HomeMy WebLinkAbout2015 10-26 City Council Workshop PacketRULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY
Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings -
elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be
heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings,
it is understood that everyone will follow these principles:
Speak only for yourself, not for other council members or citizens - unless specifically tasked by your
colleagues to speak for the group or for citizens in the form of a petition.
Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst
each other.
Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or
others in public.
Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive.
AGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:30 P.M. Monday, October 26, 2015
City Hall, Council Chambers
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
E. NEW BUSINESS
1. MCC/YMCA Partnership Update Discussion
2. 2016 Proposed Citizen Services Budget
3. 2016 Proposed Parks & Recreation Budget
F. ADJOURNMENT
THIS PAGE IS INTENTIONALLY LEFT BLANK
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: DuWayne Konewko, Parks & Recreation Director
SUBJECT: MCC/YMCA Partnership Update Discussion
DATE: October 26, 2015
Introduction
The City Council approved the Contract Partnership Agreement (Agreement) between the City
of Maplewood and the YMCA at their March 9, 2015 council meeting. The Agreement is for a
three year period that began on April 1, 2015 and continues until March 31, 2018. The City and
the YMCA may terminate the agreement with or without cause by providing written notice by
February 28, 2016 and February 28, 2017 for the upcoming year. As part of the council
discussion on March 9, 2015, staff was directed to provide the Council with an update on the
progress of the Agreement in October of 2015.
Staff will be updating the Council on the progression of the Agreement for the four months (June
thru September 2015) the contract has been in existence. In addition to staff, Ms. Susannah
Peterson, YMCA Program Executive, Maplewood Community Center and Mr. Shane Hoefer,
Executive Director, White Bear Lake YMCA will be present to address the partnership
agreement and answer any questions the Council may have.
Background
Staff feels that this partnership represents an exciting opportunity for the City of Maplewood on
many levels, including:
1. The YMCA shares Maplewood Parks & Recreation’s mission of creating strong families
and communities through youth development, programming, and recreational
opportunities
2. The YMCA partnership will help support the City’s initiatives regarding Integrated Youth
Development
3. The YMCA has an impressive track record of creating powerful collaborative
partnerships with cities, schools, and other community organizations. By working with
the YMCA, Maplewood Parks & Recreation will be able to leverage the Y’s extensive
community connection experience and their decades of expertise in recreational facility
management and resources
4. The City of Maplewood is working to better connect with the growing diversity of the
community including area businesses. Active collaboration with the YMCA will help the
City more effectively reach out to diverse community members and businesses.
5. A collaborative partnership with the YMCA is the most effective way to continue to offer
and expand upon our recreational opportunities and continue to be mindful of the tax
burden on Maplewood residents and businesses.
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In addition, staff is working to create a sustainable business model for the MCC that will allow
the facility to remain open and operational in the coming years. We recognize that in order to
accomplish this, operational changes must be made. Each and every MCC program area will
be thoroughly evaluated for purpose and effectiveness. Resulting changes will impact existing
MCC jobs.
The framework for the partnership agreement between the City and the YMCA is as follows:
• YMCA will manage the MCC Aquatic Center
• YMCA will manage the two City Beach contracts
• YMCA will conduct swimming lessons
• YMCA will support staff with the overall management of the MCC
• YMCA will support staff with development of marketing strategies for the MCC
Partnership Outcomes
• The vast majority of the lifeguards who sought employment with the YMCA were hired
by the YMCA
• The total revenue received from swimming lessons from June thru September 2015 is
$62,553
• The City’s revenue share, based on the revenue sharing provision in the Agreement, is
$15,633 which represents 25% of the total revenue received
• The target goal for the year is $40K
o We are currently trending ahead of schedule based on the four reporting months
• 572 participants have enrolled in swimming lessons
o Compare to 418 in 2014 for the City
• YMCA instituted a swim testing policy that will result in fewer pool incidents
• Expanded partnerships with local schools
• Focus on safety in and around the Aquatic Center including lifeguards
• YMCA has implemented Best Management Practices aimed at improving
cleaning/maintenance procedures
• YMCA has implemented monthly training schedules for staff
• City/YMCA are focused on delivering excellent customer service for all staff
• Collaboration on marketing.
Future Partnership & Strategic Focus
• Continue to seek out ways to improve the overall health of the community – wellness
• Continue to explore other partnership programs centered around the youth in our
community
• Continue to work together to better connect with the growing diversity in the community
– reflect demographics
• Continue to capitalize on the strengths of the City’s Parks & Recreation Department and
the experience and program offerings of the YMCA
• LEVERAGE PARTNERSHIP AGREEMENT!
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Recommendation
The MCC/YMCA Agreement update discussion is informational only and no formal action by the
Council is required.
Attachments
1. MCC/YMCA Agreement Slide Presentation
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1
Maplewood Community
Center and the YMCA
Partnership Update
October 26, 2015
Council Workshop Discussion
A NEW DIRECTION
Staff remains committed to addressing these challenges by
creating a sustainable MCC business model
Operational changes must be made
All program areas will be thoroughly evaluated for
purpose and effectiveness
Resulting changes will impact existing MCC jobs
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2
YMCA PARTNERSHIP OPPORTUNITY
Shared mission of creating strong families and
communities
Support the City’s Integrated Youth Development initiative
MCC will be able to leverage the Y’s expertise and
resources
Connect with the growing diversity of the community
BOTTOM LINE
A collaborative partnership with the YMCA is the most
effective way to continue to offer and expand upon our
recreational opportunities and continue to be mindful of the
tax burden on Maplewood residents and businesses.
