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2007-11-13 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, November 13, 2007 - 6:30 P.M. City Council Chambers 1. Call to Order 2. Roll Call 3. Approval of October 9, 2007, Minutes 4. October/November Parks and Recreation Report (Available Tuesday) 5. Par 3 Financial Status 6. Council Action of Commission Recommendations a. Playground replacement at Roger's Lake Park b. Backstop and outfield fence at Hagstrom-King Park C. Construct multi -use field at Friendly Marsh Park 7. "You Are Here" Park Sign 8. Great River Greening Presentation of the Management and Restoration Plan for Pilot Knob Phase 2 9. Par 3 Draft Annual Report (Available Tuesday) 10. Commission Comments 11. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Draft CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING October 9, 2007 The October 2007 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, October 9, 2007, in the City Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:30 P.M. The following Commissioners were present: Chair Richard Spicer, Commissioners Tom Kraus, Paul Portz, Raymond Morris and Missy Hicky. Absent were Commissioners Brian Hallman and Larry Craighead. City Staff present were; Teresa Gangelhoff, Recreation Programmer, Guy Kullander, Operations and Projects Coordinator, Jake Sedlacek, Assistant to the City Administrator, and Nancy Bauer, Recording Secretary. MINUTES: A motion to approve the September 11, 2007, minutes with corrections was made by Commissioner Morris and seconded by Commissioner Kraus. AYES 5 NAYS 0 PILOT KNOB PHASE 2 — DRAFT MANAGEMENT PLAN Mr. Kullander reported that the funding package has been put together for the purchase of the Pilot Knob Phase 2 site. DNR Grants from three different agencies equals $881,047, a Dakota County Farmland grant is $400,000, $400,000 from the City, and $250,000 from the Trust For Public Lands. The Trust For Public Lands (TPL) will purchase the land and turn around and sell it to the City. An anticipated date of sale is December 17, 2007. The agreement that TPL has with the cemetery is they are to remove the houses and environmental clean up the land. That way the City will have a "clean" site. Commissioner Kraus asked if this was to be done prior to the transfer of the land. Mr. Kullander responded that it would be done before the transfer of the land. Commissioner Morris said that is typical when park land is being transferred. Mr. Kullander said there are issues about getting the two families out of the houses and having the houses demolished. Demolition has not begun at this time. Commissioner Morris asked if they were rental houses. Page - 1 10/9/07 Draft Mr. Kullander responded that they were not but they are owned by the cemetery and maintenance people live in the houses. Great River Greening, who did the Phase 1 Plan, is the consultant for the Phase 2 Plan. Phase 1 is 8.5 acres bought by the City in 2005. Phase II is 15 acres being bought from Acacia Cemetery. Part of Pilot Knob Road will be vacated. The two parcels will be combined into one parcel. Phase II will be restored to oak savannah, same as the Phase I site. There will be some gravel trails (four to six feet wide), small overlooks, interpretative signing and a small parking lot. Parking will be available on Acacia Boulevard. Great River Greening has been successful in getting several matching grants for the restoration portion of the project. Commissioner Portz asked if we know the total cost of Phase 1 with acquisition costs. Mr. Kullander responded that acquisition costs were $2.3 million for the first site. The acquisition costs for the second site is $1,930,000. Restoration costs for the first site includes two years of work at about $40,000 - $50,000. Mr. Todd Rexine is a landscape ecologist with Great River Greening and is working on the restoration and design plan for Phase 2 of the Pilot Knob site. He is working on looking at where to have gathering places on the site. The Mendota Mdewakanton Dakota Community has used a portion of the site with approval from Acacia Cemetery site for ceremonial purposes and would like to continue to use the site in the future. Commissioner Kraus asked if the people walking on the trails would be discouraged from walking off the trails through signage or other ways. Mr. Rexine said the trails would be the primary way to get through the site, but bird watchers may want to go off the trail and are encouraged to do so. Commissioner Kraus asked if the snake hibernacula being planned would be accessible by trail. Mr. Rexine said it was being looked at curving the trail close to the snake hibernacula, but not too close. Mr. Kullander said it was a unique opportunity to take advantage of and it would be off trail with interpretive signage. Commissioner Kraus says it is a great idea. Commissioner Morris said it needs to be interpreted so that it explains the habitat to people visiting the site. Commissioner Kraus and Commissioner Morris said it was a great plan. Mr. Larry Granger of the Pilot Knob Preservation Association and Director of the Minnesota River Center in Henderson, Minnesota reported that the plan that is emerging reflects a number of concerns. The plan reflects that this land was a sacred site for the Mendota Mdewankanton Page - 2 10/9/07 Draft Dakota community. It was used for ceremonial purposes and a burial ground and efforts must be made to limit disruption of possible undisturbed areas that may still exist. There will be gathering places and public