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HomeMy WebLinkAbout06.10.15 Parks and Rec Packet City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us Farmington Parks and Recreation Commission Wednesday, June 10, 2015 City Hall Council Chambers 6:00 p.m. Park Tour (Leave from and return to City Hall parking lot) 7:00 p.m. Regular Meeting Agenda I. Call Meeting to Order II. Approve Meeting Agenda III. Approve Meeting Minutes A.May 13, 2015 Meeting Minutes IV. Presentations A.Little Free Library Request from Mom's Club of Farmington V. Business Items A.2016 and 2017 Park Improvement Recommendations B.Outdoor Pool Recommendation C.Identify Meeting Date with Heritage Preservation Commission D.Identify Meeting Date with Empire Township's Park and Recreation Commission VI. Discussion Items A.2016 and 2017 Requested Budgets B.2015 Work Plan Review C.Solar Lighting in Parks D.City Board and Commission Reception E.Community Survey Report F.Park Maintenance VII. Commission Roundtable A.Commission Roundtable VIII. Staff Report/Updates A.Department Projects Update B.Dew Days Events C.Music in the Park Performances IX. Meeting Agenda Topics A.July 8, 2015 Meeting Agenda Topics X. Adjournment "The Farmington Parks and Recreation Advisory Commission's mission is to advise and make recommendations to the Farmington City Council concerning the comprehensive planning of the City parks, trails, open space, recreation facilities and recreation programs." City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:May 13, 2015 Meeting Minutes DATE:June 10, 2015 BACKGROUND Attached are the minutes from the May 13, 2015 meeting. Commission members are being requested to review and approve the meeting minutes. ATTACHMENTS: Type Description Exhibit Meeting Minutes Farmington Parks and Recreation Advisory Commission Minutes from the May 13, 2015 Regular Meeting Members Present: Mike Haley, David McMillen, and Gene Spars Members Absent: Chad Elliott and Rob Carpentier Other’s Present: Parks and Recreation Director, Randy Distad I. Call Meeting To Order Chair McMillen called the meeting to order at 7:00 p.m. Quorum was present. II. Approval of May 13, 2015 Meeting Agenda Moved by Haley and seconded by Spars to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of April 8, 2015 Regular Meeting Minutes Moved by Haley and seconded by Spars to approve the April 8, 2015 regular meeting minutes. APIF. Motion carried. IV. Presentations None V. Business Items A. Meadowview Park Basketball Court Resurfacing Project Specifications Director Distad reviewed the specifications for resurfacing the half-court basketball court at Meadowview Park. He shared that staff is recommending the surfacing color should be tan and maroon, which are colors in the playground. McMillen thought the colors would be a good match with the playground equipment, which keeps the colors consistent in the park. Spars asked if the City is required to take the low bid. Distad shared that the City is normally required to accept the low bid unless there is a compelling reason not to hire the contractor who submitted the low quote. Spars moved to approve the project specifications and court colors for the half-court basketball court in Meadowview Park and the motion was seconded by Haley. APIF. Motion carried. B. Finalize June Driving Tour of City Parks Director Distad asked if there were any specific parks that Commission members would like to drive by during the tour to see. Commission members by consensus identified the following City parks to tour: Hillview Park, North Creek Park, Prairie Pines Park, Marigold Park, Pine Knoll Park, Troy Hill Park, and Prairieview Park. Director Distad will put together a schedule and email to Commission members for review. If the schedule is satisfactory to Commission members, then Director Distad will create a map for the park tour and include it in the June meeting packet. By consensus it was decided the tour would leave from City Hall at 6:00 p.m. and return to City Hall shortly before 7:00 p.m. in time for the regular meeting. VI. Discussion Items A. 2015 Work Plan Review Commission members reviewed the 2015 Work Plan and identified the work items that were accomplished since the April meeting. There was one item identified as being completed. B. Recreational Facilities Task Force The Commission discussed the Task Force and determined that before it could move forward with any type of recommendation, it should wait until the community survey results are known. The Commission discussed that even if the city determined that it would not pursue a possible referendum for recreational facilities in 2016, it still felt there might be some benefit to still having a Task Force assembled to discuss recreational facilities. The Commission felt there was a need to have a continued discussion about a Task Force after the survey results have been presented. C. Solar Lighting in Parks Director Distad reviewed information that was contained in the meeting packet that showed different styles of solar lights that could be used in a park and/or trail setting. Spars suggested to continue to do further research on solar lights and see if there could be a presentation about solar lights from Dakota Electric Association (DEA) to the Commission. Director Distad stated that he would contact DEA and see if they could make a presentation at a future Commission meeting. Spars shared that he works for a company that has an electrical engineer on staff and he would contact this person to see if he could acquire additional information about LED and solar lights. Director Distad shared that he could also check with the company that is doing lighting retrofits in city buildings to see if they have any information and/or ideas that could be shared with staff. D. Heritage Preservation Commission (HPC) Historical Cemetery Tour McMillen shared information about an upcoming HPC tour that will be occurring in the Middle Creek Historical Cemetery on May 26th at 6:00 p.m. and invited Commission members to attend. He shared that