11-18-97 PRRECEIPTS
Park Donations 203-36230
Park Dedication Fees 203-36240
Property Taxes 203-31010
State Grants 203-33400
Total Receipts
PAYMENTS
Engineering
203-41560-302
Legal
203-41700-301
Licenses & Permits
203-41560-352
Appraisal Service
203-45200-395
Capital Outlay
203-45000-530
Capital Outlay
203-45200-530
Printing & Publishing
203-45200-350
Miscellaneous
203-45200-310
Land
203-45000-510
CITY OF OTSEGO
SUMMARY OF 1997, 1996 AND 1995 ACTIVITY IN THE PARK DEVELOPMENT FUND
(To 10/31)
1997
76,350.00
8,119.49
84,469.49
10,513.69
1996
2,262.50
9,900.00
15,192.20
11,063.00 (Otsego Prairie Park
Pay Request #2)
40,413.70
42,912.12
3,155.04
915.00
8,318.19 (Otsego Prairie Park)
30,938.00
1995
705.00
5,750.00
14,185.87
33,065.00 (Otsego Prairie Park
Pay Request #1)
53,705.87
17,441.01
240.00
20,466.09 (Minn. Playground)
51,735.59 (Appears to be
all Otsego Park)
92.13
405.00
Total Payments 10,513.69 86,238.35 90,379.82
The cash balance in the Park Development Fund at 10/31/97 is $45,308.12. Park and Trail fees yet to be collected include
Heritage Hills which will total $36,075.00 which will be collected at $975 per lot as the remaining 37 lots are sold.
Rivers Glen park and trail fees will total $7,000 but will not likely be collected until 1998. The ISTEA payment to the State
is estimated at $60,000 is deferred until 1998.
Page 1
CITY OF OTSEGO
PARK AND RECREATION ACTIVITIES
BUDGET AND ACTUAL REVENUE AND EXPENDITURES
YEAR ENDED DECEMBER 31, 1997
The park and recreation operating activities can be divided into three general areas within the
City's general fund budget. The three areas include:
1) Community Recreation
The Community Recreation activity includes the annual assessment to the City
by the Community Recreation Board. The annual assessment for 1997
is $18,725. The City pays the salaries of Michele and Rae Ann through the City
of Otsego's payroll system and bills the School District quarterly for reimbursement
of the payroll costs over and above the City's annual assessment mentioned above.
The Community Recreation staff provides the oversight and management of the
various recreation programs within the City.
When the payroll costs are accumulated and the City bills back the salaries
and benefits, the net cost to the City of Otsego is $18,725.
2) Park Maintenance
The Park Maintenance activities include the maintenance of the City's park facilities,
equipment, mowing, fertilizing, and weed control. The work is completed through
contractual arrangements and City staff. The budget for these activities, as originally
adopted, totaled $30,114. However, the City will complete much of this work on
a contractual basis and the costs of those services are yet to be tabulated.
3) Local Recreation Programming and Development Acftivfties
The City's Park and Recreation Commission has an annual budget for the activities
planned and sponsored by the City. These activities include the maintenance of an
ice rink with rink attendants, a warming house, telephone and portable facilities.
Among the other activities are T -ball, bike rodeo, summer family fun day,
halloween and winterfest. Costs associated with these activities are all
charged to the Local Recreation Programming budget. Receipts generated by
these activities are included in the Revenue budget and the 1997 total revenue
anticipated to be generated by these activities Is estimated in the budget
as $2,575. This primarily Includes the fees collected by Community Recreation.
The Local Recreation Programming and Development budget for 1997 totals
$7,875 and is classified as follows in the adopted budget:
Engineering $
2,500
Rentals (Affordable Sanitation)
675
Recreation Programming
2,800
Telephone/Communications
500
Dues & Subscriptions
200
Education & Training
500
Printing & Publishing
200
Total $
7,375
-1-
Rentals
Affordable Sanitation Jan & Feb.
