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Home My WebLink About4.A. Future Focus of Shakopee Parks, Recreation and Natural Resources DepartmentTo: CITY OF SHAKOPEE MEMORANDUM Mayor and City Council Parks and Recreation Advisory Board Mark McNeill, City Administrator On January 28, 2010 the PRAB reviewed the vision and mission staff had discussed at their retreat and participated in an exercise with staff using a tool called the Service Assessment Matrix. The PRAB 4. A. From: Jamie Polley, Director of Parks, Recreation & Natural Resources Meeting Date: February 8, 2011 Subject: The Future Focus of Shakopee Parks, Recreation & Natural Resources Department INTRODUCTION The City Council and PRAB are asked to discuss the vision, mission and services of the Parks, Recreation & Natural Resources Department. They are also asked to discuss the future of the department within the City and what is needed to move forward. BACKGROUND Over the past few months there have been a number of programs, speakers and educational opportunities that have addressed the value and position of parks and recreation departments within cities, communities and the economy. At the end of October and the beginning of November I was able to attend a few significant sessions regarding this topic at the National Recreation and Parks Association Congress and the Wisconsin Parks and Recreation Associations Annual Conference. Both of these events fell around the November 2, 2010 election. Following the defeated referendum on November 2, 2010 staff felt that the Parks, Recreation & Natural Resources Department needed to evaluate the vision, mission, services and operations of the department to determine where we go from here. One of the sessions I attended hit home and has become very useful. The session provided me a tool to use with the entire Parks, Recreation and Natural Resources staff to evaluate our operational services and refocus on our vision and mission. The session also emphasized the most important key to moving forward and being successful is to have the staff, community and elected officials in agreement and moving forward as one unit towards the same goal. With this in mind I began the process on November 18, 2010 with a daylong staff retreat at the youth building. Throughout the day we discussed our organizational values, ranked our organizational services, developed a vision and reaffirmed our mission. The next step is to discuss the organizational services, vision and mission with the Parks and Recreation Advisory Board and the City Council. This is necessary to determine what role the Parks, Recreation and Natural Resources Department plays within the City operations and how it can best serve the community's needs. This process is also necessary to determine services and facilities required to enhance and advance the department and to identify ways of funding and constructing these items. discussed the organizational services provided by the City and placed them on the matrix to determine how that service fits in to the operations of the department. The matrix suggests actions such as affirm market position, advance market position, collaborate, Invest, divest or core service. In addition the PRAB identified facility needs and discussed the department's position within the City and what should be clone to have a greater impact on the community. DISCUSSION The City Council will review the organizational values, vision and mission that the staff and the PRAB discussed on January 28, 2010 and provide any suggestions or comments. The City Council is also asked to rank the organizational services listed below prior to the work session. The ranking of many of the services will be discussed during the work session. In order to place each service on the Service Assessment Matrix (Attachment A) the following questions need to be asked: 1. Does this service fit within the organization's values and vision? 