THREE RIVERS PARK DISTRICT

Transcription

1 1. CALL TO ORDER 2. APPROVAL OF AGENDA THREE RIVERS PARK DISTRICT FINANCE AND ADMINISTRATION COMMITTEE MEETING Administrative Center - Board Room 3000 Xenium Lane North, Plymouth, MN Thursday, May 5, 2016 Estimated Time: 10:00 10:45 a.m. Committee Chair: Daniel Freeman AGENDA Board members who wish to delete or add any item(s) to the agenda shall do so at this time. MOTION TO APPROVE THE AGENDA OF THE MAY 5, 2016, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 3. APPROVAL OF COMMITTEE REPORT OF APRIL 7, 2016 MOTION TO APPROVE THE REPORT OF THE APRIL 7, 2016, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 4. BUSINESS ITEM(S) A. Acceptance of Grant Funds from the Minnesota Department of Natural Resources Angler and Hunter Retention Grant Program MOTION TO RECOMMEND THAT THE BOARD ACCEPT A MINNESOTA DEPARTMENT OF NATURAL RESOURCES: ANGLER AND HUNTER RETENTION GRANT AWARD IN THE AMOUNT OF $41,670 TO GROW AND FOSTER ANGLERS AND HUNTERS THROUGH EDUCATION AND RECREATION PROGRAMS IN THREE RIVERS PARK DISTRICT. B. Award of Contract for Furnishing Food and Restaurant Products for Concession Sales within Three Rivers Park District MOTION TO RECOMMEND THAT THE BOARD AWARD A CONTRACT TO REINHART FOOD SERVICE FOR FURNISHING FOOD AND RESTAURANT PRODUCTS FOR CONCESSION SALES AT HYLAND HILLS SKI AREA, ELM CREEK WINTER RECREATION AREA AND OTHER PARK DISTRICT FACILITIES AS NEEDED, PURSUANT TO THE BID FORM DATED APRIL 22, 2016; AND FURTHER, INCLUDE THE BID AWARD OPTION OF EXTENDING THE CONTRACT ONE ADDITIONAL YEAR CONTINGENT UPON NO MARK-UP COST INCREASES AND APPROVAL BY THE SUPERINTENDENT.

2 05/05/16 Finance and Administration Committee: Agenda Page 2 4. BUSINESS ITEM(S) (continued) C. Bassett Creek Regional Trail City of Crystal Reimbursement MOTION TO RECOMMEND THAT THE BOARD APPROVE REIMBURSEMENT TO THE CITY OF CRYSTAL IN THE AMOUNT OF $58, FOR CONSTRUCTION OF A SEGMENT OF THE BASSETT CREEK REGIONAL TRAIL WITH FUNDING FROM THE LAND ACQUISITION, DEVELOPMENT, AND BETTERMENT FUND. D. Scott County-Three Rivers Partnership Budget Amendment MOTION TO RECOMMEND THAT THE BOARD APPROVE ADJUSTMENTS TO THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET INCREASING GRANT REVENUES AND PERSONNEL COSTS BY $35,000 AND INCREASING FULL TIME EQUIVALENT POSITIONS BY 1.0 FTE. 5. ADJOURNMENT MOTION TO ADJOURN.

3 FINANCE AND ADMINISTRATION COMMITTEE MEETING REQUEST FOR ACTION Meeting Date: 05/05/16 Business Item: Report Item Number: 3 Department: Superintendent's Office Originating Source: Boe Carlson, Superintendent Agenda Item: April 7, 2016, Finance and Administration Committee Report MOTION TO APPROVE THE REPORT OF THE APRIL 7, 2016, FINANCE AND ADMINISTRATION COMMITTEE MEETING. Background: Report attached.

