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HomeMy WebLinkAbout2006-11-20 Parks PacketMAPLEWOOD PARKS AND RECREATION COMMISSION MONDAY, SEPTEMBER 18, 2006 MAPLEWOOD CITY HALL • 1. CALL TO ORDER MINUTES Chairperson Fischer called the meeting to order at 7:10 p.m. Commissioners Present: Commissioners Craig Brannon, Don Christianson, Peter Fischer, Peter Frank, Michele Gran, Carolyn Peterson, Bruce Roman Commissioners Absent: Commissioners Gaoly Yang, Tom Gerskermann Staff: Bruce Anderson, Parks and Recreation Director Ann Hutchinson, Nature Center Lead Naturalist Visitors: Greg Copeland, Interim City Manager Will Rossbach, City Council Member Char Wasiluk, Chairperson, Historical Commission 2. APPROVAL OF AGENDA A motion was made by Commissioner Brannon, seconded by Commissioner Peterson, to approve the agenda as submitted. The motion passed, 7 ayes, 0 nays. 3. APPROVAL OF MINUTES . A motion was made by Commissioner Frank, seconded by Commissioner Christianson, to approve the August 21, 2006 meeting minutes as presented. The motion passed, 7 ayes, 0 nays. 4. 2007 BUDGET OVERVIEW Interim City Manager Copeland attended the meeting at the request of Chairperson Peter Fischer to address the 2007 budget proposal. Mr. Copeland indicated that one of his priorities in 2007 is to diversify revenues for the city. He said he has proposed to implement an electric franchise tax which would spread revenue sources over a number of new entities. He also expressed his concern regarding the community center failure to pay for operating costs. The commission asked Mr. Copeland a number of questions regarding the 2007 budget impacts. Commissioner Frank indicated his strong concern over the elimination of a recreation supervisor position. Chairperson Fischer expressed concern regarding short- term decisions that would have potentially long-term impact, specifically regarding park maintenance and lack of coordination between open space and parks. Mr. Copeland indicated that the focus for the parks and recreation department in 2007 should be on the Maplewood Community Center. 5. MAPLEWOOD COMMUNITY CENTER STATISTICS Director Anderson reviewed a memorandum dated September 8 regarding Maplewood Community Center statistics and provided background information. He reviewed the operating deficit of ten comparable revenue facilities in the metropolitan area as well as outstate Minnesota. The operating deficit for public community center facilities range from a low of $100,000 for the Maplewood Community Center to a high of over $850,000 for the city of Eden Prairie. Staff indicated that this would remain a priority and the commission will become more involved in establishing an in-depth marketing plan for 2007. 6. COMMISSIONERS' COMMENTS Commissioner Christianson indicated that he has enjoyed past park tours and city tours and wants the tours to be continued. Commissioners Brannon and Gran had no comment. Chairperson Fischer asked the status of the Gladstone Savanna master plan process. Staff indicated that a schematic will be prepared for the commission to review -at their October meeting. Commissioner Peterson outlined the upcoming cemetery tour by the Maplewood Historical Society. Commissioner Frank reported N.E.S.A.'s willingness to be involved in providing financial support for maintenance of the Hazelwood soccer fields. Commissioner Roman said he is enjoying the commission meetings and he would "continue to speak up at future meetings." 7. DIRECTOR'S REPORT Director Anderson reviewed the monthly update and indicated that the city has received an award of excellence for the Applewood Park design. He further indicated that the Gladstone schematic project would be a priority within the next three weeks. Lastly Mr. Anderson indicated that the city council had awarded the community center catering contract to five firms for 2007. 8. ADJOURNMENT The meeting was adjourned by consensus at 9:35 p.m. 2 0 • • MEMORANDUM • TO: Parks and Recreation Commission FROM: Bruce Anderson, Parks and Recreation Director DATE: November 16, 2006 for the November 20 Parks & Recreation Commission Meeting SUBJECT: Maplewood Community Center Draft Marketing Plan Enclosed is a copy of the 2007 draft marketing plan for the Maplewood Community Center. Staff has been meeting for the past four weeks to finalize the enclosed marketing plan. I have stated to city manager Copeland as well as the city council that the community center will show a positive cash flow as contrasted with operating and maintenance costs in 2007. Assuming we are able to accomplish this, we will be the first public community center to do so in Minnesota. As you are aware, we currently have the lowest public subsidy in the state. The enclosed plan reflects a number of new concepts ranging from retaining an outside sales consultant to hosting our first wedding fair, as well actively marketing the community center to corporations and homeowners' associations. . We are extremely proud and pleased with the community center's financial track record over the past ten years. We are currently emulated and "copied" throughout the Twin Cities within the parks and recreation profession. We have willingly taken on this new directive by the council and believe that the enclosed marketing plan will accomplish the city council's goals. I would welcome your comments and input at this draft level before we submit our final proposal to city manager Copeland in the next two weeks for his comments and review. kph\marketing plan 07.mcc Enclosure • MEMORANDUM • TO: Greg Copeland, Interim City Manager FROM: Bruce Anderson, Parks and Recreation Director DATE: November 1, 2006 SUBJECT: M.C.C. Outside Sales The Maplewood Community Center senior management staff have been meeting weekly for the past four weeks to finalize the 2007 financial marketing program to meet your directive of having revenues meet operating and maintenance expenses for 2007. 