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HomeMy WebLinkAbout4.B. and 4.C. Recreation Fund and General Government Buildings Fund &.\. Q. \ t. CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig Meeting Date: August 22, 2005 Subject: 2006 Work Plan, Continued Level of Service Budget Request, and Budget Enhancements For Recreation Fund and General Government Buildings INTRODUCTION I am writing to provide City Council background information on our proposed 2006 work plan, budget request, and improvement packages for both the Recreation Fund and General Government Building Operations. The proposed work plan, budget, and budget improvements were reviewed with the Parks and Recreation Advisory Board at their August meeting, and their comments and recommendations follow each section. WORK PLAN We have prepared the following project list for 2006 that attempts to provide an overview of the work we have identified for the upcoming year. In order to establish the list, we have tried to prioritize projects that we think we can accomplish in 2006, and deferred some to future years. Some projects on the list are continued over from 2005, while others are new for 2006. Finally, several of the projects require additional funding, which has been outlined on the budget improvement worksheets. If not funded, these projects could either be eliminated from the work plan or moved to a future year. Recent Projects In order to give you additional background, the following is a summary of recently completed projects. The year in parenthesis indicates the year the project began: 2000 . Assumed School Year Learn-To-Swim Program from School District . Ice Arena Cooperative Advertising Program Implemented 2001 . Skate Park Constructed . Northern Scott County Natural Resource Inventory Completed (2000) . Shakopee Public Library Relocated to Community Center During New Building Construction 2002 . Community Center Computerized Membership Management Program Implemented . World Softball League Tournament Held (2001) . Schleper Stadium Committee Formed . Youth Hockey Association Second Sheet Committee Formed . Community Center Water Softener Installed 2003 . Parks and Recreation Resident Survey Completed . Russian and Hispanic Outreach Efforts Conducted 2004 . Background Check Program for Volunteers and Associations Implemented (2003) . Community Center Expansion Options Study Completed . Enigma Teen Center Opened . Pheasant Run Tot Lot Completed (2003) . Community Center Carpet Replacement Completed (2003) . Community Center Fitness Enhancements Completed (2003) . Huber Park Final Site Plan Completed . Quarry Park Concept Plan Completed (2003) . South bridge Hamlet Neighborhood Park Completed (2003) . Natural Resources Section of the City Comprehensive Plan Completed (2003) . Transfer of City Building Cleaning Services from Contract to City Staff Completed (2003) . City-Wide Accessibility Study Conducted and Completed (2003) . Accessibility Task Force Formed . Valley Fair Play Equipment Donation and Installation Completed . Agreement with Jackson Township for Use of Ball Field Completed 2005 . Community Center Expansion Feasibility Study and Referendum (2004) . Community Center Health Reimbursement Program Implemented . Community Center Alarm System Installation and Implementation Completed (2003) . Youth Sports Association Agreements Finalized (2001) . Skate Park Expansion Completed (2004) . 17th Avenue Sports Complex Phase 1 Completed (2003) . Shutrop Park Land Acquisition Completed (2003) . Park Dedication Text Amendment Completed (2004) . New City Web Site Launched (2002) . Whispering Oaks Park Development Completed (2004) . Park Naming Policy . Additional Projects Expected to be Completed 0 Ice Arena Radiant Heat Installation (2004) 0 Quarry Acquisition (2004) 0 Greenfield Park West Development (2004) 0 Community Built Playground (2004) 0 Shared Use Agreement for Use of Shakopee Area Catholic Education Center Facilities (2004) 0 Church Addition Park 0 Stans Park ADA Trail Construction and Upgrades Proposed 2006 Projects Key: * = Budget improvement worksheet attached for funding consideration. Recreation Programs . Online Registration* . Adult Sports Agreements . Coordination of service for youth, adult, and senior programs Aquatics . Redesign and reconstruction of Aquatic Park support building (design was to begin in 2005, but did not) . Coordination of service for aquatic park and learn-to-swim programs Ice Arena . Backer board glass replacement . Coordination of service for Ice Arena operations Community Center . Water infiltration repairs* . Lighting enhancements* . Video surveillance system replacement* . Evaluation of Future Options for Community Center . Coordination of service for Community Center operations Park Services . Facility scheduling policy . Continued coordination of service for park facility scheduling and coordination Teen Center . Install handicapped lift for new stage (*, Part of ADA Funding Package) . Continued coordination of service for teen center operation Park Development . Park Master Plan Update . Huber Park/Boat Landing/Archery Range . T ahpah Park Redevelopment . 