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Memo - � �
To: Parks and Recreation Committee
From: Anne Hurlburt,City Administrator
Date: May 30,2012 for June 4,2012 Meeting
Re: Background Information 2013 Budget and 2013-2017 Capital Improvement
Program (CIP)Update
The City Council will review the draft 2013 budget at work sessions starting on July 31 and will be
setting a"not-to-exceed"tax levy in early September. If the Committee has input far the 2013 budget,
it should be incorporated into the draft that is prepared in July.
The Council had a preliminary discussion of the CIP at a work session on May 29. Input from that
session, and any input provided by the Parks and Recreation Committee at your June meeting,will be
used to draft the CII'to be provided to the Council along with the draft budget for 2013.
2013 Operating Budget:
Worksheets showing the expenditure and revenue budgets adopted for 2012 and year-to-date
expenditures and revenues are attached. The worksheets include history from 2008 forward. Also
included is a memo concerning a request from a resident that the City make improvements to the
tennis courts at the Community Center. This could be included in the 2013 budget.
If you would like more detail or history on any line item in the budget,please contact staff in advance
and we will have this information available at the meeting.
Capital Improvement Plan:
A list of the"active"Parks and Recreation and Ice Rink projects currently listed in the CIl',along with
a more detailed project description for each is attached.
The active park projects include Lillesokogen(PR-001) and Wind in the Pines(PR-002),both multi-
year ongoing projects where implementation has been tied to the availability of dedicated park funds.
Few city dollars have been allocated to these projects.
Some improvements to the lighted ball field(PR-007 in 2014, $15,000) are included in the list of
active projects. This cost estimate should probably be considered to be very rough. The CII' assumes
that the city would match donations with dollars from the Capital Improvement Fund.
5/31/2012 for6/4/2012 Meeting
Page 2 of 2
The last two"active"parks projects are extensions of the sidewalks in the village area that were
recommended by the Trail Plan that was completed in 2011. PR-015 (the sidewalk from the
Community Center to the South Ball Field was initially recommended for 2012 but moved to 2013
during the budget review process. When the Council discusseti the CIl'at their May 29 meeting,they
requested that this project be moved to 2014. The other(PR-016, lighted ball field to Olinda Lane)is
listed for 2015. The cost estimates were prepared by the City Engineer a year ago so are probably
reasonable to use for budget purposes.
There are quite a few other parks projects that make up the bulk of the"pending projects"list. The
Committee may want to consider moving one or more of these to a more certain time frame. If so,
more discussion may be needed on the nature of the project(s)and more research may be needed on
costs.
'I'he only ice-rink related project in the CIP is currently the replacement of the Zamboni,listed for
20l 5 ($40,000.) It was formerly included in the equipment replacement progam,but it was changed
to indicate that the funding source would be donations. The discussion was that if there were no
donations it was unlikely to be replaced.
Attachments:
1. Budget Worksheets
2. Memo dated 5/3/12 regarding resurfacing of tennis courts
3. CIP—Projects by Deparhnent, Ice Rink and Parks and Recreation
4. CII'—Project Detail Sheets
5. CII'—Pending Projects, Parks and Recreation
� f
2013 Draff Budgef
GENERAL FUND 101
PARKS&RECREATION(45000) EXPENSE BUDGET
2008 2009 2010 2011 2012 05/31/12 2012 2013 Change
Actual Actual Actual Actual Adopted Year-to-Date Estimated Proposed '12-'13
Account Description Expenses Expenses Expenses Expenses Budget Expdtrs Expdtrs Budget Budget Notes:
Personal Services
101 Regular Wages 8 Salaries 1,514 1,819 2.728 2,703 3,060 1,678 -100.00%
104 Temp Employee Wages 11,330 17,632 14,679 16,883 19,067 5,143 -100.00%
121 PERA Coord.Employer Contributian 98 120 194 895 682 201 -100.00%
122 FICA Employer Contribution 778 1,005 1,175 1,184 1,372 381 -100.00%
126 MEDICARE Employer Contribution 119 249 285 284 321 120 -100.00%
141 Unemployment Compensation 1.141 3,111 #DIV/0!
151 Workers Comp Insurance Premium 640 576 576 2,714 947 834 -100.00%
Total Personal Services 14,480 21,402 20,778 27,774 25,449 8,357 -100.00%
Materials&Supplies
200 Office Supplies 10 50 26 -100.00%
203 Printed Forms 8 Papers 406 309 409 329 450 387 -100.00%
210 Operating Supplies 863 2,371 1,193 1,848 2,000 222 -100.00%
212 Fuel 212 222 417 254 500 169 -t00.00%
221 Equipment Parts 156 117 #DIV/0!
222 Tires 119 #DIV/0!
223 Building Repair&Supplies 113 808 500 -100.00%
240 Small Tools&Minor Equipment 445 #DIV/01
Total Materials&Supplies 1 594 2 902 2 750 3,239 3,500 921 -100.00%
Contractual Services
303 Engineering Services #DIV/0!
312 Planning Services 3,109 #DIV/0!
313 Commiriee&Commission Reimburs 1,860 2,040 1,560 1,080 2,160 360 -100.00%
319 Other Services 1,544 2,654 5,903 6,152 13 #DIV/0!
322 Postage 145 159.31 200 164 -100.00%
340 Advertising 244 116 258 #DIV/0!
353 Sales Tax 311 76 41 90 -100.00%
361 Liability/Propertylnsurance 4,682 2,519 5,254 1,267 1,305 4,742 -100.00%
381 Utilities 3,595 4,133 3,467 4,852 5,262 1,763 -100.00°/
384 Refuse Disposal 3,250 3,652 2,542 2,729 3,532 567 -100.00°/
385 Sewer Pumping and Maintenance 2,900 -100.00% 1
401 Bldg Maintenance 8,610 627 993 500 -100.00%
404 Machinery 8 Equipment Repair 837 1,301 1,617 612 1,000 278 -100 00%
406 Grounds Care 173 #DIV/0!
438 Misc Contractual 700 231.65 100 -100.00°/
439 Refunds Issued 713 872 635 144 500 -100.00%
440 Events 440 685 592 1,017 2,000 328 -100.00% 2
Total Contractual Services 17,338 27,477 22,418 22,502 19,549 8,473 -100.00%
Capital Outlays
530 Capital Improvements other than Bldqs 7 500 1,497 2,484 _ 169 -100.00% 3
Total Capital Outlays 7 500 1,497 2,484 169 -100.00%
Transfers
720 Operatinq Transfers 1 355 1,199 2,444 3,755 #DIV/0! 4
Total Transiers 7.355 1,199 2,444 3,755 #DIV/0!
Tolal Park&Recreation(45000) 34 768 60 479 48,390 58,767 50,982 17,921 -100.00%
2012 Notes
1. Uptown Sewer Use Charges
2. Vinterfest,Dodgeballlfaco Daze and Farmers'Market
3. Replace Controls Warming House Pump Tank($2,484)
4. Eliminate contribution to Equipment Replacement Fund(Zamboni)
1 of t PARKS 11:11 AM 5/31/2012
2013 Draft Budget
GENERAL FUND 101
PARKS&RECREATION(45000) REVENUE BUDGET
2008 2009 2010 2011 2012 OS/31/12 2012 2013
Actual Actual Actual Actual Adopted Year-to-Date Estimated Proposed
Account Description Revenue Revenue Revenue Revenue Budget Revenue Revenue Revenue Notes:
Taxes
31000 Washinqton Cty.Tax Settlement 36,818 52,318 43,670 43,894 42,981
Total Property Taxes 36,818 52,318 43,670 43,894 42,981 0 0 0
Intergovemmental Revenues
33640 Other Grants 1,000 4,973
Total Inlerqovemmental Aid 0 1,000 4,973 0 0 0 0
Charges for Services
34750 Facilities Rental 3,565 2,249 2,426 670 214
34790 Recreation Proqrams 6,537 8,116 8,462 11,407 8,000 3,935
Total Charqes for Services 10,252 10,365 10,888 12,077 8,000 4,149 0 0
Other Income
36230 Donations 8,655 620 1100 0 0
36250 Misc.Refunds 5,506 24
Total Otherincome -15 14,161 644 1,100 0 0 0 0
Total Parks&Recreation Dept. 47,055 76,844 56,202 62,044 50,981 4,149 0 0
1 of 1 Parks 11:24 AM 5/31/2012
�I�mo
To: Anne Hurlburt
From: Colleen Firkus
Date: 5/3/2012
Re: Resurface tennis court request
A resident of Scandia came into the office today asking if there are pians to resurface the tennis courts
at the Community Center. She is a competitive tennis player and would like to practice on our courts.
She mentioned offering to pay part of the cost, or asking a community club such as the Lions for a
contribution.