2. What is the financial capacity? Is it economically viable? 3. Is the alternative coverage? (Are there other organizations in the area that offer the same service ?) 4. Does the service have a strong market position? Do the citizens look to the city to provide the service? Below is a list of the department's organizational services: O Outdoor Rinks O Community Center Operations (membership) O Fitness Classes O Room Rental O Park Shelter /Field Rental O Ice Rental O Learn to Skate O Open Ice O Birthday Parties O Youth Programs • Preschool • Youth Art • Youth Sports • Camps • Teen Youth Associations Teen Center Adult Programs Adult Sports Senior Programming Special Events Skate Park Huber Performance Series Natural Resources Park Development Inclusion Services Aquatics — Open Swim SandVenture Learn to Swim Following the work session the organizational service rankings from staff, PRAB and City Council will be combined to determine the overall view of each service. The staff will provide a copy of these results to the PRAB and City Council. The City Council will discuss the role they feel the Parks, Recreation & Natural Resources Department should have within the City operations. How does the department work to appeal to the entire community and become a bigger asset to the City then it is currently? What are items the department should be doing to position itself in all facets of the community? Finally, the City Council should identify facilities to be placed on a capital improvement program (CIP) to be completed within the next 10 years. This CIP will be separate from the Park Reserve CIP which identifies park facilities and construction to be built from park dedication funds. With budget restrictions at the state and local level the City will need to identify ways of funding each item that they feel is critical to the advancement of the department and the City. For example it was identified that a second sheet of ice is strongly needed within the next 5 years. Since a referendum is not an option for funding a second sheet of ice, alternative funding options need to be identified. REQUESTED ACTION The City Council is asked to discuss with the PRAB and staff the vision, mission and services of the Parks, Recreation & Natural Resources Department as well as the future of the department within the City and what is needed to move forward. Service Assessment Matrix Financial Capacity Economically Viable Financial Capacity Not Economically Viable Alternative Coverage High Alternative Coverage Low Alternative Coverage High Alternative Coverage Low Good Fit Strong Market Position 1 2 5 6 Weak Market Position 3 4 7 8 Poor Fit 9 ATTACHMENT A „ -- Il / - .2F° II 1148- to Name of Service City Council PRAB Staff Outdoor Rinks 6 6 Community Center Operations 1, 7, 2 1, 5, 6 (memberships) ) J Fitness Programs (1) 5 1 2 Room Rentals -, 5S , ( [3 6 5 Park Shelter /Field Rental ( j ( 6, 2 6 Ice Rental ( (, 2 2 i Learn to Skate g , I , 2 2 Open Iced i $ 6 6 Birthday Parties I(V 4 Youth Programs 2, 1 1 Preschool Youth Art 2 Youth Sports I Camps Teen Youth Associations a_ 6 6 Teen Center % l G 6 8 Adult Programs 3,7,4 7 Field trips Fee based programs O Adult Sports W ,), 6, 2 6 Senior Programming - 6, 7 8 Free events —7 6 , 0 Special Events 0' t 2.. 2, 6 6 Skate Park Le r6) , L- 8 8 Huber Park Performance Series 1G) 1 6, 2 6 Natural Resources 1 , , (9. 