E1, Attachment 1
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PARTNERSHIP OVERVIEW
The YMCA will:
Manage the MCC Aquatic Center and City beach
contracts
Conduct swimming lessons
Support staff with the overall management of the
MCC and with the development of MCC marketing
strategies
Partnership Outcomes
Majority of lifeguards working with YMCA
Revenue received from swimming lessons - $62,553
City’s revenue share (goal for the year is $40K) -
$15,633
572 participants enrolled in swimming lessons
Enhance awareness in the community regarding
water safety – start at a young age
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4
Partnership Outcomes Cont.
Other departments engaged – Chief Schnell
Kid City, Youth Development Initiative, Promise
Fellow, Collaboration with School Districts
Programs target youth outreach – supports City’s
initiatives/goals
Continue to leverage partnership!!!
Future Partnership Focus
Improve overall health of community – wellness
Explore other partnership opportunities – leverage
Better connect with growing diversity in community
Capitalize on strengths of partnership
E1, Attachment 1
Workshop Packet Page Number 7 of 47
5
YMCA STAFF COMMENTS
Susannah Peterson, YMCA Program Executive –
Maplewood Community Center
Shane Hoefer, Executive Director, White Bear Lake
Area YMCA
Council Questions
E1, Attachment 1
Workshop Packet Page Number 8 of 47
E2
MEMORANDUM
To: Melinda Coleman, City Manager
From: Karen Haag, Citizen Services Director
Subject: Citizen Services 2016 Operating Budget Requests
Date: October 21, 2015
Introduction/Background
The 2016 proposed budget for the Citizens Service Department includes the following Divisions:
City Clerk Administration, Deputy Registrar, Elections, and the 4TH of July Celebration. The
proposed budget is $1,270,320 and is an increase of 4.4% over the 2015 budget.
Citizen Services Administration – The reception desk has been covered by Deputy Registrar
staff for two days a week for the past seven years. With the reception area’s part-time hire
earlier this year, the majority of those staff hours have been moved back to Deputy Registrar
where they are greatly needed to adequately assist our customers at the busy service counters.
Working with the Human Resource Director, positions will be identified that may require a
possible salary adjustment; an increase of $5,000 in personnel wages has been allocated for
this purpose.
During the 2015 budget process, the Maplewood Living publication was decreased from twelve
issues to nine. In the 2016 proposed budget, the Maplewood Living publication is budgeted for
twelve issues.
The Deputy Registrar Division budget shows an increase in 2016 due to annual increase in
salary and benefits, in addition to moving hours worked at the reception desk in Citizen Services
Administration back to Deputy Registrar. The Deputy Registrar Division continues to thrive in
spite of the State performing on-line transactions. This is partly due to the amount of
transaction work that we perform for local car dealers.
The Elections Division budget shows an increase in 2016 due to the Presidential Election that
will occur and the subsequent need for additional election judges, ballot board staff and ample
supplies. Additional training will also be required due to the implementation of new election
equipment.
The July 4th Celebration budget shows an increase in 2016 due to the amount of sponsors that
were secured in 2015;staff is working with local businesses in attempt to defray these costs. In
addition, we have increased the number of inflatables and other rented items to be made
available at the event, to enhance the entertainment value and assist in making the Celebration
a continued success.
Workshop Packet Page Number 9 of 47
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Recommendation
The Citizen Services Proposed 2016 Operating Budget Request is submitted for informational
and discussion purposes. No Council action is required.
Attachments
1. Citizen Services Department 2016 Budget Slide Presentation
2. Citizen Services Department 2016 Objectives
3. Citizen Services Department Performance Measurements
Workshop Packet Page Number 10 of 47
1
Citizen Services Department
2016 Budget
PRESENTED TO MAPLEWOOD CITY COUNCIL
OCTOBER 26, 2015
Mission Statement
To maintain records, administer elections,
i ll li d t i ti l issue all licenses and passports in a timely
and efficient manner and provide citizens
with requested data.
To promote the City through print and media
and assist other departments in promoting ppg
their activities and programs through
innovative advertising, online ads, email and
print newsletters to Maplewood and
surrounding areas.
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Workshop Packet Page Number 11 of 47
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What Do We Do?
Employee Summary
Citizens Services
Di t /Di t fDirector/Director of
Communications
Citizen Services
Supervisor
Business License
Specialists &
Passport Agents
50%
Customer Service
Center Staff
Lead Motor
Vehicle Clerk
Marketing and
Advertising
Consultant
Motor Vehicle
Office Specialists
Business License Office SpecialistsSpecialists &
Passport Agents
50%
Election Judges
E2, Attachment 1
Workshop Packet Page Number 12 of 47
3
Department Objectives
100% of completed council agendas and agenda packets provided 4
days in advance of meetings and 100% of legal notices prepared,
posted and or published with legal deadlines.pp g
Manage the production of the Maplewood Living and other city
publications keeping the public informed of progress, events and
the overall story of the city. Continue to work with local and
surrounding businesses showcasing their offerings and increase the
use of social networking for marketing and advertising purposes.
Facilitate updates and republications to the City Code of Ordinances Facilitate updates and republications to the City Code of Ordinances
through Municipal Code on a bi-annual basis or as needed.
Department Objectives
Revise the Records Retention Schedule reflecting changes in the
2015 legislative session and provide departments with updated laws
and practices on records retention practices.pp
Continue working with local auto dealers, banks and credit unions
in Maplewood and surrounding areas, performing their deputy
registrar work.
Conduct the 2016 Presidential Election cycle implementing the use
of the new election equipment and conduct educational open houses
for voters to view the new equipment. for voters to view the new equipment.
Conduct the annual July 4th “Lite It Up” fireworks event at
Hazelwood Park, securing vendors and sponsors to help with the
cost of the event.