4 THREE RIVERS PARK DISTRICT FINANCE AND ADMINISTRATION COMMITTEE MEETING April 7, 2016 Commissioners Present: Commissioners Absent: Daniel Freeman, Chair; Steven E. Antolak, Jennifer DeJournett, John Gibbs, John Gunyou and Penny Steele Gene Kay Staff Present: Boe Carlson, Superintendent; R. Brasch, D. Dummer, K. Grissman, K. Huemiller, D. McCullough, T. McDowell, J. McGrew- King, A. Smith, L. Stoltzmann, J. Vlaming, A. Whiteside, and L. Ziegler 1. CALL TO ORDER The Finance and Administration Committee meeting was called to order by Chair Daniel Freeman at the Administrative Center, Board Room, 3000 Xenium Lane North, Plymouth, MN at 11:02 a.m. 2. APPROVAL OF AGENDA MOTION by Steele, seconded by Antolak, TO APPROVE THE AGENDA OF THE APRIL 7, 2016, FINANCE AND ADMINISTRATION COMMITTEE MEETING. MOTION CARRIED 3. APPROVAL OF COMMITTEE REPORT OF MARCH 10, 2016 MOTION by Antolak, seconded by Steele, TO APPROVE THE REPORT OF THE MARCH 10, 2016, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 4. BUSINESS ITEM(S) A. Acquisition Grant Reimbursement MOTION CARRIED MOTION by Gunyou, seconded by Antolak, TO RECOMMEND THAT THE BOARD APPROVE A GRANT AGREEMENT REIMBURSING THE METROPOLITAN COUNCIL FOR INELIGIBLE GRANT COSTS IN THE AMOUNT $82,500.43, WITH FUNDING FROM THE LAND ACQUISITION, DEVELOPMENT AND BETTERMENT FUND. 5. ADJOURNMENT Chair Freeman adjourned the meeting at 11:07 a.m. MOTION CARRIED

5 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 05/05/16 Business Item: Item Number: 4A Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Acceptance of Grant Funds from the Minnesota Department of Natural Resources Angler and Hunter Retention Grant Program MOTION TO RECOMMEND THAT THE BOARD ACCEPT A MINNESOTA DEPARTMENT OF NATURAL RESOURCES: ANGLER AND HUNTER RETENTION GRANT AWARD IN THE AMOUNT OF $41,670 TO GROW AND FOSTER ANGLERS AND HUNTERS THROUGH EDUCATION AND RECREATION PROGRAMS IN THREE RIVERS PARK DISTRICT. The following information was prepared by Denis Hahn, Director of Outdoor Education and Patty Maher, Outdoor Education Supervisor Background: As a component of Three Rivers effort to increase program services to first tier suburban communities, staff submitted an application to the Minnesota Department of Natural Resources Angler and Hunter Retention Grant Program for funding to expand angling and hunting programs for youth. The grant proposal is intended to expand hunter, angler and archery programs throughout the Park District, with a focus on first tier communities. Recently staff was informed that their grant proposal has been approved in the requested amount of $41,670 (Reference 4A-1). Fishing and hunting education make up an important part of Three Rivers programming spectrum. These popular programs take place throughout the year, appeal to a variety of participants, and occur in almost all of the parks. Staff from the Outdoor Recreation School, Baker Near-Wilderness Settlement and Mississippi River Regional Park provide the majority of the Park District s angling and hunter education programs. They have established a reputation as programming leaders in the Twin Cities area. The grant funds will be used to expand angler and archery programs into the first tier communities of Brooklyn Park, New Hope, Crystal, Robbinsdale, Edina, Hopkins, Richfield and Golden Valley as part of the Park District s 2016 Community Engagement Explore Camp initiative. One of the main goals of these camps is to reach diverse audiences that may not have the skills, confidence, or equipment to enjoy these outdoor recreation activities. By offering educational opportunities at locations within these communities, it is anticipated that new and diverse audiences will be reached. New fishing and archery equipment, as well as trained staff, will add to the Explorer Camp experiences. A portion of the grant funds will be used to provide equipment and staffing to accommodate greater youth participation in the Baker Near-Wilderness Settlement s summer hunter education camps.