1 should have a draft of our final recommendation and/or work plan for your consideration by Friday, November 10. As part of our discussion we met last Tuesday to consider obtaining an outside sales/commission position. It was a spirited discussion. I shared this concept with you approximately six weeks ago and you felt that it had merit at that time. To my knowledge this would be the first time that the public sector has utilized a commission sales person for public employment. I am sure there may well be some examples, but I am not familiar with them and we may need to check with the city attorney to determine the legality. Assuming that it meets public financing standards, we have prepared the following parameters should such a position be considered by the city council. • The parameters would be as follows: 1. The sales position would be strictly outside sales. This would mean that there would not be office space and/or any internal promotional materials. 2. The position would be created as a private contractor. 3. The commission sales rate would need to be reviewed and analyzed, but at this time we are considering the following as a starting point: a. One-third commission on all full -membership sales b. Fifty percent of all banquet, liquor and food revenue that the city receives for any new events, as well as fifty percent of the room booking fee c. Fifty percent commission for all membership sales for the afternoon limited membership category. Rationale for this is that we are hoping to increase sales during the off or slow business hours. d. All membership sales would have to come from corporate sales with a minimum of five sales from each corporation, business and/or entity. Individual membership sales would not be honored. e. Commission on follow-up or repeat sales would be at the same rate only with a sliding • scale reduction of one-third per year and ultimately no commission paid following the third year of a membership or membership commission. We would provide a draw of $1,500 per month for the first year of the position and provide the opportunity to have single health coverage through the city's health plan, which would be paid by the community center budget. • The following year of the contract we would negotiate the draw to determine if the draw should be reduced or increased depending on sales. The community center would dedicate $5,000 in new marketing dollars to assist the commission sales representative. Potential sales market areas that we envision would be as follows: ■ Provision of past members who could be contacted from a retention standpoint ■ Corporations and/or businesses that would provide a minimum of five sales ■ Wedding/banquet contacts to be followed up on ■ Outside and/or cold calls that could be generated The position would report to the events and operations supervisor. We also envision getting support from our five caterers as well as our liquor provider to assist in marketing their business as well. kph\outside sales.mcc • C, 2007 Maplewood Community Center Goals Community Center Memberships New Members Group Leaders: Jean, Heidi & Mike Summary: Member Base- The MCC has a strong membership base, we are going to be using our members to help market and sell the MCC. Members who refer a new member will receive a free month membership for each member they recruit and also enter a drawing for a grand prize. Goal: Increase memberships by ten percent by October 1, 2007. In actual numbers this will reflect approximately 250 memberships Objective: • Starting January 2007, refer a new member and get a free month membership (referrals must join the MCC for you to be eligible). Plus • members will be entered in a drawing to win (item to be determined). The more people you refer the more chances you have to win the grand prize. Grand Prize winner will be announced at the October 2007 Pancake breakfast. o Ideas for grand prize: plasma big screen TV, two airline tickets, weekend getaway, Disney World, more ideas to come. o We will have an entry form box at Customer Service so that the patrons can actually enter their own drawing. o Things to think about: Are city employees eligible? Other restrictions.... • Some possible ways to market this will be MCC newsletters, email blasts, posters, signage at counters, large banner at entrances, and bathroom stall advertising in the MCC 0 Summary: Slow Use -We are pursuing the idea for offering a slow time memberships. We will offer a discounted membership with limited use of the facility. Member would only be allowed to access the facility during specific hours Monday- Friday. We are looking at 10:OOam-3:OOpm but are gathering more information on MCC slow use times. Goal Increase membership by five percent by December, 2007. In actual numbers this will reflect an additional 130 membership packages would begin this program January 2007. Objectives: We are proposing the rate to be 50% off of the regular price with a $50.00 initial fee (waived for insurance members). This is negotiable but we do have to make the fee low enough to attract new and current members. Also, remember they are only allowed to use the facility 25 hours per week. The hours available would be Monday through Friday from 10 am to 3 pm. WeGUrreRtly effeF E;eveFal yoga, yoga light and light and lively Glasses dUF;R@ this ;t;s possible if budget . The idea behind slow use is for a discount during a time when there isn't much going on adding to a slow time would only increase usage both slow use and full paying members. We would also like to offer programs for older adults during these hours (bring in speakers who talk about topics of interest, organized card activities, blood pressure screening, book clubs, knitting, movie series, scrabble, walking club, woodcarving, etc). Some ways we may market to the older adults by direct mail to senior living places, place ads in senior times, table tents, email blasts, ads in the church bulletin movie screen ads, drawing boxes at local restaurants for free month movie screen advertising, City News, church rentals and through Gladstone. Way we may target local businesses to get employees to workout during their lunch hour for our slow membership along with older adults. We will market businesses through direct mail, posters for lunch rooms, coupons for payroll envelopes, post on their intranet, P&R book, radio ads, MCC in-house meetings, Talk to owners and have them include an membership as an employee benefit. 