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HomeMy WebLinkAbout12-01-1998 PTRC Minutes f f . AGENDA PARKS & RECREATION COMMISSION TUESDAY, DECEMBER 13, 1998 ** 7:00 P.M. ** ARDEN HILLS CITY HALL 4364 W. ROUND LAKE ROAD -Note: This is an important meeting. Please plan to attend. 1. Call to Order and Roll Call 2. Approve October 27, 1998 Minutes 3. Council Report 4. Bethel College Ballfield Concept Plan Review 5. Arden Manor Park Update 6. Community Development Director Position Discussion 7. Department Report 8. Adjourn *** Please Call Tracy or Lynette if you are unable to attend this meeting *** MINUTES CITY OF ARDEN HILLS, MINNESOTA PARKS AND RECREATION COMMISSION TUESDAY, OCTOBER 27, 1998 7:00 P.M. 1. Call to Order Vice-Chair Anita Larson called the meeting to order at 7:04 p.m. Chair Kreidler arrived at 7:15 p.m. Roll Call Present were Lynette Kreidler, Jim Johnson, Dorothy McClung, Don Messerly, Megan Ricke, Rich Straumann, Lou Speggen, Anita Larson, Tracy Petersen, Susan Keim and Brian Fritsinger. 2. Approve Minutes Minutes from September 26, 1998, meeting were approved by Dorothy McClung and seconded by Megan Ricke. The minutes were passed unanimously. 3. Council Report A. NSP has agreed to put transmitter wired underground along the Hamline Avenue area. B. The Quad Ice Arena had its Grand Opening on Saturday, October 24, 1998. The Minnesota Amateur Sports Commission is doing a lot of community programming for the arena as well as offering ample and convenient open skate times. There are still some ice time priority issues that need to be worked out between the Hockey Associations and high school teams. 4. Bethel College Ballfield Developm n Bethel College has completed a traffic study of the site. The study has recommended signalization of Old Highway 10 by the entrance to Bethel. Bethel, to this date, has not completed a concept plan for the proposed site. The commission agreed that we should continue our involvement with Bethel on this development. 4A. Other A. City Administrator Fritsinger indicated that work on Tony Schmidt Park will not begin until 1999. B. Parks and Recreation Director Position City Administrator Fritsinger reviewed with the commission that Cindy Walsh's position has changed recently to include duties in the Community Development area. He mentioned that this position, as it currently stands, is not marketable and was intended for obMs. Walsh's skill set. Administrator Fritsinger indicated that he will discuss proposals for the position with the City Council at a November 16 work session. The commission expressed concern about the possibility of parks and public works being supervised by i the Public Works Director . The commission indicated that Ms. Walsh's strengths in grant writing, trail development, community involvement and coordinating projects with other governmental entities were an asset to the city and were instrumental in the progress the parks and recreation department has made over the past five years. The commission felt strongly that someone with those qualities is needed in order to continue the progress Ms. Walsh had made. 5. 1999 Projects A. Arden Manor Mr. Fritsinger indicated that he had met with park owner, Mr. Husnik, to discus the drainage problem at the park. Mr. Husnik has attempted to alleviate some of the drainage problems by digging a ditch to allow water to flow to overflow pipes. Mr. Fritsinger indicated that the engineering plans that Greg Brown had prepared need to be re- evaluated based on the improvements Mr. Husnik has made. The findings of the engineer will be a determinate in looking at future improvements of the park. The commission indicated that they had wanted to move the playground equipment to the current hard court area and to also create a half-court basketball area. The commission reiterated that Arden Manor is a priority project for 1999. B. Hazelnut Park, Mr. Fritsinger indicated that two of the three access points had been completed into Hazelnut Park. The Katie Lane access had some retaining wall work left to be done but would be completed soon. C. Gateway Gardens The commission inquired about funding for the two major gateway areas at Round Lake Road/Highway 96 and Lexington Avenue/Highway 96. City Administrator Fritsinger indicated that those two areas are not part of the park fund budget. D. Playground Structures Mr. Fritsinger asked the commission to review the process for meeting with the residents about playground structures. Arden Manor and Arden Oaks parks are slated for new strictures in 1999. The commission discussed Arden Oaks and felt that because it was a smaller project that their residents meeting could wait until spring. . 6. Department Reports A. Ms. Petersen indicated that the MEA Vacation Day Trips were both full and were successful. B. The Pumpkin Hunt had over 130 people in attendance on October 23`d. C. The 1998/1999 Winter Recreation Brochure will be distributed in mid-November. The brochure will have some new design changes including new graphics, new information layout and new paper stock. 7. Adjourn The meeting was adjourned at 8:05 p.m. Next meeting is Tuesday, December 1, 1998. m:\USERS\SUSAN\PARKS\P&RCOMM\MINUTES\OCT27MI.W PD • CITY OF ARDEN HILLS MEMORANDUM DATE: November 23, 1998 TO: Parks and Recreation Commission FROM: Brian Fritsinger, City Administrat r SUBJECT: Project Updates The following is intended to summarize the activities taking place on the various parks projects. 