E2, Attachment 1
Workshop Packet Page Number 13 of 47
4
2016 Budget
$1,270,320
Citizen Services
Administration
61.4%
Total By Program
Deputy Registrar
29.3%Elections
6.5%
July 4th
Celebration
2.8%
2016 Budget Summary by Program
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
Citizen Services Administration $658,827 $683,070 $767,050 $780,470 1.7%
Deputy Registrar 405,574 398,383 345,600 371,740 7.6%
Elections 65,104 62,715 67,750 82,870 22.3%
July 4th Celebration 25,938 25,497 32,480 35,240 8.5%
Totals $1,155,443 $1,169,665 $1,212,880 $1,270,320 4.7%
Significant change outside of an increase in personnel is in the Elections
Division. This is due to the 2016 Federal and State election, and the
increased cost in training for usage of new equipment and processing of
absentee ballots.
E2, Attachment 1
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5
2016 Budget Summary by Classification
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)2013 2014 2016ORIGINAL OVER(UNDER)
Total By Classification ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
Personnel Services $871,320 $898,412 $941,550 $967,320 2.7%
Commodities 21,017 15,328 19,450 20,850 7.2%
Contractual Services 260,413 252,659 251,880 282,150 12.0%
Capital Outlay and Depreciation 0 0 0 0 N/A
Other Charges 2,693 3,266 0 0 N/A
Totals $1,155,443 $1,169,665 $1,212,880 $1,270,320 4.7%
Increase in Contractual Services is due to increasing the number of
publications of the Maplewood Living from nine back to twelve, in
the effort to continue communication efforts with our citizens.
2016 Budget Summary by Fund
2015 PERCENT
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)
Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
General Fund $1,129,505 $1,144,168 $1,180,400 $1,235,080 4.6%
July 4th Celebration 25,938 25,497 32,480 35,240 8.5%
Totals $1,155,443 $1,169,665 $1,212,880 $1,270,320 4.7%
Increase in July 4th Celebration is due to the amount of advertising
sponsors. Staff is hoping that this gap can be closed and is working
to secure vendors with area businesses.
E2, Attachment 1
Workshop Packet Page Number 15 of 47
6
Personnel
12
Full Time Equivalents
10.19 10.19 10.9 10.9
2
4
6
8
10
12
No significant change in staffing levels.
0
2013 ACTUAL 2014 ACTUAL 2015 ORIGINAL
BUDGET
2016 ORIGINAL
BUDGET
General Fund Revenues
2013 = $1 006 777 actual2013 = $1,006,777 actual
2014 = $1,060,649 actual
2015 = $1,022,750 est.
2016 = $1,056,220 est.
Includes: Liquor, Cigarette, Entertainment, Business, Refuse
haulers, Service Stations, Animal, Penalties, Election, License
Plates, Driver’s License, DNR, Passport, Advertising and
Miscellaneous.
E2, Attachment 1
Workshop Packet Page Number 16 of 47
7
Performance Output Measures
Completion of data requests, revise the Records
Retention Schedule reflecting changes in the 2015 gg 5
legislative session and provide departments with
updated laws and practices on records retention
practices.
o Strategic Objective: Effective Governance
Review and oversee publication of City Code of Ordinances
to comply with City Council action and State Statutes.
o Strategic Objective: Effective Governance
o Strategic Objective: Operational Effectiveness
Performance Output Measures
Managed production of the Maplewood Living and other
city publications keeping the public informed of progress, yp p g p p g ,
events and the overall story of the city. Worked with local
and surrounding businesses showcasing their offerings and
increase the use of social networking for marketing and
advertising purposes.
o Strategic Objective: Coordinated Communication
E2, Attachment 1
Workshop Packet Page Number 17 of 47
8
Performance Output Measures
At the direction of the City Council worked
promoting civility in public meetings and promoting civility in public meetings and
implementing parliamentary procedures in all
Commissions and Boards. This work will continue
with the publication of the new Commission and
Board Handbook to be distributed in January 2016.
o Strategic Objective: Effective Governance
o Strategic Objective: Operational Effectiveness
Citizen Services Department
2016 Budget
QUESTIONS
COMMENTS
CONCERNS
E2, Attachment 1
Workshop Packet Page Number 18 of 47
CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
CITIZEN SERVICES
MISSION STATEMENT
To maintain records, administer elections, issue all licenses and passports in a timely and
efficient manner and provide citizens with requested data.
To promote the City through print and media and assist other departments in promoting their
activities and programs through innovative advertising, online ads, email and print newsletters to
Maplewood and surrounding areas.
2016 OBJECTIVES
1. 100% of completed council agendas and agenda packets provided 4 days in advance of
meetings and 100% of legal notices prepared, posted and or published with legal deadlines.
2. Manage the production of the Maplewood Living and other city publications keeping the
public informed of progress, events and the overall story of the city. Continue to work with
local and surrounding businesses showcasing their offerings and increase the use of social
networking for marketing and advertising purposes.
3. Work with all departments to manage the record keeping of all contracts and agreements for
required retention purposes and for improved transparency.
4. Facilitate updates and republications to the City Code of Ordinances through Municipal
Code on a bi-annual basis or as needed.
5. Continue to mainstream Business License processes and procedures making the
application process available on-line with the availability to make on-line payments.
6. Revise the Records Retention Schedule reflecting changes in the 2015 legislative session
and provide departments with updated laws and practices on records retention practices.
7. Continue working with local auto dealers, banks and credit unions in Maplewood and
surrounding areas performing their deputy registrar work.
8. Conduct the 2016 Presidential Election cycle implementing the use of the new election
equipment and conduct educational open houses for voters to view the new equipment.
9. Conduct the annual July 4th “Lite It Up” fireworks event at Hazelwood Park securing vendors
and sponsors to help with the cost of the event.
