5.b) Administrator's ReportSCANDIA
Staff Report
Date of Meeting: November 7, 2016
To: Parks & Recreation Committee
From: Neil Soltis, Administrator
Re: Parks update
Lilleskogen — The Veterans Committee has submitted the landscape plan that follow this report. No
installation date has been set. The Committee is seeking to have the flag pole installed on November 4.
I've contacted the Washington County Sentence to Service program and submitted a proposal for 2 crew
days doing invasive species removal at Lilleskogen in November. No dates have been confirmed for this
work.
Ice Rink — The crew is working on replacing broken dasher boards and kick plates. That work should be
completed by November 15.
Parks — The parks received their final mowing and the refuse containers for the lighted ballfield and the
boat ramp at Goose Lake have been brought in for the winter.
Log House Landing — The informational sign provided by the National Park was installed on October 20.
Within a week the sign was vandalized with the acrylic cover shattered.
2017 Budget —The City Council discussed the 2017 Parks budget at the November Work session
(11/2/16). The Council made no adjustments to the attached. After the work session the Council will
hold a public hearing on the budget at the December Work session (12/7/16) with final action on the
budget at the Council meeting on 12/20/16.
Parks long range plan and City 2040 Comprehensive Plan —The City received a single proposal for
updating the 2030 Comprehensive Plan. It is anticipated that the City will approve a services agreement
for the work at the November 15 City council meeting. Attached is the proposed work plan and schedule.
You will note in item 6.5 the work that is anticipated on the Parks and Trails section of the plan. No dates
have been set beyond the work beginning in 2017.
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GENERAL FUND 101 1 GENERAL FUND 101
Account Description
$
2015
Actual
$
2016
Projected
$
2016
Budget
$
2017
Proposed
122 FICA Employer Contribution
BUDGET NOTES AND HIGHLIGHTS
605
PARKS & RECREATION (45000)
1,200
$
1,226
$
PARKS & RECREATION (45000)
REVENUE
Taxes
$
212
$
300
$
287
$
300
141 Unemployment Compensation
$
1,814
$
31000 Washington Cty. Tax Settlement
$
52,877
$
48,879
$
48,879
$
52,800
900
$
Total Property Taxes
$
52,877
$
48,879
$
48,879
$
52,800
25,239
$
Charges for Services
34301 Damage Repairs
$
-
$
1,445
$
-
$
-
reimbursement from insurance company for damage to fence
34750 Facilities Rental
$
587
$
600
$
500
$
600
34790 Recreation Programs
$
7,240
$
7,300
$
11,500
$
7,500
estimated based on 2016 revenues
Total Charges for Services
$
7,827
$
9,345
$
12,000
$
8,100
Other Income
36230 Donations
$
-
$
1,591
$
-
$
1,000
Vinterfest
36250 Misc. Refunds
$
500
$
100
$
$
-
Total Other Income
$
500
$
1,691
$
$
1,000
Total Parks & Recreation Revenue
$
61,204
$
59,915
$
60,879
$
61,900
$1,721 (3%) budget increase, $2,685 over 2016 projected
EXPENDITURES
Personnel Services
Personnel Services charged to this budget include:
101 Regular Wages & Salaries $ 4,946 $ 6,000 $ 5,501 $ 9,300
104 Temp Employee Wages $ 9,706 $ 12,000 $ 14,279 $ 12,600
121 PERA Coord. Employer Contribution
$
372
$
400
$
399
$
1,600
122 FICA Employer Contribution
$
605
$
1,200
$
1,226
$
1,400
126 MEDICARE Employer Contribution
$
212
$
300
$
287
$
300
141 Unemployment Compensation
$
1,814
$
1,800
$
2,500
$
2,000
151 Workers Comp Insurance Premium
$
999
$
900
$
1,047
$
1,000
Total Personnel Services
$
18,653
$
22,600
$
25,239
$
28,200
Materials & Supplies
200 Office Supplies
$
- $
- $
30
$
100
203 Printed Forms & Papers
$
319 $
400 $
400
$
400
210 Operating Supplies
$
979 $
1,200 $
1,000
$
1,000
212 Fuel
$
1,161 $
800 $
1,425
$
1,200
221 Equipment Parts
$
774 $
500
$
750
$
1,000
223 Building Repair & Supplies
$
2,214 $
4,000
$
1,000
$
2,000
240 Small Tools & Minor Equipment
$
- $
500
$
500
$
500
Total Materials & Supplies
$
5,447 $
7,400
$
5,105
$
6,200
Office Assistant - part time - 12 hours per week, PW staff 2.5% of