17th Avenue Sports Complex Building and Final Site Improvements . Church Addition Park Development . Countryside Park Development - 3 Parks . South bridge Savanna Oaks Park Development . Valley Creek Crossing Park Development . Glacier Estates Park Development . Dean Lake Trail Construction . County Road 21 Land Acquisition . Development Review Process for Park Land Natural Resources . Greenway Plan and Implementation Program . Natural Resource Inventory Update . Wetland Management Plan . Conservation Easement/Open Space Management Plan . Park, Open Space, and Conservation Easement Boundary Marking* . Educational Programs . AUAR Area Designation . Lake Water Quality Program . Woodland Management Ordinance Revisions . Diseased Tree Inspection and Removal Program* . Continued coordination of natural resources function and support of EAC Government Buildings . Inventory of Building Components and Systems . RFP for Master Mechanical Contracts . City Hall Carpet Replacement* . Custodian Position (FT)* . Facility Maintenance Worker Position (FT)* . Facility Maintenance Software Program* . Youth Building Carpet Replacement* . Continued coordination of government building operations, maintenance, and staffing Administrative . Development of Cash Handling Procedures . ADA Priority 2 Modifications and Accessibility Enhancements* . Electronic Time Keeping System* . Shared Use Agreements with School District and SACS . Recreation Superintendent position* . Continued coordination of administrative functions including personnel, budget, etc. Parks and Recreation Advisory Board Discussion/Recommendations The Advisory Board reviewed the proposed work plan. They discussed two items: 1. The Board felt that the proposed work plan is aggressive and may need to be prioritized. Some of the work plan items will likely be deferred or eliminated as part of the discussion on the budget improvement packages. 2. The amount of park development planned for 2006 will require a technical staff person (construction manager or engineering technician) to oversee the actual construction projects. I have prepared a budget improvement package worksheet in response to ' this concern. More discussion is needed at a staff level regarding whether or not this work can be performed by a temporary staff hire, temporary reassignment of work for an existing staff person, or contracting out the work. Funding for the service would come from the project budgets, and funding has been identified in the CIP. 2006 CONTINUED LEVEL OF SERVICE BUDGET REQUEST Recreation Fund The Recreation Fund budget funds the operation of the following divisions: . Recreation Programs . Park Services . Aquatics . Teen Center (new in 2005) . Ice Arena . Park Development (new in 2005) . Community Center . Natural Resources (new in 2005 For the most part, the request provides for the existing level of service: no new initiatives or improvements, staffing, etc. However, revenue is anticipated to increase due to growth in participation, addition of new programs within each service area, and increased fees. Expenditures are projected to increase due to inflation and staffing costs. The Recreation Fund's needed support from the city's general fund is projected to increase $54,000, or approximately 5%. Government Buildings The Government Building budget funds the operation and maintenance for City Hall and the Library, and provides funding to maintain the community room in the senior high rise on Levee Drive. The Police Department, Fire Department, Public Works, and the Recreation Fund operating budgets provide funding for the operation and maintenance of those buildings. Items funded in the Government Building budget include: . Building Maintenance Lead and Custodial staff . General operating supplies . Cleaning supplies and equipment . Utilities . Building rental payment . Mechanical and electrical contractors The Government Buildings budget is proposed at a 0% increase for 2006. The primary reason for no increase is the extension of the rental period to 50 years for the library, which reduced the annual rental rate. Parks and Recreation Advisory Board Discussion/Recommendations The Advisory Board reviewed the proposed Recreation Fund budget. Their primary discussion involved what level of funding the city should be providing to support Recreation Fund services. For example, the Board discussed whether or not recreation programs should be fully self-funded (revenue neutral). Board Member Root used the comparison of sports associations where participant fees cover the entire cost of the program. Although this is a good comparison, it's not an identical comparison primarily because the associations do not have the same level of overhead assessed to their activities as is assessed to the Recreation Program division. (Even though our fees cover the direct cost for the program (instructor salary + supplies) plus a 20% administrative overhead, the 20% does not cover the full administrative overhead costs of full-time salaries and benefits, telephones, printing and publishing, etc. The majority of sports associations use volunteers to administer the program and do not incur these costs.) Overall, the Recreation Fund is projected to recover 46% of costs in 2006. Some divisions within the recreation fund are not designed to be revenue neutral (Teen Center, Park Development, Natural Resources), while others can be more aggressive at generating revenue. However, the increased costs associated with generating revenue may affect participation. The Board has asked that we schedule more discussion this fall on level of support for Recreation Fund services as part of setting 2006 fees. 2006 BUDGET IMPROVEMENT REQUESTS We have identified additional service enhancements that City Council can consider for 2006. These enhancements, outlined on the attached budget improvement worksheets, are not included in the continued level of service budget request. Parks and Recreation Advisory Board Discussion/Recommendations The Advisory Board reviewed and discussed the proposed improvements. Given the city's fiscal constraints, I told the Board that it was not likely many (if any) of the proposed enhancements would be funded. Given this situation, the Board asked me to prioritize the importance of each request. The following are their general comments, and the prioritized list: 1. Although I ranked the Community Center lighting enhancements low priority, Board Member Clay felt that we should improve the lighting on the Community Center walking track next year. 2. There is an additional improvement worksheet to address the recommendation for park development construction management in 2006. 