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Home My WebLink About04.13.09 Work Session Packet City of Farmington 430 Third Street Farmington, MN 55024 Mission Statement Through teamwork and cooperation. the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA CITY COUNCIL / PARKS AND RECREATION COMMISSION WORKSHOP APRIL 13, 2009 6:30 P.M. CITY COUNCIL CHAMBERS 6:15 p.m. City Council tours old City Hall building. 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSS VARIOUS PARK AND REC ISSUES 4. ADJOURN PUBLIC INFORMATION STATEMENT Council workshops are conducted as an informal work session, all discussions shall be consideredfact-finding, hypothetical and unofficial critical thinking exercises. which do not reflect an official public position. Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of aformal City policy position. Only official Council action normally taken at a regularly scheduled Council meeting should be considered as aformal expression of the City's position on any given matter. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us City Council & Park Recreation Advisory Commission Workshop April 13, 2008 *6:30 p.m. City Hall Council Chambers Discussion Topics 1. Commission's Mission Statement and 2009 Work Plan 2. 2010 Referendum 3. Strategic Revenue Plan 4. Rambling River Park Master Plan 5. Date and Time for Future Tour of Parks, Trails and Recreational Facilities *Please note that we will meet at 6:15 p.m. to tour the former City Hall building to view the progress that has been made. Farmington Park and Recreation Advisory Commission's Mission Statement "The Farmington Park and Recreation Advisory Commission's mission is to advise and make recommendations to the Farmington City Council concerning the comprehensive planning of City parks, trails, open space, recreational facilities and recreational programs. Adopted on 11/16/05 2009 WORK PLAN FOR THE FARMINGTON PARK AND RECREATION ADVISORY COMMISSION Goal #1: Continue to build and strengthen relationships with surrounding townships, cities, Dakota County and the Farmington School District. Obiectives 1. Organize and conduct ajoint meeting with the Empire Township Park and Recreation Advisory Commission members by June 1, 2009. 2. Organize and conduct a joint meeting with the City of Lakeville 's Park and Recreation Advisory Commission by September 1, 2009. 3. Organize and conduct a joint meeting with the Farmington School District's Community Education Advisory Council by November 1, 2009. 4. Organize and conduct a joint annual meeting with the City of Rosemount's Park and Recreation Advisory Commission by December 1, 2009. 5. Organize and conduct a joint meeting with Dakota County's Park and Recreation Advisory Commission by January 1,2010. Goal #2: Meet with City Council at least twice in 2009 to discuss a referendum in 2010 and a park, trail and recreational facility tour. Obiectives 1. By March 1, 2009, the Commission will have identified possible dates for a workshop with the City Council and the City Council will have been solicited to secure a date for a workshop. 2. By May 1, 2009, PRAC will have held the first workshop with the City Council in order to discuss funding of park and trail development.. 3. By September 1, 2009, P RAC will have held a second workshop with the City Council that will include a tour of City parks and trails. Goal #3: Review and discuss current and future recreational programs Obiectives 1. By June 1, 2009, the Commission will have received, reviewed and discussed with Recreation Division staff the recreational opportunities currently offered by the Department on an annual basis. 2. By September 1, 2009, the Commission will have discussed with Recreation Division staff possible future recreational opportunities that could be offered by the City. Goal #4: Complete master plans for Prairie View Park and Fairhills Park. Obiectives 1. Work with staff to provide two public input meeting in order to receive community input on the development of the three park master plans by August 1, 2009. 2. Review and make a recommendation to the City Council to approve the master plans for Prairie View Park and Fairhills Park to the City Council by October 1, 2008. 3. City Council will review and approve the Prairie View Park and Fairhills Park master plans by December 1, 2009. Goal #5: Increase knowledge and understanding of various Farmington youth sports organizations. Obiectives 1. An invitation will be sent to all youth sports organizations by April 1, 2009 to attend afuture Commission meeting in order to present information about their organization to the Commission members. 2. By June 1, 2009 a schedule will be developed identifying when the various youth sports organizations will present information about their organization to the Commission. 3. By December 31, 2009 all youth sports organizations will have attended and presented information to the Commission. Goal #6: Participate in the process of the Rambling River Center moving to the old City Hall building. Obiectives 1. By April 1, 2009, the Commission will have reviewed and gained an understanding of the improvements that will occur at the old City Hall in order to convert it to the Rambling River Center. 2. By April 15, 2009, the Commission will have reviewed and given input on the development of a fundraising strategy to raise money for certain costs associated with the improvements of old City Hall. 3. By September, 1, 2009, Commission members will have volunteered time to help with the improvements needed to be completed at old City Hall. 4. By November 1, 2009, Commission members will have participated in an open house for the opening of the Rambling River Center in the old City Hall building. 2010 Referendum Projects Recommended by the Park and Recreation Advisory Commission (based on approval given at its August 13, 2008 meeting) 1. New aquatic facility including water slides, zero depth entry, bathhouse and water toys 2. Complete renovation of Rambling River Center building to include replacing the existing HV AC unit and ductwork, install cooking kitchen and upgrade electrical service and fixtures 3. Completely develop the Fairhill Development Community Park as shown in the master plan and add a domed facility to the park 4. Acquire additional land south of the Mystic Meadows development for an adult softball complex as identified in the Mystic Meadows park master plan 5. Expand Middle Creek Park by acquiring land adjacent to the west of the park Farmington Parks and Recreation Department's Strategic Revenue Plan Parks Recreational Programs Recreational Facilities I. Introduction............................................................................................ ..2 II. I>efinitions................................................................................................4 III. lJeIlefits ..................................................................................................6 IV. I>escriptioIl of Services and Facilities............................................ ........ ... ......... 7 V. Pricing Services............................. .................. ........... ................................. .12 VI. Cost Recovery Standards..................... ..................... .................. .............. ...14 VII. Appendix........... .............. .............. .......................................... ....... .... ...16 Farmington Parks and Recreation Department's Strategic Revenue Plan 1 A. Rationale The purpose for developing a Strategic Revenue Plan is so that members of the Parks and Recreation Department, Parks and Recreation Advisory Commission, City Council and residents of Farmington have a better understanding of how fees are determined for services provided by the Department. Without a Strategic Revenue Plan there is no clear direction about what the level of expectation is for the amount of revenue that ought to be generated to offset the costs to run programs and to operate and maintain facilities and parks. The City has a Fee Ordinance but the ordinance does not provide any direction for what level of costs should be recovered through fees charged. The Fee Ordinance only sets the fees that can be legally collected by the City. Adopting this Strategic Revenue Plan then will provide the direction needed for the Department to create a fee structure that identifies the level of costs recovered by fees and the level of costs recovered by a subsidy. B. Philosophy A general philosophy that has been taken by the City of Farmington is that parks and recreation is an important service for the community. The City's philosophy is very consistent with other municipal governments meaning that it recognizes city government should provide recreational programs, recreational facilities and parks to its residents. Parks and recreation can play an important factor in improving the quality oflife for individuals and the community collectively. The greater question regarding the philosophy is what services should be offered by the Parks and Recreation Department and how much should the City taxpayer's subsidize these services versus how much the cost of these services should individuals and/or organizations be responsible for covering. C. Guiding Principles The Strategic Revenue Plan should take into consideration that fees ought to be fair and reasonable for the public. It also should take into consideration the direct and indirect costs that ought to be covered by fees and charges. With this in mind, the following 10 Guiding Principles were used to develop a Parks and Recreation Department Revenue Strategic Plan: 1. Provide and maintain public recreational facilities and parks by using alternative or supplemental funding sources so that all residents are able to enjoy them. 2. As much as possible and to the extent required by law, provide equal opportunity and access to programs, activities and events for all residents to enjoy. 3. Programs, facilities and parks should be staffed with trained and qualified workers and the cost to provide such staff should be addressed when developing a fee pricing structure. 4. Develop a target goal for a recovery rate at which the Parks and Recreation Department's various divisions' total budget should be covered by fees and what portion of the overall budgets should be covered by a subsidy. Farmington Parks and Recreation Department's Strategic Revenue Plan 2 5. When developing pricing guidelines, identify who benefits from the service that is received i. e. the community at-large or a specific organization or individual. 6. Determine why the service was needed and was the service specific to the group or individual that required it i. e. supervision of or clean up after a softball tournament. 7. Determine whether the fee imposed will cause a hardship on the specific user. 8. Restraint should be used when considering the waiving of fees for an organization or individual and should be an exception rather than the rule. 9. Fees that are set for programs, facilities and parks should be competitive with other private and public markets. 10. When setting fees, determine what the appropriate level of direct and indirect costs should be recovered by fees, by other funding sources and/or by tax payer subsidy. Farmington Parks and Recreation Department's Strategic Revenue Plan 3 Developing a Strategic Revenue Plan requires an explanation of language that is normally used when describing fees, costs and customers. A. Costs There are certain costs associated with the service that is provided. Costs can be broken into two areas direct cost and indirect cost. Following are definitions and some examples of what direct and indirect cost means: 1. Direct Costs These are costs that are specific to a program, facility or park. It is a cost for providing a specific service. In recreation programs this would include such things as equipment, supplies and materials purchased specifically for the program, personnel, contracted service(s) and/or facility rental. 2. Indirect Costs These are costs that are not specific to a program, facility or park but instead are overhead costs that the Department has including: utilities, publicity, and/or other contractual services not specific to the program but still needed for the program to run (contracted janitorial services) successfully. 3. Administrative Costs These are costs to offer the service such as administrative staff time for correspondence, training, marketing, debt service and facility and grounds maintenance. B. Fees There are different methods for determining a fee that should be charged based on the cost associated with the service provided. 1. No Cost Fee This is a situation where no fee is charge to an individual or an organization, which means the City will subsidize the direct and indirect cost of this service. A no fee cost is acceptable when a situation occurs in which the entire community benefits from the service rather than a specific individual or organization. 2. Partial Cost Fee A fee that is charged to a group or individual to cover some portion of the entire cost but covers less than the full direct and full indirect costs. In certain situations, this could be a flat percentage charged for only the direct costs. It could also be a fee that is charged to cover all of the direct costs but not any of the indirect costs. This generally means that there Farmington Parks and Recreation Department's Strategic Revenue Plan 4 could and/or should be some level of subsidy for direct and/or indirect costs from other funding sources such as City taxpayers, grants or dedicated funds to support the service. 