if anyone was interested in attending, they should meet in the City Hall parking lot at 6:00 p.m. E. HPC and Park and Recreation Commission Joint Meeting McMillen made Commission members aware of the HPC’s interest in meeting with the Commission to discuss the installation of way finding signs in a few of the parks directing park visitors to the downtown area where historical properties have been designated. Commission members were open to this joint meeting, but by consensus wanted to wait until all Commission members were in attendance before a date was determined for the joint meeting. F. Boards and Commission Reception McMillen suggested that the Commission host a reception in December for all city boards and commissions. McMillen felt the purpose of the reception would be to allow each board and commission to share what they have accomplished in the past year and what they are hoping to accomplish in the upcoming year. Spars liked this idea and felt that it would provide an opportunity for some cross training on what each board and commission does. Haley suggested that it could also be open to the public to attend so the public could also hear what has been accomplished by the city’s boards and commissions. It was suggested to continue this discussion to the June meeting and try to formalize a date to hold the reception in December. G. Park Maintenance and Municipal Service Department This item was added by Spars. McMillen shared that he had heard about this in the community and asked if Director Distad would provide an update on this. Distad shared that this item of looking at park maintenance being moved under Municipal Services was identified on the City Council’s Strategic Plan. Haley felt that if this were to happen that it would position park maintenance low on the priority list. Spars was concerned with the size of the city’s population and park system it should not be combined. He further shared that the city should be increasing the staff to help with maintaining the existing park system. McMillen and Haley agreed it would be a good idea to bring this item back for further discussion at the June meeting. VII. Commission Roundtable Spars: Shared that he and his wife were downtown in Farmington when the Flea Market was held last week. Stated that he saw a lot of people in attendance and thought it was a good idea to have this downtown. He also shared that people in the community are talking about the Music in the Park Program that will be held on the fourth Thursday of the month in May, June, July and August. Haley: Didn’t have anything to share. McMillen: Didn’t have anything to share. VIII. Staff Report Distad provided an update on the following: 1. Shared the city will be completing a lighting retrofit on the Rambling River Park tennis courts, which will result in LED lighting being installed and it will save the city money on the cost of electricity to light the courts with a 2.5 year payback time period. 2. Shared the city will be completing a lighting retrofit in the shop area at the Central Maintenance Facility, which will result in the existing metal halide lights being replaced with new energy efficient T-8 fluorescent lights and it will save the city money on the cost of electricity to light the shop area with an expected 2.5 year payback time period. 3. A third project will involve the replacement of existing light switches with occupancy sensors that will turn on and turn off the lights in the building when no motion or heat is detected. It will save the city money on energy costs and will be paid back in about 6 years through the reduction in the electrical bill. 4. A fourth project being completed will involve the removal of two small walls and the roof that comprise the west entrance to the Arena. The existing walls are starting to crumble and deteriorate. 5. A fifth and final project slated for completion this summer is the installation of new concrete curbing around city park signs that have been installed in the past 5-6 years. The inside area of the circular curbing will then have plants and mulch installed. IX. June 10, 2015 Meeting Agenda Items The following item was identified by Commission members for its next meeting agenda: 1. Discuss possible meeting date and time with Empire Township’s Park and Recreation Commission 2. Community survey review 3. Set date for joint meeting with the HPC 4. Further discussion on Board and Commission reception 5. Park Maintenance and Municipal Services discussion 6. Presentation about a Little Free Library installed in a city park 7. Park solar lights discussion X. Adjournment Moved by Haley and seconded by Spars to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:17 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Little Free Library Request from Mom's Club of Farmington DATE:June 10, 2015 BACKGROUND This is an item that the Farmington Mom’s Club had requested to be included on the June 10, 2015 meeting agenda because they were not prepared to be at the May 13, 2015 Commission meeting to present their request. Unfortunately I have not heard anything back from them regarding inclusion of any information they wanted the Commission to read before the meeting. If you aren’t familiar with this program, I included information about the program from its website. Because this item is under the agenda heading as a presentation, there is no need to make any decisions at the meeting, but certainly there should be a good discussion with the representative(s) from the Farmington Mom’s Club. Some questions/issues that staff members have identified about the program that should be addressed before any decision is made include the following: Who will be responsible for clean up if books are removed from the container and thrown about in the park? • Who will be responsible for repairing and maintaining the container should it be damaged during vandalism? • How will it impact other maintenance work in parks?• Who determines if the program is successful and therefore warrants the continuation of the program? • Where will they be installed in parks?