Affordable Sanitation
Recreation Programming
Rink Attendants -1/15/97
Rink Attendants -1/29/97
Beaudry O 1/13/97 Propane -warming house
Beaudry O 2/10/97 Propane -warming house
Beaudry O 1/28/97 Propane -warming house
Beaudry O 2/24/97 Propane -warming house
Cub Foods 2/10/97 Winterfest Food
Rink Attendants -2/8/97
Rink Attendants -2/22/97
Postage for Family Fun Day
Food Sales - Winterfest
Rec. Attendants 6/28/97
Menard's Fencing for family fun day
Darlene Solberg Family fun day expenses
Rec. Attendants PPe 7/12
Rec. Attendants PPe 7/26
Bob's shop Family fun day expenses
Rec. Attendants PPe 8/9
DJ's Total Home Supplies
Bannerworks Family fun day
Receipts Family fun day
Receipts Family fun day
Terri Kohler Family fun day
Jeff Barthel Halloween expenses
River Valley Lumber Supplies
Receipts Haunted House
-2-
675.00
2,800.00
213.00 462.00
213.00 249.00
213.00 36.00
198.50
CITY OF OTSEGO
332.00
2,269.50
PARK AND RECREATION COMMISSION
2,129.60
LOCAL RECREATION PROGRAMMING AND DEVELOPMENT ACTIVITIES
2,010.31
BUDGET AND ACTUAL EXPENDITURES
1,869.41
98.48
1997 YEAR - TO - DATE
134.28
Budget Category/
62.25
Unexpended
Check & Payee
Description Budget Actual
Balance
1,030.90
Engineering
2,500.00
348.00
Hakanson, Anderson
April services 187.50
2,312.50
Hakanson, Anderson
June servoices 218.75
2,093.75
Hakanson, Anderson
312.50
1,781.25
Hakanson, Anderson
62.50
1,718.75
Rentals
Affordable Sanitation Jan & Feb.
Affordable Sanitation
Recreation Programming
Rink Attendants -1/15/97
Rink Attendants -1/29/97
Beaudry O 1/13/97 Propane -warming house
Beaudry O 2/10/97 Propane -warming house
Beaudry O 1/28/97 Propane -warming house
Beaudry O 2/24/97 Propane -warming house
Cub Foods 2/10/97 Winterfest Food
Rink Attendants -2/8/97
Rink Attendants -2/22/97
Postage for Family Fun Day
Food Sales - Winterfest
Rec. Attendants 6/28/97
Menard's Fencing for family fun day
Darlene Solberg Family fun day expenses
Rec. Attendants PPe 7/12
Rec. Attendants PPe 7/26
Bob's shop Family fun day expenses
Rec. Attendants PPe 8/9
DJ's Total Home Supplies
Bannerworks Family fun day
Receipts Family fun day
Receipts Family fun day
Terri Kohler Family fun day
Jeff Barthel Halloween expenses
River Valley Lumber Supplies
Receipts Haunted House
-2-
675.00
2,800.00
213.00 462.00
213.00 249.00
213.00 36.00
198.50
2,601.50
332.00
2,269.50
139.90
2,129.60
119.29
2,010.31
140.90
1,869.41
98.48
1,770.93
134.28
1,636.65
62.25
1,574.40
495.50
1,078.90
48.00
1,030.90
(77.50)
1,108.40
348.00
760.40
304.50
455.90
42.16
413.74
63.00
350.74
1,006.84
(656.10)
23.00
(679.10)
501.67
(1,180.77)
10.64
(1,191.41)
191.70
(1,383.11)
(165.50)
(1,217.61)
(75.00)
(1,142.61)
112.05
(1,254.66)
599.29
(1,853.95)
67.95
(1,921.90)
(472.00)
(1,449.90)
Telephone
500.00
AT & T 1/13/97
5.48
494.52
AT & T 2/10/97
5.48
489.04
AT & T Phone service
5.48
483.56
AT & T Phone service
5.48
478.08
AT & T Phone service
5.48
472.60
AT & T Phone service
5.48
467.12
AT & T Phone service
5.48
461.64
AT & T Phone service
5.48
456.16
U.S. West Phone service
34.54
421.62
U.S. West Phone service
36.75
384.87
U.S. West Phone service
35.06
349.81
U.S. West Phone service
34.53
315.28
U.S. West Phone service
34.33
280.95
U.S. West Phone service
34.41
246.54
U.S. West Phone service
34.41
212.13
U.S. West Phone service
34 93
177.20
U.S. West Phone service
34.72
142.48
U.S. West Phone service
34.72
107.76
Dues & Subscriptions
