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HomeMy WebLinkAbout13.F.2.b. Current Staffing Levels and Needs for FY-08 n. F. ;L · ) (,. CITY OF SHAKOPEE MEMORANDUM To: Mayor & City Council Mark McNeill, City Administrator From: Jamie Polley, Directorof Parks, Recreation & Natural Resources Meeting Date: November 7,2001 Subject: Current Staffing Levels and Needs for FY- 08 Introduction This item. is a recommendation from the Parks and Recreation Advisory Board to the City Council to maintain the Parks and Recreation Department current staffing levels for . . FY-08. Backaround The City Council conducted a budget workshop on August 21, 2007, during which time discussion of next year's budget for the Parks, Recreation and Natural Resources Department was held. At this workshop staff was directed to bring reductions to the table that would result in no increase in the tax rate for 2008. The suggestions for reductions from this department that were brought forward included the elimination of the Landscape Architect/Park Designer position. An alternate recommendation was to fund the Landscape Architect/Park Designer position for six (6) months. At the August 21, 2007 meeting City Council adopted a preliminary budget that included the six month funding alternative. At the end of the six (6) months the park fund was to be reevaluated to determine whether to retain the current position for the remainder of the year. Over the past two years the Landscape Architect/Park Designer position has participated in a number of projects. The majority of the projects that were completed were charged to park reserve. Many of the projects however were not charged to park reserve that possibly should have been. The Landscape Architect/Park Designer position also does many tasks that are charged to the general department budget including staff meetings, development review, small community projects, and special events. The amount budgeted in the general department budget for FY-08 for the Landscape Architect/Park Designer position is $75,000 (includes salary and benefits). There are a number of future projects that require the expertise of a Landscape Architect/Park Designer that are billable to the park reserve fund. The work load available would allow for the majority of the Landscape Architect/Park Designer position's salary to be billed back to the park reserve fund greatly reducing the funds needed from the general department budget. Park DeveloDment Process The development process of parks, open space and trails has many steps and takes a great deal of time before the project is constructed. The development process is shown on Attachment "A" There are a number of projects that need to have steps 1-7 in the process completed independent of the funds available for construction. Having a Landscape Architect/Park Designer on staff provides the City with the ability to complete steps 1-7 prior to the construction phase.. At the time when development increases and additional funding to construct the parks becomes available, construction can begin immediately and allow staff more time for development review. A consultant could be hired to complete the design of the parks at a much higher rate and would require additional staff hours to attend the development review committee meetings, organize neighborhood meetings and present developments and designs to the PRAB and City Council. A Landscape Architect/Park Designer on staff knows the City's vision and goals, provides direction in line with the City's Comprehensive Plan, understands development requirements, and is familiar with the area landscape. A consultant is selected by providing the lowest bid and would require time to learn each of these elements with each project. Proiects to be Completed The projects listed below are currently under construction and require construction administration and closeout: Providence Pointe/Westchester Park (large neighborhood park) Glacier Estates (small neighborhood park) Valley Creek Crossing (small neighborhood park) Church Addition (small neighborhood park) Savannah Oaks (small neighborhood park) Lion's Park 2nd Sheet of Ice (funded in 2007 and will begin in spring of 2008) The projects listed below are projects to be completed in 2008 (per available funding) and require all park .development process steps listed above: Greenfield East/Park Meadow (large neighborhood park) Off-Leash Dog Park (Location TBD). The projects listed below are projects that are scheduled to be completed in the future. While there is no funding available in the current Park Reserve Fund, the Landscape Architect/Park Designer could complete the park development process steps 1-7 for the following: Quarry Lake Park (Grant monies are available for this until end of 2008; staff is working to extend dates, and acquire public access) Riverside Bluffs Park (East Dean Lake) Premier/Horizon Heights Park Development South bridge Parkway Active Park Kilarney Hills Park Development O'Dowd Lake Park Improvements CR 79 Trail to O'Dowd Lake Park Prairie Village Park Shutrop Park Development The following are developments that are anticipated to submit final plat in 2008. Park dedication fees will be received as part of the developments. Landscape Architect/Park Designer experience will also be required when reviewing the developments: . Bluff's at Marystown (approximately $300,000 to park reserve) Maple Ridge Estates (approximately $345,000 to park reserve) Additional anticipated projects that will require the skills of a Landscape Architect/Park Designer include the park signage and naming program, landscaping at