E2, Attachment 2
Workshop Packet Page Number 19 of 47
CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Citizen Services
Administration
Fund #:
Program #: 101
301
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Agenda reports 580 469 525 525
Pages of minutes 446 418 500 500
Number of ordinances 8 9 10 10
Number of resolutions 194 133 200 200
Business licenses / permits / registrations / dog-
cat permits 2,477 2,002 2,100 2,100
Number of passports processed 2,052 2,073 2,000 2,050
Annual marketing agreements 29 19 15 15
Number of marketing projects 267 200 150 150
Testimonial marketing 22 20 15 15
EFFECTIVENESS INDICATORS
Percentage of licenses, permits issued by
deadline 99% 99% 99% 99%
Percentage of marketing projects completed 99% 100% 100% 100%
Testimonials used in marketing materials 80% 80% 80% 80%
Business contacts for the purpose of ad revenue
and partnerships 80% 80% 80% 80%
EFFICIENCY MEASURES
Projects are completed on time and in a
professional manner 100% 100% 100% 100%
COMMENTS
Administrative workload remains steady in all areas. Business licensing and permit numbers remain consistent.
Marketing projects have decreased due to implementing more social media opportunities.
In 2013 passport processing was moved from Deputy Registrar to the City Clerk Administrative Division due to a new
federal law prohibiting the same individuals that have the ability to process driver’s licenses or identification cards to
process passport applications.
E2, Attachment 3
Workshop Packet Page Number 20 of 47
CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Citizen Services
Deputy Registrar
Fund #:
Program #: 101
303
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Number of motor vehicle transactions 53,001 55,456 50,000 55,000
Number of driver’s license transactions 18,574 18,065 18,000 18,000
Number of Auto Dealer’s that we process for 8 7 11 11
EFFECTIVENESS INDICATORS
Initial accuracy rate on motor vehicle reports
reconciled 98% 99% 99% 99%
Initial accuracy rate on driver’s license reports
reconciled 98% 99% 99% 99%
COMMENTS
Number of transactions remains steady in all areas of motor vehicle and DNR. Passport processing has moved to the
City Clerk Administrative Division due to a new federal law prohibiting the same individuals that have the ability to
process driver’s licenses or identification cards to process passport applications.
Driver’s license transactions have increased in 2014 due to passport processing being moved to City Clerk
Administration. In 2013, Federal guidelines prohibited State Motor Vehicle Departments that are also a Federal
Passport Facility to process first-time driver’s licenses and passports at the same facility. Since passport processing
has been moved to the City Clerk Division, the Deputy Registrar Division has resumed processing first-time driver’s
license applications.
E2, Attachment 3
Workshop Packet Page Number 21 of 47
CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Citizen Services
Elections
Fund #:
Program #: 101
304
Performance Measures 2013
Actual 2014
Estimate 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Number of registered voters 22,252 22,402 22,000 22,500
Election judges trained 150 161 150 200
Number of ballots cast 5,295 13,824 5,000 19,500
Number of absentee ballots transmitted 420 2,058 400 3,000
Number of absentee ballots returned by
voter 369 1,758 350 2500
Number of absentee ballots rejected 7 90 4 100
EFFECTIVENESS INDICATORS
Eligible voter turnout 24% 62% 25% 87%
COMMENTS
Increase in 2016 Outputs/Workloads is due to the Presidential Election cycle.
E2, Attachment 3
Workshop Packet Page Number 22 of 47
CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Citizen Services
July 4th Event - Light It Up Maplewood
Fund #:
Program #: 220
000
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Number of vendors 10 10 10 10
Number of business sponsors 10 4 11 11
Number of media sponsors 0 0 2 2
Number of waste/recycling containers 50/50 50/50 50/50 50/50
EFFECTIVENESS INDICATORS
Citizens attending the event (approximate) 10,000 10,000 10,000 10,000
Percentage of waste recycled 70% 80% 80% 80%
COMMENTS
The event continues to be a success. Staff continues to work to make the event more sustainable by providing recycling bins
and educational information on the importance of recycling.
E2, Attachment 3
Workshop Packet Page Number 23 of 47
MEMORANDUM
TO: Melinda Coleman, City Manager
FROM: DuWayne Konewko, Parks & Recreation Director
SUBJECT: 2016 Proposed Parks & Recreation Budget
DATE: October 26, 2015
Introduction
The total proposed 2016 Parks & Recreation Budget is (1.4%) lower than the adopted 2015
budget. This is the result of some operational changes at the Maplewood Community Center
(MCC). The General Fund contribution for the department is increasing by 1.2% or $6,010 over
2015. With the exception of the Parks Administration budget which is proposed to increase
4.5% over 2015 as a result realigning personnel, the other program areas within the Parks &
Recreation Department came in at or below 2015 levels. Included in your council packet are
slides from the staff presentation that summarize the 2016 Parks & Recreation Department
proposed budget.
In addition to the slide presentation, staff has also included the Parks & Recreation Department
Organization Chart, the 2016 Department Objectives, and the Performance Measurements from
each of the respective program areas for your review.