1. Arden Manor Park Redevelopment Staff and the City Engineer have met to review the improvements to the drainage of Arden Manor Park, and how these improvements affect the project. At some point this summer, the property owner improved a drainage swale that runs adjacent to the tennis/basketball court. While this improvement does not fully resolve the drainage problem, it does help. However, the swale is not necessarily the type of improvement identified by Ms. Walsh • when she and the Parks Commission discussed the type of park improvement sought. As a result, one of the questions the Commission and City Council will need to evaluate is the level of participation expected from Arden Manor. Mr. Husnik is out of town until December 181", and is not available to discuss this further until that time. 2. Playground Structures The Commission had identified two (2) playground structures for replacement in 1999. Those included the Arden Oaks and Arden Manor structures. I met with Ms. Walsh to discuss the process typically used for these items. As a result, I am starting work on the initial bid/design letter, and have developed the list of contractors to solicit. The actual timing of this process is somewhat connected to the decisions that need to be made on the Arden Manor and Bethel Park concepts. However, I expect to send these initial notices early in 1999. (January/February). 3. Capital Improvement Plan (CIP) Staff has been finalizing the 1999-2003 CIP and trying to incorporate those projects identified by the recently adopted Comprehensive Plan. Those projects identified as part of the CIP earlier this year are somewhat different than those included in the Comprehensive Plan. I may have some questions for the Commission in order to clarify these items. • Memorandum, Parks and Recreation Commission, Project Updates Page Two • November 23, 1998 4. Snowplowing of Trails Dwayne Stafford, Dave Winkel and I recently discussed the plowing of the Arden Hills pedestrian trails. The crew has experienced a great deal of difficulty in plowing certain portions of our trail system as a result of the steep topography of Arden Hills. The City will continue to plow a limited portion of our trails, but a large percentage of the trails will not be plowed in 1999. BF/sls • • CITY OF ARDEN HILLS MEMORANDUM DATE: November 18, 1998 TO: Parks and Recreation Commission FROM: Brian Fritsinger, City Administra r '( SUBJECT: Bethel College Park Development Background The City was contacted by Bethel College during this past summer with an inquiry regarding a potential parks development project on the ten (10) acre parcel of property owned by Bethel, west of Old Highway#10. The College was interested in whether or not a collaborative parks project was an option. The City had indicated it may be interested in such a project, subject to the uses being of the type needed by the community. Both parties discussed their various needs and an understanding was reached that further site investigation was necessary to determine the feasibility of any project taking place. This analysis was to include site surveys, wetland, delineation, traffic analysis and • basic concept design. (The Parks Commission reviewed this initial request at its September 29`h meeting.) While some basic analysis is still under way, the City has now received a draft "concept"plan from Bethel College. This plan includes two (2) soccer fields, one (1) softball field, six (6) tennis courts, and parking. Even though some additional site design and cost estimating remains, the draft concept provides an opportunity for the Parks and Recreation Commission and the City Council to decide on the merits of such a joint project. Once the Commission and Council have decided on the feasibility, the City should solicit input and comments on the design, layout, or other project issues from the Chatham neighborhood, before taking any formal action on the project. What is the Project's Timing? Bethel has expressed an interest in proceeding with constriction during 1999. Staff has proposed the following initial schedule for the City: • December 1 Parks and Recreation Commission review of concept and resulting recommendation whether or not to participate in a joint project. • December 7 or 14 City Council receives Parks and Recreation Commission recommendation. City Council reviews concept, costs and other issues, and makes final determination on feasibility of project. • • Memorandum, Bethel College Park Development Page Two November 18, 1998 If the Council elects to continue discussions, the Parks and Recreation Commission will be directed to hold meetings with the Chatham neighborhood. The Parks and Recreation Commission should consider potential dates for holding neighborhood meetings. What is the Pro* ost? The cost of the project is currently estimated to be between$750,000 and $1,000,000. The Parks Commission should also discuss this project's relationship to those other projects identified for construction in 1999. The Commission may need to consider the use of other park project funds to cover a pro-rata share for which Arden Hills will be responsible. Requested Action The Parks and Recreation Commission is asked to review the preliminary concept plan for recreational fields on the Bethel property and develop a recommendation for the City Council on the feasibility of the concept. The Commission should also consider dates for neighborhood meetings with residents of the Chatham neighborhood and methods for funding the Arden Hills . portion of the project's costs. • VILLAGE HOUSING i �r�.