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HomeMy WebLinkAbout15.F.9. Discussion of Park and Recreation Reorganization I .... /s, P, I, CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council From: Mark McNeill, City Administrator Mark Themig, Parks, Recreation & Facilities Director Meeting Date: May 4, 2004 Subject: Parks and Recreation Reorganization INTRODUCTION As part of the 2004 budget process, City Council directed staff to review the functions of natural resources and park planning. We have completed that review and are recommending that City Council consider a reorganization of these functions by creating a Park and Landscape Designer position and a Natural Resource Specialist position, and eliminate the Natural Resource Director position. BACKGROUND In 2000 the city reorganized the Parks and Recreation Department to create a natural resources division and Natural Resources Director position within the City Administrator's department. This position was initially responsible for overseeing park development activities, land acquisition, grant writing, and some natural resource functions. Since that time, the city created the Environmental Advisory Committee to work on natural resource initiatives, and the Natural Resource Director was assigned as the staff member to support this committee and their initiatives. In 2002 the natural resource division was transferred back to Parks and Recreation in order to coordinate the park development and natural resource functions with parks and recreation activities. DISCUSSION In the past, City Council has indicated that it wants to provide park planning and natural resource/environmental services for the city. In order to accomplish this most effectively, the city would benefit by having staff resources with technical expertise in these areas. Since the current Natural Resource Director position is more administrative in nature, the city frequently relies on outside professional assistance for technical work. In order to provide enhanced service for the city, we are recommending that the city reorganize the Natural Resource Director position into two technical positions: . Park and Landscape Designer . Natural Resources Specialist Park and Landscape Designer The Park and Landscape Designer position would provide creative idea generation and critical thinking for the planning, design, and development of parks, trails, open spaces, and park facilities within the framework of the City's comprehensive park and trail plans. A key distinguishing factor between this position and the Natural Resource Director position is that this position would require a professional degree in landscape 1"1\ .. architecture. Depending on the university, this degree is either a Bachelor of Landscape Architecture (BLA) or a Master of Landscape Architecture (MLA). An individual with this degree has skills in the structural design of architecture, the scientific principles of engineering, and the broad development knowledge of urban planning to design aesthetic and practical relationships with the land. They also have the ability to become registered by taking the appropriate examinations, similar to a professional engineer. This position would be. responsible for several technical roles: . Reviewing subdivision and development proposals in identifying and making recommendations for park dedication. . Developing and drawing concept plans for parks, trails, and opens space areas . Designing technical plans using computer software and hand drawings. . Creating specifications and construction documents and overseeing the bidding process. . Managing construction and development projects. . Pursuing and administering grants to implement City projects and programs. This position would bring resources to the city that would allow us to do concept planning and detailed technical design for most park development projects. (Some projects that have unique characteristics such as Huber Park would still require outside assistance.) It would also provide an individual who is skilled in construction management to oversee construction. Finally, it would provide a citywide resource that could offer expert opinion on landscape architecture in the design of public projects and review of private. projects. Natural Resource Specialist The Natural Resource Specialist would provide technical assistance with natural resources initiatives including woodland management, wetlands and water quality, wildlife habitat, land use planning, and other natural resource matters. A key distinguishing factor between this position and the Natural Resource Director position is that this position would require a technical degree in the sciences (natural resource management, environmental science, biology, etc.) This position would have the technical skills to assess and evaluate environmental issues, develop and implement specific plans to address those issues, and ensure compliance with applicable standards, rules, and laws. This position would be responsible for several technical roles: . Coordinating natural resource efforts among landowners, city departments, local, state, and federal agencies, and conservation organizations. . Reviewing development plans, including examination of grading plans, horticulture and planting plans, and unique site preparations related to natural resource issues. . Monitoring subdivision developments for compliance with plans and developer's agreements related to natural resource issues, including grading, erosion control, topsoil, seeding and completion of other natural resources protection, restoration, and enhancements. . Performing enforcement activities as needed. . Providing staff support to the Environmental Advisory Committee. . Preparing public information and educational material. . Pursuing and administering grants to implement City projects and programs. .-{ , This position would bring resources to the city that would allow us to address technical natural resources initiatives. It would also serve as a city-wide resource that could offer expert opinion on environmental and natural resource issues. BUDGET IMPACT Historical Costs The adopted Natural Resource budget for 2004 is $126,490. In addition, the 2004 CIP provides an additional $114,500 for professional services to plan, design, and inspect park projects. (The city has utilized consultants and city Engineering staff for a number of different park and natural resource related projects in the past.) Sala + Benefits 35% of Sala ($93,640) $67,985 $56,298 Cost Increase of $30,643 Professional Services (2000-2003) Although it is somewhat difficult to determine an exact amount, we are estimating that there will be a savings in consulting services by being able to provide much of the park planning and development and natural resource tasks in-house ($30-$50/hour for salary + benefits) instead of using contractual services ($75-$100/hour).We also anticipate park project savings because the Park and Landscape Planner will be able to do much of the drawing and construction management that the Engineering Department has provided in the past. Although we anticipate that Engineering will be involved in the civil engineering aspects of park planning, the Park and Landscape Planner will be able to take a lead role. This will allow Engineering to focus on other city projects with their existing resources. For the purpose of this analysis, we are estimating that there will be