3. Full Cost Fee This is a fee charged to a group or individual to recover all of the direct and a portion of indirect costs associated with providing a service. This normally means that there is no level of subsidy by City taxpayers for direct costs but City taxpayers would cover some level of the indirect costs. In a full cost fee situation a group or individual who benefits from the service provided should cover all direct costs associated with the service provided and should cover some portion of the indirect costs through a fee charged by the City. However because there is some community benefit to the service provided, the City taxpayers should also pay a portion of the indirect costs associated with the service provided. 4. Market Rate Fee When there is a demand for a service, the fee is charged based on that demand. Generally the market will dictate the fee based on what the competition is charging. Covering direct, indirect and administrative costs is not the only reason for determining the fee to be charged. The fee that is charged is based on what the market will bear for the service provided. Other market providers such as private business, other governmental entities help set the market rate fee. In this situation an organization or individual is the sole benefiting party and there is no benefit to the community. C. Customer Categories 1. Resident A consumer who resides within the community's boundary from which the services are provided and pays taxes for the services to be provided. 2. Non-Resident A consumer who does not reside within the community's boundary from which the service is provided and does not pay taxes in order for the service to be provided. Farmington Parks and Recreation Department's Strategic Revenue Plan 5 A. Value Certain services or facilities have value to groups or individuals who use City facilities or access City services. One of the benefits of developing a Strategic Revenue Plan is so that a value can be placed on the various services provided by the City's Parks and Recreation Department. B. Discipline and Control If groups or individuals know that there is a certain value placed on a service or facility, it would seem to allow for better control of groups or individuals who are paying a fee to access the service or use a City facility. Charging a monetary fee would seem to allow the City to better be able to discipline, control and hold accountable the participants. C. Rationing Creating a Strategic Revenue Plan should allow the City the ability to ration limited services and facilities among a large number of users. The City must be careful that it does not prohibit certain users groups from accessing a service or using a facility because of the fee or charge set. It is a delicate balance between supply and demand. The City must make sure that the supply does not exceed the demand or there will be services and facilities that may go unused. The City must also make sure that the demand does not exceed the supply greatly as this will cause frustration in users who may look somewhere else for a service or facility. Farmington Parks and Recreation Department's Strategic Revenue Plan 6 A. Recreation The City of Farmington is fortunate to have a wide diversity of programs, events and services that it provides to its residents. City Recreation staff not only continues to provide standard recreational programs but it also takes great pride in developing and implementing new programs annually. Recreation staff offers programs, events and services in the following programmmg areas: 1. Youth Programs These programs serve participants under the age of 13 years. Some but not all example of the types of programs that the Parks and Recreation Department offers include: sports, after school programs, summer playground program, swim lessons and arts and crafts. The focus on this group is to get participants into programs at an early age so that they learn about and take an active interest in positive programs and hobbies rather than negative ones. 2. Teen Programs These programs serve participants between the ages of 13 and 17 years. This is a difficult age group to attract into programs offered by the Parks and Recreation Department. There has been some limited success in developing a swim and jam event at the outdoor pool that has resulted in the 13 and 14 year old age group participating in. High school students who are 16-18 years of age are typically more independent with having the ability to acquire a drivers license and thus are able to drive to more private based programs rather than public based programs. The focus on these types of activities is to provide social opportunities while promoting positive activities to participate in as opposed to negative activities to participate in. 3. Adult Athletic Leagues These programs serve participants between the ages of 18 and 55 years. The focus of this type of program is to provide for a healthy outlet for adults from their work commitments while promoting fitness, exercise and social interactions. Examples of leagues typically offered by the Parks and Recreation Department includes: touch football, co-rec softball, men's softball, co-rec soccer and co-rec volleyball. 4. Adult Programs Like adult athletic leagues these programs are offered to participants between the ages of 18 and 55 years. These programs typically are offered to promote the development of a hobby or satisfy the need for continued lifelong learning. Type of programs typically offered by the Parks and Recreation Department includes: fitness, arts and crafts and individual sports in a non-competitive but learning environment such as golf lessons. Farmington Parks and Recreation Department's Strategic Revenue Plan 7 5. Senior Programs These are programs that are geared towards adults 55 years and older. These programs typically focus on promoting the following: development of a hobby, learning a new skill or trade, social interaction and continued lifelong learning. Types of programs typically offered by the Parks and Recreation Department includes: card playing, educational classes on health and finance, fitness, day trips and extended trips/travel. 