��"J j' •�•,\ CI IALBERG RESIDENCE C4 t, ( \ PARKING d� O 0 � _��__-.� HISTORIC CHAPEL SEMINARY ACADEMIC COMPLEX ' QUAD- RANGLE AUD 1 ON PARKING CAMPUSCENTER COLLEGE HOUSING i COMPLEX GATE ADMINISTRATION BUILD- ING AND SKYWAY TO O ` / r 1'_ /1 I COLLEGE ar ' t f COLLEGE ACADEMIC �l �1� pRK 2- ��, 4� (� rI _ 1 - ' ^I COMPLEXFOOD SERVICE ADDITION tTr j.,61 pad. •,'� � ram. AM ,a♦�D/i� •, -• Iri PEDESTRIAN MALL HOUSINGCOMMONSAND SKYWAY TO COLLEGE • �, I COLLEGE STUDENT HOUSING GATE •` � � ;� � __ '_ l iT STADIUM •-� 1 i , 'ram �- .� � � �, (fit #i GATE Li FOOTBALLISOCCER FIELD d TRACK • � `� t 1 \`t 1G� i%�•`a - r - /i'~ PRACTICE FIELD MAINTENANCE Bl111 DING AND CAMPUS STORAGE DECEMBER 1998 ensrnu;All�tulrla - FREDERICKBENTZ/ BETHEL COLLEGE 8� SEMINARY � PAU('OSEU UUIEUnIG MILOTHOMPSON/ CAMPUS MASTER PLAN Z ROBERTRIETOW,INC. rnrn0.^.EO noAUwArg WAl.ws. „W 411A[ArE4 ARDEN HILLS, MINNESOTA AI„n„,.nrOfinF 0 300 600 'CF.ClAI IIcE t•FlI..? -- FIN 10. 17, 411 .r^_ 1 ,\ . ��� -ass` �� .,r.�•� .� I �. I '.I _j. 7�ar •f.•l. _�.a01.• .S. % _a , �. �^%' _ � — j:.:•:�-�-�I•r- _.....:.-.. ,.�y, �`." �,_ �--L.�--o�1�_ e —ter _ i/�.. CSC\♦.._ -^_'.. • CITY OF ARDEN HILLS MEMORANDUM DATE: November 23, 1998 TO: Parks and Recreation Commission FROM: Brian Fritsinger, City Administrator SUBJECT: Community Development Director Position Background At its November 21, 1998 City Council Worksession, the Council discussed the status of filling the vacant Community Development Director position previously held by Cindy Walsh. The City Council directed staff to present three options to the Parks and Recreation Commission for filling this position. Attached, the Commission will find the staff recommendation provided to the City Council for discussion at the Worksession. The three options to be discussed are: • Hire a frill-time Parks & Recreation Director staff position. • Hire a full-time Parks Development/Planner staff position. • Create a joint parks department with a neighboring community. The City Council will need to consider the rehiring of this position in context with the remainder of the services provided by the City. The Parks Commission is not asked to consider the position under this broader perspective. The Commission should evaluate all three of these options for their advantages and disadvantages to the City as they relate to providing parks and recreation services. Staff has provided an outline for the Commission to assist in identifying these items prior to the meeting. In addition, I have also attached the results of the community survey completed in 1996, which addressed various parks activities. Requested Action The Commission is asked to identify and evaluate the advantages and disadvantages of the three identified options. Upon completion of this, the Commission is asked to submit its recommendation to the City Council for discussion at its December 7, 1998 meeting. BF/sis • CITY OF ARDEN HILLS PARKS AND RECREATION COMMISSION Option 1 - Parks Director Position 1. Advantages 2. Disadvantages Option 2 - Parks Planner Position 1. Advantages • 2. Disadvantages Option 3 - Joint Park Department 1. Advantages • 2. Disadvantages r • City of Arden Hills 1996 Quality of Life Study Presented to: The City of Arden Hills Volume One: Findings and Analysis Prepared by: Decision Resources, Ltd. - May, 1997 • r EXCELLENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62% GOOD 36% ONLYFAIR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% POOR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2% No one was critical in their judgments. There were no statistically significant differences. Next, response time was considered: Would you say the time it took the fire department to respond was prompt, or not? Again, ninety-eight percent rated the fire department as "prompt:" PROMPT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98% NOTPROMPT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2% No one was critical. • "Prompt" was even higher among those with no plans to leave the community. The Lake Johanna Volunteer Fire Department proved to be exceptionally well-regarded among Arden Hills residents. Recreation Preferences Respondents were queried about their recreational patterns: In general, do you usually spend your leisure time in outdoor activities, weather permitting, or indoor activities? Sixty-one percent expressed a clear preference for"outdoor activities," while fifteen percent preferred `'indoor activities:" OUTDOOR ACTIVITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61% INDOOR ACTIVITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5% • BOTH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23% NO FREE TIME 1% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1% 39 • Twenty-three percent liked both types of activities. "Outdoor activities" were key for City Hall visitors, frequent users of Park and Recreation offerings, households with children, 18-44 year olds, and men. "Indoor activities" were mentioned by those who have lived in the community for over 20 years, those with no plans to leave the community, those who don't work in Arden Hills, those with no City Hall Staff contact, non-users of Park and Recreation offerings, empty-nesters, and households with seniors. "Both" was cited most often by occasional users of Park and Recreation offerings and households with seniors. Level of Information about City Park and Recreation Facilities Arden Hills citizens were asked about their knowledge of city park and recreation In general, how well informed are you about the Arden Hills park system and facilities -- TVould you say you are very tivell informed, sometivhat • informed, not too tivell informed, or not at all in- formed? Eighty-one percent reported they were either"very well informed" or"somewhat welt informed:" VERY WELL INFORMED . . . . . . . . . . . . . . . . . . . . . . . . . . . 