• Which parks will they be installed in?• Is this something that is better off on private property rather than public property so ownership of the container stays with the property owner? • Staff is recommending this request be brought to the June 10, 2015 Commission meeting for discussion and a decision. ATTACHMENTS: Type Description Exhibit Article City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:2016 and 2017 Park Improvement Recommendations DATE:June 10, 2015 BACKGROUND The city budget process is well underway with a requested General Fund 2016 and 2017 budgets being reviewed by the City Council during its June 8, 2015 work session. In the past the Commission has provided a recommendation to the City Council regarding budgeting for park improvement projects. Because of the timing, the 2016 and 2017 Park Improvement Fund budget was submitted but it was noted that the Commission will still be providing a review and may revise the projects submitted. Staff submitted projects that were identified in the 2015-2019 Capital Improvement Plan, which a copy is included in the meeting packet. The Commission is being asked to review the projects recommended by staff for funding in 2016 and 2017 and make any revisions it would like and then make a recommendation to the City Council about which projects it would like to recommend be completed. The City Council will not be discussing the Park Improvement Fund budget during its June 8th work session, but will discuss the budget later this summer when other fund budgets are presented and reviewed by the City Council. ATTACHMENTS: Type Description Exhibit 5 Year Park Improvement Fund CIP 2014-2018 Park Improvement Fund Capital Improvement Plan 2015 2016 2017 2018 2019 5 Year Total Projected Fund Balance at Beginning of Year 165,000 146,000 16,000 (64,000) (54,000) Projected Additional Revenues 58,000 70,000 70,000 70,000 70,000 Projects for Park Improvement Fund Hillview Park Project List:construct paved trail 25,000 25,000 Fairhills Park Project List: install new picnic shelter 30,000 30,000 Prairieview Park Projects List: Construct new full court basketball court, add playground equipment to existing playground equipment, install new picnic shelter, construct paved loop trail in park and construct bocce ball court 150,000 150,000 Meadowview Park Project list: Complete construction of remaining boardwalk 15,000 15,000 Marigold Park Projects List: park signage (2015) and playground equipment (2019) 3,000 60,000 63,000 North Creek Park Project List: Construct new warming house building with shelter 200,000 200,000 Prairie Pines Park Projects List: Park signage (2015), install new playground equipment, paved trail, install shelter and basketball court 4,000 150,000 154,000 Troy Hills Park Projects List: Replace existing playground equipment 60,000 60,000 77,000 200,000 150,000 60,000 210,000 697,000 2014-2018 Park Improvement Fund Capital Improvement Plan Projected Fund Balance at End of Year 146,000 16,000 -64,000 -54,000 -194,000 2015 2016 2017 2018 2019 5 Year Total Projects for G. O. Bond Referendum Funding Rambling River Park 2,500,000 2,500,000 Jim Bell Park and Preserve Development Community Park and Youth Athletic Complex 6,700,000 6,700,000 Outdoor Pool 7,200,000 7,200,000 Schmitz-Maki Second Ice Sheet 4,000,000 4,000,000 0 0 13,900,000 4,000,000 2,500,000 20,400,000 2014-2018 Park Improvement Fund Capital Improvement Plan 2014-2018 Park Improvement Fund Capital Improvement Plan City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Outdoor Pool Recommendation DATE:June 10, 2015 BACKGROUND This item is also related to the 2016 and 2017 General Fund budgets. Because previous City Council discussion has centered around closing the outdoor pool after the 2015 season, the 2016 and 2017 budgets reflect this. Because the Commission normally makes recommendations concerning Parks and Recreation related items, it was felt that the Commission should review this and then make a recommendation to the Council about the status of the outdoor pool after the 2015 season. Options the Commission may want to consider discussing include: 1. Close the pool and complete demolition at an estimated cost of $45,000 and not construct any aquatic facility. Since 2012 the annual subsidy amount has been as follows: 2012 $50,139• 2013 $64,533• 2014 $$62,085• The average annual subsidy amount based on the past three pool seasons is $58,919. As a result on average it would save approximately $59,000 annually in the general fund budget due to not having to subsidize the operational costs of the outdoor pool. 2. Close the pool and construct a splash pad in its place at an estimated cost of $700,000, which includes costs of demolition of the outdoor pool. The Aquatic Feasibility Study showed an estimate of $60,000 annually to subsidize the funding for the operation of a splash pad facility. 3. Continue to keep the pool open and operate it until there is a major infrastructure breakdown that would require significant funds to repair and then close it. The goal would be to continue to operate the outdoor pool at a $59,000 annually subsidy. These are options that staff has come up with and the Commission may have other possible options it would like to discuss. The Commission is being asked to make a formal recommendation to the City Council related to the future of the outdoor pool. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Identify Meeting Date with Heritage Preservation Commission DATE:June 10, 2015 BACKGROUND After discussion at the May meeting about a joint meeting occurring between the HPC and the Commission, Commission members are asked to come prepared to identify a possible meeting date with the HPC. The meeting between the HPC and PRC will be to discuss the installation of way finding signage in parks (primarily downtown parks such as Rambling River Park) that will direct park visitors to historical properties that are located either in the downtown area or close to it. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Identify Meeting Date with Empire Township's Park and Recreation Commission DATE:June 10, 2015 BACKGROUND While it is still a ways off, Commission members discussed during the May 13th meeting that it would like to identify possible dates for a meeting with Empire Township’s Park and Recreation Commission. In the past, this meeting has been held in November, which seems to work well. Because the meeting was held last year in Farmington, this year the meeting will be held in Empire Township. The Empire Township’s Park and Recreation Commission meets on the second and fourth Monday of the month, which is November 9 and 23. Since the meeting in Farmington last year was held on the Farmington Commission’s regular meeting date, Chair McMillen felt that the meeting this year should fall on one of the regular November meeting dates of Empire Township Park and Recreation Commission because it will be held in Empire Township. Past practice for the Commission has been to cancel the regular November Commission meeting when a meeting has occurred with Empire Township's Park and Recreation Commission in November. If the Commission is in favor of cancelling its regular meeting in November, it should make a motion to do so, but on the condition that the joint meeting is scheduled first with Empire Township Park and Recreation Commission before the regular meeting is cancelled. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:2016 and 2017 Requested Budgets DATE:June 10, 2015 BACKGROUND Staff will hand out information at the meeting about the 2016 and 2017 requested budgets, since the City Council will be reviewing them prior to your meeting. Staff will review each of the division budgets with the Commission and will include any comments the City Council may have had about any of the parks and recreation budgets. Commission members may ask questions or make comments about the budget during the staff presentation. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:2015 Work Plan Review DATE:June 10, 2015 BACKGROUND Attached is an updated work plan showing an additional item having been completed since the last Commission meeting held in May. Chair McMillen will review the work plan with the Commission members and together with Commission members identify any other additional items that have been completed in the work plan. It may be helpful to identify during the work plan review, which items the Commission would like to work on for the July 8th Commission meeting. ATTACHMENTS: Type Description Exhibit 2015 Work Plan FARMINGTON PARK AND RECREATION COMMISSION 2015 WORK PLAN Goal #1: Meet with the City Council at least once in 2015. Objectives: 1. By April 1st, the Commission will have identified a date to meet with the City Council either in a workshop setting, or for a parks tour and will identify possible agenda topics for discussion during the meeting. Status: Completed. Have identified a parks and facilities tour on August 12, 2015 with the City Council. 2. By September 1st, the Commission will have held a workshop with the City Council, or a parks tour and discussed during the workshop the agenda topics identified. Goal #2: Develop and prioritize a list of 2016 improvement projects for parks, trails and recreational facilities. Objectives: 1. By April 1st, the Commission will have discussed and identified a list of 2016 improvement projects to be completed in park, trails and recreational facilities. 2. By May 1st, the Commission will have discussed and identify possible funding sources for the 2016 improvement projects. 3. By July 1st, the Commission will have met with the City Council to discuss the 2016 improvement projects and how the project(s) may be funded. 4. By September 15th, at least one of the projects recommended for funding in 2016 will be included in the approved 2016 preliminary budget. Goal #3: Continue to build and strengthen relationships with Empire Township’s Park and Recreation Commission (ETPRC). Objectives: 1. By July 1st, discuss and determine a date to have a joint meeting with ETPRC. 2. By October 1st, a date will have been set to have a joint meeting with ETPRC. 3. By November 1st, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC. 4. By December 1st, a meeting will have been held with ETPRC. Goal #4: Participate in a Recreational Facilities Task Force. Objectives: 1. By April 1st, the Commission will have identified one of its members to be involved with a Recreational Facilities Task Force. Status: Completed. Selected Rob Carpentier and Mike Haley to represent the Commission on the Task Force at its April 8th meeting. 2. By May 1st, the Commission will have worked with City staff to identify possible youth sports organizations to be involved in a Recreational Facilities Task Force. 3. By November 1st, the Recreational Facilities Task Force will have presented its report to the Commission. 4. By December 31st, the Commission will have reviewed the recommendation made by the Recreational Facilities Task Force and forwarded a recommendation about recreational facilities to the City Council Goal #5: Participate in developing a long-term financial plan for the Schmitz-Maki Arena . Objectives: 1. By March 1st, the Commission will have been presented with financial information about Schmitz-Maki Arena’s operating expenses and revenues and capital improvements from 2009 through 2013. 2. By June 1st, the Commission will have reviewed a Schmitz-Maki Arena projected five year financial plan for the years 2017 through 2021 that will include operating expenses and revenues and capital improvements. 