JOINT BOARD MEETING THREE RIVERS PARK DISTRICT AND SCOTT COUNTY BOARDS OF COMMISSIONERS
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1 JOINT BOARD MEETING THREE RIVERS PARK DISTRICT AND SCOTT COUNTY BOARDS OF COMMISSIONERS Tuesday, 11:00 a.m. Cleary Lake Regional Park Visitor Center Texas Avenue, Prior Lake, MN
2 JOINT BOARD MEETING THREE RIVERS PARK DISTRICT AND SCOTT COUNTY BOARDS OF COMMISSIONERS Cleary Lake Regional Park Visitor Center Texas Avenue, Prior Lake, MN Tuesday, 11:00 a.m. 1. OPENING BUSINESS A. Call to Order B. Pledge of Allegiance C. Roll Call 2. APPROVAL OF AGENDA AGENDA Board members who wish to delete or add any item(s) to the agenda shall do so at this time. Superintendent s Recommendation: MOTION TO APPROVE THE AGENDA OF THE DECEMBER 22, 2015, JOINT BOARD MEETING OF THREE RIVERS PARK DISTRICT AND SCOTT COUNTY. 3. NEW BUSINESS A Partnership Initiatives and 2016 Work Plan Recommendation: NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. B Three Rivers-Scott County Partnership Budget 4. ADJOURNMENT Recommendation: MOTION TO APPROVE THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,132,818, AND THE 2016 PARTNERSHIP LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM TOTALING $41,300. MOTION TO ADJOURN.
3 THREE RIVERS PARK DISTRICT AND SCOTT COUNTY JOINT BOARD MEETING REQUEST FOR BOARD ACTION Meeting Date: 12/22/15 Business Item: New Item Number: 3A Agenda Item: 2015 Partnership Initiatives, Partnership Milestones, and 2016 Work Plan Superintendent s Recommendation: NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. Background: Patty Freeman, General Manager of Parks and Trails in Scott County, will present information on 2015 partnership initiatives, partnership milestones from , and a proposed 2016 Work Plan. Reference 3A-1 is a copy of the PowerPoint presentation for Commissioners review.
4 2015 Accomplishments, Partnership Milestones & 2016 Work Plan
5 2015 PARTNERSHIP ACCOMPLISHMENTS
6 Cleary Lake Construction Entrance Road 2015 Development Building Access Golf Irrigation System
7 2015 Development Cedar Lake Farm Construction Trails ADA improvements Beach expansion Maintenance shop Barn preservation
8 2015 Visitor Services Introduced Foot Golf, Cleary Introduced SUP s, Cedar Lake Expanded programs: Jordan Area/Schools Libraries Seniors
9 2015 Visitor Services Supported Let s Go Fishing Enriching the lives of individuals through fishing and boating excursions in Scott County Area. 1,000 + riders, 123 rides Key to Success: Home at a park smooth set up Picnics before and after Fishing pier Restrooms
10 2015 Public Safety Coordination with Sheriff and Local Agencies Facilitated preparedness of local responders (Murphy-Hanrehan) Training Trespass and snowmobile violations, hunting regulations
11 Natural Resources Doyle-Kennefick Site prep, 100-acre oak savanna
12 2015 Maintenance Year of the Dog Improvements at Spring Lake, Cleary and Murphy DOLA s
13 2015 Maintenance Program Support: Maple Syrup Recreation and Education Programs
14 2015 Maintenance Program Support: Land/Habitat Stewardship 2015 Crew Leader: land stewardship o Burn program Restoration Projects - Invasive Plants Oak Wilt
15 PARTNERSHIP MILESTONES
16 Partnership Milestones 2011 JPA 2013 Opened Spring Lake Joint capitol project -Leadership transition Joint Publications -Operations at Cedar Lake Farm Cleary Improvements -Murphy DOLA -Leadership transition
17 Partnership Milestones 2011 JPA 2013 Opened Spring Lake Joint capitol project -Leadership transition Joint Publications -Operations at Cedar Lake Farm Cleary Improvements -Murphy DOLA -Leadership transition Recreation & Education Camps, programs, outreach
18 Partnership Milestones 2011 JPA 2013 Opened Spring Lake Joint capitol project -Leadership transition Joint Publications -Operations at Cedar Lake Farm Cleary Improvements -Murphy DOLA -Leadership transition Land and Habitat Restoration, 355 acres
19 2016 WORK PLAN
20 2016 Work Plan DEVELOPMENT Building Renovation Cleary Lake Visitor Center Cedar Lake Farm Pavilion
21 Spring Lake Trail Loop Connection Collaboration SMSC City Prior Lake Watershed District 2016 Work Plan DEVELOPMENT
22 2016 Work Plan PLANNING 2040 County Comprehensive Plan Data collection, outreach Public Health & SHIP, Planning and Zoning, Transportation, SC-TRPD Parks Partnership Operations Plan Master planning Trail kiosk and signage program
23 2016 Work Plan VISITOR SERVICES Grand Openings (Cleary and Cedar Lake Farm) Education programming outreach (Elko/New Market) Golf Marketing Plan
24 2016 Work Plan PUBLIC SAFETY Orientation and training of local public safety and emergency responders Enhanced presence at transitional parks (Doyle-Kennefick)
25 2016 Work Plan NATURAL RESOURCES Emerald Ash Borer Response Prairie restoration, Murphy-Hanrehan Forest enhancement, Spring Lake Oak savanna restoration, Doyle-Kenn Stewardship Burn program through Wildlife and Forestry, SMSC partnership and contractors Invasive weed control Pest management (Oak Wilt)
