00) (552,188.00) Revenue under expense $ (115,612.19) $(192,858.20) $(230,819.22) $(267,280.00) $(297,005.00) $(290,721.00) $(296,028.00) Budget 2004/Recreation Study Sheet3 12/23/2003 11:59 AM Mounds View Community Center YMCA Registration Process For Youth Sports Programs Currently Used Registration Process: • Participants sign up to be on a particular team on a first come, first serve basis. • Participants may pick who is on a team providing the team is not full. • If teams are not full but participants want to be on a team with several friends, they may start their own team. • Existing teams may also register together providing payment is received from every participant upon registering. YMCA Staff does not encourage this process, however it does happen. Proposed Registration Process: • Every attempt would be made to organize teams by schools and/or neighborhoods. • A participant may request to be on a team with a friend, but that friend must request the participant as well. No chain request would be accepted. • If a written request is made for a participant to be with more than one other child, we would only honor one of the requested names. • All requests for teammates must be written on the registration form. • Requests not submitted in writing would not be honored. • No requests or roster changes would be taken after the set deadline. Item No: Meeting Date: January 5, 2004 Type of Business: Work Session Administrator Review: City of Mounds View Staff Report To: Honorable Mayor and City Council From: Charles Hansen, Finance Director Item Title/Subject: Discussion of Community Center/Recreation Operations The current discussion of the Community Center/Recreation operations began at the November 17th work session. At the request of the City Council, the Finance Department quickly put together a comparison of the current operations to the pre-YMCA, pre- Community Center operations. This quickly written comparison was incomplete and unfortunately allowed some erroneous conclusions to be drawn. The recreation program direct revenue from 1997 — 1999 was compared to Community Center room rental revenue from 2002 — 2004. These are two entirely different items. I have an expanded version of the report attached. It provides more detail of the data from the November report and adds a section for the current recreation programs. These recreation programs are accounted for on the YMCA's books rather than the City's books. The YMCA recreation programs now show up in the section titled: "YMCA Recreation Fund. They essentially run on a break-even basis of revenues verses direct program costs. This is what most recreation programs do and is what I predict City run recreation programs would do. Full-time staff who provide overall supervision are not now charged to the recreation programs and wouldn't be under a City run program either. The valid comparison is between the City Recreation Fund from 1997 through 1999 and the YMCA Recreation Fund from 2002 through 2004. There is some odd data for 1999 in the City Recreation Fund, but I wasn't able to research the story behind it. The goal of either operation would be to run these programs on basically a break-even basis. The Community Center didn't exist in the 1997 — 1999 time frame, but will exist, in addition to the recreation programs going forward, regardless of whether the YMCA or the City runs the program. The current estimates for 2003 and budget for 2004 show the combined Recreation/ Community Center operation requiring a subsidy of $290,000 to $300,000 per year. Switching to a City staffed department would involve numerous choices and decisions. For many of these, we wouldn't even know the question, let alone the choice that would be made until after we are six months or a year into the new operation. A review of past budgets indicates that the Recreation Department was staffed in 1997 by a Department Head, an Athletic Supervisor, and an Administrative Assistant .The 1998 budget shows a