09.e1 MSA Appendix CPROJECT UNDERSTANDING
MSA will approach this planning project with the following factors in mind:
Understand the important role the Parks, Recreation, and Open Space Master
Plan plays in providing a vision to guide and prioritize investments in the City’s
park system to meet current and future needs. Wants and needs usually
outnumber available funding, so the plan must serve to both identify and prioritize
improvements based on input from all stakeholders.
Recognize the vital role the City’s park system plays in supporting the local
economy. The plan should highlight this value to demonstrate the direct, indirect
and induced benefits these investments in the City’s park system have on its
overall economy.
The plan will be an important tool in maintaining eligibility for the City to apply for
and receive federal and state aid for the acquisition and development of outdoor
recreation, open space sites and facilities.
The plan needs to include a community engagement effort. In a world where
people are increasingly strapped for time, it’s important to give a variety of
options to encourage individuals to participate in the planning process.
The plan needs to be user-friendly, serving the dual purpose of providing a vision
for continued investment in the City’s park system while also advocating the
importance of the park system/department. A well-crafted plan will serve as a
strategy for the department to make the best impacts economically feasible.
PROJECT APPROACH
PHASE I - OUTLINE MISSION, GOALS, AND OBJECTIVES (MONTH 1)
TASK 1.1 | STAFF KICK-OFF MEETING – WORKING SESSION
MSA will coordinate initial project start-up activities with the City staff:
Review project scope and schedule.
Review draft community survey and discuss outreach methodologies.
Review list of available and desired data and planning documents, including City
GIS data, previous relevant plans and documents, current and previous
department budgets, capital improvement plans, recreation program participation
totals and current park fees.
Prepare for the first City Council’s Park and Recreation Committee meeting.
TASK 1.2 | EXISTING CONDITIONS
MSA will review the following plans and incorporate applicable recommendations and
policies into the Parks, Recreation, and Open Space Master Plan:
Scandia Comprehensive Plan
Other relevant plans and studies
Existing Comprehensive Parks, Recreation, and Open Space Master Plan
PHASE II - UPDATE PARK STANDARDS AND INVENTORY (MONTH 2)
TASK 2.1 | PARK INVENTORY & ASSESSMENT
MSA will tour the City’s parks to complete an inventory and evaluation of existing park
facilities. MSA will utilize existing data provided by the City related to the type of
facilities and year built and supplement this data with a general evaluation of existing
park facilities through on-site observation. This information will be used to assist with
the development of recommendations for maintenance, replacement, or new facilities.
In addition, this assessment will consider the current local and national trends for further
review of the parks in the plan.
TASK 2.2 | GEOGRAPHIC/LOCATIONAL ANALYSIS
Map 1 - Existing Parks. A map of the location of existing City parks using
available GIS data. This map will also include the locations of county and state
park and recreational facilities.
Map 2 - Park Facility Distribution. A map visually depicting the type of
recreational facilities available in each City park, including whether the facilities
are lighted. This map is useful in determining where portions of the City may or
will be underserved or overserved by certain types of amenities.
Map 3 - Park Service Areas. A map identifying service areas for each City park.
Map 4 - Potentially Underserved Areas. A heat map combining population
density and park service areas to identify places in the community that are
underserved by parks, and parks which might require additional maintenance
and repair due to heavy use.
TASK 2.3 | PARK AND RECREATION COMMITTEE MEETING #1
MSA will meet online with the City Council’s Park and Recreation
Committee to:
Review project scope and schedule.
Review prior recommendations from the existing Parks, Recreation and Open
Space Plan that have either been completed, not completed but still valid, and
not completed and are possibly no longer valid.
Review Maps 1-4.
Obtain initial feedback on issues, opportunities, and desired improvements within
the City’s park system.
PHASE III - PARK NEEDS ASSESSMENT (MONTH 3)
TASK 3.1 | DEVELOP PROFILE OF PROSPECTIVE PARK USERS
MSA will provide statistical analysis regarding past and projected population statistics
for the City. MSA will also assess the demographic profiles and projections within each
park service area. MSA will analyze how each park contributes to the needs of the
population served based on the profile of prospective park users, Maps 1-4, and the
Parks Survey.