I examined the courts and there are large cracks running the length and width of the courts. It had just
rained and there was some pooling of water. I took pictures and they are in Departments/ParkslTennis
Court directory.
The courts were last resurfaced in July 2005 at a cost of$4,800.
There is nothing in th�Parks budget to cover this expense. There is nothing scheduled for the Capital
Improvement Plan for this year and it has a balance of$127,804.
It may be prudent to have the courts resurfaced at this time and to have them put on a regular
maintenance schedule and budget for resurfacing periodicatly to preserve what we have.
1
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City of Scandia, Minnesota
Capital Improvement Program
2013 thru 2017
PROJECTS BY DEPARTMENT
Department Project# Priority 2013 2014 2015 2016 2017 Total
_ _ _ i
ilce Rink
Zamboni Replacement IR-002 Na 40,000 40,000
Ice Rink Total 40,000 40,000
�Parks and Recreation `
Lilleskogen Park Improvements PR-001 2 103,000 47,500 36,000 186,500
Wind in the Pines Park PR-002 3 10,000 10,000
Lighted Ball Field Improvements--Infield PR-007 3 15,000 15,000
Sidewalk,209th to South Ball Field PR-015 3 34,000 34,000
Sidewalk,Ballfeld to Olinda Lane PR-016 3 79,000 79,000
Parks and Recreation Total 1a7,00o 62,500 115,000 324,500
GRAND TOTAL 147,000 62,500 155,000 364,500
URA1"l'for 2013-2017 Update 7'ziesday, A4ay 29,2012
, / �
/
Capital Improvement Program 2013 rhru 2017
Department Ice Rink
City of Scandia, Minnesota Contact Pazk and Rec Committee
' Type Replacement
'Project#t �-�02
Useful Life 25 years
I Pro���c Name Zamboni Replacement
Category EquipmenU Vehicles
Priority N/A
Description
Replacement of(used)Zamboni for outdoor ice rink
Current machine good for 5 years 2014)
Justification
End of useful life of existing equipment.
Expenditures 2013 2014 2015 2016 2017 Total
Equip/Vehicles/Furnishings 40,000 40,000
Total 40,000 40,000
Funding Sources 2013 2014 2015 2016 2017 Total
Grants/Donations 40,000 40,000
Total 40,000 40,000
DRAFTfor 2013-2017 L/pcfule Tuesday, May l9,201?
�
Capital Improvement Program 2013 rhrZ� 2017
Department Parks and Recreation
City of Scandia, Minnesota Contact Pazk and Rec Committee
' Type Improvement
Project# PR-OO1 Useful Life 20 years
� Project Name Lilleskogen Park Improvements Category Park Improvement
Priority 2:High priority
Description
Preliminary Cost Estimate from Lilleskogen Park Plan,January 2007&estimates from SRF Inc.,April 2008,parking lot design&estimates June
2011
Yhase l,2009 ($24,800)
1. Site surveying and engineering for water control structure: $13,800
2. Construction/earthwork: $10,000
3. Weed Management: $1,000
Phase 2,2011
4. Parking Lot Design($6,000)
Phase 3,2012
5. Parking Lot Constrution($44,000)
Phase 4,2013($]03,000)
5. Site utilities: $8,000
6. Trails and Board: $90,000
7. Electrical(parking lot security lighting) $5,000
Phase 5,2014($47,500)
6. Vegetation removals($21,500)
7. Landscaping/vegetation restorations($26,000)
Phase 6,2015 ($36,000)
8. Site furnishin s icnic shelter,tables,benches,si na e etc.
Justification
#] priority of Park and Recreation Committee
Park is gateway to village center;connection to pedestrian trails,accessible to schooi.
Expenditures 2013 2014 2015 2016 2017 Total
Construction/Maintenance 103,000 47,500 15,000 165,500
EquipNehicles/Furnishings 21,000 21,000
Total 103,000 47,500 36,000 186,500
Funding Sources 2013 2014 2015 2016 2017 Total
Park Improvement Fund 103,000 47,500 36,000 186,500
Total 103,000 47,500 36,000 186,500
DRAFT for 2013-2077 Updale Tuesday.�Ylay 29,2012
�
Capital Improvement Program 2013 rh,-Zf 2017
Department Parks and Recreation
City of Scandia, Minnesota Contact Park and Rec Committee
Type Improvement
Project# PR-��2 Useful Life 20 yeazs
�� Project Name Wind in the Pines Park ca�egory Park Improvement
Priority 3: Worthwhile
Description
Site Survey and Boundary Markers-$4,800(2010)
Signage/furnishings--$2,000(2011)
Natural Resources Management Plan-- $10,000(2013)
Justification
Second prioirty of Park and Recreation Committee.