6. Adaptive or Special Needs These are programs provided to participants of all ages who have abilities that differ from other populations. Often it is attributed to a physical, mental or social condition. These programs focus on providing social interactions, fitness, education and physical skill development such as coordination and life skills such as personal hygiene. There are two types of programs: adaptive and inclusive. Adaptive programs are specifically designed for people with disabilities to participate in and are generally segregated activities. Programs that are inclusive provide assistance or an accommodation for individuals with disabilities in order for the individual to be integrated into general Parks and Recreation Department programs. The Parks and Recreation Department provides limited programs that serve this population category. Examples of some of the programs that could be offered are: arts and crafts, sports, fitness and trips. 7. Scholarship Program Members of the community who may want to participate in a program may not be able to financially afford the registration fee. The goal of the scholarship program is to provide financial assistance when needed in order to make all programs available to all members of the community regardless of income. Appendix A contains an application form and information about the guidelines/qualifications needing to meet in order to qualify for the scholarship program. 8. Special Events These are events sponsored by the City that are generally open to the public and geared for a large group of people. The purpose of special events is to create a large event that encourages social interactions between large numbers of people. An example in Farmington of a special event is the Rambling River Days. 9. Tripsffours These are planned excursions that take advantage of private businesses primarily geared towards leisure activities. The purpose of these types of activities is to create an awareness of what is available in the community and in other communities beyond what the City's Parks and Recreation Department offers. B. Parks The City has 23 parks containing 436 acres in its system. There are 42 miles of paved trails that have been constructed over the years as a result of development. Park maintenance staff Farmington Parks and Recreation Department's Strategic Revenue Plan 8 members have the responsibility to ensure that the parks, outdoor athletic fields and trails are maintained at a safe and usable level. The areas of park and trail maintenance responsibilities include the following: 1. Softball Fields The City's Park Maintenance staff currently maintains two adult softball fields at Rambling River Park. Routine annual maintenance work includes mowing, infield dragging, fertilization, core aerating, top dressing, irrigating and spraying for weeds. The City also paints lines to mark the fields for play. The City's Recreation staff organizes and schedules several adult slowpitch softball leagues and an adult touch football league. In addition to City sponsored leagues, the Farmington Men's Fastpitch organization also uses one of the fields for league play. 2. Baseball Fields The City's Park Maintenance staff currently maintains two youth baseball fields. One field is located at Rambling River Park and a second field is located at Prairieview Park. Routine annual maintenance work on the two fields includes mowing, infield dragging, fertilization, core aerating, top dressing, irrigating and spraying for weeds. The City also paints foul lines to mark the fields for play. The Farmington Youth Baseball Association uses both of these fields for play. The City also maintains 8 neighborhood ballfields some of which are used by the Farmington Youth Baseball Association's In-House program for games and practices. 3. Picnic Shelters The Farmington Parks and Recreation Department has thirteen picnic shelters that it maintains. Shelters at Rambling River Park and Evergreen Knoll Park have restrooms with running water and so staff members have more cleaning and maintenance work to perform at these two shelters. Newer shelters that have been built in the past six years do not have restrooms with running water. Routine maintenance performed at shelters includes removing garbage, sweeping and washing down the concrete floors and picking up litter. 4. Soccer Fields The City currently does not maintain any soccer fields. 5. Tennis Courts The Farmington Parks and Recreation Department currently maintains two tennis courts at Rambling River Park. Maintenance includes picking up litter and replacing light bulbs as the two courts are lighted courts. 6. Lacrosse Fields While lacrosse has emerged as a youth sport in Farmington, the City does not maintain any lacrosse fields. Farmington Parks and Recreation Department's Strategic Revenue Plan 9 6. Outdoor Hockey and Pleasure Skating Rinks The City's Park Maintenance staff creates the ice surface and then maintains three outdoor hockey rinks and six pleasure skating rinks. Maintenance for the three outdoor hockey rinks includes painting lines prior to the initial flooding, regular flooding to maintain ice surface, snow removal and sweeping. Maintenance of the pleasure skating rinks includes flooding the initial base of the rink, regular flooding to maintain the skate-able surface, snow removal and sweeping. Periodically and when there is time, staff members also will shave down the surface of the ice in order to create a smoother skating surface. C. Facilities The City's Facility Maintenance Division not only maintains recreational facilities but is also responsible for maintaining all City facilities. This means that staff makes sure that light bulbs are changed, buildings are cleaned through a contractual service, windows are cleaned, any broken items are repaired or placed, the water in the outdoor pool is being properly sanitized and the ice surface at the arena is safe and in good skating condition. Facility maintenance staff are responsible for maintaining the following recreational facilities: 1. Outdoor Pool The outdoor pool is located in Evergreen Knoll Park. The outdoor pool has two separate aquatic components: a larger swimming pool with water that varies in depth from 3 feet to 13 feet and a small wading pool that is less than 2 feet in depth. Neither pool has zero depth entrances. The larger pool features one meter and three meter diving boards, a small drop slide, tables and chaise lounge chairs and four large shade funbrellas. The City utilizes the outdoor pool for many programs including: swim lessons, open swim, family swim, private rentals and special events. Each of these programs charges a fee with the type of program driving the fee charged. 