Background
2015 Accomplishments:
•Transitioned from a preferred caterer/liquor provider arrangement to an “open” system
•Approved a Partnership Agreement with the YMCA for the MCC
•Approved three off-site fitness contracts whereby MCC staff teach fitness and wellness
classes at three different facilities
•Adoption of the Parks System Master Plan
o Two year process
•Completion of the Safe Routes to School Trail Project on County Road B
o Interdepartmental collaboration – worked alongside Public Works
•Began work on the City’s first integration of public art at Joy Park
•Approval of the Minnesota Tuj Lub project at Keller Park
o Secured state monies
o Worked in collaboration with Ramsey County, The Minnesota Tuj Lub
Association, and Public Works
•Partnered with Z Puppets Rosenschnoz on the Kid City public art project
•Completion of the 2nd Annual 3/5K run
•Fish Creek pollinator grant, seeding project, and the archeological dig and study
o Partnership with Ramsey County and Great River Greening
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Workshop Packet Page Number 24 of 47
•Completion of the Phase II improvements at Gladstone Savanna
•Support the City’s Green initiatives and energy study
•Renewed commitment to heightened customer service at the MCC
2016 Goals:
•Leverage City/YMCA Partnership Agreement
•Re-establish member communications at the MCC
•Increase number of events at the MCC including outreach to diverse communities
•Establish one additional off-site wellness client
•Expand small group training programs at the MCC
•Implement outcomes of the Maplewood Parks System Master Plan
o Work with council on securing sustainable funding for park improvements
•Continue to work on developing a long term sustainable budget for the MCC
•Began work on the installation of the trail network system at Fish Creek
•Complete Phase III improvements at the Gladstone Savanna
•Increase the number of cities the Recreation Department partners with from three to four
•Roll-out the Kid City program
•Continue to seek out additional revenue streams to help offset costs – leverage
•Continue to work alongside other city departments to implement council goals
Budget Impact
As previously stated, the 2016 Parks & Recreation Department budget is (1.4%) lower than the
2015 adopted budget and the General Fund contribution is increasing by 1.2% over 2015.
Recommendation
The discussion regarding the Parks & Recreation Department’s proposed 2016 Budget is
informational only and no formal Council action is requested.
Attachments
1.Parks & Recreation Department 2016 Budget Slide Presentation
2.Parks & Recreation Department Organization Chart
3.Parks & Recreation Department 2016 Objectives
4.Parks & Recreation Department Performance Measurements
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1
PRESENTED TO MAPLEWOOD CITY COUNCIL
OCTOBER 26, 2015
Parks & Recreation Department
2016 Budget
Mission Statement
To provide leadership for the effective
implementation of policy directions given by
they Maplewood City Council to efficiently
deliver public services to the citizens of
Maplewood.
E3, Attachment 1
Workshop Packet Page Number 26 of 47
2
Employee Summary
Department Objectives
Continue to implement the Parks System Master Plan while
building champions for our system within the community. In
addition, we will work closely with the City Council on the
possibility of a referendum to help finance this implementation.
Continue to protect natural resources through restoring and
managing natural areas, using sustainable landscaping practices at
parks, and providing environmental and nature programs that
enhance enjoyment and understanding of land, water and wildlife
resources.
Increase sponsorship and partnership opportunities for all MCC
and Parks & Recreation related events.
E3, Attachment 1
Workshop Packet Page Number 27 of 47
3
Department Objectives Continued
Continue to offer a minimum of five community wide special events
per year. These events will serve diverse audiences and may include
a Senior Wellness Fair, Early Childhood Education Fair, Women’s
Expo, Movies in the Park, Maplewood Rec Run 5K, etc.
Continue to facilitate a successful partnership with Ashland Theatre
of Performing Arts and expand our utilization of the performing arts
theater to include fifteen MCC events and/or concerts.
Continue to offer comprehensive and diverse recreation programs
designed to bring additional wellness, preventative and specialty
programs advantageous for all ages, ethnicities, interests and fitness
levels to Maplewood and surrounding communities.
Maplewood Rec Run 5K/3K
E3, Attachment 1
Workshop Packet Page Number 28 of 47
4
Department Objectives Continued
Continue to focus on increasing program participation by
partnering with surrounding communities to expand our
participation numbers and outreach.
Continue to offer programming that includes, but is not
limited to, youth and adult sports, community special events,
music and arts programs, teen, senior and special populations
programs and fitness and health and wellness classes.
Continue to facilitate a successful partnership with the YMCA
at the Maplewood Community Center that involves
management of aquatic programming and facilitation of daily
operations.
2016 Budget
$3,916,720
Administration
5.6%Community
Center
65.6%
Ice Arena
Operations
0.7%
Nature Center
7.3%
Open Space
Management
1.9%
Recreation
Programs
18.9%
Tree
Preservation
0.1%
Total By Program
E3, Attachment 1
Workshop Packet Page Number 29 of 47
5
2016 Budget Summary by Program
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)
Total By Program ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
Administration $183,485 $199,090 $209,200 $218,560 4.5%
Community Center 2,559,630 2,595,188 2,628,910 2,567,520 -2.3%
Ice Arena Operations 31,298 20,056 30,160 26,740 -11.3%
Nature Center 258,618 279,825 287,210 287,460 0.1%
Open Space Management 71,070 72,834 75,100 75,070 0.0%
Recreation Programs 675,564 690,315 740,730 739,350 -0.2%
Tree Preservation 2,160 1,820 2,040 2,020 -1.0%
Totals 3,781,825 3,859,128 3,973,350 3,916,720 -1.4%
2016 Budget Summary by Classification
Personnel Services
YMCA Partnership
Contractual Services
YMCA Partnership
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)
Total By Classification ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
Personnel Services 2,158,649 2,202,144 2,248,220 2,005,510 -10.8%
Commodities 246,777 244,952 255,640 247,760 -3.1%
Contractual Services 1,122,294 1,153,407 1,215,730 1,405,760 15.6%
Capital Outlay and
Depreciation 253,761 258,554 253,760 257,690 1.5%
Other Charges 344 71 0 0 N/A
Totals 3,781,825 3,859,128 3,973,350 3,916,720 -1.4%
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2016 Budget Summary by Fund
2013 2014
2015
2016
PERCENT
ORIGINAL OVER(UNDER)
Total By Fund ACTUAL ACTUAL BUDGET BUDGET 2015 BUDGET
General Fund 470,658 493,713 518,640 524,650 1.2%
Community Center 2,559,630 2,595,188 2,628,910 2,567,520 -2.3%
Environmental Utility Fund 73,813 78,092 83,030 83,180 0.2%
Recreation Program Fund 675,564 690,315 740,730 739,350 -0.2%
Tree Preservation Fund 2,160 1,820 2,040 2,020 -1.0%
Totals $3,781,825 $3,859,128 $3,973,350 $3,916,720 -1.4%
Personnel
20.68 21.88
19.03 18.5
0
5
10
15
20
25
2013 ACTUAL 2014 ACTUAL 2015 ORIGINAL
BUDGET
2016 ORIGINAL
BUDGET
Full Time Equivalents
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General Fund Revenues
2013 = $ 15,329 actual
2014 = $ 10,580 actual
2015 = $ 12,730 est.
