JOINT BOARD MEETING THREE RIVERS PARK DISTRICT AND SCOTT COUNTY BOARDS OF COMMISSIONERS Thursday, 12:00 p.m. (Noon) Three Rivers Park District Administrative Center Board Room 3000 Xenium Lane North, Plymouth, MN
1. OPENING BUSINESS A. Call to Order B. Pledge of Allegiance C. Roll Call 2. APPROVAL OF AGENDA JOINT BOARD MEETING THREE RIVERS PARK DISTRICT AND SCOTT COUNTY BOARDS OF COMMISSIONERS Three Rivers Park District Administrative Center Board Room 3000 Xenium Lane North, Plymouth, MN Thursday, December 1, 2016 12:00 p.m. (Noon) 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 1, 2016, JOINT BOARD MEETING OF THREE RIVERS PARK DISTRICT AND SCOTT COUNTY. 3. NEW BUSINESS A. 2016 Partnership Initiatives and 2017 Work Plan Highlights Recommendation: NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. B. 2017 Three Rivers-Scott County Partnership Budget 4. ADJOURNMENT Recommendation: MOTION TO APPROVE THE 2017 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,306,162, AND THE 2017 PARTNERSHIP LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM TOTALING $41,300. MOTION TO ADJOURN.
THREE RIVERS PARK DISTRICT AND SCOTT COUNTY JOINT BOARD MEETING REQUEST FOR BOARD ACTION Meeting Date: 12/01/16 Business Item: New Item Number: 3A Agenda Item: 2016 Partnership Initiatives and 2017 Work Plan Highlights Superintendent s Recommendation: NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION. Background: Patty Freeman, Scott County Parks and Trails General Manager, will present information on the 2016 partnership initiatives and highlights from the proposed 2017 Work Plan. Reference 3A-1 is a copy of the PowerPoint presentation for Commissioner s review. Following the presentation, a 4-minute video covering the partnership between Scott County and the Park District since 1970 will be shared. This video was prepared for the annual Three Rivers Park District all-staff meeting on November 1st.
2016 Accomplishments & 2017 Work Plan Highlights
2016 PARTNERSHIP ACCOMPLISHMENTS
2016 Partnership Initiatives - Improvements Spring Lake-Artic Lake Trail Project The project -Adds trail loop -Connectivity to neighborhoods -Great partnership/goals aligned -Creative use of existing conditions Shakopee Mdewankanton Scott County Highway Three Rivers Park District Prior Lake-Spring Lake WD
2016 Partnership Initiatives - Improvements Spring Lake-Artic Lake Trail Project Status -Targeted construction start early Sept -4 weeks of rain delayed project -Great progress -Pave next spring
2016 Partnership Initiatives - Improvements Cedar Lake Farm Pavilion Remodel NEW: Family/companion care restroom NEW: Classroom; repurposed prep kitchen Remodeled restrooms Remodeled staff breakroom/meeting space After Before Classroom Before
2016 Partnership Initiatives - Improvements Cleary Lake Regional Park Visitor Center Remodel NEW: Companion care restroom with after-hours accessibility Remodeled service counter Updated exterior and interior elements Work began November Substantial completion targeted for March 1
2016 Partnership Initiatives - Visitor Services & Programs Summer camps and programs within parks December 1, 2017
2016 Partnership Initiatives - Visitor Services & Programs Programs outreach through partnerships 7 cities Shakopee Savage Prior Lake Jordan Belle Plaine New Prague Elko-New Market
2016 Partnership Initiatives - Visitor Services & Programs Grand Opening at Cedar Lake Farm With Marketing and Community Engagement & Outdoor Recreation & Maintenance groups Estimated 3,000 participants!