2. Schmitz-Maki Arena The Schmitz-Maki Arena is a single sheet NHL size (85 feet wide by 200 feet long) indoor ice rink. It has seating for 750 people and when standing room is included it is able to seat up to 1,000 people. The City rents ice time to various user groups including but not limited to the Farmington Youth Hockey organization, Farmington School District for the high school boys and girl's hockey teams, senior men's hockey group and occasionally to other communities youth hockey programs when time is available. The Parks and Recreation Department also offers a learn-to-skate program and several open skate sessions for the general public to access during the week. The facility includes six team rooms, a main lobby area and a mezzanine that contains a concession stand. The City has an agreement with the Farmington Youth Hockey organization that allows the organization to operate the concession stand. The City provides a small sales office where tape, pucks and hockey sticks are sold and a skate sharpening service for a fee is charged. Farmington Parks and Recreation Department's Strategic Revenue Plan 10 3. Rambling River Center The Rambling River Center is located at the intersection of Third and Oak Streets. The Rambling River Center is a facility used for older adult programming and includes both drop-in and planned programs. The Rambling River Center is also a facility that can be rented by the public for meetings, gatherings and/or events. The building itself is quite old and was converted from a private business use to an older adult center in 1982. A new Rambling River Center will emerge in 2009 as the former City Hall is being remodeled into a facility that will provide space for older adults, community rentals and in the future space for teens. The future Rambling River Center will contain the following building spaces: computer lab, multipurpose room, arts and crafts room, office space, meeting and classroom space, fitness room, library and an increase in storage space. Rental of the facility can be set up for a specific space or the entire facility can be rented out. Rental costs are currently based on a base price for each space rented plus an hourly fee and group rates are based on its non-profit or profit status. 4. Skate Park A skate park was created inside an existing outdoor hockey rink. The skate park has a limited number of ramps for participants. The ramps are three feet or less in height. No paid supervision is provided at the skate park. It is open during the hours of7:00 a.m. until sunset as no lighting is provided. 5. Warming House The City owns, operates and maintains a warming house at the site of the two outdoor hockey rinks and one pleasure rink in Rambling River Park. An additional warming house is rented for the North Creek Park outdoor hockey and pleasure rinks. The warming house at Rambling River Park has electricity, restroom facilities and can be heated in the winter. Paid staff members supervise the warming house during the hours that it is open to the public. The warming house is open in the winter generally from late December until mid-February depending on weather conditions. During the summer months, the City's summer playground program may use the warming house as a site. Farmington Parks and Recreation Department's Strategic Revenue Plan 11 A. Community Benefit The City must determine what services that it wants to provide to the most people and at the least cost to the participants. These services are generally more heavily subsidized by taxpayers because they are of the greatest benefit to the entire community and therefore it is important to provide the greatest amount of access to them. These services benefit the community through increased property values and/or enhance the quality of life for all residents. The community therefore generally pays for these services through taxes rather than fees. The services are offered to the City's residents at little or no charge. Examples would include: trails, parks/open space, special events, and scholarship program. B. Individual/Organizational Benefit Certain services generally benefit an individual or organization more heavily than the community because they promote the individual or organizations well-being more and the community's well-being less. Services provided are specific to an individual or organization's need rather than the community's need. Often it means exclusive use of a facility, park or athletic field, which excludes the community from having access to use the facility, park or athletic field. The individual or organization therefore generally pays for these services through user fees or reservation fees. As the use of a facility, park or athletic field increases in exclusivity with little or no community benefit, then it seems reasonable that little or no City taxpayer subsidy should be given. C. Pricing Guidelines The Farmington Parks and Recreation Department offers many services to the community. Table 1 below identifies pricing guidelines that the City should use when determining fees charged for services provided either to the community, an individual or an organization Farmington Parks and Recreation Department's Strategic Revenue Plan 12 Category Service Type of Fee Cost Recovery Rationale Number Chare:ed Tar2et Goal One Rambling River Days No cost fee 0% cost recovery Community benefits as a support, scholarship City subsidizes all whole from the service program, outdoor skate direct, indirect and rather than an individual park, puppet wagon administrative costs or organization. The performances in the service is equally community, swim bus, accessible to all warming house, outdoor community members hockey rinks, pleasure and the service is skating rinks, tennis courts, primarily provided by trails and parks or other the public sector. community wide interest programs or events sponsored by the Citv Two Senior programs, picnic Partial cost fee 50% of all direct Community and shelters, preparation of costs covered by individual and/or athletic fields for a youth individual and/or organizations benefit sport organization's game or organization equally. The service is I practice and outdoor pool equally accessible to all (City swim lessons, events community members. and daily admissions) The service is primarily provided by the public sector. Three City sponsored youth, teen Partial cost fee 100% of all direct Larger individual and/or and adult programs (non- costs covered by organizational benefit sport or non-athletic), City individual and/or but still some community sponsored programs at the organization benefit. Schmitz-Maid Arena, preparation of athletic fields for an adult sport organization's game or practice Four City sponsored adult Partial cost fee 100% of direct costs Individual/organization programs (sport or athletic), and additional 20% benefits significantly Schmitz-Maid Arena, charge to an more than the Rambling River Center individual and/or