29% SOMEWHAT INFORMED . . . . . . . . . . . . . . . . . . . . . . . . . . . 52% NOT TOO WELL INFORM . . . . . . . . . . . . . . . . . . . . . . . . . . 15% NOT AT ALL INFORMED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% This level of knowledge was among the highest in the Metropolitan Area and reflected a six percent increase since the 1990 study. Higher information levels Nvere encountered among those with no plans to leave the community, Precincts One and Two residents, City Hall Staff customers, frequent users of Park and Recreation offerings, and households with children. Lower information levels were reported among Precinct Four residents, those with no City Hall Staff contact, non-users of Park and Recreation offerings, and empty-nesters. • 40 • Park and Recreation System Usage Respondents were asked about their use of the park and recreation system: The Arden Hills park system is composed of neigh- borhood parks and trails. How often do you visit or use an Arden Hills park or recreational facility --frequently, occasionally, rarely, or never? Almost one-half of the sample reported using the offerings `'frequently:" FREQUENTLY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49% OCCASIONALLY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29% RARELY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19% NEVER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% • Another twenty-nine percent did so "occasionally." More frequent visitors tended to be those who have lived in the community for 5 years or less, those who have lived in the community for 5 to 10 years, those who intended to leave the community within 10 years, City Hall Staff customers, City Hall visitors, households with children, and 18-44 year olds. Less frequent visitors were more often those who have lived in the community for over 20 years, those with no plans to leave the community, those with no City Hall Staff contact, non-visitors of City Hall, empty-nesters, households with seniors, and over 55 year olds. The Arden Hills park and recreation system usership rate was among the highest in the Metropolitan Area. Park and Recreation System Rating Respondents were asked for a general rating of the park and recreation system: How would you rate park and recreational facil- ities in Arden Hills -- excellent, good, only fair, • or poor? Eighty-four percent rated the facilities as "excellent" or"good:" 41 • EXCELLENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26% � . GOOD 58% ONLY FAIR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8% POOR . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . 1% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8% Only nine percent rated them lower. Favorable ratings were posted most often by frequent users of Park and Recreation offerings. Unfavorable rating were found among City Hall visitors and those with over $75,000 annual household income. Uncertainty was highest among those with no plans to leave the community, those with no City Hall Staff contact, non-visitors of City Hall, non-users of Park and Recreation offerings, empty-nesters, and over 55 year olds. Those posting an evaluation were asked a follow-up query: Why do yoti feel that way? Higher evaluations were generally based on the perception that "park and recreation facilities were clean and well maintained:" DON'T KNOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . • CLEAN-KEPT UP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61% FUN TO USE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17% COULD IMPROVE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8% NEED MORE OF THEM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4% GOOD AMOUNT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7% "Fun to use" was a secondary reason for favorable evaluations. "Clean-kept up" was key to those who don't work in Arden Hills, Precinct Four residents, marginally informed residents about the Mayor and City Council, non-visitors of City Hall, and empty-nesters. "Fun to use" was mention by workers in Arden Hills, and households with children. "Could improve" was cited most often by City Hall Staff customers. and City Hall visitors. "Good amount" was pointed to by workers in Arden Hills, and City Hall visitors. The Arden Hills Park and Recreation System ranked among the top in the Metropolitan Area suburbs. City-Sponsored Recreational . Opportunities Residents were asked: 42 • Do you feel that the current mix of city-sponsored recreational opportunities sufficiently meets the needs of members of your household? A solid eighty-two percent felt their needs were being met: YES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82% NO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8% Only ten percent disagreed. "Yes" was posted most frequently by workers in Arden Hills and those with no City Hall Staff contact. "No" was offered most often by City Hall Staff customers, households with children, and those with over$75,000 annual household income. Uncertainty peaked among Precincts One and Two