2016 = $ 9,130 est.
Includes: Nature Center fees, Rents, Donations and
Miscellaneous.
*Does not include MCC or Recreation programs.
Performance Output Measures
Enhancements to Parks
Strategic Objectives: Financial Sustainability and
Operational Effectiveness
Continue implementation of the outcomes of the Parks System
Master Plan.
Work closely with the City Council on seeking funding strategies to
fund the Parks System Master Plan.
Work with Public Works to continue implementing sustainable
maintenance practices and integrating park enhancements to
street improvement projects.
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Safe Routes to School Grand Opening
Performance Output Measures Continued
Ice Arena Operations: Number of Joint Powers
Board meetings attended by City Council liaisons
and/or Parks Staff
Strategic Objective: Coordinated Communication
The City is 1/3 owner of Tartan Ice Arena and is a member of Joint
Powers Board.
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Performance Output Measures Continued
Maplewood Community Center:
Strategic Objectives: Financial Sustainability,
Coordinated Communication, and Operational
Effectiveness
Number of Swim Lesson Participants
Number of Membership Packages Sold
Number of Banquet Events
Number of Admission Check-in’s
The City entered into a partnership agreement in April with the
YMCA for operations of the aquatic center.
Placed a high priority on increasing the number of banquet
events.
Outdoor Family Expo at the MCC
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Performance Output Measures Continued
Nature Center:
Strategic Objectives: Financial Sustainability,
Coordinated Communication, Effective Governance, and
Operational Effectiveness
Environmental Education Programs
Number of Service Projects Completed
Naturalists play a key role in the City's environmental programs
including: stormwater management (NPDES), native
landscaping, invasive species, trees, Maplewood Seasons
newsletter, Edgerton Community Gardens and the Green
Team.
Performance Output Measures Continued
Open Space Management:
Strategic Objectives: Coordinated Communication and
Operational Effectiveness
Number of Sites Receiving Active Management
Number of Preserves Monitored by Volunteers
The open space management budget supports natural resources
management throughout the City, including management
of the 15 Neighborhood Preserves.
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Performance Output Measures Continued
Recreation:
Strategic Objectives: Financial Sustainability,
Coordinated Communication, Effective Governance, and
Operational Effectiveness
Number of Day Camp Participants
Youth Driven Programs
Exploring Community outreach for additional participants and
programming ideas.
We continue to collaborate with surrounding cities, entities, and
other youth driven organizations.
Performance Output Measures Continued
Tree Preservation:
Strategic Objectives: Financial Sustainability,
Coordinated Communication, Effective Governance, and
Operational Effectiveness
Number of trees planted by residents through the tree
rebate program
The tree preservation fund supports tree planting and
enhancement of our urban forest. It funds the tree rebate cost-
share program, tree planting, and tree education. It does not
fund the diseased tree inspection program, tree removal or tree
maintenance.
Maplewood continues to meet requirements to maintain its
status as a Tree City USA.
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2015 Parks & Recreation Accomplishments
Transitioned from a preferred caterer/liquor provider
arrangement to an “open” system
Approved partnership agreement between the MCC and
YMCA
Adoption of the Parks System Plan
Two year process
Approval of the Minnesota Tuj Lub project at Keller Park
State monies were secured
Collaborated with Ramsey County, The Minnesota Tuj Lub
Association, and Public Works.
Partnered with Z Puppets Rosenschnoz on the Kid City
Art project
2016 Parks & Recreation Goals
Leverage MCC/YMCA partnership agreement
Increase the number of events at the MCC including
outreach to diverse communities
Implement outcomes of the Parks System Master
Plan
Work with Council on securing sustainable funding for park
improvements
Continue to work on developing a long-term
sustainable budget for the MCC
Continue to work alongside other City departments
to implement council goals
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Minnesota Tuj Lub Groundbreaking Ceremony at
Keller Regional Park
QUESTIONS
COMMENTS
CONCERNS
Parks & Recreation Department
2016 Budget
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CITY OF MAPLEWOOD
PARKS & RECREATION DEPARTMENT
ORGANIZATION CHART
Parks & Recreation
Director
YMCA Program
ExecutiveParks Manager
Aquatics
Manager
Nature Center
Naturalists
Office Specialist
Nature Resource
Coordinator
Recreation
Manager
Lead Nature
Center
Naturalists
Casual Part-Time
Seasonal Staff
Recreation
Coordinator
Administrative
Assistant
Casual Part-Time
Seasonal Staff
Lifeguards
Fitness
Supervisor
Membership
Coordinator
Group Fitness
Instructors
Building
Technician
Office Specialist
Banquet and
Events
Coordinator
Customer Service
Associate
Customer
Service
Representative
Custodian
Supervisor
Lead Custodian
Building
Attendants
Personal
Trainers
Concessions
Child Care
Coordinator
Mangers on Duty
Admissions
Child Care
Massage
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
PARKS & RECREATION
MISSION STATEMENT
The mission of Maplewood Parks and Recreation is to provide diverse recreational opportunities
for people of all ages and abilities, enhance and preserve our parks, facilities, and open spaces
while promoting environmental stewardship through education and outreach.
2016 OBJECTIVES
1. Continue to implement the Parks System Master Plan while building champions for our
system within the community. In addition, we will work closely with the City Council on the
possibility of a referendum to help finance this implementation.