0 Summary: • Get Moving Days- MCC would During "Get moving Days" we will invite members and possibly the whole community to bring in friends and family members at no additional charge. We will invite them for free MCC access, daily fitness r orientations, program opportunities and other special events. Non members would be able to join at a special rate for this day only. We will also be looking a getting a sponsor for this event. Goal: Increase membership by percent by December, 2007. In actual numbers this will reflect an additional membership packages. Objective: We will invite members and the community to attend at no charge. They will get free access to the MCC, daily fitness orientations, personal training opportunities, free chair massages, tours of our catwalk and pool maintenance room. There will be a special rate to join for this day only. There will be give-aways all day long and activities for everyone. Some of the activities may include inflatables in the gym, pool games, scavenger hunt around the pond and make a healthy "snack pack". We would partner with Radio Disney. Heidi has contacted them and they are very interested. They actually have a plan of their own for a similar project which they • felt that we, along with General Mills could participate in. Ways we would market through Get Moving Days are Radio Disney radio commercials and other ways they can market for us, direct mail, posters, ads in Pioneer Press, Lillie News, MN Parent, Family Times, Star Tribune, movie screen advertising, P&R book, Radio ads, MCC newsletter, Text messages, church bulletins, city news, other city news publications, table tents, Maplewood mall advertising, school flyers, email blasts. Some additional ideas would be that four times a year a member can bring in friends or family members for the day to use our facility at no charge. If their friend joins that day they could receive four free guest passes and enter into a grand prize drawing for a two month free membership or a discount when they renew. Other ideas for future events could include: • Movie Day: Every couple of hours show a movie at no charge. They can swim or play in the gym then watch a movie. • Family v.s. Family Day or Friend v.s. Friend: Where we have different competitions that day. Example: Volleyball, basketball. Floor hockey, ping pong etc. • Family Day: Bring in inflatables and games. Give awa • candy and pop. y popcorn, cotton • Fitness Day: Offer free fitness classes, athletic games, swimming • competitions. When patrons attend these events they enter into a drawing for various prizes. (i.e. massage, swim lessons, gym bags, Rainbow or Cub certificates, movie rental certificates, gas card. We would try to get sponsors for the prizes. Try Before You Buy- We currently offer a program in which potential members who would like to try out the MCC for some time before joining may do so by paying either the daily admission or group fitness and they receive a card for up to ten visits in one year to be deducted from their initial fee and annual membership dues. We are going to market this program throughout the community. n U r� • Corporate & Associations Group Leaders: Bruce & Mandy Background: Currently we have 10 corporations who receive discounts based on the number of employee they have as member. This totals 446 memberships. We are going to continue this program and expand on it by approaching other area corporations. Goal: Increase corporate/business memberships by ten percent by September 1, 2007. In actual memberships this will reflect an additional 45 membership packages. Objectives: • A corporate membership direct mailing will be done to all of the corporation within Maplewood, east St. Paul, North St. Paul, eastern Roseville, southern White Bear Lake, Oakdale, and western Woodbury. The mailing would include membership incentive information for the corporation including current benefits as well as outlined targeted benefits for healthy employees. Our major focus will be on businesses that have Medica, Blue Cross and UCare. • We will follow up those who respond with an interest card with a meeting • with the Human Resources (H.R.) Department and ultimately, our objective to meet with ten new businesses to make a verbal presentation. • We will host a wine and cheese business promotion social on Thursday January for H.R and senior management staff. As part of the promotion we will offer to host a free corporate event with no charge for the room for those in attendance at the drawing. • We will become members of the St. Paul Chamber of Commerce and host a business luncheon meeting in Spring of 2007. Associations — We will be approaching home owner associations and apartment managers to create partnership/package for dual marketing opportunities. This could be an opportunity for associations and apartments to offer an incentive for possible buyer/renter and also sale MCC memberships is Insurance Group Leaders: Ron & Russ • Insurance Fitness Discounts — Many people have the ability through their insurance provider to have up to $20-40 a month reimbursed for their membership for working out 8 times a month. For some members this is a 100% savings. We currently are working with Medica, Blue Cross Blue Shield of MN and UCare. We have been working to bring in Health Partners and Silver Sneakers programs and will continue to pursue those options. • • Retention Group Leaders: Linda & Mary Summary: The MCC has several programs we are currently doing to help keep members happy and involved. We are going to continue with our existing programs and add some additional new programs. Goal: Increase memberships by 5 % through returning members and membership retention by September 1, 2007. In actual memberships this will reflect an additional 125 membership packages. Objective: Welcome Back- We are going to set up a program for past MCC member. We will market to past members through direct mail and offer them no initial fee to rejoin the MCC. Retention- MCC staff will be contacting members who cancel their monthly membership or don't renew their annual membership to find out why members are leaving. We will complete a report with the information and then establish goals to increase our retention. • Birthday Specials- Send special birthday notices to members with MCC coupons Continued Retention Programs- To thank our members and keep them involved and enjoying their community center we will be continuing to offer the following programs. A happy member is a loyal member. . • 12 Days of Fitness- Last year we had a very successful member retention program to help encourage MCC to use the facility and stay active. During the 12 days of fitness which takes place in December before the holidays, for each day a member works out they were able to enter into a drawing for a weekend ski trip or free month memberships. This was a great program and the members loved it. • Active Rewards/Promote it- We offer free sample items for members to try out. Items vary from lotions to power drinks and bars. • Annual Pancake breakfast- We will continue to thank our members with our Annual Pancake breakfast. The 2006 event is schedule for October 15th 9:00-12:00. We expect to serve almost 500 people. 