200.00
200.00
Education & Training
500.00
500.00
Printing & Publishing
200.00
ECM Printing & publishing
134.38
65.62
ECM Family fun day add
17.50
(17.50)
ECM 7/5 Display advertising
132.30
(132.30)
Equipment
Gopher Sport Park equipment
-
1,044.20
(1,044.20)
Gopher Sport Park equipment
320.85
(1,365.05)
-3-
Otsego Park and Recreation Commission
Minutes of Tues. Nov. 18, 1997
Members present:
Jeff Bartheld (Chair)
Bill Olson
Darlene Solberg
Terri Kohler
Guests:
Jeff Ashfal (Community Recreation)
Nicole Martin and Mike Day (Perspective park commission members)
Merland Otto (park consultant)
*Meeting called to order at 7:02 by Jeff B.
Minutes- correction to Oct.14th-Terri Kohler absent. *Motion to
approve by Bill O., second by Jeff B. Passed
*Introduction of candidates for park and rec- Nicole Martin and Mike
Day.
*Merland Otto -
A. Update on asphalt- won't get done this year. Council didn't get to
it and then concerned if we had the money. Contractor will do it first
thing in spring. Merland requests that we get an extension form the DNR
until June for our grant. $6000 next spring from DNR.
B. Mighty Kids Youth Sports program -may be mute because of
staying with Area Recreation for $19,000.
Purpose of Mighty Kids is to get more youth involved in
recreation activities. This is a max grant of $20,000. **SEE ATTACH
GRANT FORM FOR DETAILS. Grant request of $500-$2500 has no match
requirement. $2501-$5000 is a .5:1 match, and $5001-$20,000 is a 1:1
match.
-Grants could still be considered for other things such as 1)
Ride the Rec ($1200). Could request $2500 without matching funds. 2)
Also possible grant funds for seeding. ***Application due by Dec. 31st.
-Make a wish list- and what we would like to go after. Some
suggestions for use of money would be: 1) skating lessons (approx. $300
subsidized), 2) Youth volleyball ($500), 3) rink and hockey boards ($5500-
7500), 4) Buying down user fees.
*Terri Kohler moved and Bill O. second to send Mighty Kids
grant to the City Council. Passed.
C. FY '96 for bike trails and fees-MNDOT needs right-of-way
information. Bike lane to Otsego school next spring.
-2 -
*Christmas lighting- We have a budget of $500. Look at sales on lights
after Christmas. *Motion by Bill O. and second by Darlene S. to do surface
lighting at city hall this year. Passed. Some people will also donated
lights to be used this year.
*Jeff Ashfal-
1. Rink hours- Last year the hours were: M -Thur. 5-8, Fri. 5-9, and
Sat., Sun. and non school days 1-9. *Moved by Darlene S. and second by Bill
O. that the hours this year for Fridays be 5-8 and Sat. and Sun. 1-8.
Passed.
2. Date of the Winter Fest will be Jan. 17th. It will include a sliding
hill, chili sale, medallion hunt, frisbee golf, bonfire, tree race.
Suggestions were also made that in order to get more interest in the
Winter Fest we have a display of antique snowmobiles and also have an
amateur snow sculpturing contest with kid and adult division. Darlene
will check around with art groups and others for what is involved in snow
sculpturing.
3. Recap of Haunted House- Between preregistration and what was
taken in during the Haunted House we should have made about $1400. Jeff
Bartheld spent $1129.24 for new materials this year.
4. Playability of fields for '98. Two softball and one soccer. There
should be light disking in the spring and heavy fertilizer.