community. building rentals, puppet organization to wagon rental and outdoor cover a portion of pool rental indirect costs Five Exclusive use of City Market rate 100% ofall direct Individual and/or facilities, parks or athletic fee and additional organization benefits fields and/or concessions for 100% charge to entirely and as a result events, tournaments, or for- individual and the community receives profit maldng fundraisers organization to no benefit and is i.e. Schmitz-Maid Arena for cover indirect and prevented from having drv floor shows administrative costs access. Table 1. Pricing Guidelines for Parks and Recreation Department Services Existing fees if currently under or over priced according to the categories identified in Table 1 will be adjusted gradually but by no more than 10% in anyone year. Farmington Parks and Recreation Department's Strategic Revenue Plan 13 ~vj': nf;,~sfiRecov:~rY Standards A. Background The Farmington Parks and Recreation Department charges fees for services it provides. However, nothing has been adopted on how much of the Department's annual expenditures should be covered by fees and covered by tax payer support and/or other revenue sources. Table 2 shown below identifies over several years the amounts of expenditures and revenues for each ofthe Department's various general and special revenue fund budgets. The table also identifies by year the percentage of costs that were recovered by fees and the percentage of costs covered by other means such as City tax dollars. Recreation Schmitz- Rambling Item Programs Parks Maki Outdoor River Center Arena Pool 2002 Expenditures $268,084 $299,889 $256,349 $121,415 $114,620 2002 Revenues from $100,537 $0.00 $207,225 $53,681 $24,391 Fe~~ ~ 1JIIl1fll'_ ~ ~ ~ ~ 2002 Revenue $167,547 $299,889 $49,124 $67,734 $90,229 Shortage % Expenses Recovered 37.5% 0% 80.8% 44.2% 21.3% from Fees % Expenses not Recovered by Fees 63.5% 100% 19.2% 55.8% 78.7% 2003 Expenditures $369,255 $334,036 $277,892 $125,066 $138,813 2003 Revenues from $122,334 $0.00 $205,821 $65,100 $25,771 Fees $ . 2003 Revenue $246,921 $334,036 $72,071 $59,966 $113,042 Shortage % Expenses Recovered 33.1% 0% 74.1% 52.1% 18.6% from Fees % Expenses not Recovered from 67.9% 100% 25.9% 47.9% 81.4% Fees 2004 Expenditures $383,094 $325,928 $295,757 $133,667 $146,757 2004 Revenues from $129,030 $5,225 $208,714 $54,571 $34,567 Fees - 2004 Revenue $254,064 $320,703 $87,043 $79,096 $112,190 Shortage % Expenses Recovered 33.7% 2% 70.6% 40.9% 24% from Fees % Expenses not Recovered from 66.3% 98% 29.4% 59.1% 76% Fees Table 2. Park and Recreation Department Expenses, Revenues and Cost Recovery by Division Farmington Parks and Recreation Department's Strategic Revenue Plan 14 2005 $383,647 $384,401 $295,084 $102,772 $141,005 E'fpenditures 2005 Revenues $118,500 $7,550 $237,523 $60,365 $29,049 fr~m Fees 9 2005 Revenue $265,147 $376,851 $57,561 $42,407 $111,956 Shortage % Expenses Recovered 30.8% 2% 80.5% 58.7% 20.6% from Fees % Expenses not 69.2% 98% 19.5% 41.3% 79.4% Recovered from Fees 2006 $405,567 $449,404 $338,267 $106,471 $144,520 Expenditures 2006 Revenues $115,381 $4,697 $250,372 $65,149 $29,588 from Fees - ~ -2606 Revenue $290,186 $444,707 $87,895 $41,322 $114,932 Shortage % Expenses Recovered 28.4% 1% 74% 61.2% 20.5% from Fees % Expenses not 71.6% 99% 26% 38.8% 79.5% Recovered from Fees 2007 $452,599 $521,911 $261,329 $127,642 $156,253 Expenditures 2007 Revenues $135,844 $6,543 $257,934 $62,537 $35,741 from Fees . 2007 Revenue $316,755 $515,368 $3,395 $65,105 $120,512 Shortage % Expenses 30% 1% 98.7% 49% 22.9% Recovered from Fees % Expenses not 70% 99% 1.3% 51% 77.1% Recovered from Fees Table 2. Park and Recreation Department Expenses, Revenues and Cost Recovery by Division B. Cost Recovery Guidelines It is important to remember that these cost recovery standards are meant to provide broad budget guidance to Parks and Recreation Department staff when determining the amount of revenue that should be generated from fees charged for services that the Department provides. Table 3 below shows a percentage of costs that should be recovered in each division of the Parks and Recreation Department. Farmington Parks and Recreation Department's Strategic Revenue Plan 15 Cost Recovery Target from Fees 33% 5% 75% 50% 25% Table 3. Park and Recreation Department Cost Recovery Standards by Division c. Strategic Revenue Plan Implementation and Review Once the Strategic Revenue Plan has been approved by the City Council, it shall be reviewed annually in conjunction with the Fee Ordinance. The strategic plan may be amended but the following sequence should be used to do so: 1. Staff drafts amendments to the Strategic Revenue Plan and then distributes draft amendments to the Park and Recreation Advisory Commission for review. 2. The Park and Recreation Advisory Commission reviews the draft amendments, makes any further amendments to the Strategic Revenue Plan and then recommends approval to the City Council. 3. The City Council reviews the draft amendments and either approves or does not approve the Strategic Revenue Plan amendments. Farmington Parks and Recreation Department's Strategic Revenue Plan 16 APPENDIX Farmington Parks and Recreation Department's Strategic Revenue Plan 17 Pricing Worksheet for Category One Service Includes: Rambling River Days support, scholarship program, outdoor skate park, puppet wagon performances in the community, swim bus, warming house, outdoor hockey rinks, pleasure skating rinks, tennis courts, trails and parks or other community wide interest programs or events sponsored by the City Target Goal: 0% cost recovery, City subsidizes all costs. Program Name: Season & Year: I. Direct Costs: A. Program Staffing Costs (employee or contractual) hrs/wk x _ wk(s) x # of staff x $ hr. $ wk(s) x # of staff x $ hr. $ $ hrs/wk x wk(s) x # of staff x $ hr. hrs/wk x hrs/wk x wk(s) x # of staff x $ hr. $ SUBTOTAL $ B. Supplies/Equipment Costs quantity and description x $ per item $ $ quantity and description x $ per item SUBTOTAL $ C. Facility Costs $ hrx hrs x weeks $ SUBTOTAL $ D. TransportationlEquipment Rental Costs #ofvehicles/equipment rented SUBTOTAL $ $ rental fee x E. Total Direct Costs (A + B + C +D) TOTAL $ II. Indirect Cost A. Administrative Staffing Charge total direct costs (D) x 100% administrative charge TOTAL $ III. Fee: No fee charged for service. Farmington Parks and Recreation Department's Strategic Revenue Plan 18 Pricing Worksheet for Category Two Service Includes: senior programs, picnic shelters, preparation of athletic fields for a youth sport organization's game or practice and outdoor pool (City swim lessons, events and daily admissions) Target Goal: 50% of direct costs covered