0 Community Center Weddings • Summary: Wedding Fair — We will hold a wedding fair in January 2007 in coordination with dresses, our five caterers, jewelers, D.J., photographers, and bakeries. Second aspect of this is anyone that books the hall for 2007, at the wedding fair will receive a discounted rate on the room rental. In addition to holding a wedding fair we will also be attending local wedding fairs. Along with selling the vendors booth space will sell ad space in a special wedding coupon book. Goal: Objective: Wedding Fair scheduled for January 27th 2007 10:OOam — 4:00pm. We have a limited amount of time so communication and follow-through are essential. Our goal of this event is to market our facility as a premier location for weddings receptions as well as market our theater to capture a growing trend as an alternative location for weddings. The key elements to our success are going to be having enough venders to fill the room and have a strong marketing campaign to get the word out. Being our first annual Wedding Fair these two aspects must happen. The venders we are targeting are located in the local area and include: jewelers, • bakeries, D.J., photographers, limos, equipment rentals, etc. Additionally, we will try to balance each category with 3-5 venders. As a group, we have compiled a list of venders, totaling over 100 companies and this list will be sent to Heidi who currently working on the mailing and registration form. The vender cost for the event is $200.00 and we will have 30 tables available — including our five exclusive caterers. The advertising aspect will include a full page insert with the Pioneer Press, advertisement on the "Knot", which is a webpage that all brides go to find all wedding ideas, utilize our local church bulletins, Promote on our webpage, and email our monthly list of contacts through the Wedding Guide, and target local coffee shops. Within our advertisement for the event we will be running a special for those who attend the Wedding Fair. This will grant people either 50% off their room rental if they reserve that day or $200.00 off their rental if they reserve after the Wedding Fair for either 2007 or 2008. We will also advertise a drawing for a free rental in either 2007 or 2008. The final aspect is to put together a timeline of events to ensure that each aspect is completed on time. This will be discussed and finalized on November 14tH 0 Bridal Shops / Jewelers- Partner with wedding dress stores and jewelers for • advertising. If they bring in a receipt of purchase from these locations they get a discount on hall rental Caterers- Use the caterers as active marketers — if they refer someone to our hall they get a discounted rate on the commission percentage, and the person gets a discount on hall rental. Churches Partnering with local churches — if they refer someone they get money back to the church. We will also be placing a ad in local churches to promote the MCC • 0 Community Center Daytime Banquet Usage • Marketing- We will increase the marketing to local companies and firms in Maplewood for meeting space through direct mailings. We will utilize our new catering options for drop off and box lunches for meetings and gatherings we are now more marketable to smaller daytime lunch groups. Advertise in local business and meeting guides that services the metro area and state. Large Events- Contact the MRPA, Churches, Schools, and other large corporations with an ability to utilize the banquet hall, gymnasium, and theater. Within this aspect we should be more feasible because of our catering options Community Center Theatre House Groups- We will be work with our existing contracted companies to update contracts, Increase our percentage per show, coordinating summer camps and utilizes the theater during slow times Joint marketing- Join up with the house groups to market theatre events for the 2007 season. The more we have advertised the more people pay attention. • Weddings- Utilize the theater for weddings, especially during the summer when we have low use of theater Large Events- Work with large conferences and events to use the theatre and banquet for their conference, training or meeting. Church Groups- Approach area church groups about using the theatre for their special event or speakers. 0 Community Center Groups & Lock -ins Previous Groups- Information will be sent to all previous school and church Lock -Ins as well as a personal phone call to maintain their interest in our facility. Marketing- Advertising and flyers will also be increased in the 2007 year to incorporate new ideas and areas in Groups as well as Lock -Ins. Schools- We will approach schools to see if they could look to the MCC as a location for their school dance. Another idea being considered is offering Friday night school dances to the area schools. Themes like a sock hop or back to the 80's could be used to encourage schools to participate. E-mail Blast- we will be sending an email blast to Parks and Recreation Departments in early 2007 to increase awareness of our groups and Lock In programs and encourage Park and Recreation professionals to look to the MCC as a location for their summer/ camp field trip. Marketing - A new group and Lock -In flyer will be circulated to all school districts in the nearby areas. We will be developing promotional ideas to entice new and existing client. Possibly offering a 5% discount for groups reserving more than one date within a 6 month time frame will be looked at to generate multiple • reservations from new and existing clients or offering a free service for multiple reservations. (i.e. free -1 hour room rental, or 1 hour slide rental) Fundraising- Opportunities