3. By December 31st, the Commission will have finalized and recommended to the City Council a five year financial plan for Schmitz-Maki Arena that includes operating expenses and revenues and capital improvements and is based on an at least break-even operating budget. Goal #6: Work with Parks and Recreation Department staff to explore possible expansion of new winter outdoor recreation opportunities through collaboration with other organizations. Objectives: 1. By April1st, Commission members will have discussed at least one possible outdoor recreational special event that the Parks and Recreation Department could offer to the community during the winter. Status: Completed. Commission members discussed at its March 11, 2015 meeting to offer a Smores and More event at the Rambling River Park outdoor rinks, but on a different date and to see if the Dakota County Parks Department would be interested in partnering on a Farmington Day being held at Whitetail Woods Regional Park. 2. By August 1st, the Commission will have finalized one possible prioritized outdoor recreational special event to be offered to the community during the winter of 2015-2016. Goal #7: Review and select a new picnic shelter for construction in 2015 for Fair Hills Park. Objectives: 1. By February 1st, the Commission will have approved RFP specifications for a new picnic shelter. Status: Completed. Commission selected shelter design at its January 14, 2015 meeting. 2. By March 15th, the Commission will have reviewed picnic shelter proposals and made a recommendation to the City Council on the purchase and construction of a new picnic shelter. Status: Completed. At its March 11, 2015 meeting Commission members recommended to the City Council that a shelter be purchased from and installed by St. Croix Recreation Company, Inc. in Fair Hills Park. 3. By April 15th, the City Council will have approved the purchase and construction of a new picnic shelter. Status: Completed. City Council approved agreements at its April 6th meeting to purchase and install a shelter in Fair Hills Park. 4. By September 30th, installation of a new picnic shelter in Fair Hills Park will have occurred. Goal #8: Participate in the development of a strategic plan for the Parks and Recreation Department. Objectives: 1. By April 1st, the Commission will have brainstormed ideas for items to include in a three to five year strategic plan. 2. By July 1st, the Commission will have identified the most important items to include in a three to five year strategic plan. 3. By September 1st, the Commission will have reviewed and possibly revised a draft three to five year strategic plan. 4. By December 31st, the Commission will have approved and forwarded to the City Council a recommended three to five year Parks and Recreation strategic plan. Goal #9: Be involved in the development of a community survey instrument’s questions that relate to Parks and Recreation. Objectives: 1. By March 1st, Commission members will have had an opportunity to provide input on questions related to parks and recreation that could be included in the resident survey instrument before it is drafted. Status: Commission members provided a list of possible park and recreation related questions to include in a community survey. 2. By May 1st, Commission members will have reviewed a draft resident survey instrument and provide feedback to staff about the Park and Recreation related questions. Status: Completed. The Commission reviewed at its March 11, 2015 meeting a draft survey instrument and provided feedback to staff on revisions to be made to the park and recreation related questions that were in the survey. 3. By September 1st, Commission members will be presented with the results of the resident survey especially the questions that relate to Parks and Recreation. Goal #10: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 1st, the Commission will have received a presentation by professional staff members of the Department’s 2014 Annual Report. Status: Completed. 2014 Annual Report given by staff at the February 11, 2015 meeting. 2. By May 1st, Commission members will have received a presentation from staff on the results of the Schmitz- Maki Arena’s season. Status: Completed. A presentation was made by staff at the April 8th meeting. 3. By August 1st, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1st, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By October 1st, Commission members will have received a presentation from staff about the outdoor pool season. 6. By November 1st, Commission members will have received a presentation from staff about the summer ice season. 7. By November 1st, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #11: Explore the lighting of parks and/or trails through solar lighting methods. Objectives: 1. By May 1st, the Commission will have explored styles and estimated costs of installing solar lights in parks and along trails. Status: Completed. Commission members explored a number of different styles and costs associated with installing solar lights in parks. 2. By July 1st, the Commission will have identified a specific style of solar lights for parks and trails. 3. By October 1st, the Commission will have identified and prioritized at least three park and trail areas for lighting including spacing and location within the three parks. 4. By December 31st, the Commission will approve a final solar lighting plan that will be included in the five year Capital Improvement Plan for parks and trails and beginning with the 2017 budget a request will be made to start funding the solar lighting program. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Solar Lighting in Parks DATE:June 10, 2015 BACKGROUND This is a continued discussion from the May meeting. Staff has conducted research with Dakota Electric Association (DEA) and has learned that DEA does not offer a solar light program in parks. Commission member Spars will also have an opportunity to share any information he has learned about solar and LED lighting from an electrical engineer who he works with. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:City Board and Commission Reception DATE:June 10, 2015 BACKGROUND This is a continued discussion from the May 13th Commission meeting. There was a general feeling at the May 13th meeting the Commission was interested in hosting this type of event and should pursue offering it. Discussion to occur at the meeting should focus on date, time, refreshments, food and reception meeting content. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Community Survey Report DATE:June 10, 2015 BACKGROUND The community survey was presented to the City Council at its May 18th meeting. I have included a copy of the survey results in the meeting packet. The presentation that occurred at the City Council can also be shown during the meeting if the Commission desires, so Commission members can hear how residents rated park and recreation on a number of items contained in the survey along with feedback for improvements to the Park and Recreation system. ATTACHMENTS: Type Description Exhibit Survey Results Document City of Farmington 2015 Residential Study The Morris Leatherman Company Quality of Life 2015 City of Farmington The Morris Leatherman Company Excellent 32 Good 66 Only Fair 2 Like Most about City 2015 City of Farmington The Morris Leatherman Company 32 17 11 11 10 10 3 2 2 2 1 Small Town Feel Housing/Neighborhood Safe Friendly People Close to Family Rural/Open Space Close to Job Schools Convenient Location Parks and Trails Unsure 0 5 10 15 20 25 30 35 40 Most Serious Issue 2015 City of Farmington The Morris Leatherman Company 21 16 15 8 7 5 2 2 4 20 Too Much Growth Lack of Retail High Taxes Poor Spending Rising Crime Lack of Jobs School Funding Scattered Unsure NOTHING 0 5 10 15 20 25 Direction of City 2015 City of Farmington The Morris Leatherman Company Right Direction 87 Wrong Track 12 Unsure 2 City Services 2015 City of Farmington The Morris Leatherman Company 96 97 82 92 91 88 82 72 63 98 77 89 95 4 1 12 7 6 7 11 10 34 2 23 12 5 Police Fire Storm Drainage/Flood Control Park Maintenance Trails Maintenance Recreation Programs Code Enforcement Building Inspections Economic Development Garbage/Recycling Street Repair/Maintenance Snow Plowing Street Sweeping 0 20 40 60 80 100 120 Positive Negative Comparative Property Taxes 2015 City of Farmington The Morris Leatherman Company 13 50 32 1 0 5 Very High Somewhat High About Average Somewhat Low Very Low Unsure 0 10 20 30 40 50 60 Value of City Services 2015 City of Farmington The Morris Leatherman Company Excellent 15Good 68 Only Fair 15 Poor 1Unsure 1 Active Code Enforcement 2015 City of Farmington The Morris Leatherman Company Strongly Favor 10% Favor 42% Oppose 34% Strongly Oppose 10% Unsure 5% Yes 54% No 41% Unsure 5% More Active Approach If "Favor" Support a Property Tax Increase Greatest Public Safety Concern 2015 City of Farmington The Morris Leatherman Company 3 15 14 27 2 3 8 4 23 1 Violent Crime Traffic Speeding Drugs Youth Crimes/Vandalism Identity Theft Business Crimes Residential Crimes All None Unsure 0 5 10 15 20 25 30 35 Contact with Police Department 2015 City of Farmington The Morris Leatherman Company Yes 13% No 87% Excellent 39% Good 50% Only Fair 10% Poor 2% Contact with Police Rating of How Situation was Handled Have a Say 2015 City of Farmington The Morris Leatherman Company Yes 64 No 30 Unsure 7 Mayor and City Council 2015 City of Farmington The Morris Leatherman Company Great Deal 7 Fair Amount 44 Very Little 31 Nothing 18 Strongly Approve 10 Approve 67 Disapprove 15Strongly Disapprove 2Unsure 6 Know ledge about Work Job Performance of Mayor and City Council City Staff 2015 City of Farmington The Morris Leatherman Company Quite A Lot 3 Some 37 Very Little 39 None 22 Excellent 14 Good 67 Only Fair 13 Poor 2 Unsure 5 First-Hand Contact of City Staff Job Performance of City Staff Financial Incentives 2015 City of Farmington The Morris Leatherman Company Strongly Support 16 Support 53 Oppose 21 Strongly Oppose 6 Unsure 5 Property Tax Increase for Development 2015 City of Farmington The Morris Leatherman Company 42 7 16 14 8 6 2 2 4 0 Nothing "$2.00" "$4.00" "$6.00" "$8.00" "$10.00" "$12.00" Over $12.00 Don't know Refused 0 10 20 30 40 50 Median Tax Increase: $2.25 per month Aware of.... 2015 City of Farmington The Morris Leatherman Company Yes 81 No 19 Yes 92 No 7 Unsure 1 195th Street Reconstruction Project Farmer’s Market Park and Recreation Facilities 2015 City of Farmington The Morris Leatherman Company 67 60 70 50 32 32 51 3 6 6 7 21 9 3 Larger Community Parks Smaller Neighborhood Parks Trails Community Ballfields Outdoor Sw imming Pool Ice Arena Rambling River Center 0 10 20 30 40 50 60 70 80 Favorable Unfavorable Mix of Recreational Facilities 2015 City of Farmington The Morris Leatherman Company Yes 98% No 1%Unsure 1% Yes 14% No 86% Recreational Programs Usage 2015 City of Farmington The Morris Leatherman Company 96% Satisfaction with Experience Mix of Recreational Programs 2015 City of Farmington The Morris Leatherman Company Yes 98% No 1%Unsure 1% Convert Pool to Splash Pad 2015 City of Farmington The Morris Leatherman Company Strongly Support 17 Support 42 Oppose 21 Strongly Oppose 13 Unsure 7 Property Tax Increase for Park and Recreation Facilities 2015 City of Farmington The Morris Leatherman Company 44 26 13 4 3 1 1 0 9 Nothing "$25.00" "$50.00" "$75.00" "$100.00" "$125.00" "$150.00" Over $150.00 Unsure 0 10 20 30 40 50 Median Tax Increase: $23.90 per year Tax Increase for Recreational Facility 2015 City of Farmington The Morris Leatherman Company 67 66 64 54 49 42 40 37 36 32 34 36 45 49 59 60 63 64 Updated Playground Equipment Aquatic Facility Expansion of Trails Athletic Fields Off-leash Dog Park Outdoor Basketball Courts Second Sheet of Ice Outdoor Ice Rinks Outdoor Tennis Courts 0 10 20 30 40 50 60 70 80 Support Oppose Information Source 2015 City of Farmington The Morris Leatherman Company 41 21 13 13 8 3 0 2 1 44 18 12 4 4 2 13 2 1 City Newsletter Website Local Newspaper Mailings Word of Mouth Cable Television E-mails Scattered Nothing 0 10 20 30 40 50 Principal Preferred City Newsletter 2015 City of Farmington The Morris Leatherman Company Yes 89No 11 Excellent 25 Good 66 Only Fair 6 Unsure 3 Receipt of New sletter Content and Format City Calendar 2015 City of Farmington The Morris Leatherman Company Yes 77No 21 Unsure 2 Excellent 23 Good 75 Only Fair 1 Receipt of Calendar Content and Format Internet Service 2015 City of Farmington