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HomeMy WebLinkAbout13.C.1. 2008-2012 Park Reserve CIP / 3, ~.I, CITY OF SHAKOPEE MEMORANDUM To: Mayor & City Council Mark McNeill, City Administrator From: Jamie Polley, Director of Parks, Recreation & Natural Resources Meeting Date: December 4, 2007 Subject: 2008-2012 Park Reserve CIP Introduction The Parks and Recreation Advisory Board has reprioritized the 2008-2012 Park Reserve CIP. The PRAB has recommended that the City Council review and accept the reprioritized CIP and consider the current Parks and Recreation Department staffing levels for FY-08. Backaround On November 20,2007 staff presented the 2008 budget package to the City Council. The 2008-2012 Park Development CIP was presented showing a balance of $110, 664 at the end of 2007. When the construction of Huber Park was approved the City agreed to provide an interfund loan of $2,000,000.00 to the Park Reserve with a 5 year payback. The amount to be paid back each year is $462,000.00. In addition, the strong recommendation from the Advisory Board to the City Council to fund the Landscape Architect/Park Designer position for the full 2008 year was presented to the City Council and discussed. Council directed staff to review the 2008-2012 CIP with the Advisory Board to prioritize the projects to be completed if funds are available. The City Council's direction to the Advisory Board and staff was to insure the interfund loan payback is expended first and foremost each year prior to any funds being allocated to park projects. By prioritizing the 2008-2012 Park Development CIP the Advisory Board and staff will indicate the most effective and efficient use of the Landscape Architect/Park Designer talents and time. The revised CIP will insure that the proper projects are being completed using the best possible means of park reserve funding. On November 26, 2007 the PRAB discussed at length the park dedication funds to be received as well as projects to be completed, designed and/or developed. The PRAB was conservative in the amount of park dedication fees to be received in 2008. They felt confident in projecting the receipt of park dedication fees from the Maple Ridge Estates Development. They have moved the receipt of the Shanondoah Apartments park dedication fees to 2009. The Park Fund will also receive a payment from Xcel Energies in 2008 of $440,900. The PRAB, like the City Council was interested in the amount of work that could be done on Quarry Lake with the gran\ dollars awarded to the City. This information is being researched and more information will available at the City Council meeting on December 4,2007. Assuming that the grant .dollars can be used to begin the design and site work of the Quarry Lake Park, the PRAB felt beginning this project is a priority based on the time restrictions of the grant dollars. . The PRAB included the second ice sheet at Lion's Park as a project to be completed in 2008. This project began in 2007 with design and specifications for the ice sheet but was unable to be constructed due to timing issues and weather. The Lion's Club and Shakopee Youth Hockey Association have agreed to donate money and labor to this project for an estimated contribution of $36,000. The park naming and signage program was identified as a very important program to fund in 2008. There are a number of parks that still need names and the parks that have been constructed over the past few years do not currently have signage. Designing a uniform park sign for all parks will give the Shakopee Park system a unique identity. They also felt the program funding should remain in the Park Reserve which is used to fund design, development, and renovation of City parks. New signage falls within the development of new parks while replacing older park signs indicates a renovation of the park system. The final project included as a priority for 2008 is the design phase of the Riverside Bluffs/Riverside Fields Park. The development of this park continuously gets pushed back. In addition, the southeast side of Shako pee has very few park amenities for the number of residents in the area. The PRAB has recognized the need for park facilities to the residents of the Riverside Bluffs/Riverside Fields area. The PRAB also realizes that the park reserve funds will not allow for the park to be designed and built within the same year. Therefore this park will be developed in 2008 and built in phases over the next two to three years depending on the funding available. Projects for 2009 include the development of the dog park, adding the building to the Providence/Westchester Park, beginning the design phase of the Greenfield East/Park Meadows Park, completing the signage program, adding a baseball field to Tahpah Park, and the first phase of the Riverside Bluffs/Riverside Fields Park construction. The PRAB felt the Greenfield East/Park Meadows Park was a priority to begin and the construction of a baseball diamond at Tahpah Park falls in line with the Parks, Trails, and Open Space Plan. In reviewing the prioritized 2008-2012 CIP and assuming the indicated park dedication fees are received, there are two to three large projects within the park system each year through 2010. Additional Tasks of the LandscaDe Architect/Park Desloner In addition to reorganizing the 2008-2012 Park Reserve CIP the City Council directed staff to indicate other task beyond park design completed by the Landscape Architect/Park Designer. The Landscape Architect/Park Designer plays a key role in the development review process. During the