2. Continue to protect natural resources through restoring and managing natural areas, using
sustainable landscaping practices at parks, and providing environmental and nature
programs that enhance enjoyment and understanding of land, water and wildlife resources.
3. Increase sponsorship and partnership opportunities for all MCC and Parks & Recreation
related events.
4. Continue to offer a minimum of five community wide special events per year. These events
will serve diverse audiences and may include a Senior Wellness Fair, Early Childhood
Education Fair, Women’s Expo, Movies in the Park, Maplewood Rec Run 5K etc.
5. Continue to facilitate a successful partnership with Ashland Theatre of Performing Arts and
expand our utilization of the performing arts theater to include fifteen MCC events and or
concerts.
6. Continue to offer comprehensive and diverse recreation programs designed to bring
additional wellness, preventative and specialty programs advantageous for all ages,
ethnicities, interests and fitness levels to Maplewood and surrounding communities.
7. Continue to focus on increasing program participation by partnering with surrounding
communities to expand our participation numbers and outreach.
8. Continue to offer programming that includes, but is not limited to, youth and adult sports,
community special events, music and arts programs, teen, senior and special populations
programs and fitness and health and wellness classes.
9. Continue to facilitate a successful partnership with the YMCA at the Maplewood Community
Center that involves management of aquatic programming and facilitation of daily
operations.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Administration
Fund #:
Program #: 101
601
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Enhancements to parks 5 9 6 8
Number of detailed projects completed 1 2 2 3
Number of public meetings (Parks & Rec Commission) 11 14 16 20
Commission items requiring formal action 16 24 30 35
EFFECTIVENESS INDICATORS
Goals Parks Commission & City Council achieved 85% 95% 90% 95%
EFFICIENCY MEASURES
Average number of days between recommendation from
the commission to city council action on the item 14 14 14 14
COMMENTS
1. Continue implementation of the outcomes of the Parks System Master Plan.
2. Work closely with the City Council on seeking funding strategies to fund the Parks System Plan.
3. Continue work on Veteran’s Memorial Park.
4. Work with Public Works to continue implementing sustainable maintenance practices.
The Parks and Recreation Commission is a nine-member, volunteer resident advisory board to the City Council on all
matters relating to parks, recreation, trail, open space and park development issues. The commission meets the third
Wednesday monthly, but on occasion additional meetings are needed.
Parks & Recreation Department staff serves as the liaison between the Parks & Recreation Commission and City
Council.
The commission does an excellent job in resolving public issues based on extensive surveying and coordinating the
public input process to ensure community “buy-in” prior to submittal to the City Council.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Ice Arena Operations
Fund #:
Program #: 101
606
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Number of actual ice hours sold 2,150 2,150 2,175 2,125
Number of Joint Powers Board meetings attended by
City Council liaisons and/or Parks Staff 6 3 6 3
EFFECTIVENESS INDICATORS
Facility utilization rate 70% 70% 71% 69%
COMMENTS
The city is a one-third owner of Tartan Ice Arena. The City Council provides two members as liaisons to the Tartan Ice
Arena Joint Powers Board.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Community Center Operations
Fund #:
Program #: 602
611-614
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Number of swim lesson packages
*2015 YMCA Aquatics 1,650
1,575
1,750
1,900
Number of membership packages sold 2,274 2,229 2,700 2,700
Number of group fitness participants 55,983 62,394 64,695 64,695
Number of weddings (and weekend events) 21 11 20 (45) 20 (45)
Number of member admission check-ins 264,349 256,422 275,000 275,000
EFFECTIVENESS INDICATORS
Number of swim lesson participants 1,100 1,050 1,200 1,350
Number of SilverSneakers and Silver & Fit 1,791 1,879 2,000 1,975
Number of personal training sessions sold 1,940 2,029 2,110 2,110
Number of birthday party packages sold 322 345 440 375
COMMENTS
In April 2015, the City entered into a partnership with the YMCA to operate the aquatics center. We anticipate that we
will see an increase in swim lesson and aquatic activities participation. Staff also anticipates increased traffic flow
throughout the building which may drive up additional memberships, program participation, and banquet room rentals.
Patrons at the MCC continue to expect high quality fitness equipment, programs, and service. The Cardiovascular
Equipment was new in the Fall of 2012, purchased on a 5 year agreement. The equipment continues serve members
well.
We have seen steady growth in the number of patrons using our personal training services and engaging with the
MCC through Specialty fitness classes. In the Fall of 2014, we brought Therapeutic Massage in house as a wellness
offering of the fitness department.
Our Group Fitness program continues to be an area of high demand with new offerings now including Barre Boxing,
PiYO, and Insanity. These classes are included in membership and tend to be key in member retention across the
fitness industry.
We continue to reach out to different sectors through specialized small group training classes including TRX,
Kettlebell Training, Senior Strength Training, Group Weight Loss, and our newest programs, Tennis Ball Therapy and
Mat Pilates Technique class.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Nature Center
Fund #:
Program #: 101 & 604
604
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Environmental education programs conducted thru the
Nature Center. 281 264 220 250
Number of adult programs 24 32 30 30
Service projects completed 25 31 25 25
Number of water related programs 51 41 40 40
EFFECTIVENESS INDICATORS
% of people satisfied or very satisfied with program N/A N/A N/A 90
Total number of program participants and visitors 9,626 9,027 9,200 10,000
# of volunteer hours worked 2,720 2,553 2,500 3,000
# attending water related programs 1,784 1,182 1,200 1,200
COMMENTS
The Nature Center provides nature and environmental programs for the community and helps the city meet its NPDES
requirement by presenting educational programs related to water quality and providing support for the city’s stormwater
program. Naturalists play a key role in the city environmental programs including: stormwater management, native
landscaping, invasive species, trees, Maplewood Seasons newsletter, Edgerton Community Gardens, and the Green
Team. The center has an interactive computer exhibit, graphics panel and features in the visitor center yard to engage
and educate children and adults about stormwater.