residents, non-users of Park and Recreation offerings, and empty-nesters. Those who noted a deficiency were asked: 6Vhat additional recreational opportunities would you like to see the City of Arden Hills offer resi- dents? The accent was on "more trails" and "more youth programs:" DON'T KNOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15% TRAILS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20% FOR YOUTH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24% BALLFIELDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10% SWIMMING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17% SKATING COMPLEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15% "For youth" was concentrated among those with no plans to leave the community and households with children. "Trails" was highest among those who have lived in the community for over 20 years and over 55 year olds. "Swimming" was stronger among those who have lived in the community for 5 years or less, those who intended to leave the community within 10 years, those with no City Hall Staff contact, and 18-44 year olds. "Skating" was reported among those who have lived in the community for 10 to 20 years, 45-54 year olds, and those with over $75,000 annual household income. "Ballfields" was a particular favorite of those who intended to leave the community within 10 years, empty-nesters, households with seniors, and those with under $75,000 annual household income. • Next, residents were asked to consider: 43 The City of Arden Hills is considering expanding recreational programs. For each of the following, please tell me whether you strongly support, support, oppose, or strongly oppose the expansion of that programming. A list of three program types was then read: Adult recreation programs? Sixty-two percent supported an expansion of adult recreational programs, while twenty-four percent opposed it: STRONGLY SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11% SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51% OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19% STRONGLY OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . 15% Support was strongest among workers in Arden Hills, and those with under $75,000 annual household income. Opposition was concentrated among marginally informed residents about the Mayor and City Council, those with no City Hall Staff contact, occasional users of Park and • Recreation offerings, and over 55 year olds. Uncertainty soared among City Hall visitors, those with over$75,000 annual household income, and women. Senior programs? Seventy percent supported the expansion of senior programs, while fifteen percent opposed it: STRONGLY SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14% SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56% OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11% STRONGLY OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . 16% Support for this program expansion was heightened among workers in Arden Hills, occasional users of Park and Recreation offerings, and those with under $75,000 annual household income. Opposition tended to be found among those who have lived in the community for over 20 years, highly informed residents about the Mayor and City Council, non-users of Park and Recreation offerings, and over 55 year olds. Uncertainty peaked among those with over 575,000 annual household income. 44 • Youth programs? By a seventy-three percent to fourteen percent verdict, residents strongly supported the expansion of youth programs: STRONGLY SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28% SUPPORT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45% OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11% STRONGLY OPPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . 13% Support was found most often among occasional users of Park and Recreation offerings, while over 55 year olds tended to be opposed to expansion of these programs. Uncertainty was higher among City Hall Staff customers, empty-nesters, those who have lived in the community for 10 to 20 years, and women. Household containing seniors were asked an additional question: Do you or they participate in any senior programs in this area? Twenty-three percent of the households containing seniors reported participation: • YES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23% NO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% Uncertainty peaked among those who have lived in the community for 5 years or less and workers in Arden Hills. Participating households were then asked: In which city do you participate MOST OFTEN in senior programs? Arden Hills and Shoreview programs tied, at forty percent each: ARDEN HILLS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40% NEW BRIGHTON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13% ROSEVILLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7% SHOREVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40% "Arden Hills" was selected more often by City Hall Staff customers and those with under $75,000 annual household income. "Shoreview" was posted most frequently by marginally informed residents about the Mayor and City Council and those with no City Hall Staff contact. 