The Morris Leatherman Company Very Satisfied 22% Somewhat Satisfied 58% Not too Satisfied 16% Not at all Satisfied 4% Very Satisfied 15% Somewhat Satisfied 46% Not too Satisfied 31% Not at all Satisfied 6% Unsure 2% Choice of ISP Price You Pay 81% w ith Internet Access City Website 2015 City of Farmington The Morris Leatherman Company Yes 74% No 26% 100% w ere able to find w hat they w ere looking for City Social Media 2015 City of Farmington The Morris Leatherman Company Yes 11No 88 Excellent 49 Good 38 Only Fair 14 Visited any Social Media Rating of Social Media City Involved in Providing Internet 2015 City of Farmington The Morris Leatherman Company Strongly Support 16% Support 63% Oppose 6% Strongly Oppose 4% Unsure 11% City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Park Maintenance DATE:June 10, 2015 BACKGROUND This is a continued discussion about one of the strategies identified in the City Council’s Strategic Plan of completing a maintenance study related to moving park maintenance under the Municipal Services operations and a discussion that occurred at the May 11, 2015 City Council Work Session based on a staff recommendation. I have attached the meeting packet from the May 11th City Council work session that includes the cover memo about this item. ATTACHMENTS: Type Description Exhibit May 11th City Council Work Session Memo Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. City of Farmington 430 Third Street Farmington, MN 55024 AGENDA CITY COUNCIL WORKSHOP May 11, 2015 6:30 PM Farmington City Hall 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) 2016 Trunk Highway 3 Project Discussion (b) Parks and Recreation/Municipal Services Maintenance Review 4. CITY ADMINISTRATOR UPDATE 5. ADJOURN City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Mayor, Councilmembers and City Administrator FROM:Kevin Schorzman SUBJECT:2016 Trunk Highway 3 Project Discussion DATE:May 11, 2015 INTRODUCTION The Minnesota Department of Transportation will be doing a maintenance project on TH-3 in 2016. DISCUSSION Staff will provide a verbal update to the city council regarding discussions we have had with MnDOT related to the access configurations discussed at the April 13, 2015, workshop. BUDGET IMPACT None. ACTION REQUESTED Consensus based on items provided in the update at the meeting. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Mayor, Councilmembers and City Administrator FROM:David J. McKnight, City Administrator SUBJECT:Parks and Recreation/Municipal Services Maintenance Review DATE:May 11, 2015 INTRODUCTION The city council included in the 2014 and 2015 strategic plans a request to study the structure of our organization in the area of maintenance staff in both the Municipal Services and Parks and Recreation Departments. There are a number of reasons to look into this project including work proficiency and budget amongst others. The city council asked me to prioritize this at the strategic planning session held in March 2015. DISCUSSION As a part of this review I asked Human Resources Director Brenda Wendlandt to research this issue and present options to consider. Ms. Wendlandt completed this research and shared the following three options with me. Do Nothing1. Develop and Implement Workflow Maintenance under Current Structure2. Reorganization Placing Parks Maintenance Under Municipal Services3. While it was not included in the study, Ms. Wendlandt recommends going with option three. Some of the benefits noted in the study included cross training of employees allowing a greater depth of coverage for completing work and consistency in work rules and supervision. These issues would go a long way towards eliminating any current or future "us versus them" culture that may exist. As a part of the study I also surveyed three department heads who work or have experience in this area as well as the three supervisors that work in this area. There were a number of common themes in their responses. The main message was that things are working pretty well but there are some things that they can do better. I should be clear that there were some comments that we should not consider combining all or portions of the two departments due both to the technical knowledge required to do the work in each area and the concern that some of the work would become a second priority. Some of the common themes or messages in the survey responses included: Cross training can improve1. Wages will be an issue2. Any change should be implemented in stages3. Having one "operation" would provide for better coordinated responses4. We need to move away from having employees specialized in specific equipment5. Expectations of employees need to be consistent in many areas6. All employees should be expected to take care of equipment7. The barriers between staff have been removed the past 3-4 years8. Fear that one area will become less important if we combine departments9. The city council discussed this issue again in March 2015 and asked that for a recommendation on this issue. In April 2015 I met with Todd Reiten and Randy Distad and asked them to review all of the information on this topic and provide me with a recommendation. After considering this issue along with two supervisors in the departments they recommended an increase in cross training of employees but leave the current organizational structure as is. The increased efficiencies would occur through the following methods. Cross Training on Equipment Operations-Have an equipment training day once a month that all staff would attend and become trained on how to operate the equipment. This has been done in a limited basis in the past but we would propose to increase the frequency of the training so that we have a pool of trained people who could be called upon to operate a piece of equipment. 1. Pool Employees for Large Projects-Identify large projects where staff could be pooled to complete the project in a more timely manner. This has been successfully completed in the past on such projects as the Vermillion River bank restoration project, rain garden installation near the arena, painting the interior hallways of the Rambling River Center, removal and installation of the roof on the former Rambling River Center building and snow removal on streets. 