6 Pending board acceptance of the grant award, implementation of this initiative will begin in May Relationship to the Vision The Request for Action supports the following element(s) of the Vision Plan: Inspire people to recreate Create vibrant places Relationship to Policy Statement The Request for Action supports the following element(s) of the Policy Statement: Policy IX Recreation Use Policy D. Outdoor Education Policy E. Cooperation in Recreation Uses

7 MINNESOTA DEPARTMENT OF NATURAL RESOURCES CENTRAL OFFICE 500 LAFAYETTE ROAD SAINT PAUL, MN RE: Angler and Hunter Recruitment and Retention Grant Status To: Patty Maher, at Congratulations! Your application titled Grow and Foster Anglers and Hunters at Three Rivers Park District by Three Rivers Park District, has been selected for funding in Round 1 of the MNDNR Angler and Hunter Recruitment and Retention Grant Program. You ve been awarded $41, in reimbursable grant funds. The next step is final approval of your application, which will become your Work Plan. The Work Plan will be attached to and incorporated into your Grant Contract. You will need to provide your insurance information. MNDNR Fish and Wildlife Recruitment and Retention staff will be contacting you over the next couple of weeks to help you meet these requirements. Once these requirements are met, we can begin setting up your grant contract. Grant Contracts must be signed by the individual with legal signatory authority within your organization, which may require more than one signature. Once returned, there are MNDNR signatures that are required. Grant Contracts are executed when all signatures are obtained and must be completed by June 30, Once the final MNDNR signature is obtained, you will receive an telling you that you may begin work along with a scanned copy of the executed Grant Contract (you will not receive a hard copy unless requested). No work may begin or any costs incurred, until the Grant Contract has been executed. Any work or costs incurred before this execution date will not be reimbursed, nor can they be used as match. All of the grant paperwork can be completed via , to save time and reduce paper use. We are now accepting electronic signatures on grant contracts in order to expedite the process. There were 35 eligible grant applications received in Round 1 of the MNDNR Angler and Hunter Recruitment and Retention Grant Program for a total over $440,000. There is $195,000 available for Round 1, which will allow us at this point to fund twelve grants. Thank you for your dedication to preserving Minnesota s angling and hunting heritage. We look forward to working with you to complete your project. MNDNR Fish and Wildlife Recruitment and Retention Staff Jeff Ledermann Angler Recruitment and Retention Coordinator jeff.ledermann@state.mn.us Jay Johnson Hunter Recruitment and Retention Coordinator jay.johnson@state.mn.us mndnr.gov PRINTED ON RECYCLED PAPER CONTAINING A MINIMUM OF 10% POST-CONSUMER WASTE. AN EQUAL OPPORTUNITY EMPLOYER.