Department Head and an Athletic Supervisor. Staffing today would be somewhat different because the Public Works Director probably would be the department head, but there would be additional duties related to supervising the Community Center. I built my projection around the hiring of a senior program supervisor and a junior program supervisor. I think that two full-time personnel would be needed to run the recreation programs and the Community Center at the level the City Council seems to want. I established salaries for both positions near the low end of salaries shown in the Stanton Report. These may be a little too optimistic, in which case actual costs could be several thousand dollars per year higher. The attached spreadsheets compare the current YMCA operation to a potential City staffed operation. The YMCA operation appears as set in the 2004 budget in the column headed "YMCA 2004", which includes the YMCA recreation programs that aren't on the City's books. The City staffed operation appears in the column headed "CITY 2004." This depicts a hypothetical situation where the decision to change was made some time ago and the transition period was over. The two staff members would have progressed to step 3 on the pay plan. The total subsidy for the Community Center/Recreation operation with City staffing comes out remarkably close to the total subsidy for the operation with YMCA staffing. I have said before, and still say, that the total subsidy with a City operation will probably be plus or minus 10% of the total subsidy for the YMCA operation. It will depend on the exact decisions made in setting up and running the department. Council Member Stigney requested a 5-year projection of the City operation. Doing this would require layering guesses on top of estimates on top of assumptions. To provide something toward this request, I prepared the second spreadsheet with the last column headed "CITY Full Seniority." This assumes that both staff members have progressed to step 5 on the pay plan. This increases the total City subsidy by$8,435 to $296,028 per year. In conclusion, I really can't make a financial case for replacing the YMCA with a City staff run operation. The City Council will have to decide based upon how you feel about service delivery. Respectfully submitted, Charles Hansen Community Center and Recreation Program Operations YMCA CITY 1997 1998 1999 2002 2003 2004 2004 General Fund 4350-Recreation Admin $ (115,084.19) $(181,126.63) $(127,096.26) $ (86,772.00) YMCA management contract $ (84,080.00) $ (85,340.00) $ (87,000.00) Non-revenue prog supervision (23,097.00) (35,620.00) (25,040.00) (25,040.00) School coordinator fees (7,160.00) (11,070.00) (11,250.00) (11,250.00) Insurance (1,710.00) (2,200.00) (2,500.00) (2,500.00) Mounds View Matters (4,604.00) Transfer to Community Center (105,000.00) (100,000.00) (150,000.00) (150,000.00) Revenue under expense $ (115,084.19) $(181,126.63) $(127,096.26) $(225,651.00) $(234,230.00) $(275,790.00) $(275,562.00) YMCA &Community Center Revenue -room rentals $ 27,505.00 $ 18,500.00 $ 21,160.00 $ 21,160.00 Surplus payment from YMCA 21,006.00 20,000.00 20,000.00 Transfer from Gen Fund 105,000.00 100,000.00 150,000.00 150,000.00 YMCA management contract (3,583.00) (4,040.00) (5,000.00) Staffing front counter (57,728.00) (58,300.00) (59,000.00) (59,000.00) YMCA direct expenses (3,990.00) (4,000.00) (4,000.00) (4,000.00) YMCA administrative charge (18,779.00) (19,000.00) (19,000.00) Mounds View Matters (1,209.00) (10,200.00) (9,100.00) (9,100.00) Allocated building expenses (87,168.00) (85,398.00) (85,696.00) (85,696.00) Direct building expenses (27,358.00) (21,437.00) (25,395.00) (25,395.00) Revenue under expense $ (46,304.00) $ (63,875.00) $ (16,031.00) $ (12,031.00) City Recreation Fund Revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 85,000.00 Expenses (158,568.00) (102,576.29) (159,868.86) $ (85,000.00) Revenue under expense $ (528.00) $ (11,731.57) $(103,722.96) $ - YMCA