will be looked at and developed for church groups, Boy Scouts, Girl Scouts, and any other non profit organization. This would be a partnership with the non-profit group reservation. For example we can have a "Troop 421 Night" and the groups could earn $.25-1.00 per daily admission for their for their youth organization as a fundraising opportunity. This would encourage more non profit groups to come to the Maplewood Community Center and earn money for their organization at the same time. Child Care Centers- We will be contact area childcare centers to encourage long term group usage and possibly swim lesson opportunities. This way area center can offer swim lessons to their participants. Kidgits - Partner with Maplewood Kidgits or other kids clubs for special events to come to our facility. Research & Development -We will continue to research other areas pertaining to groups and lock -ins to increase the revenue brought in by these programs. One idea is developing a special after hours group for middle schools as an end of the year party for their graduating class. • W MEMORANDUM TO: Parks and Recreation Commission Greg Copeland, City Manager FROM: Bruce K. Anderson, Parks and Recreation Director DATE: November 15, 2006 for the November 20 Parks and Recreation Commission Meeting SUBJECT: Monthly Update—October 2006 The following items are provided to the City Manager and Parks and Recreation Commission to provide an overview of our day-to-day operations. The items are informational and not intended for formal City Council or Parks and Recreation Commission action. 1. City Manager The city council formally appointed Greg Copeland as the city manager on Monday, November 13, 2006. Greg has served the city as the interim city manager for the past eight months and the council selected him as the permanent replacement to Richard Fursman on Tuesday morning. 2. M.R.P.A. State Conference The M.R.P.A. state conference is scheduled for November 14-17. 1 will not attend this year due to work schedule issues, but I will be speaking on Wednesday, November 15. The session at which I will be speaking is called "Lessons from the Legends" and involves four of my • colleagues who I have had the opportunity to work with for over 35 years each. It should be fun to reminisce and discuss how things have changed during the past 35 years. 3. Staff Transition We are currently working closely with the public works department to ensure a smooth transition of the park maintenance, open space and nature center divisions. I will be serving as the liaison between the recreation and community center divisions regarding requests for maintenance improvements and park related issues. It is my understanding that I will still be coordinating park development issues as I have for the past 12 -plus years. 4. Moratorium The city council has approved a moratorium for all land development south of Carver Avenue. This would directly impact the Copar development along with at least one other pending project. The city council determined that it would be best to evaluate the land use for southern Maplewood, particularly as it relates to density, parks and open spaces, sewer, water and stormwater related issues. The city has also been challenged with a lawsuit from Copar Companies, who apparently believes that their plat (which was denied) should have been approved. Although the moratorium and the Copar development are not related, it outlines the need to address the impact of long-range future planning issues for the city. 5. Gladstone Redevelopment Project Staff attended a work session with the city council on Monday, November 13, with Peter Fischer. The purpose of the workshop was to literally go through the Gladstone plan, page by page to make changes and modifications. The process went extremely well and it is staffs . intent to bring the final plan with the requested modifications for council consideration in December. On an extremely positive note, I had the opportunity to develop and attend a staff presentation to the Met Council for a local communities grant for the Gladstone Community Center in October. The city received the good news that we received a $1.8 million grant for improvements to the Gladstone neighborhood. The major focus of the grant will be on stormwater, road and utility improvements. This will serve as an excellent "jump start" for the Gladstone project. • 6. New Fencing The city council awarded a $50,000 fence contract to Modern Fence for the replacement of the outfield fences at Goodrich Park. Goodrich Park was initially completed in-house in the mid 1970s and the outfield fence has been in place for over 30 years. We will be replacing the old five-foot fence with a ten -foot, vinyl chain-link fence and it will be ready for the spring 2007 softball season. 7. Priory Preserve Trails The city council awarded bids for the construction of about two miles of trail system for the Priory Neighborhood Preserve. We will begin staking and preliminary brush removal this fall with final grading and trail completion scheduled for spring 2007. 1 have enclosed a copy of the trail specifications and bids. The city is doing cutting-edge trail development at the Priory and working with a firm that has done a number of sustainable trail projects. The trails themselves will actually be hand graded and we will be working with the terrain. and topography on a foot - by -foot basis if you will. 8. Prom Catering The city council awarded the sole liquor license provision rights to Prom Catering for the Maplewood Community Center. The city has been fortunate to work with Suzanne's Cuisine for the past ten years as our sole food and beverage provider. From 2007 and beyond, the city council has awarded the contract to five food providers and Prom Catering will serve as our sole liquor provider. The city receives 25% commission for all liquor sales at the Maplewood Community Center. is 9. Natural Turf for Hazelwood Park We received a $30,000 grant from Ramsey County to integrate natural turf with artificial turf for outdoor soccer field complexes. I had the opportunity to meet with a number of vendors at the national congress and have since followed up with two or three of them. I will be receiving proposals from artificial turf firms as to how to resolve the heavy use areas on soccer fields and report back to my colleagues throughout Ramsey County of our findings. 