3. Councilor Lehman noted that we should include additional funding for legal in the Park and Open Space Boundary Barking improvement package. Although we included specific dollars for professional surveying if there were challenges to the property boundary determination, I was not able to confirm an amount to include for any legal challenges (legal is budgeted city-wide). Budget Improvement Priority High Priority Cost . Community Center water infiltration repair (Funded from the Building $135,000 Fund) . Custodian position 41 ,730 . Facility maintenance worker position 44,481 . Position upgrades for Facility Maintenance Lead and Customer 2,280 Service Representative . Diseased tree program 7,790 . ADA modifications and accessibility upgrades 45,780-58,530 . City park and open space boundary marking 13,180 . Park development project manager temporary appointment/contract 50,000-75,000 (Funding from park project budgets) Medium Priority . Facility maintenance software 7,500 . Online program registration (Funding from Telecommunications 16,600 Commission) . Community Center video surveillance system (Funding from 15,000 Telecommunications Commission) . City Hall carpet replacement 113,810 Low Priority . Community Center lighting enhancements 20,000 . Electronic time keeping 3,000+ . Recreation Superintendent position 77,960 . Teen Center part-time coordinator 16,640 . Youth building carpet replacement 9,500 . Extend Aquatic Park operations 1 hour 8,960 I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Community Center's water infiltration and drainage repairs. Prepared by: Joshua Barrick, Arena Operations and Community Center Maintenance. Improvement Description: The repair of the north locker room wall and to install proper drainage systems around the Community Center. Description of Need: The community center has experienced a history of moisture related operational issues due to the design and detailing of the northerly wall sections of the facility. Contributing to the problem is the lack of an established system to drain the subsoil under the lower level floors. Some damage has occurred to the masonry walls and the wood flooring in the gymnasium. There has also been standing water in the locker rooms during heavy rain periods. The ice arena has had water infiltration around th'e refrigeration pipes and the pipes were relocated in 2004 above ground to bypass groundwater issues. The proposed repairs to the community center include: 1.) Installation of drain tile system along exterior of the building to intercept the ground water moisture. 2.) To repair the northerly masonry walls, 3.) The installation of new waterproofing and foundation insulation along the north wall. The necessary repairs were recommended by Bonestroo, Rosene, Anderlik Associates as part of the Community Center expansion feasibility study. The estimates were updated and reviewed by Bonestroo as part of the 2006 budget preparation. Budget Division and Costs: Building Fund Based on Bonestroos' initial study that was part of the expansion feasibility study and further analysis, the cost of making the necessary repairs to the community center are estimated as follows: Project Costs: $120,000 Professional Services (additional research, design, construction documents): $ 15,000 Anticipated Revenue: N/A Impact on City Service Levels by Funding the Improvement: Further damage to the facility will be avoided by eliminating the water infiltration. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Custodian position Prepared by: Duane Toenyan, Facilities Maintenance Lead Improvement Description: Adding one additional custodian to the cleaning services staff. This will bring the number up to four custodians. Description of Need: The new Public Works facility will require approximately four hours per day cleaning service. Also, the existing Public Works facility will requirel an additional two hours per day cleaning service if it will be converted into more office space and house more employees. The Police Department has requested another day of cleaning in their current schedule (Sunday) in order to accommodate their seven day/week operation, and we have identified needs for additional hours at City Hall since additional employees and office area has been created in the basement level over the past year. This FTE will help accommodate additional cleaning for these two facilities by allowing us to adjust schedules. Another Custodian will also be of service for scheduled carpet cleaning and hard floor maintenance projects, and useful as a back-up when leaves are taken by the cleaning staff. Building Current Schedule Proposed New Additional Hours Schedule City Hall M-F, 4 hours/day. M-F, 6 hours/day 10 Library M-F, 4 hours/day Same, M-F, 4 hours/day Old Public Works M-F, 2 hours/day M-F, 4 hours/day 10 Building with Relocation of Engineering Police Department M-F, 4 hours/day M-F, 5 hours/day 9 Su, 4 hours/day Community Center M-Su, 6 hours/day Same, M-Su, 6 - hours/day Youth Building M-Sa, 2 hours/day M-Su, 2 hours/day 2 Fire Station 50 M, 2 hours Same, M, 2 hours - Fire Station 51 W, 3 hours W, 4. hours 1 New Public Works n/a M-F, 3 hours/day 15 Building Total Hours 129 176 47 Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Annual salary: (Assuming pay grade 1-step C including 3% COLA) $30,912.69 Benefits: (35% of salary) $10,819.44 TOTAL: $41,732.13 Anticipated Revenue: None Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: Impact on City Service Levels by Funding the Improvement: An additional Custodian position will ensure a clean, safe, and healthy environment for City employees as well as the public. Growth of the City (additional building space) along with proper facility upkeep, confirms the need for the position. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Facilities Maintenance Worker position for Government Buildings Operations Prepared by: Duane Toenyan, Facilities Maintenance Lead Improvement Description: With additional City facility space and employees, maintaining the present level of service will require another maintenance position. Description of Need: Presently, the Facilities Maintenance Lead person handles all facility tasks from small deliveries and catering to management of contractors, budget, and employees. With growth in: the number of City employees, square footage, mechanical equipment, and cleaning operations, it will not be possible or practical for the Facility Maintenance Lead to continue performing all "hands-on" duties. In addition, we feel that additional time needs to be committed to planning for the long-term maintenance of facilities, including developing, implementing, and maintaining a pro-active preventative maintenance program. This additional position will allow the Facility Maintenance Lead the time to better coordinate maintenance and operation of city buildings. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs}. Please identify costs by item: Annual Salary: (Assuming pay grade 2-step C-including 3% COLA) $32,949.28 Benefits: (35% of salary) $11,532.25 Total: $44,481.53 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None. Impact on City Service Levels by Funding the Improvement: An additional Facility Maintenance Worker will ensure City owned facilities are safe and maintained properly. Preventive maintenance of mechanical equipment can be better adhered to reducing premature failure expense. Wiser use of the Facilities Maintenance Lead's time will contribute towards a more efficient and cost effective operation. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Position Reclassifications for Facility Maintenance Lead and Customer Service Representative Prepared by: Mark Themig Improvement Description: Facility Maintenance Lead: Upgrade the Facility Maintenance Lead (Grade 6) position to a Facility Maintenance Supervisor (Grade 7). Customer Service Representative: Upgrade the Customer Service Representative (Grade 2) to an Office Service Worker (Grade 3). Description of Need: Facility Maintenance Lead: This improvement would upgrade the Facility Maintenance Lead position to reflect the increasing role and responsibility that this position has related to supervision full-time custodial staff and coordinating maintenance and operations of new and existing city buildings. The proposed grade would be equivalent to the Park Maintenance Supervisor and Street and Sewer Maintenance Supervisor. This upgrade was proposed as part of the original action that created the city's building maintenance division and was anticipated to be implemented when the custodial positions were filled and the new buildings completed. Customer Service Representative: This improvement would upgrade the Customer Service Representative (Grade 2) to an Office Service Worker (Grade 3) to reflect the existing role and responsibilities that this position has related to special projects that have been assigned such as increased responsibility with Community Center membership administration, health club reimbursement program tracking, and administrative support. Future position assignments include upcoming initiatives such as online registration processing and web site updates. Costs: All costs to support the improvement (include salary, benefits, training, .equipment, and any other costs). Please identify costs by item: Facility Maintenance Supervisor 0181 : Currently at Grade 5, Step A: $48,825 , Proposed at Grade 7, Step E: $49.478 Impact: $ 653 Office Service Worker 7500: Currently at Grade 2, Step A: $36,646 Proposed at Grade 3. Step B: $38.277 Impact: $ 1,631 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service Levels by Funding the Improvement: These upgrades reflect additional responsibilities that the positions have assumed over the past two years, as well as future responsibilities due to new internal and external service initiatives. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Diseased tree program part-time tree inspector. Prepared by: Ryan Hughes, Natural Resource Specialist Improvement Description: Part time tree Inspector to implement diseased tree inspections and aid in the administrative procedures to remove diseased trees as required by city ordinance and state statute. Description of Need: The part time Tree Inspector will aid the Natural Resource Specialist in enforcing the Shade Tree Disease Control and Prevention Ordinance. Dutch Elm Disease and Oak Wilt Disease continue to spread throughout the City. Management of the City's woodlands is required by the City ordinance and State Statutes to prevent the spread of these tree diseases. Budget Division and Costs: All costs to support the il1Jprovement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 7758-6015: $11/hourX40 hours/weekX 16 weeks = $7,040 7758-6222: Vehicle Fuel = $250 7758-6202: Supplies = $500 Total: $7,790 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: The city received an $8,000 reimbursable grant from the MN DNR ReLeaf Grant program. Grant reimbursements can be claimed in 2006, which would fund this position. Additional grant funding may also be available in 2006. Impact on City Service levels by Funding the Improvement: The part time Tree Inspector will aid the Natural Resource Specialist in managing the City's woodlands. Many healthy oak stands exist within the City and many of these stands have been managed in the past to remove diseased trees. This management is required to preserve the large oak trees and a part time Tree Inspector can complete the necessary inspections to monitor and document the spread of the disease. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: ADA Modifications and Accessibility Initiatives Prepared by: Brad Eller, Recreation Supervisor Improvement Description: Improvement of City facilities, services and programs through accessibility enhancements identified in the City's Accessibility Transition Plan/Evaluation. Training, equipment, services, resources and staffing associated with the City of Shakopee's Accessibility Transition Plan. The items will help the City become ADA compliant and will provide tools to accommodate the requests of those with special needs. Description of Need: All City facilities, programs and services were reviewed by a consulting firm and the results were presented to the City in the form of a transition planlself evaluation. The results showed that the City had many improvements to make in order to become ADA compliant in a variety of areas. It was evident that the City must begin being proactive in ADA compliance issues, staff training, and must prepare itself to accommodate requests from those with special needs. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Accessibility Item Description Cost Accessibility/I nclusion Education for FT, PT staff, City Council, Park $3,000 Training Board, Conferences (NIRI or NRPA) Communication Services To accommodate requests for Braille, Lg. Print $1 ,000 documents, interpreter fees ($25-$40/hour) Adaptive Recreational Items such as special swings, basketball hoops, $5,000 Equipment water wheel chairs, various proaram eauipment Adaptivellnclusion Resources on inclusion, adapting programs, staff $300 Publications and training, etc. on how to accommodate special Subscriptions needs One-to-One Assistants To accommodate one on one staff support $2,000 requests for programs. Anticipating 4-5 requests in 2006 Certified Therapeutic X - 'Y2 time position with the City to act as a $13,750- Recreation SpeCialist consultant on accessibility/inclusion issues. $27,500 Accommodates special requests and does (based on assessments on individuals with special needs. $55,000 annual Creates pilot proarams and case worker. salary) ADA Consulting Review ADA compliance for new park 50 hrs. per yr facilities/plans @$100/hr. (perhaps JQP, Inc., the firm that completed $5,000 total Shakopee's Transition Plan) Updating of our Transition Plan Data Base Electric Platform Lift To provide access to the teen center stage. $3800 Required in public assembly area, Ramp was not feasible in this facility. Priority 2 Accessibility City-wide priority 2 accessibility corrections for all $10,925 Corrections city buildinQs, proQrams, and services. Total $45,775- $58,525 Anticipated Revenue: Additional revenue in the first year of the proposed program may be realized as more citizens with disabilities, who may be first time participants, register for programs. This is unlikely to exceed $1,000. Impact on City Service Levels by Funding the Improvement: All items are important in helping the City to become ADA compliant in its facilities, programs or service areas- a goal that City Council identified as having a high level of importance in 2005. Some items need to be budgeted, but may not have an actual cost associated with them unless a special request is received. It is, however, the responsibility of the City to accommodate such requests if received. Consulting with experts in the field will help meet or exceed ADA compliance and heighten service levels. Facility/Park plan review and programs have high levels of importance, as they receive the greatest use from the public. \ I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: City Park, Open Space, and Conservation Easement Boundary Location and Easement Marking Initiative Prepared by: Ryan Hughes, Natural Resource Specialist Improvement Description: Park and Open Space Boundary Marker Intern to locate property corner pins. This will be the first phase of implementing a management plan for the City's Park and Open Space. Description of Need: Encroachment on city-owned park, open space, and conservation easement areas is occurring throughout the city. In order to help inform and educate homeowners of property restrictions, we need to locate property boundaries to determine encroachments. This will identify areas that require additional survey to remove illegally placed structures within City property. Additionally, these boundaries are anticipated to be marked with signage and residents will be provided educational information regarding City Park and Open Space. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 7758 - 6015: $10.04/hour X 40 hours/week X 16 weeks = $6,425.60 7758 - 6222: Vehicle/Fuel = $250 7758 - 6202: Supplies (Carsonite posts and decals) = $1,500 7758 - 6327: Professional Surveying for Protests = $5,000 Total: $13,175 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None. Impact on City Service levels by Funding the Improvement: Many residents have contacted the City and are concerned with the encroachments into City Park and Open Space. Additionally, residents have concerns with the management of City Park and Open Space. Determining the boundary location and marking the boundary with signage will begin to address these concerns. Also, when feasible, the residents will be provided educational information regarding City Park and Open Space and the management of these areas. I Priority: High I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Park.Project Construction Manager - Temporary Appointment or Contract Prepared by: Mark Themig Improvement Description: Temporary appointment (approximately 12 month) or contract for construction administration of 2006 park projects. Description of Need: This temporary appointment of a new staff, reassignment of an existing staff, or contracting out the service would provide the technical expertise for construction administration of the 2006 park projects: . Huber Park Redevelopment (would not eliminate needs for some construction administration services from Bonestroo due to complexity of project) . Boat landing Relocation . Archery Range Redevelopment . Completion of Church Addition Park . Tahpah Park Improvements . 1 ih Avenue Sports Complex Building Construction and Final Site Improvements . Countryside Development Parks (3 Parks) . South bridge Savanna Oaks Park Development . Dean lake Trail System Construction (North Segment) . Valley Creek Crossing Park Development . Glacier Estates Neighborhood Park Development Given the number of projects, it is not feasible for the project managers (Andrea Weber or Mark Themig) to oversee the construction and respond to contractors for all of the projects. The position or service being proposed in this improvement would provide a technical field person that could be the on-site inspector for the city, allowing the project managers to oversee the general progress of the projects and attend to their other daily duties. The CIP does not plan for this many projects after 2006, so there would be no need for the service beyond 2006. The request comes from a recommendation from the Parks and Recreation Advisory Board. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Park Reserve Fund: $50,000-$75,000 Approximately $170,000 is included as part of the 2006 Capital Improvement Program for design and construction administration services (excluding additional services for Huber Park). $75,000 of the $170,000 is planned for the in-house park design, plan development process, and bid process. Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service Levels by Funding the Improvement: This improvement would help ensure that the projects planned for 2006 are supervised appropriately and completed to specification. It would also ensure that existing staff are able to handle other work duties. I Priority: Medium I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Facility Maintenance Software Prepared by: Mark Themig and Duane Toenyan Improvement Description: This project would implement computerized tracking of facility maintenance. The program hosts a database for all facility components, allows users to set preventative and replacement maintenance periods, and automatically issues work orders for required maintenance. In addition, it will project future maintenance and replacement costs for budgeting purposes. The project is proposed to be shared with Public Works, where Public Works would use the software to track park facility maintenance. Description of Need: We have been working on improving facility maintenance ~cheduling. This project will automate that process. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Government Buildings (Shared with Public Works): $7,500 (Total costs estimated at $15,000). Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service levels by Funding the Improvement: This project would automate our facility maintenance process and help ensure proper preventative maintenance is being conducted. It will also assist in projecting future costs. I Priority: Medium I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Online program registration and facility booking. Prepared by: Mark Themig Improvement Description: This project would implement the module of our recreation software package that would allow online registration and facility viewing/booking. Description of Need: Online registration for recreation programs is becoming a standard for most agencies and is a frequent request from our customers. Budget Division and Costs: All costs to supporl the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Telecommunications: $16,600 initial licensing fee. Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: Unknown. Possibly a revenue increase due to increased registrations. Impact on City Service Levels by Funding the Improvement: This improvement will allow residents and customers the convenience of registering for programs at home or work instead of faxing, dropping off, or mailing registrations. In addition, it will allow online viewing of available meeting rooms, fields, and other facilities, as well as the potential to reserve those facilities online. I Priority: Medium I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Community Center Video Surveillance System Prepared by: Mark Themig Improvement Description: This project would bring our video surveillance system back into operation. It would include installation of new cameras at strategic points and a digital, networked recording system. Description of Need: The Community Center's video surveillance system has been helpful in monitoring activities, deterring inappropriate behavior, and has assisting the Police Department with investigating and prosecuting criminal activity. The proposed system would be a digital, networked system that would utilize existing cameras as well as new ones. Being networked, images could be viewed on the city's network, making it available for the Police Department to use at the convenience of their offices. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Telecommunications $15,000 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service Levels by Funding the Improvement: This project would automate our facility maintenance process and help ensure proper preventative maintenance is being conducted. It will also assist in projecting future costs. I Priority: Medium I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5, 000 or more, the following information should be provided: Project/Improvement: Replacement of all carpet at the City Hall facility. Prepared by: Duane Toenyan, Facilities Maintenance Lead Improvement Description: Replacement of deteriorated carpet at the City Hall facility. Description of Need: The carpet at City Hall was installed approximately 15 years ago-the same time City Hall moved to its' present location. With high employee and public traffic, the carpet has deteriorated to the point of replacement. The carpet seam joints in doorways have detached and become a safety concern for persons wearing footwear with heels. Unsuccessful attempts have been made to repair these areas. The carpet color has also faded to the point where cleaning maintenance is no longer effective. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 0181 - 6315: $113,812.56-includes carpet tile, installation, and debris removal (Price quote good through May, 2006.) Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None. Impact on City Service Levels by Funding the Improvement: Lower impact on service levels but will help provide a better looking and safer environment for City employees and the public. Will be easier to maintain and clean. This improvement will also add to the value and preservation of the facility. I Priority: Low I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Community Center lighting enhancements. Prepared by: Joshua Barrick, Arena Operations / Community Center Maintenance. Improvement Description: To upgrade the lighting levels in the gymnasium and fitness room/aerobics room with brighter and more energy efficient T-5Iighting. Description of Need: Currently the gymnasium and fitness areas of the community center are poorly lit buy the current lighting system. The poor lighting produces a dark unpleasant feeling in the effected areas. The current system is 10yrs old and the type of lighting is a 400Watt metal halide technology and although the current system is in working operation there is a need to improve the efficiency of the lighting and the overall lighting levels. The chart below indicates the lighting levels we currently have, the recommended lighting levels and the proposed lighting levels. Lighting levels are measured in foot candles (FC) and recommend lighting levels came form Illuminating Engineering Society of North America (IESNA). Area Current Recommended Proposed T -5 replacement Gymnasium 20 FC 50 FC 52 FC 30 fixtures 30 fixtures Aerobics / Fitness 16.5 FC 30 FC 34 FC 8 fixtures 9 fixtures T-5lamps are a very intense lighting source, which makes them a good choice for high-bay direct lighting systems. The new T -5 technology is estimated at 50% more efficient than the system we currently have. The T -5 fixtures hold eight amps and use % the kilowatts. Budget Division and Costs: 7754-6315: To replace the thirty-eight 400watt metal halide fixtures with thirty-nine T-5 eight lamp fixtures is $20,000. This includes all installation costs. Anticipated Revenue: There would be an energy savings of an estimated amount of $3,000-5,000 per year, which would result in a 4-6 year pay back. Rebates may be available from Public Utilities as well, although we have not been able to get a response from Utilities on what rebates could be available. Impact on City Service Levels by Funding the Improvement: The City would benefit form the energy savings and the increased lighting levels in both the Gym and Fitness Room/Aerobics Room. The improvements would also help the overall appearance of the Community Center. I Priority: Low I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Electronic Time Keeping Systems Prepared by: Mark Themig Improvement Description: This project would convert the city from paper time sheets and timecards to a fully automated electronic time keeping system. The project would involve the LOGIS Time and Attendance internet-based time keeping system for full-time employees, and a timeclock system at remote locations for part-time employees. Description of Need: Automated time keeping would streamline the payroll process, increase efficiency, and help reduce errors. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Administration or Telecommunications: Time and Attendance: $3,000 initial licensing fee; $3,000 annual maintenance fee Time Clock System: Researching Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service levels by Funding the Improvement: Increased efficiency and accountability in the payroll process. I Priority: Low I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Recreation Superintendent Position Prepared by: Mark Themig Improvement Description: Creation of a Recreation Superintendent to supervisor recreation programs, aquatics, ice arena, community center, park services, and teen center divisions. Position would also coordinate administrative responsibilities such as preparation of the operating budget, department marketing, special and city-wide events, new program development, department personnel and training, and special projects like online registration implementation. Description of Need: Our current department structure has eight direct reports to the department head. In addition to managing major projects like Huber Park redevelopment, land acquisition, etc., the department head is also responsible for administrative projects and initiatives, providing leadership to the eight direct reports, all full-time and part-time personnel issues, providing direct staff support to the Parks and Recreation Advisory Board, and attending the majority of city and community meetings. The proposed Recreation Superintendent position would create an assistant position to the department head that would directly oversee the primary recreation divisions and staffing, (six divisions, four full-time recreation supervisors, and approximately 100 part-time staff), and administrative responsibilities such as preparation of the operating budget, department marketing, special and city-wide events, new program development, department personnel and training, and special projects like online registration implementation. Government building maintenance, park development and CIP, natural resources, and liaison to park maintenance division would continue to be direct responsibility for the department head. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Recreation Fund: Full-time wages estimated at Grade 9 = $62,962 Start-Up office and supplies = $10,000 Miscellaneous operating supplies = $5,000 Total: $77,962 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: It is anticipated that this position would also have responsibilities for developing new programs and initiatives, some of which would generate revenue. Potential for $5,000-$10,000 in new revenue during first year, with additional revenue in the future. Impact on City Service levels by Funding the Improvement: This position would enhance our services to the public by providing a greater level of support for staff, coordinating new initiatives like online registration, and allowing the department head to focus more time on major city projects. Existing Department Structure Community Center Operations Proposed Restructuring Department Head Recreation Superintendent Park Development Natural Resources Government Building Operations Recreation Programs Aquatics Ice Arena Operations Community Center ()nC&..~tinn~ Park Services Teen Center I Priority: Low I Shakopee Parks and Recreation Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Teen Center part-time coordinator. Prepared by: Brad Eller, Recreation Supervisor Improvement Description: Increased staffing for the Enigma Teen Center through the addition of a part-time teen center coordinator position. Description of Need: Currently, full time recreation supervisor staff is implementing 'buy-in' and youth involvement/ownership at the City's Enigma Teen Center. Creating such an asset in the community requires continuous involvement and time dedication from staff, which is difficult to accomplish given the current workload, # of projects and areas of involvement for current recreation supervisors. Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Permanent Part Time Teen Center Coordinator 32 hrs/wk x 52 weeks x $13.56 - $15.95 (avg. $14.76)/hr. pay rate = $24,560.64 Part Time Temporary Staffina Reduction (under Coordinator Staffina Plan) 14.5 hrs/wk x 52 weeks x $10.508/hr = $7,923 Total Staffing Cost with new Part-Time Position: $16,637 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: 0-$2,000 in possible revenue increases gained from private rentals. Impact on City Service levels by Funding the Improvement: The City of Shako pee is home to one of the top teen centers in the Twin Cities Metro Area and is an envied asset of other communities. This can be gauged by attendance, regularity of events, amount of teen involvement, and the physical venue. Shakopee will be regarded as a leader in teen programming and youth development with the continuance of proper staffing. I Priority: Low I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Youth Building Carpet Replacement Prepared by: Mark Themig Improvement Description: Replace Youth Building carpet. Description of Need: The Youth Building carpet is permanently stained and needs replacing. This building has the highest regularly scheduled use of any of our buildings, typically seven days/week. It also has the highest use by children. As a result, even with regularly scheduled cleaning, it has become stained. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Youth Building Budget, Park Maintenance Division: $9,500 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None. Impact on City Service levels by Funding the Improvement: Facility will be presentable for users. I Priority: Low I Shakopee Parks and Recreation 2006 Budget Improvement Package Instructions - for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project/Improvement: Extended Hours of Aquatic Park 1 hr Prepared by: Travis Karlen Improvement Description: Opening the Aquatic Park one hour earlier or staying open one hour later during the week days. Description of Need: Budget Division and Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: 7752 - 6015: 14 staff @ $1 O/hr X64 days = $8,960 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: Revenue is unknown, however if we were to be open later parents who work may be more inclined to use the Aquatic Park. Impact on City Service levels by Funding the Improvement: We would be providing a service to families who work later in the day to use the Aquatic Park in the evening hours.