8 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 05/05/16 Business Item: New Item Number: 4B Division: Recreation, Education & Nat. Resources Originating Source: Tom McDowell, Assoc. Supt. Agenda Item: Award of Contract for Furnishing Food and Restaurant Products for Concession Sales within Three Rivers Park District MOTION TO RECOMMEND THAT THE BOARD AWARD A CONTRACT TO REINHART FOOD SERVICE FOR FURNISHING FOOD AND RESTAURANT PRODUCTS FOR CONCESSION SALES AT HYLAND HILLS SKI AREA, ELM CREEK WINTER RECREATION AREA AND OTHER PARK DISTRICT FACILITIES AS NEEDED, PURSUANT TO THE BID FORM DATED APRIL 22, 2016; AND FURTHER, INCLUDE THE BID AWARD OPTION OF EXTENDING THE CONTRACT ONE ADDITIONAL YEAR CONTINGENT UPON NO MARK-UP COST INCREASES AND APPROVAL BY THE SUPERINTENDENT. The following information was prepared by Fred Seymour, Senior Manager of Alpine Services. Background: On April 5, 2016, staff placed a public notice for the Purchase of Food and Restaurant Products bids in Finance and Commerce, Three Rivers official newspaper. The current Park District s contract expires in 2016 and staff implemented a bid solicitation process similar to previous years. One new component in the contract is the inclusion of information pertaining to the Park District s efforts to increase healthy options for foods and beverages consistent with standards developed collaboratively with Hennepin County Public Health staff and the National Recreation and Parks Association. In addition to the published bid announcement, bid information was also sent to three (3) known potential vendors. Bids were opened on April 22 nd and responses from two vendors were received. The bid analysis and comparison is based on total costs of products, by categories as identified in the bid (Reference 4B-1). The numbers of products are estimates only, but are consistent with actual product used in the past at the Hyland Hills Ski Area, Elm Creek Winter Recreation Area and other Park District facilities. The total bid amount is shown for comparison and estimation purposes only. It does not include all items purchased but is an indication of projected use. Actual expenditures will reflect the actual amount of product ordered. While the Park District purchases food and restaurant products from a variety of vendors, one large food service vendor typically supplies a majority of products via this contract. The Park District food concession operations purchased approximately $288,000 of product (food, supplies and equipment) from its main source vendor in The contract enables all Park District facilities to purchase product at contracted prices as needed.

9 Consistent with the bid specifications; the recommendation for award of bid is to be based on, but not limited to the factors of: Price Quality of merchandise offered and Park District experience with the products proposed Evaluation of the bidder's ability to service the Hyland Hills Ski Area, Elm Creek Winter Recreation Area and other Park District facilities as identified in the specifications Experience of the bidder in the industry, and acceptable past performance with the Park District. Bidder's ability to meet delivery and stocking requirements, Results of testing and/or prior evaluation, and completeness of bid. Based on analysis of the bid forms and overall calculation of sell prices to the Park District, staff recommends award of the bid to Reinhart Food Service of Rogers, Minnesota. It is proposed that the three year contract may be renewed and extended for up to one additional year as long as there is no product percentage of markup increases and Superintendent s approval is received. Relationship to the Vision The Request for Action supports the following element(s) of the Vision Plan: Create vibrant places Relationship to the Policy Statement The Request for Action supports the following element(s) of the Policy Statement: Policy V - District Finance D. Special Revenue Facilities

10 Reference 4B-1 THREE RIVERS PARK DISTRICT Food & Restaurant Product Bid Analysis April 22, 2016 VENDOR SYSCO FOOD SERVICE REINHART FOOD SERVICE US FOODS FOOD SERVICE Bid Yes/No Yes Yes No Meat Products $67, $65, Produce Items 15, , Dairy Products 17, , Canned / Dry Goods 30, , Frozen Foods 34, , Paper & Disposable 23, , Chemical Janitorial TOTALS: $190, $187, RELATED ITEMS MARK UP % OR COST SYSCO FOOD SERVICE REINHART FOOD SERVICE US FOODS FOOD SERVICE Bid Yes/No Yes Yes No Meat Products 8%.90/cs. or.05/# Produce Items 8%.90/ cs. Dairy Products 8%.90/ cs. Canned / Dry Goods 8%.90/ cs. Frozen Foods 8%.90/ cs. Paper & Disposable 8%.90/ cs. Chemical Janitorial 8%.90/ cs. Analysis of Bid Forms by Fred Seymour based on corrected and comparable items