10. Walk to New York The city council accepted $1,600 in grants on Monday evening for our eight-week program we developed called "Walk to New York." The program was developed by Pauline Staples and the basic premise of the program is to encourage young people to be more active and in this particular case, use walking as a recreational tool. As the 5th grade students from Carver Elementary School walk across the United States, we reward them with incentives to reach specific destinations. Their first destination was Chicago, at which time Chicago Cubs hats were awarded to the students. This is a pilot program and if it is proven to be as successful as it now is, we will potentially expand the program into other schools in the coming year. 11. Finance Director Retires Finance director Dan Faust retired from the city after over 30 years of experience with the city of Maplewood. Dan's expertise and financial acumen will be greatly missed by the city. Gayle Bauman has been appointed interim finance director. 0 12. Public/Private Partnerships • Staff has made a number of contacts with local churches, schools and the Northeast Y.M.C.A. during the past three months to explore the feasibility of community partnerships. The city entered into a significant partnership with the Northeast Y.M.C.A. approximately three years ago with the development of the wheel park. Maplewood Community Center members currently receive the "Y" rate to use the wheel park. We are currently working with the "Y" to do needed upgrades and improvements to the wheel park in the spring of 2007. 13. Wedding Fair The Maplewood Community Center will be hosting our first annual wedding fair on January 25, 2007. The purpose of the event is to not only recruit more bookings, but more importantly to develop business relationships with local vendors ranging from florists to bakers to music providers. I have included information on this event for your edification. 14. Wine and Jazz Festival The community center hosted the fifth annual Wine and Jazz Festival on Saturday, November 4. The event was attended by over 150 individuals and once again has proven to become one of our most popular events. Parks commissioner Carolyn Peterson attended for the first time and I will request that she provide the commission an update from her perspective as to how she enjoyed the event. 15. Spooky Splash The community center hosted their annual Spooky Splash on October 28. There were over 400 individuals who attended this event and it was a wonderful way to kick off the reopening of the pool with its new paint and colors. • 16. Buckthorn Removal The fifth annual buckthorn removal program was conducted and coordinated by the Maplewood Nature Center staff and park maintenance and public works department staff during the third week in October. This year they focused on the Hazelwood Park neighborhood. Although there was not as much buckthorn as in the southern Maplewood areas, the program proved again to be extremely successful. 17. Bruentrup Farm Grant Our department received a $100,000 grant from the state as part of the state bonding bill for restoration and general improvements to the Bruentrup Farm. Staff met with representatives from the Minnesota Historical Society on Monday, November 13, to discuss the grant and we were informed for the first time that the grant may require matching city dollars. We initially intended that in-kind services would be part of the match. I have forwarded a memo to city manager Copeland informing him of this and indicated to him that P.A.C. monies might be an option to complete the Bruentrup Farm grant project. I will continue to keep the commission informed as this issue evolves in the coming weeks and months. kph/1006.mu.comm Enclosures .7 MEMORANDUM TO: Greg Copeland, Interim City FROM: Bruce K. Anderson, Parks DATE: October 17, 2006 for the Octo SUBJECT: Priory Trail Development INTRODUCTION I Meeting Agenda Item J1 The Maplewood City Council adopted the Priory Neighborhood Preserve master plan in September 2004. One of the major objectives in the Priory Neighborhood Preserve master plan was the development of an internal trail system. During the past six months, staff has been working with consultants researching the best construction methodology for trails within neighborhood preserves which would provide minimal disturbance to the soils and reduce if not eliminate any potential erosion issues. One of the objectives of developing and constructing trails within the neighborhood preserves is to have trail surfaces be natural and avoid bituminous or nonporous surfaces wherever possible. BACKGROUND Trail specifications were prepared by Barr Engineering and mailed out to selected contractors that had • background and experience in the construction and development of sustainable trails within natural areas. The city received two bids for the construction of the trail with the bids ranging from the low of $24,000 to the high of $32,000. Staff recommends that the low bid of $23,390.75 be awarded to Trail Source, LLC of Apple Valley, Minnesota. I have included copies of the formal bid tabs which outline the base bid items for the construction of approximately 7,500 linear feet of trails @ $2.25 per linear foot and costs for brush disposal, minor compacted aggregate base for the existing boardwalks and bridge sites. In addition staff recommends an alternate bid for the installation of seven benches, debris disposable, and trail layout and staking in the amount of $4,047 be awarded to Trail Source, LLC as well. The city has budgeted $100,000 for Priory Neighborhood Preserve improvements out of the city P.A.C. fund. Staff recommends that the low bid to Trail Source, LLC in the total amount of $27,437.75 with the monies allocated from the budgeted P.A.C. fund. Assuming council approval of the project, it is anticipated that the trail will be staked out this fall with construction slated for the spring of 2007. The contractor has agreed to hold the bid price for the spring of 2007. RECOMMENDATION Staff recommends that the bid of $27,437.75 be awarded to Trail Source, LLC with the monies allocated from the city P.A.C. fund. Agenda Item J3 • MEMORANDUM TO: Greg Copeland, Interim City Manager FROM: Bruce