Recreation Fund Program Revenue $ 105,548.00 $ 84,600.00 $ 85,000.00 Y Partners Revenue 7,833.00 9,800.00 9,800.00 Grants 11,900.00 12,000.00 Program Expenses (87,700.00) (85,200.00) (85,700.00) Surplus payment to City (21,006.00) (20,000.00) (20,000.00) Revenue over expense $ - $ - $ - $ 4,675.00 $ 1,100.00 $ 1,100.00 $ - Combined Total revenue $ 158,040.00 $ 90,844.72 $ 56,145.90 $ 266,892.00 $ 244,800.00 $ 297,960.00 $ 256,160.00 Total expense (273,652.19) (283,702.92) (286,965.12) (534,172.00) (541,805.00) (588,681.00) (543,753.00) Revenue under expense $ (115,612.19) $(192,858.20) $(230,819.22) $(267,280.00) $(297,005.00) $(290,721.00) $(287,593.00) Budget 2004/Recreation Study Sheet2 12/22/2003 2:40 PM YMCA CITY Program Operations 2004 Full seniority Center and Recreation P 199 2002 2003 Community 1997 $ 181,126.63) $(127,096.26) 85,340.00) $ (87,000.00) (25,040.00)(95,207.00) General Fund 115,084.19) $( $ (84,080.00) $ ( (25,040.00) 4350-Recreation Admin $ ( (24 097 00) (35,620.00) 11000.0 0) (11,250.00) YMCA management contract (7,160.00) (11,070.00) ( (2 500.00) ro supervision (2,200.00) (2,500.00) Non-revenue p 9 (1,710.00) School coordinator fees (4,604.00) 150,000.00) (150,000.00) Insurance (105,000.00) (100,000.00) 283,997.00) Mounds Viewr Matters $ 127,096.26) $(225+651.00) $(234,230.00) $(275+790.00) $( Transfer to Community Center 115,084.19) $(181,126.63) Revenue under expense $ ( 21,160.00 $ 21,160.00 $ 27,505.00 $ 18,500.00 $ 20 060.00 YMCA&Community Center 21,006.00 20,000.00 150,000.00 100,000.00 150,000.00 Revenue -room rentals 105,000.00 5 000.00) Surplus payment from YMCA (3,583.00) (4,040.00) 59,000.00) (59,000.00) Transfer from Gen Fund (57 728.00) (58,300.00) ( 4 000.00) YMCA management contract (3,990.00) (4,000.00) ( StaffingCfront counter 19 000.00) (19,000.00) 9 100.00) (18,779.00) ( expenses (10,200.00) (9,100.00) YMCA Mounds View (1,209.00) 85, 00) 9,100 YMCA administrative charge (87,168.00) (85,398.00) ( 29,395.00) 21,437.00) (25,395.00) (85,696.00)(1200) Matters (27,358.00) ( 16,031.00) $ Allocated building expenses $ (46,304.00) $ (63+875.00) $ Direct building expenses Revenue under expense City Recreation Fund $ 85,000.00 56,145.90 $ 85,000.00) 158 040.00 $ 90,844.72 $ (159,868.86) $ Revenue $ 102,576.29) Expenses (158,568.00) ( 11,731.57) $(103,722.96) 528.00) $ Revenue under expense $ ( YMCA Recreation Fund 85,000.00 $ 105,548.00 $ 84,600.00 $ 9 800.00 7,833.00 9,800.00 Program Revenue 11,900.00 12,000.00 (87,700.00) 85,200.00) (85,700.00) Y Partners Revenue ( 20,000.00) Grants (21,006.00) 20,000.00) ( 1 10 .00 $ Program Expenses $ 4675.00 $ 1,100.00 $ Surplus payment to City _ $ _ $ Revenue over expense $ 0 588,681.00) (552,188.00) 297,960.00 $ 256,160.00 56,145.90 $ 266,892.00 $ 541,8005.00) $ 0 721.00 $(296,028.00) Combined 158,040.00 $ 90,844.72 $ 534,172.00) Total revenue $ 283 702 92) (286,965.12) (267,172.00) $(297+005.00) $(29 Total expense (273,652.19) (192,858.20) $(230,819.22) $( 126,02003 11:59 AM Revenue under expense $ (115,612.19) $ Sheet3 Budget 2004/Recreation Study Mounds View Community Center YMCA Programs Preschool Programs(Fox and Geeseres, Willy Tilly's and Kid Kaboodle) Our preschool programs have remained strong after a change of instructors. Our past instructor left due to personal scheduling conflict after numerous years of teaching with us. We have averaged 9-10 children per class/session. Preschool Dance This class is offered on a regular basis and continues to be successful averaging 8-10 participants. Beginning Soccer and Preschool Sports Both of these programs are designed to teach beginning skills of sports and are offered throughout the year. Participants range from 6-12 per class/session. Floor Hockey This is another program that has been offered on a regular basis. Due to many requests, two session of floor hockey have been added for January to accommodate the different age groups. Youth Soccer Leagues Soccer continues to grow and so does the popularity of our