9 6, 8 6, 4 Park Development ((` 2 �l j 9, 6 9, 6 Inclusion Services v � �n !v 6 6 Aquatics -Open Swim /Lap Swim & ; L, (, 8 8 SandVenture Aquatic Park 6 ,r D 2, 6 5 Learn to Swim (-D (5, 6 , 7, 5 5 I 1 2 3 4 5 6 (3 +4) *5 *6 5 *6 *1 Total # of # of City # of School Total Facility Partipant Association # of Players Teams Facilities Facilities Hours /Week # of weeks Hours hours Soccer- Sum Travel 366 28 10 0 24 12 2880 13,176.00 Soccer - Fall Rec 250 28 10 5 8 400 6,000.00 Soccer - Spring Rec 506 56 10 0 7 8 560 12,144.00 Lacrosse 100 3 1 2 10 9 270 2,700.00 Baseball 640 55 5 13 12 12 2592 23,040.00 Softball 286 21 2 7 12 12 1296 10,296.00 Adult SB 1069 75 9 12 14 1512 44,898.00 Adult VB 125 16 2 7 16 224 6,000.00 Wmn VB 292 34 6 3 16 288 14,016.00 Football 598 10 17,940.00 Tackle 17 4 7 10 280 flag 20 4 5 10 200 7 &8 6 2 12 10 240 Tennis 365 7 12 30 8 4560 8,760.00 Hockey 378 29 1 29 28 812 31,752.00 B Bball Traveling 115 14 1 12 34 20 680 6,900.00 B Bball Inhouse 325 29 1 12 34 10 340 9,750.00 G Bball Traveling 88 10 1 12 20 18 360 4,752.00 G Bball Inhouse 107 15 1 12 20 9 180 2,889.00 Volleyball Inhouse 48 1 12 6 5 30 720.00 Volleyball JO 69 7 0 13 6 15 90 3,105.00 Wrestling 88 1 12.5 14 175 3,696.00 Total 5915 Total A 17,969.00 222,534.00 Barricuda* 100 1 15.5 36 558 10,800.00 HS Hockey* 80 1 16 16 256 3,840.00 HS Baseball* 37 1 8 9 72 999.00 7 & 8 Baseball* 30 1 10 8 80 720.00 HS B &G Soccer* 42 2 20 10 400 1,260.00 *Not a City Affilitated Association Total* 1,366.00 17,619.00 C , Users Total Users 2010 OPEN Hours Used Adult Res Daily 2136 5105 2,136.00 Adult NonRes Daily 663 5105 663.00 Youth Daily 4165 5105 4,165.00 Playtime 1544 135 1,544.00 Walking Track 25187 5105 25,187.00 Member Use 3000 5105 58,452.00 Aerobics 12678 1352 12,678.00 Ice Arena Open 1300 194.75 1,300.00 Ice Arena Admiss 145000 5346 145,000.00 Aquatics Indoor 933 159 933.00 Aquatics Outdoors 18711 672 18,711.00 Skate Park 1406 877.5 1,406.00 Teen Center 9805 1144 9,805.00 Winter Spring Prog U 2901 18,022.65 Summer Prog Users 8560 33,071.75 Fall Prog Users 1540 9,105.50 TOTAL 239,529 Total B 35,405 342,179.90 Total C (A +B) 53,374 564,713.90 Paid Free Rental Rental Facilty Hours Hours Total Hours Youth Building 1073.42 752.58 1,826.00 CC Rooms 3357.25 1142.75 4,500.00 Park Shelters 90.33 1540.67 1,631.00 Ice Arena 365 1840 2,205.00 Teen Center - Senior 120 0 120.00 Teen Center - Teen 126 30 156.00 Tahpah Tournament! 30 10 (1- Lions softball tourn. 3 -day no charge, 1- Church softball tourn. 1 day charge) 40.00 Total D 10,478.00 Grand Total E (C +D) 575,191.90 / # of Total Tournaments @ Volunteer Activity Volunteers Hours City Facilities Hours Ski Club 6 40 240.00 Enigma 12 36 432.00 Enigma TAB 12 78 936.00 Other 1 156 156.00 Nearball 40 57.5 2,300.00 T -ball 36 35 1,260.00 Softball 1 Baseball 160 27.5 2 4,400.00 B Bball 75 60.3 2 4,522.50 G Bball 46 59.5 1 2,737.00 Hockey 90 85 6 7,650.00 Hockey Parents 325 16 5,200.00 Football 1 35 30 0 1,050.00 Football 2 65 168 10,920.00 Soccer 0 0 1 - Wrestling 0 0 1 - Tennis 0 0 2 - Volleyball 0 0 0 - Total F 41,803.50 2/8/2011 Recreation Today o Recreation /leisure has always been a part of society ❑ In fiscally distressed times: a People have less discretionary money D Travel Tess, Staycation more LI Look for inexpensive activities, facilities, entertainment PARKS, RECREATION & close to home G Look for parks, public recreation resources NATURAL RESOURCES £€i _ r >..e Tha RecreaXOn ROadzlww; Telling Your Gmmanlry Why They Need You by Randy Gadd° Recreation Today Getting to the Core ❑ Local Governments should be looking got ways to sustain Consensus Building — recreation services: Stakeholder Participation a For existing citizens who need them • Healthy bodies = healthy minds • Active lifestyles = safer communities a Attract new citizens; Attract new businesses a To bring visitors to support local economy o To help maintain quality of life, home values v To avoid degradation of infrastructure: depresses home value in neighborhoods First Step Staff Retreat November 18, 2010 Second Step: PRAB Work Session, January 24, 2011 The Recreo0on Roatlshow; Telling Your Comno,ny Why Getting ro