development review process this position ensures the City is getting the best park dedication from the developer either in the dedication of land or by a monetary dedication. Even in developments where there is no land dedication for parks, the Landscape Architect/Park Designer provides a different point of view than Planning or Engineering. This point Of view incorporates knowledge of multimodal transportation (trails and sidewalks+ which provide connections within the park system) as well as knowledge of grading, utility requirements, plantings and the preservation of unique site features. The Landscape Architect/Park Designer also advocating for sustainable developments features, such as less pavement and better functioning green spaces. If land is given to the City, the Landscape Architect/Park Designer begins laying out the area and can indicate to the developer and engineering at the time of grading where items such as parking lots will be placed, avoiding additionat work at the time of development. In addition to development review, the Landscape Architect/Park Designer provides community outreach by working with volunteer groups and with small donations (Stans Park plantings). She also wrote and prepared graphics for the DNR Grant used in the acquisition of Shutrop Park. The Landscape Architect/Park Designer continually updates the city website for park development projects, and meeting announcements. This position creates a variety of maps and insures the most recent maps and facility tables are on the website. She also develops special pages in the quarterly Park and Recreation Brochures and does presentations and handouts for special events such as the Shakopee Showcase and High School Career Fair. The Landscape Architect/Park Designer writes policies (Park Naming Policy) and works on new program development (Adopt a Park). She also assists with annual preparation of the Parks CIP, and assists Finance with Fixed assets updates. The Landscape Architect/Park Designer was a part of the staff group involved in the Park Comprehensive Plan Update. She was able to provide the consultant with first hand knowledge of the physical layout of the city, as well as providing knowledge of existing city policies, development trends and demographics. This aided the Consultant in their plan and reduced some of the background research and field work needed. The Landscape Architect/Park Designer also participates in the Minnesota Park and Recreation Association (MRPA)-Parks and Natural Resources Group and Minnesota American Society of Landscape Architects (MASLA) in order to keep abreast of new trends and new technologies. Recommendation: The park reserve fund balance is lower than in years past, however the tasks have been reprioritized to provide staff with a solid workload through 2010. The funding is available to complete parks that are cu'rrently being constructed, complete schematic designs for the priority 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 recommended to approve the updated 2008-2012 Park Reserve CIP and provide a full years funding of a Landscape Architect/Park designer position RelationshlD to Vlslonlna: The 2008-2012 Park Reserve CIP supports Goal B "High Quality of Life", and Goal 0 "Vibrant, Resilient, and Stable" Reauested Action If the City Council concurs, approve the reprioritized 2008-2012 Park Reserve CIP. In addition if the City Council concurs, maintain the current 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. Jamie Polley Director of Parks, Recreation, & Natural Resources CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: 2008 Budget - Park Reserve DATE: November 29, 2007 Introduction This is follow up from the November 20, 2007 meeting. Staff is seeking direction on charging staff time to the Park Reserve Fund. Background A. Staff time multiplier: Council previously directed that staff time be charged to park projects at 1.3 times the wage. Engineering time is charged to projects at 2.5 times the wage. Data in the Springsted model shows a range of 1.5 to 3.0 depending on a number of factors including the size of a division's non-wage costs. Most were in the 1.8 to 2.0 range of which 2.0 is a common number cited by other entities. Recommendation is to use 2.0 as a staff time multiplier for all staff time unless specified differently in an agreement or contract. Using 2.0 for engineering time will result in a reduction of 20% for project and developer fees since the current multiplier is 2.5 based on the competition (less marketing) . A 20% reduction in a busy year could mean $190,000 less in General Fund revenues. B. Project staff time: Park projects typically have a longer lead time to get to the point of actually having a project to design. At what point should staff time be charged to the Park Reserve Fund? Until just recently, staff time was not charged to projects. An example is the dog park. Staff time is spent on this concept but it is advance time trying to find a location etc., not designing and administering the ubricks and mortar" part for which the Park Reserve Fund would pay. Park Reserve has always had limited funding versus desired park projects. Charging more staff time makes that situation worse. 1) When should staff start charging the Park Reserve Fund? Some park projects never are built. Some are designed several times before plans and spec's are ordered. 1) Pre-concept? 2) Concept layout? 3) Plans & spec's ordered? Recommendation is when plans and spec's are ordered. 