by individual and/or organization Program Name: Season & Year: I. Direct Costs: A. Program Staffing Costs (employee or contractual) hrs/wk x _ wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ SUBTOTAL $ B. Supplies/Equipment Costs quantity and description x $ per item $ quantity and description x $ per item $ SUBTOTAL $ C. Facility Costs $ hrx hrs x weeks $ SUBTOTAL $ D. Transportation/Equipment Rental Costs $ rental fee x #ofvehicles/equipment rented SUBTOTAL $ E. Total Direct Costs (A + B + C +D) TOTAL $ II. Fee $ total direct costs x .50 cost recovery divided by _ min # participants = $ fee per participant (rounded up to nearest half dollar or full dollar) Farmington Parks and Recreation Department's Strategic Revenue Plan 19 Pricing Worksheet for Category Three Service Includes: City sponsored youth, teen and adult programs (non-sport or non-athletic), City sponsored programs at the Schmitz-Maid Arena, preparation of athletic fields for an adult sport organization's game or practice Target Goal: 100% of direct costs covered by individual and/or organization Program Name: Season & Year: Direct Costs: A. Program Staffing Costs (employee or contractual) hrs/wk x _ wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ SUBTOTAL $ B. Supplies/Equipment Costs quantity and description x $ per item $ quantity and description x $ per item $ SUBTOTAL $ C. Facility Costs $ hrx hrsx weeks $ SUBTOTAL $ D. TransportationlEquipment Rental Costs $ rental fee x #ofvehicles/equipment rented SUBTOTAL $ E. Total Direct Costs (A + B + C +D) TOTAL $ II. Fee $ total all direct costs divided by _ min # participants = $ fee per participant (rounded up to nearest half dollar or full dollar) Farmington Parks and Recreation Department's Strategic Revenue Plan 20 Pricing Worksheet for Category Four Service Includes: City sponsored adult programs (sport or athletic), Schmitz-Maki Arena, Rambling River Center building rentals, puppet wagon rental and outdoor pool rental Target Goal: 100% of direct costs and 20% indirect cost administrative charge covered by individual and/or organization. Program Name: Season & Year: I. Direct Costs: A. Program Staffing Costs (employee or contractual) hrs/wk x _ wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ SUBTOTAL $ per item $ per item $ SUBTOTAL $ weeks $ SUBTOTAL $ B. Supplies/Equipment Costs quantity and description x $ quantity and description x $ C. Facility Costs $ hrx hrs x D. Transportation/Equipment Rental Costs $ rental fee x #ofvehic1es/equipment rented SUBTOTAL $ E. Total Direct Costs (A + B + C +D) TOTAL $ II. Indirect Cost A. Administrative Staffing Charge total direct costs (D) x 20% administrative charge TOTAL $ III. Fee $ (total all direct costs) + $ (20% indirect cost administrative charge) divided by min # participants/teams = $ fee per participant/team (rounded up to nearest full dollar) Farmington Parks and Recreation Department's Strategic Revenue Plan 21 Pricing Worksheet for Category Five Service Includes: Exclusive use of City facilities, parks or athletic fields and/or concessions for events, tournaments, or for-profit making fund raisers i.e. Schmitz-Maki Arena for dry floor shows Target Goal: 100% of direct costs and 100% of indirect cost administrative charge covered by individual and/or organization. Program Name: Season & Year: I. Direct Costs: A. Program Staffing Costs (employee or contractual) hrs/wk x _ wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ hrs/wk x wk(s) x # of staff x $ hr. $ SUBTOTAL $ per item $ per item $ SUBTOTAL $ weeks $ SUBTOTAL $ B. Supplies/Equipment Costs quantity and description x $ quantity and description x $ C. Facility Costs $ hrx hrs x D. TransportationlEquipment Rental Costs #ofvehic1es/equipment rented SUBTOTAL $ $ rental fee x E. Total Direct Costs (A + B + C +D) TOTAL $ II. Indirect Cost A. Administrative Staffing Charge total direct costs (D) x 100% administrative charge TOTAL $ III. Fee (total all direct costs) + $ (total indirect cost administrative charge) = $ $ total fee (rounded up to nearest dollar) Farmington Parks and Recreation Department's Strategic Revenue Plan 22 Farmington Parks and Recreation Department's Youth Scholarship Application Form Please complete all information. We reserve the right to verify all information contained on this form. Applicant's name: Date: Address: Home phone: Work phone: including parent(s), living in household: receiving scholarship funds: City: Zip: List number of family members, List children's names and ages who would be What classes or programs would you like to register for: What is the total cost of the classes or programs that you are registering for? $ How much of the total cost are you able to pay? $ What is the total amount of scholarship funding that you are requesting? $ Applicants requesting scholarship funding must meet certain income limits. All applicants must show proof of income by providing one of the following documents: D Most recent monthly AFDC or TANF payment stub D A verification letter from a public or private school that states that the applicant qualifies for the Federal Government's Free or Reduced Hot Lunch Program D A verification letter from the Dakota County Family Services Department that states the applicant qualifies for scholarship funding based on income limits found on the next page. D The most recent copy of the family's Federal Income Tax Form. NOTICE: This scholarship funding is non-accumulative and cannot be carried from year to year. The application period is during the calendar year. A new form must be completed each year in order to verify that the applicant meets the current year income guidelines for the scholarship program. Scholarship funding may not be available for all classes or programs. Please allow a period of at least two (2) business days to determine scholarship eligibility Acknowledgement of Correct Information: I acknowledge that the information contained on this application is accurate and correct. I hereby give permission to the Farmington Parks and Recreation Department to verify this information. I understand that if any information on this application form is found to be incorrect, my privileges of applying for scholarship funding could be revoked. Signature of Applicant: ****************************************************************************** FOR OFFICE USE ONLY, APPLICANT DO NOT COMPLETE Date and initials of staff person receiving application: Request is: _Approved _Denied coverage _100% coverage 60% Signature of Parks and Recreation Director or Designee Date Farmington Parks and Recreation Department's Strategic Revenue Plan 23 EXHIBIT B Ramblina River Park Farminaton, Minnesota Preliminarv Cost Estimate: based