2016 Partnership Initiatives - Public Safety and Park Service Collaboration and Coordination with Sheriff and Local Agencies Facilitated preparedness of local responders through refresher trainings Park and trail access points, trail system, equipment, etc Provided Parks leadership in Scott County LETG transition
2016 Partnership Initiatives - Public Safety and Park Service Customer Service & Ordinance Enforcement With DOLA expansion, increase in service and response Proactive training and awareness to provide leadership and coordination on parks issues (such as snowmobile violations, hunting regulations, etc )
2016 Partnership Initiatives - Natural Resources Continuation of programs and habitat restoration projects Oak Wilt management, hazard tree management, invasive management, prescribed burns, wildlife monitoring, managed deer hunts Burn assistance from Shakopee Mdewankanton Sioux Habitat restoration projects Murphy-Hanrehan, Spring Lake and Doyle-Kennefick Murphy Lake shoreland buffer
2016 Partnership Initiatives - Maintenance Support Construction projects Cedar Lake Farm Pavilion remodel Cleary Lake Visitor Center remodel Spring Lake Artic Lake Project Programs Support NRM Support Coordination/Collaboration with County Irrigation System Blowout (TRPD) Aggregate hauling (County HWY)
2016 Partnership Initiatives - Maintenance Projects Hiking trail installation at Cedar Lake Farm Viper Swing installation Golf course 1 st tee improvements Fairway improvements Invasive/noxious weed spraying Installed grills/coal bins Cedar Lake Farm Install path to flagstone fire ring
2016 Partnership Initiatives - Infrastructure Inventories Goals: Prepared and coordinated in taking care of what we have Large component of Operations Plan Informs decision making - future investments With Design group, Scott County Highway Pavement inventory (Begun August, 2016) Next Administrative & Planning Buildings inventory, winter/spring 2017
2016 Partnership Initiatives - Administrative & Planning Acquisition: Cedar Lake Farm - Helena Township parcels, begun 2040 Comprehensive Planning Community engagement Meetings with cities Actively participated in County s Delivering What Matters and Priority Based Budgeting initiatives
2016 Partnership Initiatives - Administrative & Planning Actively participating in efforts to address gap in MN Valley State Trail in Shakopee Facilitating analysis of potential investments of Scott County regional funding for leadership and policy maker prioritization (Legacy Funding) Facilitating scoping of Cleary Lake Maintenance Shop replacement
2017 WORKPLAN HIGHLIGHTS
Complete 2017 Workplan - Improvements Spring Lake-Arctic Lake trail loop and water quality project Cleary Lake Visitor Center remodel Install field access to cropfields at Doyle- Kennefick and design field road. Facilitate prioritization of regional funding investments Facilitate review for the replacement of the Cleary Lake Maintenance facility to address deficiencies
2017 Workplan - Visitor Services & Programs Grand Opening/Reopening to celebrate Cleary improvements over last three years Originally planned for 2016; postponed until 2017 Maintain programming outreach partnerships, tweak model to keep quality and sustain success Provide good customer service through the Visitor Center construction
2017 Workplan - Public Safety and Park Service Maintain relationship with County Sheriff Department and other local law enforcement agencies Continue refresher trainings Support/facilitate use of parks by local law enforcement for training Park ordinance enforcement review process for ways to improve efficiencies
2017 Workplan - Natural Resources Continue Oak Wilt management, hazard tree management, invasive management, prescribed burns, wildlife monitoring, managed deer hunts Burn assistance from Shakopee Mdewankanton Sioux Community Continuation of habitat restoration projects Murphy-Hanrehan, Spring Lake and Doyle- Kennefick
2017 Workplan- Maintenance Finish hiking trail installation at Cedar Lake Farm Support construction, NRM, programs Noxious weed control, habitat restoration projects Improvement projects at all parks and Cleary Golf Course
2017 Workplan - Administrative & Planning Acquisition complete Helena Township parcel and begin final JMJM purchase at Blakeley Bluffs 2040 Comprehensive Plan Delivering What Matters Participate in efforts to address gap in MN Valley State Trail in Shakopee Facilitate analysis of potential investments of Scott County regional funding for leadership and policy maker prioritization (Legacy Funding) Work with our partner implementing agencies and lobby Legislature on behalf of County/direction of County Work with Implementing Agencies and Met Council on acquisition grant funding rule changes
2016 Workplan- Administrative & Planning Continue to coordinate with Desgin, Hwy, others on infrastructure inventories and plans Incorporate infrastructure into operations plan. Complete operations plan
Thank You Park District and Scott County team members!!