2) Who should charge time to the Park Reserve Fund? A) Design & construction Engineering staff Landscape Designer Other staff?? B) Contract management (not charged to Building or Park Reserve Funds previously) Recreation Director Other recreation staff (project leader) Other staff?? Action Requested Discuss and give direction to staff. Gre~Xland Finance Director H:\Finance\docs\ - -- -- --_____.__ - ---- - ______________,__^______________. ___on _ ______________.____________ _____~_ __ _____~_______________ ___n__________._____ 2008-2012 CIP Working Summary - 11.27.07 Task Estimate Funding Source 2007 2008 2009 2010 2011 2012 Comments Park Dedication Fee Projections 500,000 500,000 500,000 Maple Rid~e Estates 345,000 345,000 Preliminary plat is approved Shanondoah Apartments 350,000 350,000 Proposed to move forward with final phase. Bluffs at J'.1arystown Commercia I/Residential 300,000 300,000 Concept review underway Marystown Villaqe Commercial/Residential Status uncertain Countryside 14,505 Grants 20,000 90,000 100,000 210,500 - 2,130,500 Tax levy Assessments 204,870 - - - - - Xcel Agreement 5-year agreement - 440,900 440,900 440,900 Rcd Xcel Pmt for 2007 Donations/Contrib 125,000 36,000 20,000 100,000 - 500,000 Parks Developed by Developers - - - 440,000 - Interfund Loan 2,000,000 Total Revenue/Credits 2,364,375 911,900 1,210,900 1,251,400 940,000 3,130,500 Glacier Estates Neiqhborhood Park Desiqn and Construction - By Developer Project underway complete in Spring 08 Construction Administration 3,200 Park Reserve 3,200 I I Valley Creek CrossinQ Park DesiQn and Construction - By Developer Proiect underway complete in Spring 08 Construction Administration 3,075 Park Reserve 3,075 I Dean Lake Trail System Desiqn and Construction 189,000 Park Reserve 189,000 Estimated remaining ayments. Archery Range Relocation Design and Construction 20,000 Grants 20,000 - Donations/Contrib Off-Leash Dog Area Design and Development 24,000 Park Reserve 24,000 DesiQn and Development 20,000 Donations/Contrib 20,000 Lions Park Improvements Ice Rink 100,000 Park Reserve 100,000 Shelter and Tennis Facility 36,000 Donations/Contrib 36,000 Not supported by Comp Plan Providence/Westchester Park Park Development and Building 1,087,500 Park Reserve 775,000 312,500 Park in 2007, building in 2009. Greenfield/Park Meadows Park Desiqn and Construction 1,226,250 Park Reserve 57,820 170,0001 375,000 623,430 DesiQn in 09, Construct Phase 1 in 2010 Park Signage Install Park Siqnaqe 65,000 Park Reserve 35,000 30,000 I I Southbridge Area Park Land Acquisition and Assessments 549,500 Park Reserve 549,500 Includes potential purchase price for Parcel 75 and Assesssments MNDOT & Active Park Development 945,200 Park Reserve 945,200 Fishing Pier 20,000 Grants 20,000 I Tahpah Park Improvements 2006/2007 Proiect 66,000 Park Reserve 66,000 Estimated remaining payments Ball Field and Lighting 316,500 Park Reserve 98,500 218,000 Liqhts for fields 7 & 81 Liqhting 200,000 Donations/Contrib 200,000 I Ball Field 100,000 Grants 100,000 Grant application to Baseball of America Quarry Lake Park Cleanup 531,000 Park Reserve 200,000 89,500 241,500 $5,000 used in 07 for cleanup. Grant fundinc may expire if not used. Design 511,000 Grants 90,000 210,500 210,500 Construction 200,000 Donations 100,000 100,000 Bluffs at Marystown Design and Construction 440,000 By Developer 440,000 Huber Park Improvements Phase 1: Park Development 100,000 Park Reserve 100,000 Estimated remaininq payments Phase 1: Park Development - Assessments Fillmore Street and Alley Improvements Phase 1: Park Development - Donations/Contrib Reimbursement from others for work Phase 2: Bank Stabilization 500,000 Park Reserve 500,000 Added Park Reserve funding per Council direction in 2006. Phase 2 Bank Stabilization 1,900,000 Grants 1,900,000 17th Avenue Sports Complex Building and Final Site Work 50,000 Park Reserve 50,000 Field Lighting 230,000 Park Reserve 230,000 Field Lightinq 100,000 Donations/Contrib 100,000 Riverside Bluffs Park (East Dean Lake) Design and Construction 993,500 Park Reserve 50,000 300,000 643,500 DesiQn in 08, Phase 1 const in 09 Premier/Horizon Heights Park Development Desiqn and Construction 240,000 Park Reserve 240,000 Kilarney Hills Park Development Design and Construction 420,000 Park Reserve 420,000 O'Dowd Lake Park Improvements Desiqn and Construction 396,000 Park Reserve 396,000 CR 79 Trail to O'Dowd Lake Park Design and Construction 280,000 Park Reserve 280,000 Prairie Villaqe Park Land Acquisition/Construction 337,500 Park Reserve 337,500 PUSL Channel Greenway Corridor Design and Construction 160,000 Park Reserve 160,000 Riverview Park Parkinq Lot Parkinq Lot Construction 78,750 Park Reserve 78,750 Shutrop Park Development Design and Construction 1,250,000 Park Reserve 1,250,000 Community Park Sports Complex Design and Construction - Park Reserve Construct later the 2012 High School Field Lighting Field Lighting 340,000 Park Reserve 340,000 Field Lighting 100,000 Donations/Contrib 100,000 Small Improvement Projects Construction 100,000 Park Reserve 20,000 20,000 20,000 20,000 20,000 2007 toward off-leash dog area. Interfund Loan Payback Financing, 5 year payback 2,368,000 Park Reserve 58,000 462,000 462,000 462,000 462,000 462,000 5-year payoff Total Expenditures 16,593,775 - 1,264,275 793,000 1,424,820 1,162,500 2,999,500 8,952,880 Net Revenues (Expenditures) 1 ,100,1 00 118,900 (213,920 88,900 (2,059,500) (5,822,380\ Cash Balance 9/30/2007 (989,436) 12/31 Endin~ Park Reserve Balance 110,664 229,564 15,644 104,544 -1,954,956 -7,777,336 I I I I I I I I -- ---- -- -~ ---------------------~----._----_._- ------._---,-------- ----------------- --- - - .- .-