a future park and ride site, park maintenance questions, and current park and City facility landscaping. The Advisory Board discussed the basis for the recommendation of staff reductions stemming from the decrease in development and therefore the decrease in incoming Park Reserve Funds. On May 31, 2007 the Park Reserve Fund was anticipated to have approximately $407,539 at the end of 2007. This amount was presented to the PRAB. However after recalculating the amount of funds owed on current projects the Park Reserve Fund is anticipated to have approximately $110,664 at the end of 2007. The PRAB was asked to confirm their motion based on the new estimated Park Reserve Fund totals. Recommendation: The park reserve fund balance is lower than in years past due to recent construction projects. However, funding is available to complete parks that are currently being developed, complete schematic designs for future parks, update the park signage, promote the park naming program, provide expertise on development reviews, and assist with other city projects that would otherwise hire out for landscaping assistance. It is beneficial to the City to have a Landscape Architect/Park Designer on staff, not only . monetarily, but also to ensure that we have a person who is familiar with all aspects of the City and putting 100% into each project to provide the City with the best parks, trails and open spaces. Therefore, the PRAB unanimously recommends providing funding for a full year of a Landscape Architect/Park designer position Relationshio to Visionina: The supports Goals A "Active and Healthy Community", and Goal C "Great Place for Kids to Grow Up" Reauested Action If the City Council concurs, it is strongly recommended by the PRAB to maintain the currently staffing levels for the Parks and Recreation Department including funding the Landscape Architect/Park Designer position for a full year based on the 2008 work load. L~ Ja~e Polley /Vv~ Director of P, R, and NR Attachment A-Park Development Process 1. Development Review of a Proposed Development by Staff. The Landscape Architect/Park Designer position plays a key role in reviewing each development proposal to ensure the City is receiving the most useful piece of property for the park development. The Landscape Architect/Park Designer position also assist with identifying natural features to be preserved, trail connections, and community accessibility. At this time this is the only position that possesses park design knowledge. Staff determines at this stage if cash or land will be accepted for park dedication. 2. Presentation to PRAB - Staff presents the development to the PRAB for the recommendation to accept the cash or land as park dedication requirements. 3. Complete Plat Process - Staff works with the develop.er to complete the plat process by setting grading requirements, negotiating trails, and preserving natural features. 4. Accept Parkland and Begin Design Process - The City officially accepts the parkland as City land and staff is directed to begin the park design process. 5. Design Process - a. 1st Neighborhood Meeting - the Landscape Architect/Park Designer position organizes the neighborhood meeting by setting a date, preparing informational flyers and display boards, sending our notices, and preparing concept designs of the park. b. ~d Neighborhood Meeting - the Landscape Architect/Park Designer position organizes the meeting by sending out notices of the meeting, organizing the information from the first meeting, preparing schematic designs and providing additional information. The neighborhood selects a schematic design at this meeting that will be presented to the PRAB and City Council. c. J'd Neighborhood Meeting - the Landscape Architect/Park Designer position puts together playground information and works with the neighborhood to design the playground. 6. Approval of Schematic Design - Staff presents the selected schematic design to the PRAB for recommendation to City Council. Upon Recommendation, staff presents the schematic design to City Council for approval of design and approval to prepare construction drawings. 7. Prepare Construction Drawings - the Landscape Architect/Park Designer position prepared the construction drawings and works in collaboration with Engineering to prepare the bid packets. 8. Authorization to Bid - Staff presents the construction drawings and project budget to the City Council for authorization to seek public bids for construction. 9. Preparation of Bid Packets - the Landscape Architect/Park Designer position prepared plans and specifications and works in collaboration with Engineering to finalize bid packages to be distributed to contractors. 10. Bid Opening - Staff prepares for the bid opening, tallies bid proposals and reviews low bids to ensure bid proposals are correct and complete. Staff then presents bid tally to the City Council for authorization to award the bid. 11. Preconstruction Meeting - Staff prepares a preconstruction meeting with contractor to determine timelines, project details and construction documents. 12. Construction Administration - the Landscape Architect/Park Designer position provides for the co~struction administration on park development projects ensuring the work is completed per the City's standards and the project remains within budget. Project Closeout - Staff conducts a walk through to ensure final punch list items are complete. Staff then ensures park dedication requirements have been met (if applicable), prepares all documentation for final acceptance, and presents completion to the City Council for final acceptance.