THREE RIVERS PARK DISTRICT AND SCOTT COUNTY JOINT BOARD MEETING REQUEST FOR BOARD ACTION Meeting Date: 12/01/16 Business Item: New Item Number: 3B Agenda Item: 2017 Three Rivers-Scott County Partnership Budget Superintendent s Recommendation: MOTION TO APPROVE THE 2017 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,306,162, AND THE 2017 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 D. 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 Justin Markeson (supervisors for the parks in Scott County) and other staff, have been meeting over the last several months to complete the budget. The 2017 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 2017 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 2017 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 2017 Three Rivers Park District-Scott County Partnership budget totals $2,306,162, a $173,344 increase from the 2016 budget. The increase is a combination of general wage and benefit increases, utility and commodity increases, seasonal staffing increases, and a small increase in regular staffing to address current needs. The 2017 budget continues to
correct for the budgeted amount for green fee revenues which have been overestimated in past years, by imposing fee increases of $.50 per golf round without increasing the budgeted revenues. Scott County has increased its contribution to the operating budget to offset most of the budget changes. The 2017 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. Expansion of services at Cedar Lake Farm, moving from a seasonal to a year-round operation. 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 2017 budget continues to build upon the partnership s past progress. Staffing changes made in 2016 expanded the staff available for facility planning and operations coordination. This change has helped refocus the partnership on serving park guests in existing facilities and planning for future park and natural resources issues. Creating two new positions where one previously existed was aided by partial funding for one of the positions by a Scott County public health grant. This type of creativity is what makes the partnership successful. Additional staffing changes for 2017 include a.3 full-time equivalent increase in the park service program will address talent retainage and operational growth in the Park Service Program. Additional seasonal staffing was added to provide better customer service and provide staff for the year-round operation of Cedar Lake Farm Regional Park. The 2017 budget continues to address the budget issues in golf revenues by increasing golf green fees without increasing the budget for these. Driving range fees are proposed to increase $0.25 per bucket resulting in a minor budget increase. The addition of two rental golf carts should also generate additional revenue. The only other fee increase proposed as part of the 2017 budget is an increase to the Hook a Kid on Golf program which is seeing an increase in the price of the clubs each participant receives as part of the program. The fee increase is designed to match the cost increase of the clubs in an effort to keep the cost of this program as low as possible. No other fee increases are proposed. The 2017 proposed budget, along with historical operating data is shown below:
2016 Year to 2017 Budget Over/(Under) Date Through 2016 2015 Actual October 2016 Budget 2017 Budget Dollars % Revenues: Park Use Golf $ 380,238 $ 387,420 $ 397,666 $ 402,666 $ 5,000 1.24% Other 277,417 311,325 309,333 318,683 9,350 2.93% Met Council Operations and Maintenance Grant 74,319 66,723 69,319 66,723 (2,596) (3.89%) State Lottery-in-Lieu-of Grant 95,200 89,589 95,200 108,790 13,590 12.49% Contribution from Scott County 1,159,100 619,009 1,259,100 1,372,100 113,000 8.24% Scott County Public Health Grant -- -- -- 35,000 35,000 100.00% Other Revenue 7,566 1,467 2,200 2,200 -- ---% Total Revenue $ 1,993,840 $ 1,475,533 $ 2,132,818 $ 2,306,162 $ 173,344 8.13% Expenditures Park Maintenance Personal Services $ 753,026 $ 566,577 $ 727,044 $ 768,031 $ 40,987 5.34% Supplies, Services & Other 322,955 249,393 318,078 340,078 22,000 6.47% Total Park Maintenance 1,075,981 