45 • City-sponsored recreation programs were very well regarded by participants; however;residents also saw a need for their expansion, particularly with respect to youth programming. Public Transportation Needs Arden Hills citizens were asked: Some communities currently have Dial-A-Ride buses, which provide service to points within the local area for residents who make an appointment. Other communities use smaller buses within a cir- culator system. Arden Hills is served by the Rose- ville Circulator. How dependent are you or members of your house- hold on the availability of public transportation -- very dependent, somewhat dependent, not too de- pendent, or not at all dependent? • Only five percent reported being "very dependent" or"somewhat dependent" on public transportation: VERY DEPENDENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2% SOMEWHAT DEPENDENT . . . . . . . . . . . . . . . . . . . . . . . . . . 3% NOT TOO DEPENDENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6% NOT AT ALL DEPENDENT . . . . . . . . . . . . . . . . . . . . . . . . . 89% DON'T KNOW/REFUSED . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0% Dependence on public transportation was more common among those who have lived in the community for 10 to 20 years, those who intended to leave the community within 10 years, occasional users of Park and Recreation offerings, and 18-44 year olds. Those who have lived in the community for over 20 years, those with no plans to leave the community, and frequent users of Park and Recreation offerings tended not to be dependent on this mode of transportation. The availability of public transportation was an issue impacting only a small portion of the population. • 46 CITY OF ARDEN HILLS FILE MEMORANDUM DATE: November 13, 1998 TO: Mayor and City Council FROM: Brian Fritsinger, City Administrat r SUBJECT: Community Development Director Position/Organizational Update Background At the 1998 City Council/ Department Head Retreat, the City Council directed the Administrator to evaluate the organizational framework and consider adding additional support staff to assist with the current and projected workload. The City Council, at its April 20, 1998 Worksession, further discussed the reorganization of City staff. This discussion included the duties of existing staff members and the creation of new positions. The City Council had identified that it was supportive of the reorganization and creation of the following positions: • Assistant to the City Administrator • Associate Planner • Half-time Building Official • Support Clerk/Secretary As a result, the City Council identified several immediate needs and agreed to several organizational changes. These changes were primarily driven by several factors; the establishment of TCAAP as a high priority goal for the next two years, existing staff workload, and the desire to better utilize the skills of existing staff. Specifically, the City created an Assistant to City Administrator position (Kevin Ringwald) and an Associate Planner position (Nancy Randall). Changes were made to all Department Head position descriptions, including the elimination of the Parks R Recreation Director position, by merging this position with the Community Development Director position. The half-time Building Official and Support Clerk/Secretary positions were not officially created, nor was there a determination on how or when these needs would be resolved. The recent resignation of Cindy Walsh as Community Development Director (CDD) now requires the City to further evaluate the duties of this position and the resulting impacts on the organizational structure. The City still has current staffing needs in the areas previously identified and depending on how the City Council wishes to proceed with the CDD position, it presents an opportunity to further strengthen the organizational structure. • Memorandum, Community Development Director Position/Organizational Update Page Two November 13, 1998 The following points are intended to facilitate a discussion of options, which will hopefully lead to direction on how the Administrator should proceed with the refilling of this position and any other resulting organizational changes. What are the Current Responsibilities of the Community Development Director Position? In breaking down the responsibilities of the CDD, there are nine (9) basic functions of the position. They are: 1. Maintenance Supervision (Dave Winkel, Fred Bell, and Jeff Koesling's position) 2. Recreation Programming Supervision (Tracy Petersen) 3. Code Enforcement Supervision (Nancy Randall) 4. Planning and Zoning Supervision (Nancy Randall) 5. Parks and Trails Development (including redevelopment) 6. Protective Inspections Supervision (Dave Scherbel) 7. Parks Commission Liaison 8. Liaison to Community/Public Relations (Community Education, Athletic Associations, etc.) 9. Other Community Development Issues (housing, animal control, unknowns, etc.) The existing CDD position was created by essentially merging two positions into one. The skill set, including education and job experience, which Ms. Walsh possessed was a driving factor • behind the combining of the positions. One of the goals behind the creation of the position in this manner, was the attempt to broaden Ms. Walsh's experience in an attempt to encourage her to stay with the City for an extended period of time. The position was not necessarily created in a manner which would simply be re-filled upon Ms. Walsh's resignation. How Much Time is Spent on Each of the Responsibilities? In reviewing the "old time spent" profile, budget allocations, and the knowledge of the position, the following attempts to break down the amount of time necessary to complete the responsibilities of the position. 