Ma Core, Teresa Penbrooke, GreenPlay,LLC They Need You by Randy Gaddo Organizational Values Organizational Services ❑ Environmental ❑ Value to the Community ° a aaartoo, ° YouhA mdananz r ^eemer Stewardship o Communication cOe1^ " ° AdultP (membership) ° rogramz ❑ Health & Wellness ° nmersa °,:e, a ❑ Collaboration/ Adult Sports ❑ Accessibility o Room ReMai o SenlorProgramming Partnerships Park ghelrer/Fleld Renrol Spe<lal Evenh ❑ Active Lifestyles ❑ Safety I<e Rental o Skate Pork y v Le °rnro skate tuber Performame Serles ❑ Outdoor Opportunities ❑ Financial Responsibility ° ope al« NavralReoar «, BlrMday ParXas Park Development ❑ Economic ❑ Continual Planning for Facilities ° vomhProg°ms ° IMluslonservlc Impact /Affordability ❑Quality Programs s'oos °I ° Va open swim o Youth Art ❑ Individual & Family a Youth Sports ° Le ar a,a swim Development a camp, n Teen 1 2/8/2011 Organizational Services Cont. Organizational Services o tdoo .aervtee al[yaou clt 1 RA 2 1 . 5 . 6 Room Rentals 6 5 vp �M N AM h N 4 f M x nW 4i3" I /r ela aental 2 2 • tov { S aVartift , 3 ate 2 2 a1,K i.la. Leh Birthday Pardes Youth Programs su ^ ^s esnm na.,_._ mp nun 2. s 1 Good fit Msrlvt Market Market - Povelopment a SM. Cvmps Youth potHbn Position Posit on 5 Teen Center � �: O U <uwI[ne fa lane 3,7,4 2 Adult Programs 6 a rkt� s COI t54n nwu ys ^ Ina speclal Events 2, 6 Skate Park a a a;4 Poor Fit Divest Huber Park Performance series Natural Resources 6, El 6, 4 Park Development 9, 6 9, 6 Inclusion Services 6 6 andvent�ure nqua Park w What are the Core Services? What is our Vision? r ... o Brainstorms: a Provide and maintain quality of life for our community while offering great parks, trails, facilities, and activities for all ages. o Develop,lmplement, and provide existing and future parks, programs,tratls and facilities to meet or exceed the needs and expectations of the City of Shakopee. o Constantly improve the quality of life for residents of Shakopee by offering high quality programs and events at a value. o Provide as many quality programs and events for all ages while serving the community of Shakopee. o Offer quality affordable programs and services for all ages and groups within the community. What is our Vision? Does Our Mission Fit? To provide, develop, protect and enhance excellent TO CREATE AND ENHANCE HIGH park and recreation services, open space and QUALITY RECREATION SERVICES, natural resources that contribute to a high quality of life for our residents. PROGRAMS AND FACILITIES Question: Addresses yAo is served; what services are provided; hg v services are provided; and why they are provided YES!! 2 • 2/8/2011 Living the Vision & Mission Facility Needs ❑ Discuss how the department fits within the overall City o Develop a 10 year CIP to identify needed recreation facilities. operations. o Prioritize facilities ❑ How does the department work to appeal to the ❑ Funding alternatives entire community to become an even greater City asset? o What are items the department should be doing to position itself in all facets of the community? What can be Addressed Now to QUESTIONS? •- - . • •. a ❑ Public Perception ❑ Operations We will work as one for a common vision! Let's Get Started!! Public Perception Operations ❑ Attitude of staff (full -time & part -time) ❑ Open to change — evaluate what policies work. ❑ Hiring and training process of staff ❑ Quality Instruction ❑ Communication from all levels (City Council to ❑ Community Center should be for the members with program participants and the parents) specific days for programs. ❑ Marketing ❑ Improved maintenance — positivity o Social Media ❑ Maintenance Plan — annual projects, regular ❑ Community Center painting, cleaning schedule 3 2/8/2011 Achieving our Vision TO CREATE AND ENHANCE HIGH QUALITY RECREATION SERVICES, PROGRAMS AND FACILITIES 4