Loading...
HomeMy WebLinkAbout5.B.2. 2009 Budget Improvement Items ~8.2 . CITY OF SHAKOPEE CONsr~,JT MEMORANDUM I' Lu~t To: Mayor and City Council Mark McNeill, City Administrator From: Jamie Polley, Parks, Recreation & Natural Resources Director t Meeting Date: February 17, 2009 Subject: 2009 Budget Improvement Items INTRODUCTION Council is asked to formally approve budget improvement items that were presented and verbally approved on August 12, 2008. DISCUSSION Staff presented the 2009 Parks and Recreation budget to the City Council on August 12, 2008. As part of the budget proposal the following budget improvement package options detailed on the attached sheets, were presented: Budget Improvement Packages 1. Ice Arena Lighting Enhancements $35,000 Building Fund 2. Community Center Lighting Enhancements $27,000 Building Fund 3. Point of Sale Software $20,400 Telecom? 4. Additional Cameras and Memory Upgrade $10,000 5. Concrete Curb Work at SandVenture $5,000 6. Increased Desk Coverage $15,000 Council verbally directed staff to complete the above items as follows: . Items 1 & 2 would be completed and funded utilizing the building fund. These items were completed in December of 2008. . Present item 3 to the Telecommunications Commission for possible funding. Staff will be presenting this item to the Telecommunications Commission in 2009. . Complete items 4 & 5 utilizing funds from the Recreation Fund Balance. . Item 6 was not funded at this time. Although verbal approval and direction was given to staff during the budget discussions no formal motion was made to utilize the Recreation Fund Balance for items 4 & 5. Staff would like to purchase and mount the additional needed cameras once the front desk project is completed. In addition, staff would like to arrange for the concrete curbing to be replaced at SandVenture prior to the pool opening in May/June of 2009. CITY'S VISION C. Great Place for Kids to Grow Up REQUESTED ACTION If Council concurs, move to complete item 4. Additional Cameras and Memory Upgrade and item 5. Concrete Curb Work at SandVenture in 2009 utilizing funds from the Recreation Fund Balance. Shakopee Parks and Recreation 2009 Budget Improvement Package Project/Improvement: Ice Arena lighting enhancements and Energy Savings Prepared by: Joshua Barrick Arena Operations Improvement Description: To upgrade the lighting levels in the Ice Arena with brighter and more energy efficient T-5 lighting. Description of Need: Currently the Ice Arena has a lighting system that is 12yrs old and the type of lighting is a 400Watt metal halide technology. 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 Ice Arena 52 FC 100 FC 100 FC 60 fixtures 60 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 Y2 the kilowatts. Costs: To replace the sixty 400watt metal halide fixtures with sixty T-5 eight lamp fixtures with installation included is $35,000. Rebates would likely be available but were not confirmed buy SPUC at this time. Anticipated Revenue: There would be an energy saving of an estimated amount of $3,000-5,000 per year. Impact on City Service Levels by Funding the Improvement: The City would benefit form the energy savings and the increased lighting levels in Ice Arena. The improved lighting would also help with video taping of high school games/youth games and the over all appearance of the ice Arena. Shakopee Parks and Recreation 2009 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 Improvement Description: To upgrade the lighting levels in the gymnasium and fitness room/aerobics room with brighter and more energy efficient T-5 lighting. 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 12yrs 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 50FC 52 FC 30 fixtures 30 fixtures Aerobics / Fitness 16.5 FC 30 FC 34 FC 8 fixtures 9 fixtures T -5 lamps 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 '!h 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 $27,000. 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. Shakopee Parks and Recreation 2009 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: MaxSolutions Point of Sale Module Prepared by: Sherry Dvorak, Recreation Supervisor Improvement Description: MaxSolutions Point of Sale will integrate front desk, admissions, pro shop, concessions, registrations, memberships and more into one system. Point of Sale will be located at Community Center, SandVenture Aquatic Park and the Ice Arena. Description of Need: The addition of this application will stream-line the financial reporting for our department and give us better financial accountability. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Purchase of system: $9800.00 Training: $1000.00 Equipment (3) Partner Tech 5500: $6300.00 Supplies $ 300.00 Maintenance $3,000.00 Total Estimated Costs: $20,400 We hope to present this software purchase to the Telecommunications Commission for potential funding assistance. Anticipated Revenue: This is not anticipated to bring in additional revenue but will improve our financial accounting records. Impact on City Service Levels by Funding the Improvement: Staff will be able to print daily reports that will detail all types of income from each business day. All revenue from admissions, programs, rentals, concessions and pro-shOp sales will be included. It will no longer require staff to compile hand written daily reports from each department and manually transfer to a single report. Shakopee Parks and Recreation 2009 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: Additional Cameras and Memory Upgrade Prepared by: Travis M. Karlen Improvement Description: This project would add 2 additional cameras to the camera network at the Shakopee Community Center. These cameras would cover the Skate Park and area outside the Teen Center. Right now our recording time is about 4 days with our system. With the addition of these cameras we will also need to upgrade that recording time and memory to keep the quality of the recording. Description of Need: The areas we are suggesting an upgrade for are our new problem spots at the center. Because the service desk is so busy much of the evening, we are unable to keep a constant monitor on the Skate Park. The same issue is apparent in the area outside of the teen center. The police have had much success with the utilization of our current system to identify individuals who are causing problems at the center including the identification of a youth who stole a car from our parking lot. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: $10,000 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: Revenue would not be increased, but customer safety would increase and we anticipate that behavior issues may also be cut at the Community Center. Impact on City Service Levels by Funding the Improvement: City Service Level would increase by surveillance of some of our problem areas. Shakopee Parks and Recreation 2009 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: Concrete Curb work around water area at SandVenture Aquatic Park Prepared by: Travis M. Karlen Improvement Description: This project would take out old concrete areas around the curb of the pool and replace with new curbs. There are some portions of the curb that are cracked, missing, present tripping hazards, or safety concerns. Description of Need: There are portions of the curb around the pool that need to be replaced. The needs are anywhere from fixing cracked areas to completely replacing sections. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: $5,000.00 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: No added revenue, but a safer area for users. Impact on City Service Levels by Funding the Improvement: Less maintenance in regards to patching and fixing by City Staff. Shakopee Parks and Recreation 2009 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: Desk Coverage at Shakopee Community Center during open hours. Prepared by: Travis M. Karlen Improvement Description: Currently the desk is covered portions of the day by full time staff that are pulled away from other duties to do so. Both of our administrative assistant staff have many job duties that do not get accomplished or are delayed due to their receptionist duties at the service desk. Description of Need: Currently it is in the budget for a part time staff to cover a few of the AM periods of opening, a % staff who covers the 8am - 12:00 shift and staff that cover the 4:30 - 10pm shift. We are still in need of a service desk staff who can cover some of the AM times and cover the 12 - 4:30 times at the service desk. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: $12,300 (Cost of Afternoon Staff including training and other costs) $2, 700 (Cost of AM Staff including training and other costs) Total: $15,000 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: The revenue added would potentially increase because of the quality of coverage and marketing this person could do at the service desk. The quality of customer service would also increase. Impact on City Service Levels by Funding the Improvement: City service level would increase. We would be able to help our customers more effectively.