TASK 3.2 | QUANTITATIVE ANALYSIS
MSA will analyze the amount of parkland per person available to City residents based
on current and estimated population projections. The results of this analysis will indicate
projected deficits or surpluses of total park land, in five-year increments, through 2040.
MSA will also compare this data to that of similar sized communities using the National
Recreation and Park Association’s latest metrics.
TASK 3.3 | PARK AND RECREATION COMMITTEE MEETING #2
MSA will meet online with the City Council’s Park and Recreation
Committee to:
Review project scope and schedule.
Discuss draft Community Survey and outreach methodologies.
Review the Results of Tasks 1 and 2.
PHASE IV - PUBLIC ENGAGEMENT/QUALITATIVE ANALYSIS (MONTHS 4-5)
TASK 4.1 | STAFF COORDINATION
MSA will coordinate Phase IV activities with the City staff for the completion of these
activities are anticipated to be done remotely (e.g. email, phone):
Review Park and Recreation Committee Meeting #2 outcomes.
Review Public Engagement Campaign Strategy.
Discuss revised draft survey; finalize survey and distribution methods.
Prepare for Phase IV project meetings.
TASK 4.2 | PUBLIC ENGAGEMENT CAMPAIGN
We recognize that the City is committed to a strong effort to engage stakeholders with a
set of strategies that are inclusive, creative, varied and clear. And, one that allows ease
and eagerness of participation. We know there are groups that are typically difficult to
reach, and we are proposing strategies that specifically attempt to reach these groups.
MSA will create a Crowdsource Mapping Application for Scandia’s Parks,
Recreation, and Open Space Master Plan. This application will allow the public
to map their issues and opportunities for inclusion in the plan.
MSA will create an ArcGIS Story Map – Project Website that can be shared by
the City to promote public engagement. The site will include an imbedded link to
the Crowdsource Mapping Application and the Parks System Survey mentioned
in Task 4.3. The website will also be used to share draft materials and solicit
additional feedback from stakeholders.
MSA will work with the Park and Recreation Committee to prepare a
communication strategy for the City’s use to guide outreach efforts.
MSA will collaborate with City staff on the creation of a stakeholder database of
key individuals throughout the City who can assist with dissemination of
important information such as the parks survey and public open house.
MSA will offer 25min online interviews with stakeholders or stakeholder groups.
MSA will reach out to stakeholder/group contacts provided by the City and set up
interview using zoom, teams, or by phone.
TASK 4.3 | PARKS SYSTEM SURVEY
Surveys are an important component of any multifaceted planning project — they are a
convenient method of participation for stakeholders and they result in measurable data.
We propose using an online survey to gather opinions about existing and desired park
and recreation facilities and programming. MSA will draft the online survey for review by
the City staff and Park Board at their first meeting. Links to the survey can be provided
through the City’s official website and promoted via methods outlined under Task 4.2.
The City is responsible for printing any hard copies of the survey, if desired, as well as
entering any hard-copy responses into the online survey system. MSA will provide a
summary report of the results of the survey.
Results of the survey, along with other feedback, will be used to gauge user preferences and
determine potential changes or additions to the parks to better serve the population.
TASK 4.4 | PUBLIC OPEN HOUSE
MSA will facilitate one public open house to obtain input from the public on desired park and
recreation improvements. We have found that residents typically want to show up, voice their
opinions, and be able to leave on their schedule. The open house format will allow people to
spend as much or as little time as they like. The public open house will include a brief
orientation and several interactive stations. Without knowing what public health orders will be in
place, we are prepared to host this open house as a hybrid in-person/online meeting or fully
online:
A hybrid meeting will include all activities in-person. The orientation presentation will be
recorded, and all activities will be available in-person and in an online format after the
meeting for people to complete as they have time. We have found having meeting
activities online for people to do on their own time encourages greater participation.
A fully online open house would include a live, remote orientation presentation followed
by interactive online activities. The orientation presentation will be recorded, and
activities posted online so residents can participate as they have the time.