2. Pool Employees During Snow Removal-The primary focus would be clearing city streets first before plowing any trails adjacent to the streets so trails are not getting covered back up. Having more park maintenance employees trained as snow plow operators will provide additional support when needed. 3. City Administrator Recommendation I appreciate all of the work that city staff members put into this research and am the first to admit that they know more about their positions and the work they perform on a daily basis. At the same time I have been in my position with the city almost four years so I do have first and second hand knowledge about the operations of our departments. There are other factors that the city must consider when looking at this issue as well. We currently have a vacant position in the Municipal Services Department. This position has been vacant since mid-winter and was purposely not filled since this study was going on. The vacancy and the cost savings associated with it could play a role in the 2016 budget. As the city council is aware, the demands for additional funding for next year will far outweigh the availability of dollars. With everything above taken into consideration I recommend the following structure changes to the Municipal Services and Parks and Recreation Departments over the next year. Move three to four of the current Parks staff under Municipal Services along with the work for park maintenance. 1. Keep three of the current Parks staff in the department with the responsibility of facilities and other areas. 2. It is very likely we will need to create a "lead worker" position both in Municipal Services and Parks and Recreation. 3. Do not replace the position that is currently vacant. (Reserve the right to change this decision based on work demands/results) 4. Implement the three recommendations made by supervisory staff listed above.5. Allow the Municipal Services Director and Parks and Recreation Director a few weeks to determine a phased implementation schedule so other city staff members can have some input into this process. 6. Monitor the progress of these proposed changes and consider how our solid waste employees may potentially be worked into this study as phase two at a future date. 7. The reasoning behind my recommendation, which should be performed in phases, includes: Increased efficiency due to cross training and coordinated responses to all issues. This will allow employees to become more proficient in the use of different equipment rather than specializing. 1. Consistent operation and care of equipment. This would assist with consistent expectations related to the care of equipment. 2. Long term increase in employee morale. Over time the elimination of silos will be more conducive to a team atmosphere. Varying job duties should also help morale by providing different challenges rather than having employees have repetitive responsibilities. 3. Moving maintenance functions under one department will also allow the Parks and Recreation Department to concentrate on facilities needs. I can safely say we do not have enough employee hours and/or dollars invested in the daily upkeep of our facilities. The city has $30,000,000 invested in our main facilities and I want to ensure that the money spent to build these structures is maintained so their replacement is put off as long as possible. The Parks and Recreation Department will continue to offer and operate a wide variety of recreation programs as we have for many years. BUDGET IMPACT To be determined based on any structure changes we may consider. ACTION REQUESTED Discuss this issue as a group, request additional information, ask any questions you may have and make a recommendation to city staff. ATTACHMENTS: Type Description Backup Material Organizational Charts Current Department Structure Municipal Services Mun. Serv. Dir. Maintenance Workers (7/8) Mechanics (2) Streets Supervisor Solid Waste Supervisor Solid Waste Drivers (4) Parks and Recreation Parks/Rec Director Recreation Supervisors (2) Park/Maint Supervisor Park Maint Workers (7) Proposed Department Structure Municipal Services Mun. Serv. Dir. Maintenance Lead Worker Maintenance Workers (10) Mechanics (2) Streets Supervisor Parks and Recreation Parks/Rec Director Recreation Supervisors (2) Park/Maint Lead Worker Facility Workers (2) City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Commission Roundtable DATE:June 10, 2015 BACKGROUND This is an opportunity for Commission members to share information, ask questions or make comments related to Parks and Recreation items. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Department Projects Update DATE:June 10, 2015 BACKGROUND Information/updates about improvement projects that are occurring in the Parks and Recreation Department will be provided by staff during the meeting. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Dew Days Events DATE:June 10, 2015 BACKGROUND Information will be shared at the meeting about the various events/programs that the Parks and Recreation Department will be offering during Dew Days and other ways the Department will be assisting with the Dew Days celebration. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:Music in the Park Performances DATE:June 10, 2015 BACKGROUND Information will be shared about the May 28th performance that occurred at Rambling River Park and a reminder about the next performance that will occur on June 25th in Rambling River Park. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO:Farmington Parks and Recreation Commission Members FROM:Randy Distad, Parks and Recreation Director SUBJECT:July 8, 2015 Meeting Agenda Topics DATE:June 10, 2015 BACKGROUND Commission members and staff will identify possible items to include on the July 8, 2015 Commission meeting agenda.