5. Community Recreation- Look at how communities were assessed
for fairness. **See handouts. *Terri K. moved and Darlene S. second
that we send to the City Council our recommendation that we stay with
Community Recreation and the budget committee's recommendation.
Passed.
6. Bill Olson reported on the subcommittee's report from him and
Darlene. Report of alternatives if we did not stay with Community
Recreation. Discussion that this report should have been done earlier,
before council's first decision to leave Community Recreation. Discussion
of alternatives if we didn't have Community Recreation. Jeff Ashfal
commented that he has worked as a watchdog of our activities. The Area
Recreation board gives communities a chance to rub elbows and get
information from each other. Building partnerships.
*Moved by Jeff B. and second by Bill O. to send to council
subcommittee recommendations, plus documents A and B. Passed.
-3 -
"Meeting Date- *Darlene S. moved and Terri K. second to move Park
and Rec. meeting date from the second Tuesday of the month to the second
Wednesday of the month. Passed. This would start January 1, 1998.
Items of concern -
1. Direct Merland Otto to prepare a case for the Mighty Kids Youth
Grant. *Moved by Jeff B., second Terri K. Passed.
2. Historical plaque at the old town site. We will know about this
by the middle of December.
*Move to adjourn. Bill O., second Terri. K. Passed.
Respectfully submitted by
Darlene Solberg (for Tom Ballargeon)
Preliminary Recommendations and Alternatives from the Community Recreation subcommittee
of Otsego Park and Recreation:
"Note we will be referring in this document to two pieces of information provided to us by Jeff
Asfahl at our last regular meeting. They will be noted as Documents A and B, and are included
in this handout.
Recommendations and Alternatives
Part 1
1. Stay with Community Recreation (cost at this time is being negotiated)
2. City staff take over all Community Recreation duties
3. Hire another part time staff person to coordinate activities (could be
used for more than one commission).
4. Withdraw and offer nothing.
Part 2
1. Stays the same (no changes)
2. City staff
a. Coordinate Otsego specific events
b. Other events on Document A will remain the same
C. All other requirements on Document B will stay the same.
"Note:
The city staff will have to fulfill the requirements in Document B for the Otsego specific
events.
d. Increase in participation fees for residents
3. Hire part time person
a. Handle Otsego specific events (Document A)
1) Possibly increasing Otsego events (Document A)
b. Act as a Liaison between Otsego and Community Recreation and
others.
1) Informing Otsego residents what events are available and costs of other
communities events around the area.
2) Informing residents of increase in cost of Community
Recreation events.
C. Liaison between city staff, council and commissions.
Note: This person doesn't necessarily have to be doing only park and
recreation, but coordinating for other commissions also.
4. Do nothing, Otsego offers nothing in the way of Park and Rec
a. Otsego specific events will no longer be offered (Document A)
b. Document B would no longer be required because we don't have
the events to offer.
C. Prepare an explanation to the community of Otsego' about the
$18,000+ savings. How will it be returned to the community?
1) Supplement to events offered by Community Recreation
2)Tax refund
3) Increase in something else people want to see improved in the
community
4) How is it going to be reinvested in the community?
d. Everything in Document A will still be offered (except Otsego
specific events
e. All programming under Document B would still go on (except for
Otsego specific events).
0
1997-98
Community Recreation.
Programs and Services
PPPP Programs
Baseball Camps - 4 offerings
Beach Party
Soccer fps- 8 offerings
Family Hayriarty
Football Camp
Intramural Volleyball
Sand Volleyball -3 offerings
Men's Volleyball
Volleyball Camps- 2 offerings
Women's Volleyball
Lions' Den
Indoor Soccer
Strength & Conditioning- 3 offerings
o Hockey- 5 offerings
Cross Country Running
Gymnastics -105 offerings
Races- 3 offerings
3 on 3 Basketball
Track & Field
Tournaments
Youth Golf- 3 offerings
Open Gyms -12 offerings
Youth Golf League
Indoor Walking- 3 offerings
Open In Line Skating/
Tots Figure Skating- 8 offerings
Roller skating
Skating Club- 4 offerings
"It's Finally Friday" Nights -10 offerings
Hockey Skating/Puck
Concerts -3 offerings
Handling- 2 offerings
Start Smart -2 offerings
4 on 4 Hockey Clinics- 8 offerings
indoor Soccer -6 offerings
4 on 4 Hockey- 5 offerings
Intramural Basketball
Skills Plus Hockey School- 4
Youth Volleyball
offerings
intramural 3 on 3 Basketball
Mites Skills Plus Clinic
Team Ingemar
Top Shelf 5 Star- 7 offerings
Outdoor Skating Lessons -8 offerings
Breakfast Club.