Tennis instruction, Ice Rink attendants, Summer maintenance (67
days) NOTE: decrease is based on charging summer maintenance
on Wayne Erickson ballfield to the Parks Capital account to be
8% increase per league estimate
Todds, Menards, Abrahamsons, Becker
John Deere, Frontier Ag
Becker - dasher boards and kick plates
GENERAL FUND 101 1 GENERAL FUND 101
2015
2016
2016
2017
Account Description Actual
Projected
Budget
Proposed
Contractual Services
313 Committee & Commission Reimburs
$
1,020
$
1,200
$
1,200
$
1,200
319 Other Services
$
5,554
$
6,500
$
9,000
$
7,000
322 Postage
$
191
$
200
$
225
$
300
340 Advertising
$
191
$
300
$
825
$
300
353 Sales Tax
$
64
$
-
$
50
$
-
361 Liability/Property Insurance
$
5,728
$
5,500
$
5,835
$
5,800
381 Utilities
$
3,170
$
4,000
$
5,150
$
5,000
384 Refuse Disposal
$
2,500
$
2,800
$
2,750
$
2,800
385 Sewer Utility
$
1,516
$
1,600
$
1,750
$
1,600
401 Bldg Maintenance
$
622
$
2,100
$
750
$
1,000
404 Machinery & Equipment Repair
$
61
$
300
$
500
$
500
406 Grounds Care
$
-
$
600
$
-
$
-
438 Misc Contractual
$
57
$
400
$
1,000
$
1,000
439 Refunds Issued
$
222
$
100
$
500
$
-
440 Events
$
243
$
1,000
$
1,000
$
1,000
Total Contractual Services
$
21,139
$
26,600
$
30,535
$
27,500
Transfers
720 Operating Transfers $ 11,349 $ $ $
Total Transfers $ 11,349 $ $ $
Total Park & Recreation Expenditures $ 56,589 $ 56,600 $ 60,879 $ 61,900
BUDGET NOTES AND HIGHLIGHTS
Ice skating / summer camps
3% increase per League estimate
6.5% electric increase
SRC, Air Fresh($1.9k)
fence repair in 2016 pd by insurance $1.5k
rock for Lighted ballfield - budgeted in Parks Capital in 2017
PRC expenditures for Vinterfest and Taco Daze
$1021 (2%) budget increase, $5,300 over 2016 projected
Work Plan and Schedule
Participation Process
Task 1: Project Management
Ryan will serve as Client Service Manager to assure client
satisfaction on the project. Jane will serve as the Project
Manager, providing oversight and direction. She will serve
as the primary point of contact for the duration of the
project. We will provide:
• Monthly progress reports and invoices
• Project schedule with key milestones
Task 2: Project Initiation
The first step in the project is working with City officials
to establish specific goals. This includes:
• Meeting with City staff to review the scope of work
and existing information available
Conducting community visits, inventory physical
conditions, and visit with key stakeholders
Reviewing previously adopted planning documents
from various City Departments
kel
lea
Public awareness
purpose: To make the
pu bl i c aware of the
comprehensive
planning project.
pledge tea the public;
We will keep you
i nforme-d.
Example methods:
Direct mail, news
releases and mass
media, displays and
exhibits.
}L
Public education
Purpose: To provide the
public with balanced
and objective infor-
mation to assist
them in better
understanding the
various steps in the
planning process
Pledge to the public:
We will try to help
you understand.
Example methods:
Public education
meetings, websites,
newsletters.
Universiy of Wisconsin -Extension, Citizen Participation
Team (20,41 ). Citizen P'a.rtieipation Training OWanoai.
Work Plan and Schedule
Task 3: Public Outreach
There are many ways to incorporate public interest and
participation in a Comprehensive Plan project. We have
built these into the process, with the expectation that this
effort will provide an extensive opportunity for those
interested to participate, and provide City Officials with
a sufficient level of confidence there are no unanticipated
issues, not yet raised to public consciousness, that need to
be addressed in the Comprehensive Plan process.
The purpose of public participation is not an end in itself.
It is important to know what purpose is being pursued. It
may be public education about City issues and decision-
making, an outreach to find new or innovative ideas for
public consideration, and/or an effort to build consensus
around a chosen path, among many others.