Stairs/trail improvement needed to allow use of steep trail without erosion and keep users from trespassing on private property.
Expenditures 2013 2014 2015 2016 2017 Total
Planning/Design 10,000 10,000
Total �0,000 10,000
Funding Sources 2013 2014 2015 2016 2017 Total
Park Improvement Fund 10,000 10,000
Total �o,000 �o,000
DRAF7'for 2013-2017 Updale Tatesday,Nluy 29,2012
Capital Improvement Program 2013 rhrZ� 2017
Department Parks and Recreation
City of Scandia, Minnesota Contact Park and Rec Committee
Type Maintenance
� Project# PR-OO7 Useful LiTe 20 yeazs
Project Name Lighted Ball Field Improvements--Infield i Category Pazk Improvement
Priority 3: Worthwhile
Description
Grade and rebuild infield to correct drainage;grade and plant trees behind west outfield fence.(Cost undetermined.)
Justification
Requested by Scandia Softball Association.
Expenditures 2013 2014 2015 2016 2017 Total
Construction/Maintenance 15,000 15,000
Total 15,000 15,000
Funding Sources 2013 2014 2015 2016 2017 Total
Capital Improvement Fund 7,500 7,500
Grants/Donations 7,500 7,500
Total 15,000 15,000
DR,1FTfor 20/3-2017 Updole Tuesday iLlay 19,2012
r
Capital Improvement Program 2013 th,-t� 2017
Department Parks and Recreation
City of Scandia, Minnesota Contact Administrator
� Type [mprovement
'I Project# pR-�15 �
Useful Life 20 years
� Project Name Sldewalk,209th to South Ball Field Category Pazk Improvement
Priority 3: Worthwhile
Description
Construction sidewalk on east side of Olinda(CR3)from 209th Street to South Ball Field.
Justification
Need identified in 201] Trail Plan.
Expenditures 2013 2014 ZOlS 2016 2017 Total
Construction/Maintenance 34,000 34,000
Total 34,000 34,000
Funding Sources 2013 2014 2015 2016 2017 Total
Capital Improvement Fund 34,000 34,000
Total 34,000 34,000
DRAFT for 2013-2017 Updale Tt�esday,May 29,2012
v
Capital Improvement Program 2013 rh,-u 2017
Department Parks and Recreation
City of Scandia, Minnesota Contact Administrator
' I Type Improvement
Project# PR-016 I Useful Life 20 years
Project Name Sidewalk, Ballfield to Olinda Lane i Category Pazk Improvement
Priority 3: Worthwhile
Description
Construct sidewalk on the west side of Olinda Lane(County Rd.3)from Lighted Balifield driveway north to Olinda Lane
Justification
Need identified by 20l] Trail Plan.
Expenditures 2013 2014 2015 2016 2017 Total
Construction/Maintenance 79,000 79,000
Total 79,000 79,000
Funding Sources 2013 2014 2015 2016 2017 Total
Capital Improvement Fund 79,000 79,000
Total 79,000 79,000
DR,9FTfor 20/3-2017 Updale Tuesday.h�la��29.201?
��
City of Scandia, Minnesota
Capital Improvement Program
PENDING PROJECTS
(Includes projects with a'Status' set to'Pending')
Project Name Department Project# Priority Project Cost
Pending
Hay Lake/Lions Park Athletic Field Parks and Recreation PR-003 4 39,000
Playground Equipment Hay LakelLions Shetter Parks and Recreation PR-004 4 25,000
Skateboard Park Parks and Recreation PR-005 4 75,000
Trail Acquisi6on and Development Parks and Recreation PR-006 3 0
Lighted Ball Field ImprovemenLs Parks and Recreation PR-008 4 0
Playground Equipment Replacement-Communiry Center Parks and Recreation PR-009 nla 25,000
Playground Equipment Replacement-Ballfield Parks and Recreation PR-010 nla 25,000
Big Lake School Park Improvements Parks and Recreation PR-011 4 0
Bone Lake Park improvements Parks and Recreation PR-012 4 0
Chiidren's T-Ball Field Improvements Parks and Recreation PR-013 4 0
Village Center PedesVian Connection Parks and Recreation PR-014 4
TOTAL 189,000
DRAFT for 2013-2017 Update Tuesday,A4ay 29,2012