an overall savings of 50% from what we have spent in the past on professional services. This savings would be applied toward the ongoing costs proposed for this reorganization. In looking at the forward five years, park development will likely continue in at least five undeveloped parks that the city already owns. With development anticipated to continue, additional park development is almost a certainty. Natural resource issues will become more prevalent too as we develop in more sensitive natural areas and implement environmental requirements like NPDES.Phase 2. In order to help illustrate this concept,we have prepared a summary of professional service expenses from 2000-2003 for park and natural resource projects. From these costs, we have estimated the savings that could be applied toward the annual costs associated with this reorganization: j 2000-2003 Professional Service and EnQineennQ Costs Project Professional Service Engineerin~ Dept. Estimated (Planning, Design, Staff Savings Surveying, Testing) (Design and (50% of Costs) Inspection) CR 79 Trail 4,094.72 14,870.22 9,482 (10th/Mound) Hiawatha Park 3,393.50 - Buildino Lions Park ParkinQ Lot 14,340.50 32,042.83 23,191 Southbridge Park 24,504.23 12,252 Master Plan Soccer Complex 27,885.06 22,290.34 25,088 Huber Park 13,278.89 6,639 Skate Park 10,779.69 5,390 Tahpah Park Parking 45,152.17 14,232.58 29,692 Lot River Boat Landino 8,417.50 10,580.32 9,499 Natural Resource 59,350.95 9,0062 Inventory/Greenway Plannino Pheasant Run Park 7,974.34 3,987 Total 208,391.86 104,795.98 134,2203 1. Engineering Department services are charged for park projects at 2.5 times the employee's rate. As I understand, this it done to be consistent with how their rate is charged for outside (non-city) projects. Inspeaking with Mr. Voxland, it is anticipated that the proposed positions would not have the multiplier applied for city park and natural resource projects because this work would be part of their regular job duties. If these positions provided work for non-city projects, the multiplier would be applied. 2. Natural Resource Inventory project was a not-to-exceed cost of $50,000, partially paid for by grants. This amount is based on estimated savings for providing the greenway planning work in-house. 3. Annual estimated savings: $134,220/4 years = $33,555/year Overhead Costs There will be overhead costs to support the additional position. These costs are primarily associated with office supplies, operating supplies, and training and development. The current Natural Resource Budget provides approximately $8,900 for these costs. Using this figure asa guide, we are estimating that this reorganization will cost approximately $9,000 more in overhead costs each year. Summary of Costs Using the above analysis, we are estimating that the proposed reorganization will result in an increase in costs of approximately $6,088 annually: Salary $30,643 increase Professional Services $33,555 decrease Overhead Costs $ 9.000 increase Total Annual Impact $ 6,088 increase .oi (': . . Funding Funding for this reorganization would primarily come from the existing Natural Resources budget, with supplemental charges to the Park Reserve Fund for park planning and design, and fees charged to developers for permits and reviews. such as woodland management. Although the proposed reorganization will have a financial impact of approximately $6,000, there will be value to the city and its residents that can't easily be measured financially. For example, we can be more responsive to resident requests in the areas of natural resources and park planning and design, have in-house resources to prepare technical information for boards, commissions, and Council, and share expertise among departments. Finally, when we discussed the park planning and natural resource functians previausly with Cauncil, there was a request to see if collaboratian with SCALE members was a possibility. In speaking with ather SCALE members, it appears that none of the ather members have the resources we would need to. fulfill the anticipated warkload af these pasitions. However, there may be opportunity to recover some costs by sharing these resaurces with ather members of the SCALE group. If Cauncil approves the reorganization as praposed, we will be exploring this apportunity at future SCALE meetings. RECOMMENDATION We believe that implementing the praposed changes would enhance the city's ability to provide services in the areas of park planning and enviranmental issues. If City Cauncil concurs, the fOllowing action would need to. occur: 1. Create the Park and Landscape Designer and Natural Resource Specialist Positions . Authorize the creation af the Park and Landscape Designer position and apprave the attached job description. . Authorize the creatian of the Natural Resource Specialist position and approve the attached job description. . Authorize staff to advertise far the positions. 2. Eliminate the Natural Resources Director Position . Council wauld need to formally eliminate the Natural Resaurces Director Positian and separate the employee currently serving in that position, Mark McQuillan. Since this would be a separation, personnel palicy provides that Mr. McQuillan wauld be entitled to receive severance in the form of a lump sum payment far all accumulated vacation, and forty-five percent (45%) of a maximum of nine hundred sixty (960) hours of accumulated sick leave calculated on the basis an his current wage scale. In recognition of over twenty years of service to the city, we are also proposing that the city assist Mr. McQuillan by providing a 30-day transition period where he would remain a city employee but have reduced job duties. This transition period would be a time when he would continue to be paid his regular salary but not report to work unless his services were needed, giving him an opportunity to seek new employment. If City Council choases to offer a 30-day transitian period, we are recommending that he be assigned to reduced job duties beginning May 5, 2004, and his separation become effective 30 days later an June 4, 2004. ~.. ~ ,~ Finally, we are also proposing that the city assist Mr. McQuillan with reimbursable outplacement employment services of up to $500, which could be applied toward such items as resume writing and career assistance. Other Items We are proposing that the new positions be assigned to Parks and Recreation. Their work location would be the Community Center. Although we have limited space, we can convert the room previously used for the strength training into office space. This room is suitable because it is large enough to accommodate space for drawings, plans and other items, and has network and telephone connections in place. REQUESTED ACTION If Council concurs, move to authorize the following: 1. Eliminate the Natural Resources Director Position and separate the employee currently serving in that position, Mark McQuillan, effective June 4, 2004. 2. Place Mr. McQuillan on reduced job duties effective May 5, 2004. 3. Assist Mr. McQuillan by providing up to $500 of reimbursable funding for outplacement services that can be used over the next six months. 4. Create the Park and Landscape Designer position and approve the attached job description. 5. Create the Natural Resource Specialist position and approve the attached job description. 6. Advertise for the Natural Resource Specialist and Park and Landscape Designer positions.