Public input
Plu rpose: To obtain
public feedback on
issues, alternatives
and/or decisions.
Pledge to the public:
We will provide a
variety of opportuni-
ties for your input,
and will provide
feedback on how the
public input was
used in the planning
process.
Example methods;
Open houses, public
hearings, visual pref-
erence surveys,
opinion surveys,
focus groups.
Public interaction
Purpose: To work
directly with the
public throughout
the process to
ensure that public
issues and concerns
are consistently
understood and con-
sidered.
Pledge to the public;
We will work with
you to ensure that
your concerns are
directly reflected in
the alternatives
developed and
provide feedback on
Inow public input
influenced decisions.
Example methods:
Visioning
Public partnership
Purpose: To place
decision-making
responsibilities it
the hands of the
public.
Pledge to the public:
We will work to
implement what you
decide.
Example methods:
Citizen planning
committees
Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 11
City Staff involvement. We expect Bolton & Menk staff
will lead the project, relying on City staff for feedback and
interpretation of local issues and choices. We will work •
closely with City staff in a shared lead role for purposes of
correspondence with the public and public officials.
Public Official Roles. With a long history of working
for local government in planning and zoning, we fully
understand both the role of public officials and the
information they need to make informed and effective
decisions. We work hard to build our relationship with
the community so we can quickly absorb the issues to
be addressed. This requires regular interaction with the
Planning Commission and City Council members to
understand their approaches to local government and land
use policy and ensure the updated Comprehensive Plan
truly captures the objectives they envision.
Public's Role. Public participation in this project
will directly and robustly engage the public through
a combination of face-to-face interaction and online
communication. The specific components of the public's
participation are listed below.
Task 3.1: Branding
Our team will work crrr of
with the City to develop WABASHA
a brand specific to the 1�
Comprehensive Plan
Update. This brand will be used on all outreach materials,
both printed and electronic.
Task 3.2: Face -to -Face Outreach
We offer the following
public engagement
activities for the
Comprehensive Plan
Update process:
• A Comprehensive
Plan or Steering
Committee, consisting of 10-12 members from a mix
of staff, elected and appointed officials, and community
volunteers (3 meetings)
• Personal interviews with community leaders, utilizing
a focus group approach. We anticipate four focus
groups, including:
• Local government officials (City Council, Advisory
Boards and Commissions, and Staff)
• Business community
Work Plan and Schedule
• Agricultural and rural residential community
• Youth groups (Scouts, students, other)
Unlike traditional public meetings, "pop-up" meetings
go where the public is already gathering, such as
community events, local coffee shops, or the library.
People are provided with written materials, asked to
complete a short survey, and have the opportunity to
ask questions. Our proposal includes two "pop-up"
meetings:
• Vinterfest = ��
•
Farmers Market V
(or another event
recommended by the
City) A
Concept -review public open house (1)
Planning and Zoning Public Hearing on Draft
Comprehensive Plan Update.
City Council meeting (Review and Adoption)
Task 3.3: Online Outreach
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Riverfront „Public Comment
According to the Pew Research
Center, 86% of adults go online
regularly, and 74% of online
adults are social network users.
Those numbers are higher for
teens and young adults. Online
outreach is necessary to reach
more community members. Our
proposal includes:
• Website
• Web -based comment forum
• An online interactive community issues map that
allows the public to identify specific issues or
respond to specific questions with pins on a map
• Online survey of issues and comment
• Facebook Page specific to the Comprehensive Plan
Task 3.4: Targeted Outreach (optional)
In the event the City wishes to pursue more extensive
public involvement, there are additional methods to
build on the foundation laid above. Additional public
participation options could include any or all of the
following efforts:
• Random -sample telephone survey of community
opinion (outside contractor)
• Mailed survey of community opinion
• Focus group meetings on individual issues and/or
concepts
• Community design charrette
Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 12
Interactive workshops with local schools, civic groups,
and others
• Informational door hangers
These options are highly customized, and depend on
a variety of options, including sample size, number of
expected participants, etc. We welcome meeting with City
Officials to discuss and design specific options to develop
cost estimates and community official roles for any of the
chosen alternatives.
Planning Services
Task 4: Existing Conditions Analysis
Task 4.1: Review Existing Plans
Utilizing information from previous plans, public
involvement, City input, and consultant review, we will
identify issues and needs across all segments of the Plan.
This review will serve to inform changes and adjustments
to the new Plan.