PHASE V - PRELIMINARY RECOMMENDATIONS (MONTH 6)
TASK 5.1 | PRELIMINARY PARK NEEDS
Based on the work completed in Phases I-IV, MSA will develop a preliminary list of proposed
park, trail, and recreation improvements. These proposed improvements will reference local
and national trends with consideration to the National Recreation and Parks Association’s
current Three Pillars: Conservation, Social Equality and Health/Wellness.
TASK 5.2 | STAFF MEETING #2 – WORKING SESSION (RECOMMENDATIONS REVIEW)
MSA will coordinate Phase V activities with City staff:
Review Phase IV outcomes.
Work through plan recommendations.
TASK 5.3 | PARK AND RECREATION COMMITTEE MEETING #3 (RECOMMENDATIONS
REVIEW)
MSA will meet online with the Park and Recreation Committee to:
Review Phase IV outcomes.
Work through plan recommendations.
PHASE VI - DRAFT PLAN (MONTH 7)
TASK 6.1 | PLAN DEVELOPMENT
MSA will draft the Parks, Recreation Open Space Plan which will include the following chapters:
Executive Summary: A clear and concise synopsis of park needs and
recommendations, using images and figures in place of text where possible.
Chapter 1—Introduction:Summary of the purpose of the plan and summary of the
planning process.
Chapter 2—Description of Scandia:Matrix of existing parks and open space
throughout the City including location, existing characteristics, classification, and
amenities; Map 1 (Existing Parks); summary of local recreational facilities not owned or
operated by the City; summary of significant natural resources such as waterways,
greenways, topography and woodlands; summary of existing and projected
demographics; summary of other applicable planning efforts/studies and their impact on
park planning.
Chapter 3—Goals and Strategies:An update of the previous Parks Master Plan goals
with the addition of strategies to achieve those goals. Goals and strategies will be based
on City staff and Park and Recreation Committee input, best practices, and alignment
with the National Recreation and Park Association’s Three Pillars: Conservation, Social
Equity and Health/Wellness.
Chapter 4—Analysis of Park Needs and Demands: A summary of the quantitative,
geographic, and qualitative analyses completed in Phases I-IV, including Map 2 (Facility
Distribution), Map 3 (Park Service Areas and Populations Served) and Map 4 (Potentially
Underserved Areas). Determine gaps and deficiencies based on projected future needs.
A summary of current and emerging trends in recreation facilities and programming
demand (state, NRPA, peer communities).
Chapter 5—Recommendations:
o Existing Parks. MSA will create a one- to two-page summary sheet for each
existing park. The spread will include the following information: name of park;
address; park acreage; park type; a summary table of existing facilities including
year installed (as provided by staff); any current issues; a summary table of
recommendations including priority (e.g. low, medium, high) and planning- level
cost estimates. The two-page spread will also include a picture and a map of each
park.
o New Park Facilities. MSA will summarize areas proposed for future City parks, or
expansions to existing parks, and new trails as determined through the planning
process. MSA will identify the general location of these proposed improvements
on Map 5 (Proposed Park and Trail Facilities).
o Trail Facilities. Identification of proposed trail facility improvements, focusing on
connecting existing and proposed multi-use trails to parks and other community
facilities, and further focused on upgrading deficient routes currently marked but
unsafe for use. These will be depicted on Map 5.
o Recreation Programming. Identification of new and expanded recreation
programming opportunities based on trends and public feedback.
Chapter 6—Implementation:
o Capital Improvement Summary. A summary table of recommendations from
Chapter 5 outlining recommendations by park, estimated cost (planning
level/ballpark cost estimates or cost ranges) and priority.
o Fee, Funding and Staffing Review. A comparison and benchmark of Scandia’s
staffing levels, park revenue and expenses, and park development fees to data
from up to four other Minnesota communities of comparable size. This section will
include a calculation of the funding the City will need to collect from fee-in-lieu (or
another source) to fund new parkland acquisition as well as the funding the City
will need to collect from park development fees (or another source) to develop
parks over the next 10 years to meet the needs of new residents while
maintaining the current level of service.
o Funding Opportunities. A summary table of common state and federal park grant
programs including information on maximum awards and application due dates.
Identification of other non-traditional funding options to
help mitigate potential funding gaps.
Identification of potential partnerships to coordinate regional and other local
park and trail planning efforts.