on Nov, 2008 draft masterDlan Preoared bv Hoisington Koegler Groua Inc. Aaarox. Dark total acreaae = 76 acres Description Qty. Unit Unit price Totals I General Site Improvements IDrlmarvoark sian and associated landscaDina 2 Each $ 5,000 $ 10,000.00 laeneral Dark liahtina uDllrades 1 LS $ 25,000 $ 25,000.00 I subtotal $ 36,000.00 LandscaDlng Improvements I LandscaDina allowance 1 LS $ 20,000 $ 20,000.00 I subtotal $ 20,000.00 Vehicular Circulation & Parking roark access road (with curb and gutter) 95 LF $ 140 $ 13,300.00 I Darkina lot tbituminous with concrete curbino) 90 oerstall $ 1,500 $ 135,000.00 I oarkina lot TIahting (assume 4 poles) 1 LS $ 20,000 $ 20,000.00 Darkina lot storm sewer allowance 1 LS $ 20,000 $ 20,000.00 stormwater rainaardens allowance 1 LS $ 5,000 $ 5,000.00 subtotal $ 193,300.00 Pedestrian Circulation 18' bituminous trails connectors 250 LF $ 22 $ 5,500.00 I see areenwav trail I subtotal $ 6,500.00 Site structures restroom buildina 1 LS $ 150,000 $ 150,000.00 smallDlcnic Davillon 1 LS $ 30,000 $ 30,000.00 uDarades to ex. Dicnic shelter 1 LS $ 20,000 $ 20,000.00 subtotal $ 200,000.00 Basketball Court full court basketball including 2 hooos and Dlaver's benches 1 LS $ 25,000 $ 25,000.00 subtotal $ 26,000.00 Tennis Court upgrades resurfacina & re-color 1 LS $ 25,000 $ 25,000.00 liahtina 1 LS $ 50,000 $ 50,000.00 subtotal $ 76 000.00 Re-Iocate Sand VOllyball Courts re-Iocate vollevball courts awav from focal comer 1 LS $ 1,500 $ 1,500.00 subtotal $ 1,600.00 Playground 2-5 vr Plav eauinment, safetv mulch, installation 1 LS $ 25,000 $ 25,000.00 5-12 vr Plav eauipment, safety mulch, installation 1 LS $ 50,000 $ 50,000.00 eXDand Dlavaround area -cone. edaer 200 LF $ 18 $ 3,600.00 subtotal $ 78 800.00 Picnic Areastslte furnishings park benches 5 Each $ 1,000 $ 5,000.00 waste receDtacles 8 Each $ 500 $ 4,000.00 bike racks 1 Each $ 600 $ 600.00 I Dicnic tables 15 EA $ 1,500 $ 22,500.00 !Orills 6 EA $ 800 $ 4,800.00 water source/drinkina fountain/soiaot 1 EA $ 10,000 $ 10,000.00 subtotal $ 48,900.00 ~ " Development of outdoor rink remove small storage buildina 1 EA $ 5,000 $ 5,000.00 covered paved rink 185x21Oft) 1 EA $ 360,000 $ 360,000.00 small warmina house 1 EA $ 120,000 $ 120,000.00 bike rack 1 EA $ 800 $ 800.00 stormwater rain aardens allowance 1 LS $ 5,000 $ 5,000.00 I Drimarv Dark sian and associated landscapina 1 Each $ 5,000 $ 5,000.00 subtotat $ 496,800.00 Parking 80 stall Darkinolot 80 perstall $ 1,500 $ 120,000.00 Darkina lot storm sewer allowance 1 LS $ 10,000 $ 10,000.00 stormwater rain aardens allowance 1 LS $ 5,000 $ 5,000.00 Darkina lot Iiahtina lassume 4 poles) 1 LS $ 20,000 $ 20,000.00 landsc80ina allowance 1 LS $ 10,000 $ 10,000.00 subtotal $ 186,000.00 .......""""":""11111..1...:..1" D " "'%=~;m , . -. ....... """",,"'''''-'' Ell " , -, _ -t<!. ;i'",,,,,,,,,,,",,,,,,,,.,,,& . .. L..~."",iii",,,;,,,,,"' ' small Dlavaround on ex. parkland 1 LS $ 30,000 $ 30,000.00 picnic tables 2 EA $ 1,500 $ 3,000.00 Dark benches 2 Each $ 1,000 $ 2,000.00 waste receDtScles 1 Each $ 800 $ 800.00 ADA acessibiltv to existina shelter Ire-arade trail) 1 LS $ 2,000 $ 2,000.00 landscaDina/restoration allowance 1 LS $ 15000 $ 15000.00 EXHIBIT B intremretive sinnaae (desian and installl 1 LS $ 2,000 $ 2,000.00 lorimarv oark sion and associated landscapina 1 Each $ 5,000 $ 5,000.00 subtotal $ 69,800.00 Restoration of northem park area adiacent to school - 5 Acres 5 AC $ 2,000 $ 10,000.00 trails - 6ft boardwalk throuah flood plain area (23.5 acreS) 1,500 LF $ 80 $ 120,000.00 assume 50% trails - 6ft woodchip 1,500 LF $ 5 $ 7,500.00 interoretive sinnaae (desian and installl 1 LS $ 3,000 $ 3,000.00 subtotal $ 140,600.00 I Field Improvements demo of existinn fields 1 LS $ 7,000 $ 7,000.00 Adult softball ballfield 280FT foul line includlno: outfield and 3 EA $ 180,000 $ 540,000.00 foul line fencina, team benches, skinned infield, turf care, bleachers liohtino 3 EA FLD $ 120,000 $ 360,000.00 subtotat $ 907,000.00 Amentltles oeneral oark Iiohling ( picnic, path) assume 4 Iiohts 1 LS $ 20,000 $ 20,000.00 concession and restroom buildina 1 LS $ 200,000 $ 200,000.00 eoUillment storage shed 1 LS $ 50,000 $ 50,000.00 park benches 2 Each $ 1,000 $ 2,000.00 waste receotacles 4 Each $ 800 $ 3,200.00 bike racks 1 Each $ 600 $ 600.00 oark sians and associated landscaping 2 Each $ 5,000 $ 10,000.00 subtotal $ 286,800.00 Pedestrian Circulation 18' bituminous trails around fields 2,600 LF $ 25 $ 65,000.00 18' bituminous trail to Denmark/212 700 LF $ 25 $ 17,500.00 I subtotal $ 82,600.00 Parking demo existing parking lot 1 LS $ 12,000 $ 12,000.00 I oark access road (with curb and autler) 500 LF $ 140 $ 70,000.00 105 stall parkina lot 105 perstall $ 1,500 $ 157,500.00 loarkina lot Iiahting (assume 4 poles) 1 LS $ 20,000 $ 20,000.00 I parkinn lot storm sewer allowance 1 LS $ 10,000 $ 10,000.00 I oarkina lot rainaardens allowance 1 LS $ 5,000 $ 5,000.00 turf seeding allowance for park area (excludina play field areaSl 4 AC $ 3,500 $ 12,250.00 landscaoina (trees) 1 LS $ 16,000 $ 16,000.00 subtotal $ 302,760.00 I General Improvements sianacle - w8vflnding maos and markers 10 EA $ 1,500 $ 15,000.00 sianaae - internretive 1 LS $ 20,000 $ 20,000.00 orimaiVDark sian and associated landscapina 1 Each $ 5,000 $ 5,000.00 secondarv oark sian 3 Each $ 900 $ 2,700.00 restoration and landscaping allowance 1 LS $ 30,000 $ 30,000.00 subtotal $ 72,700.00 Pedestrian Circulation 10' bituminous trails along Vermillion Greenwav-reaional northside 5,600 LF $ 25 $ 140,000.00 10' bituminous trails alona Vermillion Greenwav-southside 3,600 LF $ 25 $ 90,000.00 citv street trails required outside of oarkland 1,300 LF $ 25 $ 32,500.00 loedestrian bridaes over Vermillion River 3 EA $ 80,000 $ 240,000.00 benches alonn trail 8 EA $ 1,000 $ 8,000.00 see Educational Restoration for trails north of river in floodplain subtotal $ 610,600.00 Trail head at SDruce and Denmark I oark access road (with curb and outler) 80 LF $ 140 $ 11,200.00 24 stall oarkina lot 24 perstall $ 1,500 $ 36,000.00 foarkina lot storm sewer allowance 1 LS $ 10,000 $ 10,000.00 stormwater rainaardens allowance 1 LS $ 10,000 $ 10,000.00 fDarkinalot Iiahting (assume 1 ooles) 1 LS $ 8,000 $ 8,000.00 park benches 2 Each $ 1,000 $ 2,000.00 waste receDtacles 1 Each $ 800 $ 800.00 10' bituminous trail connections 100 LF $ 25 $ 2,500.00 siOnaae 1 LS $ 1,500 $ 1,500.00 landscaoina allowance 1 LS $ 10,000 $ 10,000.00 subtotal $ 92,000.00 ,=;;L~="" -~-, $ 3,796,150.00 . 12% construction continaencv $ 466,418.00 Constructton total $ 4,260,588.00 Des/an and Enalneerina Costs (12% of construct/anI $ 610,088.18 Potential Park Improvement Total $ 4,760,636.16 . 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