Our team will also review the existing Plan for form and
content to identify inconsistencies with current conditions,
requirements, and goals. This review will provide a
framework for the new Plan.
Task 4.2: Community Designation
The City of Scandia has expressed an interest in exploring
the possibility of changing the community designation
from "diversified rural" to "rural center." Changing
the designation will require coordination with the Met
Council. Our goal is to accomplish this task in a timely
manner; however, depending on the process required by
the Council, additional time may be required.
Task 5: Vision, Goals, and Objectives
Task 5.1: Analysis of Future Issues
The initial stages of the public engagement process
will be key in evaluating the existing vision statement
and identifying changes as necessary. Our team will
work closely with City staff and appointed and elected
officials to draft a vision statement and goals to guide the
development of the Comprehensive Plan.
Task 6: Plans and Policies
Task 6.1: Metropolitan Council Requirements
The Metropolitan Council's System Statement for the City
of Scandia lists the specific requirements to be included
in the Comprehensive Plan Update. We will examine the
Local Planning Handbook checklist for the City to ensure
Work Plan and Schedule
all elements are included in the updated Plan. We will
prepare the necessary tables and figures required by the
checklist.
Task 6.2: Land Use
• Review and analyze existing land uses
• Review existing land use designations and recommend
changes or modifications
• Identify appropriate future, long-term land use
designations for all parcels, regardless of existing use
• Provide a land use capacity analysis to identify
potential future growth areas in the City
• Identify areas appropriate for more indepth planning
studies
• Provide a Future Land Use Map
• Review current Zoning Ordinance and Zoning Map
and identify changes required for consistency with the
new Plan
Task 6.2.1: Staged Development
The Rural Center classification requires a plan for staged
development in 10 -year increments. The Staging Plan will
be carried through all elements of the plan.
• Provide a table identifying staged development
including future land uses, acres, and density ranges
for each 10 -year increment
Provide a map identifying the staging
Task 6.3: Housing
• Complete an existing housing assessment including
total number of units, number of units by type, owner
occupied and rental units, and housing values
• Provide an analysis of existing housing needs and an
analysis of future housing needs
• The City of Scandia does not have a share of the
Region's need for low and moderate income housing
Task 6.4: Economic Development
Provide an analysis of the number and character of jobs
and businesses within the City
Identify areas for new business within the City
Recommend goals, policies, and strategies to maintain
economic competitiveness
Task 6.5: Parks and Trails
Identify and describe Big Marine Park Reserve and its
impact on the City
Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 13
• Identify and describe the State park and open space
areas within the City
• Inventory and map existing local parks, trails, and
other recreational facilities
• Identify search areas or potential locations for future
local parks needed as development occurs
• Provide cost estimates for future park facilities
Task 6.6: Resiliency
• Review existing solar farm and solar garden ordinances
for consistency with State statutes
• Identify existing or approved solar farms on a map
Technical Services
Task 6.7: Natural and Water Resources
The City of Scandia's Local Water Management Plan
(LWMP) was updated in September 2012 and approved
by the Comfort Lake Forest Lake Watershed District
(CLFLWD), Carnelian Marine St. Croix Watershed District
(CMSCWD), and Rice Creek Watershed District (RCWD).
The plan includes an inventory of water resources and an
assessment of water resource issues, goals, policies, and
strategies for implementing improvements to the system
to correct specific issues. Further, the Plan indicates that
watershed district rules and standards are adopted by
reference. Some LWMP updates will be required to align
with updates to Watershed District Plans, Total Maximum
Daily Load (TMDL) reports and Metropolitan Council
requirements for the 2040 Comprehensive Plan Updates.
Otherwise, it is assumed the Watershed District Plans will
continue to be adopted by reference. The following tasks
are anticipated to update Scandia's LWMP.
Task 6.7.1: General Language Updates
Modify current LWMP document to update general
information in each section. The LWMP sections include
• Executive Summary
• Local Water Management Plan Purpose
• Land and Water Resources Inventory
• Assessment of Issues
• Goals, Policies, and Strategies
• Implementation Plan
• Amendment Procedures
• Appendices
General language updates include, but are not limited to:
• Dates
• Future land use, population, etc.