In 2015, the Nature Center partnered with Maplewood Community Center and Parks staff to conduct the Outdoor
Family Expo and later in spring, with the Ramsey-Washington Metro Watershed District to conduct watershed
education with Maplewood School District. In September, with partners Great River Greening and the Xerces Society,
as part of a 3 year LCCMR grant; nature center staff will hold the first of several pollinator educational programs and
trainings for adults and youth.
Key projects for 2016 include: 1) Partner with Great River Greening, Xerces Society and local schools to educate about
bumblebees and other pollinators as part of a LCCMR GRANT; 2) Partner with MCC on a special family event at the
Community Center; 3) Partner with Maplewood schools to provide watershed and energy education; and 4) Create a
Master Plan for the nature center in accordance with the Parks Comprehensive Plan 5) Build on partnerships to more
effectively promote and educate about trees and environmental stewardship.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Open Space Management
Fund #:
Program #: 101
605
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Master plans completed 0 0 1 1
Planting projects completed 1 3 2 2
Number of sites receiving active management 7 8 8 8
Miles of trail developed and/or maintained 8 8 8 9
Number of preserves monitored by volunteers 7 7 8 8
EFFECTIVENESS INDICATORS
Percentage survival or coverage of new plants by end of
season 90% 90% 90% 90%
Percentage of participants satisfied with master plan and
planning process N/A N/A 90% 90%
COMMENTS
The open space management budget supports natural resources management throughout the city, including
management of the 15 Neighborhood Preserve.
In 2015, key projects include: 1) Implement improvements at Gladstone Savanna Phase 2 (plant storm pond, install
entries and trails along Frost and English), 2) Complete prairie seeding at Fish Creek, 3) Complete Priory Preserve
entry and overlook, 4) Continue citizen monitoring programs for preserves, frogs and toads, and invasive plants, 5)
Conduct buckthorn seedling management at five sites and buckthorn removal at two sites, 6) Continue working with
Ramsey County on updating the Fish Creek Master Plan.
In 2016, key projects will include: 1) Prepare master plant and install trail at Spoon Lake, 2) Begin evaluating all city
natural areas as proposed in Park System Master Plan, 3) Enhance pollinator habitat at Fish Creek by planting several
thousand plugs (LCCMR grant via Great River Greening), 4) Develop interpretive signage for City Hall campus; 6)
Continue monitoring programs and management of invasive species.
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Recreation Programs
Fund #:
Program #: 206
603, 623
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
Tumbling/gymnastics participants 302 301 240 250
Adult softball, number of teams 194 124 150 150
Fall soccer teams 36 31 36 36
Basketball teams 118 86 95 115
T-ball teams 18 15 20 20
Youth volleyball teams 46 48 55 55
Intro. to soccer participants 222 264 250 260
Senior high basketball teams 34 39 45 50
Number of day camp participants 2,150 2,000 2,100 2,150
EFFECTIVENESS INDICATORS
Percent of program evaluations rated satisfactory or
better 95% 95% 96% 95%
Percent of programs formally evaluated 80% 85% 82% 85%
Increase year over year on number of participants using
our Parks and Recreation social media N/A +100 +125 +200
COMMENTS
Our revenue totals will be affected for 2016 due in part to the end of our contract with TC Sports, Inc.
Our youth volleyball league has continued to grow. In addition to Stillwater, Oakdale, North St. Paul and Little Canada,
we added the communities of Mahtomedi and White Bear Lake to our program for and expect their team numbers to
grow in 2016.
Our adult summer softball program is projected to maintain the current level of teams despite the nationwide trend of
decreasing participation in Adult softball leagues.
Our Sunday t-ball league numbers have remained strong and are expected to grow as we absorb participants from
neighboring communities whose programs have folded.
Senior high basketball has seen a slight increase in numbers for the last three years and we expect that trend to
continue.
We have added new programs (LaCrosse, Flag Football) that have proven successful in 2015 and we expect that
growth to carry into 2016.
Tumbling/gymnastics numbers continue to building up strongly again and we have increased our offerings.
E3, Attachment 4
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CITY OF MAPLEWOOD, MINNESOTA 2016 BUDGET
Department:
Program: Parks & Recreation
Tree Preservation
Fund #:
Program #: 219
000
Performance Measures 2013
Actual 2014
Actual 2015
Estimate 2016
Estimate
OUTPUTS/WORKLOAD
# trees planted by residents thru tree rebate program 39 28 30 30
EFFECTIVENESS INDICATORS
# residents participating in tree rebate program 20 16 20 20
# trees planted on city land 299+ 64 50 50
COMMENTS
The tree preservation fund supports tree planting and enhancement of our urban forest. It funds the tree rebate cost-
share program, tree planting, and tree education. It does not fund the diseased tree inspection program, tree removal
or tree maintenance. Maplewood continues to meet requirements to maintain its status as a Tree City USA.
The tree rebate cost-share program for residents is a 50% cost-share rebate for residents to plant shade trees in their
yards. Since its initiation in 2008, this program has assisted residents in planting over 410 trees.
The number of trees planted on public land varies greatly each year and the numbers above include trees planted on
street reconstruction projects. In 2013, 299 trees were planted as part of the Highway 36 project. In addition, 500
seedlings were planted at Fish Creek. 2015 will be a big tree planting year in Maplewood with dozens of trees being
planted on the Gladstone project and over 1000 tree seedlings planted at Fish Creek.
Project priorities for 2016 include: 1) work with commissions to complete street tree plan, 2) conduct Arbor Day event,
3) reapply for Tree City USA status (must apply annually), 4) provide cost-share program for tree-planting on
residential property, and 5) one tree planting project on city land.
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