K. Anderson, Parks and Recreation Director DATE: November 6, 2006 for the November 13 City Council Meeting SUBJECT: M.C.C. Liquor Provider INTRODUCTION The Maplewood Community Center has utilized Suzanne's Cuisine as our exclusive liquor provider for the past ten years. The arrangement has worked extremely well and one of the benefits that we have experienced is to have Suzanne's Cuisine be not only the liquor provider, but the full food provider as well. City staff made a business decision this year to re -bid the full food and beverage contracts to include a greater number of food providers with the understanding that we would select one sole liquor/beverage provider. BACKGROUND • Specifications were developed and two proposals were received: one from Prom Catering and the second from Dan Good Catering. The proposals for liquor provider were received and read aloud on September 28, 2006. During the past month staff formerly interviewed each of the catering firms and the police department has done preliminary background checks. The formal interviews were conducted with the two caterers on Wednesday, October 25. The two interviews were extremely different. Prom Catering was represented by owner Bill Givens and Julie Slipka, Director of Sales & Marketing. Dan Good Catering was represented by Dan Nelson, owner of BeBop Bar & Grill and Dan Good Catering. The different perspectives could be summed up by Prom Catering coming from the perspective of liquor being a supplement and complement to food provision, whereas Dan Good Catering came more from a liquor first perspective. Both firms would do an excellent job for the Maplewood Community Center. One significant difference of the two proposals is that Prom Catering provided a 25% commission to the city, as opposed to Dan Good Catering's at 40%. The difference in the dollar amount based on the 2005 liquor revenue of $40,000 would be $6,000. Although this is a significant dollar amount, it is the consensus of community center manager Linda Crosson, events and operations supervisor Russ Schmidt and me that Prom Catering be recommended as our exclusive liquor provider. Our recommendation is based on the following texperience: ■ Prom Catering has a proven track record of over 60 years experience throughout the Twin Cities and nationwide. In addition, they had the exclusive liquor license at Keller Golf Club for over 25 years with no reported incidents from the Maplewood police department. ■ All of Prom's personnel are members of Local 17 union and they have been certified in T.I.P.S. (Training for Intervention Procedures). ■ They have had no insurance claims or alcohol-related violations in their 60 -year history. This includes the 28 -year record as a liquor provider in Maplewood without any incidents in regard to their liquor license. ■ They currently provide $10 million in insurance, which is over our required $1 million coverage. ■ They are located in nearby Oakdale, which would allow them to send over additional beverage supplies or even staff on a very short notice. An additional positive from our perspective is that Prom Catering is one of the five selected food providers. The ability to coordinate food and beverage for one event is certainly advantageous to our guests as well as general, overall administration of the contracts. As I indicated, one issue that does separate the two is the dollar amount. Based on the lower cost for beer and liquor from Dan Good Catering, which is approximately 25%, the cost differential is reduced to closer to $4,000. Because Dan Good's liquor prices are lower than that of Prom Catering the difference in the actual revenue the community center receives is minimal. For example, the community center would get only an additional $7.50 per keg from Dan Good so the 15% difference between Dan Good and Prom is somewhat deceiving. Staff is well aware of the financial issue, but we believe from a business perspective the benefits of going with a long-term, established food and . beverage caterer like Prom is positive. As a service provided by the city of Maplewood, the police department is concerned that the responsible dispersing of alcohol is taken seriously by those offering this option to supplement and accentuate catering services. RECOMMENDATION Staff recommends that Prom Catering be selected as the sole liquor provider for the Maplewood Community Center effective January 1, 2007, pending a successful, detailed background check by the Maplewood police department. kph\liquor provider ccO6.mcc Attachments: 1. Prom Catering Proposal 2. Dan Good Catering Proposal 0 O MINNEAPOLI 11/3/06 City of Maplewood C/O Heidi Carey 1830 County Road B East Maplewood MN 55109 Heidi, Thank you for joining Radio Disney at Como Zoo for the,Cub Foods Zoo Boo! Linda had trouble finding the location, but they arrived just in time to set everything up for the event. They had a large crowd on both Friday and Saturday! From the sounds of it I believe they had record numbers this year. Attached please find our recap of the event, the two scripts for your commercials and the affidavit showing when your commercialsaired on Radio Disney. We look forward to • having you out at Zoo Boo again next year! I'll keep you posted on the event as it looks like it may sell out early next year, and I'll be in contact about the first quarter event after talking to our new station manager. If I can be of assistance with anything else don't hesitate to call. Thanks again for coming out to party at Zoo Boo! Sincerely, C#alceA-fudwiw Account Executive Radio Disney Minneapolis KNZ AM1440 612-676-8203 Maren.k.ludwig@abc.com CEa. ftoA11NO r r K D I Z AM 1440 2000 SE Elm Street Minneapolis, MN 55414 tel 612.617.4000 fax 612.676.8214 ABC Owned & Operated 0 Disney PROMOTION RECAP CLIENT/COMPANY NAME: Maplewood / Zoo Boo / Radio Disney MARKET/CALL LETTERS: Minneapolis- KDIZ FREQUENCY: AM 1440 STATION CONTACT: Maren Ludwig EVENT DATE: October 27th & 28th, 2006 ESTIMATED ATTENDANCE (if applicable): 10127: 3,700 10/28: 6,700 ON -AIR PROMOTIONAL DATES: 10/14-10/29 NUMBER OF PROMOS/SPOTS RAN: ( )AS ( 25 ) :30 ( 60 ) :60 BRIEF SUMMARY OF EVENT I OCATIONS/VENUES WHERE PROMOTION WAS EXECUTED AND/OR GIVEN AWAY: It was a beautiful weekend at the annual Zoo Boo event at the Como Zoo! Radio Disney and Maplewood teamed up at this event that