26 2016 Work Plan Maintenance Install hiking trails, Cedar Lake Farm Trail wayfinding signage, Murphy- Hanrehan Support Recreation and education programs Habitat restoration and land stewardship
27 2016 Work Plan County Coordination Public Health: Comp Plan, Trail planning SAPS: Comp Plan, Operations Plan County Highway Engineer office: Site access issues, acquisition, survey County Highway Maintenance and Facilities: aggregate hauling, project support
28 2016 Work Plan Feedback and Discussion
29 THREE RIVERS PARK DISTRICT AND SCOTT COUNTY JOINT BOARD MEETING REQUEST FOR BOARD ACTION Meeting Date: 12/22/15 Business Item: New Item Number: 3B Agenda Item: 2016 Three Rivers-Scott County Partnership Budget Superintendent s Recommendation: MOTION TO APPROVE THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,132,818, AND THE 2016 PARTNERSHIP LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM TOTALING $41,300. The following information was prepared by Patricia Freeman, Scott County Parks and Trails General Manager and Howard Koolick, Three Rivers Park District Chief Financial Officer. Background: On December 16, 2010, the Park District and Scott County entered into a joint powers agreement that defines the roles and responsibilities for operations and maintenance of all regional park facilities in Scott County. The agreement requires the preparation and adoption of an annual budget. The staff listed above, along with Jenna Tuma and Brad Chock (supervisors for the parks in Scott County) and other staff, have been meeting over the last several months to complete the budget. The 2016 Three Rivers Park District/Scott County Partnership operating budget reflects only one component of the cost of providing park services in Scott County. The second component is the Partnership s Lottery-in-lieu-of maintenance and rehabilitation program, which is also included in the recommended action. The third component is the costs incurred by Scott County, which are part of the 2016 County Budget. No Park District funds are used to support the direct operating costs in Scott County; all direct costs for the regional park and trail operations in Scott County are paid for by operating revenue, regional funding, and Scott County s contribution. The 2016 Three Rivers Park District-Scott County Partnership budget strives to continue to the high quality services while funding increased operating costs. The budget accounts for changes in staffing and wages and benefits of the staff working in the Scott County parks. The ability to expand operations while facing increasing costs is a testament to the creativity and out-of-the box thinking of the budget team. More detail regarding the budget can be found in the following sections. Budget Overview The 2016 Three Rivers Park District-Scott County Partnership budget totals $2,132,818, an $86,515 increase from the 2015 budget. The increase is a combination of general wage and benefit increases while correcting the budgeted amount for green fee revenues which have been overestimated in past years. Scott County has increased its contribution to the
30 operating budget to offset most of the budget changes. Park use revenues are also budgeted to increase as a result of fee increases and changes to the method of collecting state and local sales taxes. The 2016 budget includes: Continued operations at three regional parks (Cleary Lake, Spring Lake Park and Cedar Lake Farm), one park reserve (Murphy Hanrehan) and 8.4 miles of regional trails. Continued natural resources management and maintenance at Doyle-Kennefick Regional Park and Blakely Bluffs Park Reserve while they are in their acquisition phase. Budget Changes The 2016 budget continues to build upon the partnership s past progress. Maintaining existing regular staffing levels will allow the continuation of the high quality facilities and programs for which Scott County parks are known. Minor changes in staffing in the recreation and outdoor education area will allow additional program offerings to be made. The most significant changes for the 2016 budget comes in how fees will be charged for a variety of activities. Fees for daily passes for pet exercise areas, horse trail use and boat trailer parking will increase from $5 to $6. In addition, summer equipment rental rates will increase by $1 per half hour. Cross country ski pass fees will also increase, however, these increases will not take effect until the fall of In addition to the fee increases, the Park District s fee structure is being changed so that prices pre-sales tax instead of the current rate which includes sales tax. This will ensure the price for an item is the same throughout the Park District regardless of the local sales tax rate (the Park District is currently subject to four different tax rates depending on in which County a purchase is made). For example, an annual pet exercise are pass is currently $45 which is a fee of $41.90 plus $3.10 of state and local sales taxes. The new fee would be $45 plus $3.32 in taxes. The 2016 proposed budget, along with historical operating data is shown below:
31 2015 Year to 2016 Budget Over/(Under) Date Through Actual October 2015 Budget 2016 Budget Dollars % Revenues: Park Use Golf $ 328,588 $ 375,194 $ 431,000 $ 397,666 $ (33,334) (8.38%) Other 281, , , ,333 22, % Met Council Operations and Maintenance Grant 67,253 69,319 72,253 69,319 (2,934) (4.23%) State Lottery-in-Lieu-of Grant 95,910 30,881 95,200 95, % Contribution from Scott County 1,148, ,550 1,159,100 1,259, , % Other Revenue 9,091 3,281 2,200 2, % Total Revenue $ 1,931,183 $ 1,298,384 $ 2,046,303 $ 2,132,818 $ 86, % Expenditures Park Maintenance Personal Services $ 678,189 $ 595,219 $ 712,588 $ 727,044 $ 14, % Supplies, Services & Other 347, , , ,078 25, % Total Park Maintenance 1,025, ,883 1,005,524 1,045,122 39, % Facility Operations Personal Services 390, , , ,205 3, % Supplies, Services & Other 136, , , ,065 4, % Total Facility Operations 526, , , ,270 8, % Public Safety Personal Services 85,119 62,529 86,772 88,597 1, % Supplies, Services & Other 3,264 1,901 1,000 2,500 1, % Total Public Safety 88,383 64,430 87,772 91,097 3, % Recreation and Outdoor Education Personal Services 76, ,760 85,131 97,178 12, % Supplies, Services & Other 2,079 2, ,500 1, % Total Recreation and Outdoor Education 78, ,475 85,631 98,678 13, % Natural Resources Management Personal Services 98,430 80, , ,821 17, % Supplies, Services & Other ,000 2, % Total Natural Resources Management 98,430 80, , ,821 19, % Administration Personal Services 125,123 51, , ,128 2, % Supplies, Services & Other ,702 4, % Total Administration 125,123 51, , ,830 2, % Total Expenditures $ 1,943,010 $ 1,626,681 $ 2,046,303 $ 2,132,818 $ 86, % Excess of Revenues Over/(Under) Expenditures $ (11,827) $ (328,297) $ $ $ - 0 -
32 Staffing The 2016 budget includes a slight decrease in full-time equivalent positions and a slight increase in seasonal hours. These minor changes will continue to allow staff to provide high quality and timely service to park guests. There were several staffing increases that were considered as part of the budget process but ultimately did not receive funding for These positions will be reviewed and considered as part of future budget discussions. The following is a summary of the budgeted full time equivalent positions and temporary hours: Full-Time Equivalents Positions General Manager (1) Parks Planner/Natural Resources Manager (1) Park Maintenance Supervisor (1) Crew Chief (2) Carpenter (1) Golf Specialist (1) Park Technician (3) Park Keeper (1) Park Worker (1) Park Operations Supervisor (1) Facility Supervisor (2) Facility Attendant (2) Golf Instruction Supervisor Recreation Program Specialist (1) Interpretive Naturalist (1) Park Service Liason (1) Park Service Officer (2) Total Full Time Equivalent Positions Temporary/Intermittent Hours 20,060 20,580 LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM The 2016 Lottery-in-lieu-of Maintenance and Rehabilitation Program is budgeted at $41,300, with funding from the lottery-in-lieu-of proceeds scheduled to be received in 2016 along with unspent funds from prior years. The budget includes special maintenance and natural resource management activities to be completed by Park District staff. In addition, County Sentence to Serve crews will be completing projects funded by the 2014 and 2015 budgets.
33 Reference 3B Three Rivers-Scott County Partnership Budget
34 2016 Budget Overview 2015 Budget totals $2,046, Budget, as proposed, is $2,132,8181 Increase of $86,515 funded by increase is Scott County contribution, fee increases and budgeted revenue adjustments
35 2016 Level of Service Continued operations at: Cleary Lake Spring Lake Park Cedar Lake Farm Murphy Hanrehan Regional trails Natural resources management at above locations plus Doyle Kennefick and Blakely Bluffs
36 Funding Scott County contribution Increasing $100,000 to $1,259,100 Park User Fees $10,424 associated with change fee structure relating to sales tax $8,059 from fee increases Daily horse permit, daily pet exercise permit and summer equipment rental Change in green fee revenue estimate Revenue for green fees has been overestimated Reducing estimate by $33,334 Need to reduce it by an additional $5,666 next year
37 Major Expenditure Increases Wages Inflationary Increase of 1.0% Merit pay and step increases Impact of increase in minimum wage No major staffing changes Health Insurance Costs associated with new maintenance building at Cedar Lake Farm
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