• Stormwater and natural drainage information
Work Plan and Schedule
• References to other plans
• Changes in implementation planning
Task 6.7.2: Figure Updates
Analyze and modify current LWMP maps and figures and
update with the best available data. This includes publicly
available and City -maintained data provided by:
• Met Council
• MnDNR
• Board of Soil and Water Resources (BWSR)
• MnDOT
• RCWD/CLFLWD/CMSCWD
• City of Scandia
The current LWMP contains 13 maps/figures describing
the City's drainage system. No new maps will be created.
Task 6.7.3: Add New Information
• Modify Assessment of Issues to better align with
comprehensive Plan and Watershed District Plan
Updates
• Update future projects, capital improvements, and
financing opportunities
Task 6.8: Transportation
This task assumes Washington County will develop a
single transportation model that can be utilized by both
the county and its municipalities. Therefore, our scope
of work does not include travel demand forecasting, but
instead includes time to coordinate with the County on
Transportation Analysis Zones (TAZ) distribution and
model outputs.
Task 6.8.1: Introduction
Review and update transportation goals and objectives.
Assumes major revisions are not necessary.
Task 6.8.2: Roadway System Plan
• Issues Identification
Utilize information from previous plans, public
involvement, city input, and consultant review to
identify transportation system issues and needs
• Existing Roadway Conditions
• Map existing functional classification
• Map existing number of lanes on A -minor arterial
roadways
• Map current traffic volumes including heavy
commercial volumes
Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 14
• Map existing railroads and significant freight
facilities/nodes
• Identify roadway issues that affect freight
transport (i.e., weight restricted roads, bridges
with insufficient clearances, intersections with
inadequate turning radii for trucks, etc.)
• Review 5 -year crash history for arterial and
collector roadways using MnDOT's Crash Mapping
Analysis Tool. Identify areas with high crash
frequency
Traffic Projections
Describe 2040 TAZ allocation of population,
households, and employment to Met Council
control totals
• Coordinate with Washington County staff on travel
demand model outputs for Scandia
• Map forecasted 2040 roadway volumes provided by
Washington County
Roadway System Plan
• Summarize recommendations from any recent
relevant transportation or corridor studies
• Map future number of lanes on A -minor arterials
• Identify future right-of-way preservation needs
• Incorporate access management guidelines of
MnDOT and/or Washington County
• Identify any proposed functional classification
changes and map future functional classification
Document potential jurisdictional transfer
discussions, which assumes no detailed
jurisdictional transfer analysis
Task 6.8.3: Non -Motorized System Plan
Map existing and planned on -road and off-road bicycle
facilities in the City
Analyze and address the need for local bike/pedestrian
facility improvements to provide connections that
remove major physical barriers on the regional and
local networks
• Assumes no Regional Bicycle Transportation Network
analysis since no alignments or corridors are identified
in the City of Scandia
Task 6.8.4: Transit Plan
• Map and describe existing transit routes and facilities
Work Plan and Schedule
Task 6.8.5: Implementation Plan
• Identify short-, medium-, and long-term improvement
priorities
• Identify implementation tools (access management,
right-of-way preservation, funding sources, etc.)
Task 6.9: Infrastructure and Utility Plan
Local comprehensive plans must address water supply
and wastewater (Minn. Stat., Sec. 473.859 & 473.513).
The City of Scandia relies on private wells and private
subsurface sewage treatment systems; the City does not
own/operate a municipal public water supply system or
stormwater system. A local water supply or wastewater
plan is not required; however, the comprehensive plan
should include information about water sources, including
plans to protect private water supplies and describe the
standards and conditions under which the installation of
subsurface sewage treatment systems will be permitted and
the areas not suitable for public or private systems.
Task 6.9.1: Wastewater Systems
Evaluate the existing wastewater systems based on
the proposed growth and determine what, if any,
improvements are needed
Provide cost estimates and estimated timing to
complete the work at each wastewater system
Task 6.9.2: Water System
The water system (Uptown system) is quite small and
serves only a small area (City Hall, community building,
church, etc.). All other areas are served by private wells.
Evaluate the Uptown system based upon any proposed
growth and suggest improvements
Task 7: Implementation
Most components of a comprehensive plan identify
what a community intends to do over the next 20 years.
The implementation portion of the plan lays out how
a community intends to do it and when infrastructure
investments will occur. The implementation will describe
local ordinances, policies, public programs, and capital
improvement plans for Scandia to ensure implementation
of the Comprehensive Plan and protection of public
infrastructure.
Submitted by Bolton & Menk, Inc. 2040 Comprehensive Plan Update I City of Scandia, Minnesota 15
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Additional Information
Section 6