leagues. We have seen a steady increase in the number of participants. Flag Football Our instructional flag football is offered in the fall for two age groups (K-2 and 3-5) and continues to be successful. Ballet and Jazz Dance Class This program is offered on a regular basis however at times our numbers have been low. We continue to offer and promote the program. Ice Skating Lessons We haven't offered skating lessons for a couple of years but we will again this January at Groveland. Soccer Clinic This will again be offered this summer. Options This is a 12 week program offered at Edgewood Middle school for children in grades K- 5. Options is an all day program (6:30a.m. —6:00 p.m.)that focuses on a variety of special activity classes, sport lessons and field trips. This will be our 4tn year offering the program. (this program has been held at both the MVCC and Lexington learning center for the past 2 years due to construction at Edgewood) Playgrounds Our summer playground program is held at Groveland,Hillview and Lambert Parks. Activities include arts and crafts, special events, games,trips,movies, singing, dancing, theme days, and many other fun activities. This is an 8 week program that is for ages 4- 12. New Brighton Playgrounds These programs are available to Mounds View residents at Sunny Square Park at the New Brighton resident price. These programs are geared for preschool and school aged children. Safety Camp This program is designed to educate children on a variety of safety issues including; water, fire,poison, wheelchair, internet and much more. There are several key speakers and presentations on self defense along with First-Aid instruction. Playground Field Trips/Special Appearances We schedule six trips per summer to various locations. We plan our trips with Arden Hills, Roseville, and Shoreview. We also plan three special guests to visit our parks each summer. In the past we have had Bruce the Bug Guy, MN Zoo, Crunch, Underwater World and many more! Senior Trips In collaboration with Spring Lake Park,we offer several different trips for seniors. We offer day trips along with extended trips. Senior Special Events In collaboration with Spring Lake Park and Adren Hills we offer a variety of senior events through out the year. Some examples are(Sr.Day in Park,Mardi Gras,Back to 50's,Horray for Holleywood) etc. Senior Exercise This program is offered on an ongoing basis. Monday's and Thursday mornings. We have about 25 seniors attend daily. 55 Alive We offer 55 alive driving course classes through AARP. We offer 10 refreshers and 2 beginner classes per years. We usually fill with 30 people in each class. Teen Nights Teen nights are every other Friday night from 7:30-9:30 at the Community Center. Regular activities include: movies, pop, snacks,basketball, pool, air hockey, foosball, volleyball, DJ dances, and many other special activities. Teen Night runs in conjunction with the school year: September-May. • Teen Leaders Teen leaders is a great way for our youth to become involved with their community, participate in fundraising, and to take some amazing trips around the country. This program is designed for youth in grades 7-12. We currently have about 6 youth involved in this program which meets on a bi-monthly basis at the MVCC and Northwest YMCA. Club Mid Club Mid is an after school program ran out of Edgewood for youth in grades 6-9. This program provides a safe and fun enviornment for youth to hang out with friends and be involved in fun activities. This is a free program in which we provide snacks, arts and crafts, gym games and field trips. Homeschool Phy. Ed This program is designed to offer a physical component to home schooled families in the North Metro. It consists of structured games and focuses on skill development in many different areas of sport. We offer 2 sessions per year and run at about 70 participants. Swimming Lessons Swimming lessons are offered at Edgewood Middle school all year round. We offer both