815,970 1,045,122 1,108,109 62,987 6.03% Facility Operations Personal Services 411,660 364,544 447,205 439,806 (7,399) (1.65%) Supplies, Services & Other 149,288 119,086 149,065 168,715 19,650 13.18% Total Facility Operations 560,948 483,630 596,270 608,521 12,251 2.05% Public Safety Personal Services 67,155 61,601 88,597 121,081 32,484 36.66% Supplies, Services & Other 4,822 3,914 2,500 5,500 3,000 120.00% Total Public Safety 71,977 65,515 91,097 126,581 35,484 38.95% Recreation and Outdoor Education Personal Services 102,276 116,074 97,178 97,287 109 0.11% Supplies, Services & Other 3,296 496 1,500 1,500 -- 0.00% Total Recreation and Outdoor Education 105,572 116,570 98,678 98,787 109 0.11% Natural Resources Management Personal Services 85,098 36,461 152,821 89,735 (63,086) (41.28%) Supplies, Services & Other -- 610 2,000 2,000 -- 100.00% Total Natural Resources Management 85,098 37,071 154,821 91,735 (63,086) (40.75%) Administration Personal Services 73,924 133,985 142,128 267,677 125,549 88.34% Supplies, Services & Other 791 -- 4,702 4,752 50 1.06% Total Administration 74,715 133,985 146,830 272,429 125,599 85.54% Total Expenditures $ 1,974,291 $ 1,652,741 $ 2,132,818 $ 2,306,162 $ 173,344 8.13% Excess of Revenues Over/(Under) Expenditures $ 19,549 $ (177,208) $ - 0 - $ - 0 - $ - 0 -
Staffing The 2017 budget includes a slight increase 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 2017. 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 2016 2017 General Manager (1) 1.00 1.00 Parks Planner/Natural Resources Manager (1) (a) 1.00 0.00 Planner (1) (a) 0.00 1.00 Parks and Natural Reources Coordinator (1) (a) 0.00 1.00 Park Maintenance Supervisor (1) 1.00 1.00 Crew Chief (2) 2.00 2.00 Carpenter (1) 0.30 0.30 Golf Specialist (1) 1.00 1.00 Park Technician (3) 3.00 3.00 Park Keeper (1) 1.00 1.00 Park Worker (1) 1.00 1.00 Park Operations Supervisor (1) 1.00 1.00 Facility Supervisor (2) 2.00 2.00 Facility Attendant (2) 1.42 1.42 Recreation Program Specialist (1) 1.00 1.00 Interpretive Naturalist (1) 0.30 0.30 Park Service Liason (1) 1.00 1.00 Park Service Assistant (1) 0.50 0.80 Total Full Time Equivalent Positions 18.52 19.82 Temporary/Intermittent Hours 20,580 23,080 (a) The staffing change creating the Planner and Parks and Natural Resources Coordinator was implemented in 2016 after the budget was adopted and therefore not reflected in the 2016. For Board Members review, Reference 3B-1 is a PowerPoint Presentation highlighting the proposed 2017 Three Rivers-Scott County Partnership Budget. LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM The 2017 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 2017 along with unspent funds from prior years. The budget includes special maintenance and natural resource management activities to be completed by Park District staff and the Minnesota Conservation Corps. In addition, equipment needed for the year-round operation of Cedar Lake Farm will be funded by lottery-in-lieu-of funds.
Reference 3B-1 2017 Three Rivers-Scott County Partnership Budget
2016 Budget Overview 2016 Budget totals $2,132,818 2017 Budget, as proposed, is $2,306,162 Increase of $173,344 funded by increase in: Scott County contribution Scott County Public Health grant Lottery-in-lieu-of grant from Met Council Minor golf fee increases
2017 Level of Service Continued operations at: Cleary Lake Spring Lake Park Cedar Lake Farm (expansion to year round operation) Murphy Hanrehan Regional trails Natural resources management at above locations plus Doyle Kennefick and Blakely Bluffs
Funding Scott County contribution Increasing $113,000 to $1,372,100 Scott County Public Health Grant $35,000 to fund a portion of the Planner position since park and recreation issues are closely tied to public health issues. Lottery-in-lieu-of grant from Met Council Increase portion of grant funding operations to match increasing costs. Park Use Revenues No major fee increases Minor increases to golf fees
Major Expenditure Increases Wages Inflationary Increase of 1.5 to 3.0% Merit pay and step increases Reinstate merit program to pre 2009 levels Increase in FTEs Other Costs Minor increases in non-staff costs based on past history