drew huge crowds of over 6000 people! We started with giving kids the opportunity to spin the prize wheel where they could win some awesome Disney merchandise and where kids could grab some free goodies like suckers and whistles from Maplewood! They were also able to enter into a drawing for a Maplewood Community Center Membership! Then we hit the stage with Joey Jive where we played some great Radio Disney tunes, had dance contests, went under the limbo stick, and played some great games like Dress `n Go and Mickey Toss. The kids won everything from T- shirts to DVDs! There was an awesome turn out for the event and the kids were nothing but smiles in their Halloween costumes! With Radio Disney taking the stage you are assured no tricks, only treats for the whole family! Thanks Zoo Boo and Maplewood for a spooktacular time! C, •• • • • 0 MPS06-0926-041-17 Maplewood Theater :60 spot Kid 1 Girl - Minneapolis Kid 2 Boy 9-26-06 Linda Lerner Kid 1 Singin', dancin' and spooky splashin,' headline this month at the Maplewood Community Center. SFX bluegrass or gospel music. Kid 2 They're rollin' out the red carpet, at 7pm, October 20th for award- winning Monroe Crossing;" the Bluegrass and Gospel Quintet that will have you tappin your feet big time! SFX Tchaikovsky's "Sleeping Beauty" Kid 1 Beautiful ballet dancers will be on their toes at 7pm, October 21St in "Sleeping Beauty," the newest production at the Continental Ballet. Tchaikovsky's magical music! Fun choreography with special guest appearances by Puss and Boots and Little Red Riding Hood, too! SFX spooky noises and Halloween music. Kid 2 Halloween is coming! Kid 1 Whoo H000! Yay! SFX splash Kid 2 Make a spooky splash fishing in the Freaky Fish Pond , bobbing for. apples and munching on ghoulishly cool treats. Tons of Halloween fun, 5:30 to 8:30 pm, October 28th! Kid 1 But wait! There's more great fun and entertainment! VO Get a complete list by calling 651-249-2100, or check it out at Maplewood community center.com I SSC06-1009-041-7 • Minneapolis Kid: 10/09/06 MVO: :60 spot — Spooky Splash Jim Verdi Kid: Hey, big hairy guy, you wouldn't happen to be the world famous Yeti would you? MVO: No, I'm the not as famous Not Yeti. I let people know what's going on before Halloween. Kid: Well Mister Not Yeti, what kind of fun can we have before Halloween? MVO: I'm glad you asked. The Maplewood Community Center wants you to dive in at the Spooky Splash! Saturday, October 28th from 5:30 to 8:30PM. Go fishing in our Freaky Fish Pond, bob for apples, munch on Halloween Goodies and something brand new for this year - Spooky Gym Activities! Kid: Wow! The spooky splash at the Maplewood Community Center! Can we go now? MVO: Not Ye#i.....You could even celebrate your birthday at the MCC. • They have deluxe party packages complete with the ingredients for an unforgettable party. They have economy packages available if you bring your own party supplies. Kid: My birthday! Can we start celebrating now?!?! MVO: Not Yeti! .... You could have swim lessons at the MCC too. MCC instructors are all Red Cross certified. The Zero -depth entry aquatics center makes learning easier for children just getting used to the water. Swim lessons are year round. Kid: Swim lessons here we come! MVO: Not Yeti..... Find out about membership at 651-249-2100 or at Maplewood community center dot com. And don't miss Spooky Splash Saturday, October 28th from 5:30 to 8:30PM. • w; tRD MEMO BILLtCITY MPLW CITY OF MAPLEWOOD KDIZ KDIZ RADIO DISNEY 14403 COLLECTIONS CTR DR CHICAGO, IL 60693 Date : !0/30/2006 Customer/Invoice: 323-006575 Order Number 3234!5 Length 60 3 Salesperson : HAREM LUDWIG CITY OF MAPLEWOOD ZOO -BOB THANK YOU - RADIO DISNEY APPRECIATES YOUR BUSINESS ------------------- DATE TIME ==='RATE SOURCE/SCRIPT== DATE -TIME ----RATE SOURCE/SCRIPTDATE TIME RATE_ UR4ErSCRIP 3 MPS06-092b-041-I 10/09 9:58a 55.00 10110 9:23a 55.00 10/11 7:59a 55.00 10/12 12:57p 55.00 10113 1:59p 55.00 10114 10:3Ba 55.00 10115 12:19p 10/16 12:59p 10/17 10:57a 10/18 2:22p 1 1:5$p !:Sep 1 4:18p 10122 4:58p 10/24 7:56a !0125 7:39a 10/25 5:58p 10/26 6:19p 10/27 12:21p 10/28 10:59a 55.00 55.00 55.00 55.00 55,00 1913 MPS06-0926 041 17 " �:40p 554 1,913 M06 096 041 17 55.00 1939 NOT YET I0/2020p 1939 -TOT YETI 1021 1D IS' ,5:1.00 1939 NOT YETI 55.00 1939 NOTYETI� 10/22 7:583 55 I#0 193910T'ETA12 1P_55.00 #939 NOT YETI 55.00 1939 NOT YETI1113 923 55.00 1939 NOT YETI 10123 3.1p 55.00 1939 NOT YETI 55.00 1939 NOT YETI !0/24 12-3 7p 5'5.0,0 1939 NOS YZTI 10/24 5:18 �e0 1939 NOT YETI P 55.00 1939 NOT YETI 1AT2 :00 '1939�NOT �YETI 10/25"`2:23p 0 1939 tdOT YETf jo 55.00 1939 NOT YETI 'AM 9:21a 9:213 55 00 1939 NOT YETI 10126 2:20p 55.00 1939 NOT YETI 55.00 1939 NOT YETI !0/27 6:2033455.0 1939,3tOT.YETI 10%^ 9'a 55.00 1939 NOT YETI 55.00 1939 NOT YETI 10127 P" 4 2�4p 1939 ABT YEII 10!28 7;2a� 55.00 1939 NOT YETI 55.00 1939 NOT YETI 1h8 1.t ��0 19SRT YEI08 5 p " 55.00 1939 NOT YETI I T n a v � 19133 MPS06-0926-041-17 !0/09 2:16p 55.00 1913 MPS06-0926-041-17 10/09 6:37p 55,00 191 10/10 6:42p 55.00 1913 MPSOb-0926-041-17 1,913 MPS06-0926-041-17 1Al4 1 57p 5`, 00 1913 MPS06 0926 041-17 55�q 1Qi3 IIPS36 092b 4417 10(i $�� 55.00 1913 MPS06-0926-041-17 1913 MPS06-0926-041-17A�1''p 1II24p 113 x'17 113 B�Ba� 3'5.00 1913 MPS06-0926-041-17 1913 MPS06-0926-041-1,7 12pa��i1 913PA6 09+ 11+11 1#4 6.f�Ra 55.00 1913 MP506-092b-041-17 1913 MPS06-0926-041-17 1913lP506 096 041 17 " 1A715 7 56 35.00 1913 MPS06-0926-041-17 1913 MPS06-0926-041-17�BP x.00 191 PSO 09 -041 10�' .55.00 1913 MP506-0926-041-11 111 1913 MPS06-0926 04t 17 X4411'45 4;3w3 44.57- 55.00 MPS06 092b 041=17 l0f17 . 58i 55.00 1913 MPS06-0926-041-17 1913 MPSOb-O 1015Bp ,1913 55.Q0 1413 MPS06=0926-041-17 10/18 9:21a 55.00 1913 MPS06-0926-041-17 1,913 MPS06-0926-041-17 AA 0/18 6: 0 1411 S06-0926 041-17 101,19 9:70355.00 1913 MP506-0926-041-17 11913 MPS06-0926-041-17 X5, 111`0 9F23a ` 55 00 1939 NOT YETI ----------- AnnM= 60, Amt Due= 3300.00 THE ABOVE ITEMS WERE BROADCAST WITHIN TEN MINUTES OF THE TIMES SPECIFIED ACCORDING TO OFFICIAL STATION LOBS. AFFIDAVIT OF SERVICE RENDERED: STATE OF : COUNTY OF TH"-_1ERSIGNED, HAVING BEEN DULY SWORN, DEPOSES AND SAYS THAT BSTING SERVICE HAS BEEN RENDERED BY THIS STATION %N ACCOR- DA EE WITH THE ABOVE INVOICE. BY SUBSCRIBED AND SWORN TO BEFORE ME THIS DAY OF MY COMMISSION EXPIRES NOTARY PUBLIC