weekly and bi-weekly class schedules. Youth Summer Baseball and Softball These programs will again be offered with certain age groups playing with the surrounding communities. After School Track This is offered in the spring to students in grades 4-5 at Pinewood and Sunnyside Schools. Men's 5 on 5 Basketball Leagues This league will again be offered in January. Currently we have focused promoting the league by sending public service announcements to the local newspapers, sending out brochures to local businesses that have previously sponsored some of our events in the past,placing messages on the city message board, and contacting other YMCAs and community centers to gather participants for the league. Adult 3 on 3 Basketball Leagues This league will start in March. We have had moderate success in the past and are currently recruiting teams. Adult Softball Leagues We are already focused on our Summer Softball Leagues. Registration for returning teams will start January 5`h. Brochures have gone out to over 20 local businesses (many who have sponsored or supported our programs in the past), to all team managers for the 2 years, to other local YMCAs and public service announcements have been placed in our local newspapers. New and Additional Programs: Cheerleading—For students in grades in K-8. This program will start in January Instructional Basketball—For students in grades 1 and 2. We have offered this in the past however we are collaborating with the Irondale Basketball Association and have now increased our numbers to over 45 (we have averaged around 15 in the past). Basketball Leagues—This will be offered to students in grades 6-8. This program will focus on recreation basketball and fun. Adult Yoga—Will be offered this spring. After School Arts and Crafts—This program has not run at times in the past due to low enrollment, however it was very successful this fall and we will again offer it in the spring. Adult Kickball Leagues—The good-old game of kickball is back! Our leagues will start in June. Disk Golf Leagues—We will be utilizing our disk golf(Frisbee golf) course at Silverview for leagues starting in June. Kid Smart—A self-defense class that will be offered in March. Creative Writing for Youth —Will be offered in February(I love to read month). This will be a four part series catered toward K-5th graders and will focus on writing exercises to help the kids write their own short story. Gretchen Zachel (local author) will be running the class. Full Circle Karate- These classes will begin in January and will focus on typical punching and kicking techniques along with the use of pressure points ,joint locks, releases,takedowns, and much more. Offered to ages 6 -Adult , MOUNDS VIEW COMMUNITY CENTER November/December 2003 Program Report Program Start Date End Date Participants Fee Revenue Expenses Net YOUTH CLASSES Swimming 11/3/2003 11/26/2003 12 $ 36.50 $ 438.00 $ 416.00 $ 22.00 Swimming 1/5/2004 1/28/2004 18 $ 36.50 $ 657.00 $ 657.00 Red C. Babysitting 11/16/2003 11/16/2003 1 $ 25.00 $ 25.00 $ 25.00 $ - Homeschool P.E. 1/7/2004 5/5/2004 14 $ 20.00 $ 280.00 $ 270.00 $ 10.00 Homeschool P.E. 1/7/2004 5/5/2004 30 $ 40.00 $1,200.00 $ 1,170.00 $ 30.00 Arts and Crafts 11/17/2003 12/16/2003 17 $ 25.00 $ 425.00 $ 282.97 $ 142.03 Floor Hockey 10/2/2003 11/6/2003 9 $ 10.00 $ 90.00 $ 55.00 $ 35.00 Fox and Geesers 11/3/2003 12/22/2003 7 $ 35.00 $ 245.00 $ 234.18 $ 10.82 Willy Tillys 11/4/2003 12/23/2003 7 $ 35.00 $ 245.00 $ 158.82 $ 86.18 Kids Kaboodle 11/5/2003 12/24/2003 12 $ 35.00 $ 420.00 $ 234.18 $ 185.82 Sports Grades 1-3 ***Cancelled due to low enrollment*** $ - $ - TOTALS 127 $4,025.00 $2,846.15 $ 1,178.85 ADULT CLASSES 55 Alive 11/19/2003 11/19/2003 21 $ 12.00 $ 252.00 $ 220.00 $ 32.00 55 Alive 12/17/2003 12/18/2003 30 $ 12.00 $ 360.00 $ 310.00 $ 50.00 $ - Back to 50's 10/14/2003 10/14/2003 28 $ 7.00 $ 196.00 $ 168.07 $ 27.93 $ - $ - $ - $ - $ - I TOTALS 79 $ 808.00 $ 698.07 $ 109.93 COMBINED TOTALS 206 $4,833.00 $ 3,544.22 $1,288.78