Intramural Broomball
Lunch Time Wanting/Skating
Easter Egg Hunt & Basket
Open Ice Skating
Class -2 offerings
Open Hockey
Bike Rodeo and Road Ride
Dance- 2 offerings
Cooperative Games
Termite T-Ball/T-Ball-16
Cheerleading Clinic
offerings
Peewee Basketball- 3 offerings
Tennis -17 offerings
Floor Hockey League
Preschool Fun
Cross Country Ski Citizens Race
Short SPORT/SPORT- 9 offerings
Craft Time in the Park- 9
Groups We assist /
offerings
Funtastic Fridays- 6 offerings
coordinate efforts
Penny Carnival- 2 offerings
Boys Youth Basketball
Entertainment in the Park w/
Elk River Hockey
activity following- 20 offerings
Elk River Area Youth Volleyball
Basketball Camps- 8 offerings
Girls' Basketball League
Ells River Swim Club
Elk River Tennis Assoc.
Elk River Youth Football
Three River Soccer Assoc.
Girls Fastpitch Softball
Youth Wrestling
Boys Youth Baseball
Girls Youth Basketball
Men's Tennis League
Women's Tennis League
Adult Co -Ed Volleyball
Elk River Area Special
Olympics
Skate Board Assoc.
Cooperative/
Collaborative
Partners
ECFE
Community Education
Youth Initiatives Committee
2001 Committee
Other Services
Warming House
Management -4
Field Maintenance/
Scheduling -52
Tennis Court Scheduling -14
Community_
Festivals
Otsego Winter Fun lest
Otsego Family Fun Day
Rogers Hassan Fun Fest
Rogers Old Tyme Days
Total hour s of indoor facility use
responsible for - 3662 hrs.
Outdoor use - 880 hrs.
4118196
Wi
RECRERTIONRL PROGRAMMING REQUIREMENTS
The following outline illustrates the Itasks required.with the administration of recreational activities.
1. Development of programs I activities : May consist of any one, or combination of the following
listed factors:
* Feedback (verbal or written on evaluation)
* Based on current trends
* Based on needs of the community
* Idea generation with the community ( park commission, individual leaders, other agencies, etc.)
* Based on professional judgement and knowledge
* Based on demand
* Based on resources available (financial and human)
II Planning and organizational requirements:
* Fee determination
* Facility arrangements
* Equipment requirements / arrangements
* Staff needs / recruitment
* Determine program limits- How many participants I teams, etc. can you serve?
Ill. Promotion requirements:
* Determine sources available ( brochure, ads, PSA's, flyers, etc. Can be costly if poorly executed }
* Determine how will it be distributed
* Prepare your front line answer person (program secretary, receptionist) with the necessary info.
IV Elements of the registration process:
* Determine when registration begins
* Determine where to hold the registration
* Determine the hours and methods available for receiving registration
* Determine staffing for registration
* Adequate preparation of training and info. for the registrars assisting
V Program implementation and operational procedures:
*Staff recruitment and training
* Communication and supervision of program staff
* Determine process for decisions, ( cancellation due to weather, low registration, etc. )
* Determine process (who is responsible?) for dealing with troubleshooting
VI. Evaluation and reporting:
* How to administer the evaluation
* Determine how to act on suggestions and who is responsible.
* Program accounting requirements
* Participant data requirements