1. Maintenance Supervision — 20% 2. Recreation Programming Supervision — 10115% 3. Code Enforcement Supervision — 10/15% 4. Planning and Zoning Supervision — 10115% 5. Parks and Trails Development — 50/60% 6. Protective Inspections Supervision — 10115% 7. Parks Commission Liaison — 3% S. Liaison to Community/Public Relations (Conununity Education, Athletic Associations, etc.) — 2% 9. Other Community Development Issues (housing, animal control, unknowns, etc.) — 20% • Memorandum, Community Development Director Position/Organizational Update • Page Three November 13, 1998 These figures would indicate that the position is larger than a full-time position. Even if the percentages were identified in a more conservative manner, it is the consensus of staff and Ms. Walsh that the responsibilities most likely exceed one full-time position. It is interesting to note that of this position, 60-80% of the time identified is on "management/supervision" duties. What are the Needs Related to this Position's Responsibilities That are Required in Order to Accomplish City Council Goals? Obviously, the responsibilities identified in the position description, (see exhibit A), need to have some relevancy to the goals identified by the City Council each year. The following items are an attempt to formalize comments made by the City Council at recent Retreats, or received as part of the Community Survey as they relate to each responsibility. l. Maintenance of parks is a critical need for residents. 2. Recreation programming is an expectation of residents. 3. Code Enforcement is a high priority for both residents and the City Council (creation of Associate Planner position). 4. Planning and Zoning is a high priority (creation of Associate Planner position). 5. The development of parks in TCAAP, further expansion of trails, and the existing park redevelopment and the management of the Park Fund are priorities of residents. 6. Inspections are a high priority (required by law). 7. The Parks Commission is a high priority of Council and will most likely continue to exist. S. Some level of community liaison relationship will be necessary. 9. Other community development issues can be handled internally, or will have to be addressed in the future. What are the Salary Costs of the CDD Position`' The CDD position has a 199S maximum salary of S54,094 and with additional benefits has a total cost to the city of approximately S65,126. A break down of these costs and the allocations of these costs within the various funding sources for the 1999 draft budget can be seen in Exhibit B. YN_ at_ILas been tlLe_imp lct duriub the intmun_lxai(nLin__u arcls to the position's ditties? Currently, Mr. Ringwald has taken on the duties related to the supervision of staff and the conul1unity development issues. I have taken on the activities related to parks development. Ms. Peterson has been coordinating the agendas with the Parks Commission. • Memorandum, Community Development Director Position/Organizational Update Page Four November 13, 1998 In Summary, What does all of the Above Mean? 1. Can the nrnsition be filled as it exists today? Yes. However, it would be the Administrator's recommendation that it will be extremely difficult to find someone qualified in all of the areas identified above. The Administrator would not recommend rehiring the position as it currently exists. 2. If it can't be filled, what are the best options available to the Citv? In order to answer this question, the City Council should recall the various conversations held over the past year that identified the City's goals, its philosophy and its other staffing needs. If the position is not refilled as it currently exists, there are significant impacts on the remainder of staff and the entire organization. In addition, re-hiring a different position may make available some of the remaining salary to fund other organizational needs which further strengthen the organizational chart. The six options, in no specific order, which appear to be most feasible for Arden Hills are: • Hire a full-time Parks & Recreation Director staff position. • Hire a part-time parks development/planner staff position. • Hire a full-time parks development/planner staff position. • Create a joint parks department with a neighboring community. • A parks consultant could be hired to undertake all parks development activities. • Should any of the above options be selected, the existing Department Heads/City Administrator would need to pick up supervision responsibilities in the area of community development. This could include a joint maintenance department being created between Public Works and Parks.. Recommendation Unless the City Council has a specific direction in mind, the City Administrator would recommend that the City Council direct staff to investigate the costs and ramifications of the six options identified above and report back to the City Council next month with its findings. In addition, the report should include other organizational changes which may be appropriate for Council consideration. The City Council may wish to direct staff to have the Parks Commission review these options and make a recommendation at its December 1, 1998 meeting. i ITA Nla y 1998 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Community Development Director Department: Community Development Accountable To: City Administrator Positions Supervised: Building Inspector, Associate Planner, Recreation Program Supervisor, Department Secretary, Parks Maintenance Status: Full Time, Exem t POSITION SUMMARY The Community Development Director is responsible for the strengthening of the overall health and vitality of the City through the development, management and evaluation of community development programs, including planning and zoning; housing, parks and recreation; building plan review; inspection and code enforcement. ESSENTIAL FUNCTIONS OF THE JOB • A. Parks and Recreation Planning and Development 1. Manages the long-term park and recreation planning and development. 