11 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 05/05/16 Business Item: Old Item Number: 4C Division: Planning, Design & Technology Originating Source: Jonathan Vlaming, Assoc. Supt. Agenda Item: Bassett Creek Regional Trail City of Crystal Reimbursement MOTION TO RECOMMEND THAT THE BOARD APPROVE REIMBURSEMENT TO THE CITY OF CRYSTAL IN THE AMOUNT OF $58, FOR CONSTRUCTION OF A SEGMENT OF THE BASSETT CREEK REGIONAL TRAIL WITH FUNDING FROM THE LAND ACQUISITION, DEVELOPMENT, AND BETTERMENT FUND. The following information was prepared by Kelly Grissman, Director of Planning. Background: The City of Crystal is requesting reimbursement from the Park District in the amount of $58, for construction of a segment of the Bassett Creek Regional Trail generally between TH 100 and Bassett Creek Park (Reference 4C-1). The City designed and constructed the trail segment several years ago. At that time Three Rivers agreed to reimburse the city for the cost of constructing the trail, with payment to be made once the City had helped secure the remaining property rights needed for a continuous and contiguous trail corridor across the City. Those property rights have now been secured and formalized through the recently approved Regional Trailway Cooperative Agreement. The City has completed its commitment, and has requested that Three Rivers reimburse the city for the construction of the trail segment. Three Rivers staff concurs that all obligations have been met and recommend reimbursement. If approved by the Board, the reimbursement would be funded from the Land Acquisition, Development, and Betterment Fund. Relationship to the Vision Plan The Request for Action supports the following element(s) of the Vision Plan: Collaborate across boundaries Relationship to the Policy Statement The Request for Action supports the following element(s) of the Policy Statement: Policy V. District Finance E. Funding Acquisitions, Improvements, Rehabilitation

12 Reference 4C-1 Bassett Creek Regional Trail Segment Designed and Constructed by Crystal

13 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 05/05/16 Business Item: Item Number: 4D Division: Superintendent's Office Originating Source: Boe Carlson, Superintendent Agenda Item: Scott County-Three Rivers Partnership Budget Amendment MOTION TO RECOMMEND THAT THE BOARD APPROVE ADJUSTMENTS TO THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET INCREASING GRANT REVENUES AND PERSONNEL COSTS BY $35,000 AND INCREASING FULL TIME EQUIVALENT POSITIONS BY 1.0 FTE. The following information was prepared by Patricia Freeman, Scott County Parks and Trails General Manager and Howard Koolick, Three Rivers Park District Chief Financial Officer. Background: On December 16, 2010, the Park District and Scott County entered into a joint powers agreement that defines the roles and responsibilities for operations and maintenance of all regional park facilities in Scott County. The agreement requires the preparation and adoption of an annual budget. At the joint meeting of the Park District and Scott County Board of Commissioners, on December 22, 2015, the 2016 budget in the amount of $2,132,818 and including full time equivalent positions was approved. At the December 22, 2015 joint board meeting staff reviewed with the Commissioners an opportunity to better meet current partnership staffing needs and improve delivery of service by restructuring a current 1.0 vacant position and collaborating with the Scott County Public Health Department on a State Health Improvement grant project, to create two new positions. Scott County s State Health Improvement grant project is providing $35,000 of funding for a part time planner to deliver the parks and trails chapter of the County s Comprehensive Plan, and trails related planning projects. By combining this grant funding with a portion of the funding from the current parks partnership principal planner position which is currently vacant, the new FTE is fully funded through Scott County will provide funding after Staffing Overview As the parks partnership has grown and evolved since 2010, staffing needs have changed. To meet the current need in the area of technical planning, projects coordination and administration support, a 1.0 FTE is being added, and a former 1.0 FTE planner/natural resources manager is being restructured, resulting in two new positions; a planner and a parks and natural resources coordinator.

14 The parks partnership planner will deliver the County s 2040 parks and trails chapter along with implementing park and trail planning needs of the partnership in Scott County. Budget The budget adjustment is fully funded utilizing grant funding available through 2019 and by the funding available by restructuring a current vacant 1.0 position. Scott County will fund the position after 2019, when SHIP grant funds are no longer available. This is a great opportunity to further collaborate under the framework of the parks partnership to continue delivering park and trail services efficiently and cooperatively through the parks partnership.