Appendix A: Complete Survey Results and Public Open House Feedback. Chapter
4 will provide an abbreviated summary of the key results from the surveys and Public
Open House. Appendix A will provide a complete summary of the surveys and
questionnaires.
Appendix B: Park and Open Space Classifications/ Standards.
A summary of classifications and general park system guidelines from the National Park
and Recreation Association
Appendix C: Maps
o Map 1: Existing Parks
o Map 2: Park Facility Distribution
o Map 3: Park Service Areas and Populations Served
o Map 4: Potentially Underserved Areas
o Map 5: Proposed Park Facilities
TASK 6.2 | STAFF MEETING #3 – WORKING SESSION (DRAFT PLAN REVIEW)
MSA will coordinate Phase VI and VII activities with the City staff:
Review Draft Parks Master Plan.
Prepare for Phase VII Meetings.
TASK 6.3 | PARK AND RECREATION COMMITTEE MEETING #4 (RECOMMENDATIONS
REVIEW)
MSA will meet with the Park and Recreation Committee online to:
• Review Draft Parks Master Plan.
• Prepare for Phase VII Meetings.
TASK 6.4 | PLAN UPDATES
MSA will update the plan per the outcomes of Task 2 and 3.
PHASE VII - ADOPTION (MONTH 8)
TASK 7.1 | PARK AND RECREATION COMMITTEE MEETING #5
MSA will complete an online presentation of the final plan to the Park and Recreation
Committee for review and recommendation to City Council. Following recommendation by Park
and Recreation Committee and the City, the plan will be presented online to the City Council for
review and adoption.
TASK 7.2 | CITY COUNCIL MEETING
MSA will complete an online presentation of the Parks, Recreation and Open Space Plan at a
regularly scheduled City Council meeting for adoption.
DELIVERABLES
Throughout the duration of the project, draft deliverables will be provided to the City in digital
(PDF) format. Once a draft plan is available, MSA will provide the draft in PDF format. After
plan adoption, MSA will provide a final digital copy of the plan, including any supporting
documents.
PARTNERSHIP
Staff and elected officials have institutional knowledge which is invaluable to the success of the
Parks, Recreation and Open Space Plan. MSA will rely on the staff to provide this institutional
knowledge through our working sessions and constant communication throughout the process.
We view the staff as partners in this process and will rely on you to help with the following
tasks:
Provide existing City GIS data (e.g. parks, trails, parcels, roads, wetlands, floodplains,
water courses, etc.).
Provide all previous plans and documents for review by MSA relevant to this project,
including available data concerning park use, existing planned improvements, past and
current department budgets related to department revenues, capital improvements and
operations expenditures.
Provide an up-to-date list of park facilities at each City park and data on the year of
installation or renovation of park facilities, if available.
Act as a liaison to the Parks and Recreation Committee and other applicable committees
and stakeholder groups.
Promote the park survey and public open house. City staff will have the primary role of
promoting the park survey through existing media outlets (e.g. social media, traditional
media, email listservs, etc).
Provide meeting agendas and minutes for all City meetings of this project.
Provide a location suitable for the proposed public open house.
Tabulate hard copies of the survey. Although the responses to the survey will be
primarily collected online, MSA anticipates hard copies will be made available at the City
offices for individuals that prefer to complete a hard copy. City staff will be responsible
for inputting the results of any hard copy surveys returned to the City into a survey link
provided by MSA.
Guide the process and provide feedback throughout the project.
Serve as the sole point of contact for resident questions about this project.
NOTES
Throughout the duration of the project, draft deliverables will be provided to the City in
digital (PDF) format. Once a draft plan is available, MSA will provide the draft in PDF
format. After plan adoption, MSA will provide a final digital copy of the plan, including any
supporting documents.
Services shall be billed monthly by percentage complete of lump sum contract.
Consultant team will not attend additional meetings beyond those outlined in the above
scope and timeline above without a contract amendment.
Mapping will be completed in ArcGIS Pro, some may be enhanced with InDesign or
Illustrator.
Draft and final materials, documents, and maps will be delivered in MS Word, Adobe
PDF, and ArcGIS Pro.