2. Identifies alternative and innovative uses of parks and recreation programs, maximizes uses through intergovernmental and private cooperative ventures. 3. Meets the needs of citizens in the present and the future through planning, communication and use of citizen involvement. 4. Supervises and assists Recreation Program Supervisor in meeting mid-year needs, programming and identification of future issues. 5. Manages the Park Fund capital projects. 6. Supervises the reforestation program and administers the diseased tree control program. 7. Manage all park maintenance projects and staff. • B. Planning and Zoning • 1. Supervises and assists the Associate Planner in developing and implementing of land use plans, regulations and policies. 2. Plans and organizes activities of the Planning Department to ensure that adequate services are being provided to City residents and other parties of interest. 3. Assists in the planning of the development and implementation of the re-use plan for the Twin City Army Ammunition Plant. C. Building Inspections, Code Enforcement, and Plan Review 1. Supervises and assists the Building Inspector and other inspectors to ensure positive and effective enforcement of City plans, policies and ordinances. 2. Supervise and manage the animal control and ensure the programs success by monitoring the providers performance and budget. D. Other 1. Prepares the department budget and supervises and coordinates the preparation of • the remainder of the community development activity budgets and the enforcement of these budgets. 2. Attends Planning Commission, Parks and Recreation Commission, and City Council meetings as apparent or assigned. 3. Assists with other special projects as assigned by City Administrator. 4. Coordinate with the City Administrator the department's hiring of temporary and seasonal employees. 5. Represent the City at meetings of various local and state agencies including the Metropolitan Council. 6. Performs other duties and responsibilities as apparent or assigned. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • • Performing the duties of the job requires considerable hand/eye coordination, manual dexterity and extensive periods of time reading a computer monitor and repetitive arm/hand motions for word processing. The employee is regularly required to use hands to handle or feel objects, tools or controls and to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus, WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee occasionally works in outside weather conditions. The employee is occasionally exposed to wet/humid conditions or airborne particles. The noise level in the work environment is usually moderate. The employee has frequent contact with City staff, general public, and City Council. • The employee will use a personal computer, including word processing software; motor vehicle; calculator; phone; copy and fax machines while performing his/her duties. NECESSARY KNOWLEDGE,EDGE_ SKILLS AND ABILITIES Must be able to effectively communicate with Council, staff, other governmental agencies, business leaders, builders, and developers, in both oral and written communications. Must have the ability to establish and maintain effective working relationships with others. Must have the ability to prepare technical reports and to present same to staff, Council, and other groups. Must have the ability to develop new programs or approaches solving existing or new problems as they arise. Ability to deal confidently and effectively with numbers of the public, both in person and on the telephone. MINIMUM REQuIR MENTS 1. Bachelor's Degree, from an approved college or university, in Urban Planning, Public Administration, Business Administration, Recreation, or related field. A Master's Degree in one of these areas is preferred. 2. A minimum of three (3) years progressively responsible experience in community development or city administration is required. 3. Valid Drivers License and satisfactory motor vehicle report. 4. Previous Supervisory Experience. OTH .R The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This position description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer as the needs of the employer and requirement of the position change. • NON-DISCRI`IINATION POLICY The City of Arden Hills does not discriminate on the basis of handicapped status in the admissions or access to programs and activities or in the treatment or employment of individuals. • o 0 C*4 0 m cD LO O O E N N N co N i bR O io p a. LL c� p \ N CO LO co O U) ) O co N co� N c�D CC C L +O'+ r- N cl m O C� C fA 69 y ca U m p a O O ° ° co `t a°'o -v c0 ago m LO rn It m co cm cz co r- .- aj N m O cn Ya , CO c� U) o a. o E .c o cn O V O o 0 00 N LO � N O c V — O O N O O N N M U) O _ 0 a N 1- cli D7 3 i+ N • U UCD c � 64 69 Ic O �� CL O Q O Q0 � `OQ v� 0 � O 4- , a.. O V oiS E $ o o It to N O co N l a Q ro O O O LO N cOD O O LO N d. 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