access with minimal impact to the land. RECREATION REPORT Commissioner Spicer complimented Teresa on the recreational activities and reported that Teresa has some activities planned for the MEA break in October. A Mall of America trip, horseback riding, bowling and a movie is planned. A new holiday program planned is Spook- Tacular Rock Star Party at Central Square in South St. Paul. For Christmas there is a new program Jingle Bells with Mrs. Claus. There is also skateboard camp, gymnastics, cheerleading, and skating lessons. Rink attendant applications are being taken for the upcoming skating season. CASH DONATION FOR PARK IMPROVEMENTS Chair Spicer reported that Mr. Thomas Gainor, on behalf of Somerset 2 Condominium Alumni Reunion, donated $31.00 for City park improvements. Commissioner Morris made a motion to accept the donation and make a recommendation to the City Council to accept the donation to be deposited in the Special Park Fund. Commissioner Hicky seconded the motion. Chair Spicer asked if a thank you letter would be sent. Mr. Kullander responded that he would send a letter. AYES 5 NAYS 0 SPECIAL PARK FUND STATUS Chair Spicer commented that he was shocked at the low balance of the Special Park Fund and asked how the 2008 capital improvement projects were going to be funded. Mr. Kullander suggested the Commission's recommendation to City Council for these projects would include a suggested funding source such as the Special Park Fund, Cell Tower Fund or other funds. The City Council then would decide a suitable funding split, a single funding source or postpone the improvement for another year. The approach in the 5 Year Plan was to identify the projects that the Commission felt should be made throughout the City. Some of the 2008 Capital Improvements identified by the Parks Commission are Hagstrom-King Park which was on Mendota Heights Athletic Association list, Friendly Marsh Park, and Rogers' Lake Park playground equipment replacement. The playgrounds have been on the list for the last 10 years with one park a year being updated. This is a safety issue at Rogers Lake Park, the equipment is 19 years old and is showing its wear. It's still functional and nobody would get hurt on the Page - 3 10/9/07 Draft equipment, but the border timbers are in poor shape and the resilient surfacing no longer meets consumer product safety guidelines. Chair Spicer said the Commission has been doing a park year and shouldn't skip Rogers Lake Park next year. It is in the budget and 2007 prices should be used. There is no reason not to go forward with the project. Commissioner Morris was pleased that the 5 Year Capital Improvement Plan update included funding sources designated for past projects for City Council reference. Mr. Kullander responded that Council has the option to take some funding for this work out of the Parks Maintenance Budget. In the 2008 budget there is a $6,000 line item for playground repairs. Commissioner Portz asked about the Ivy Hill tennis courts in the 2008 Capital Improvement Plan. There was discussion about these tennis courts - they weren't being used, they were going to be closed, then resurfaced and then sport tiles put on the courts. How did we go from being closed to putting sports tiles on them? Mr. Kullander responded that he just put a tennis court name in the 2008 Capital Improvement Plan. There was talk about doing one tennis court in a park a year. We would take a look at the tennis court and see which one of the remaining four was in the worst condition and do that one in 2008. The Council told us to close Ivy Hill tennis courts and the Commission held public hearings on the closing. The Commission got petitions and 50-60 homeowners attending the hearing demanding that the courts get repaired. The City Council found funding outside the Special Park Fund for the repairs for the tennis courts five or six years ago. The tennis courts are always going to have surface cracks. Chair Spicer said he didn't remember discussing putting sport court tiles on the Ivy Hills tennis courts. Mr. Kullander responded that if it was successful in Valley Park it would be considered for the other tennis courts. Commissioner Kraus responded he remembered talking about doing one tennis court a year with sport court tiles. Mr. Kullander responded that the City Council did not want to redo a tennis court with sport court tiles in 2008. If good bids are received there is enough money in the maintenance fund for a typical resurfacing of one of the tennis courts and crack and surface repair on the other three tennis courts. Commissioner Kraus said it would be a good idea to see what is the public response to the sports court tiles since they weren't in for much of the playing season this year. Page - 4 10/9/07 Draft Chair Spicer said it would also be helpful to see how they sport court tiles come through the winter. Sibley High School is almost done with their tennis courts. Mr. Kullander responded that there are nine new courts and three resurfaced tennis courts at Sibley High School for citizens to use. The only problem is parking at the school. Students have permits for parking when school is in session and residents wishing to use the courts have no place to park when school is in session. Commissioner Kraus commented that the Special Park Fund revenue source is going away and expenditures will be here forever. What can the Commission do about this? The Commission has asked the City Council for another revenue sources and there isn't any action on it and this is an issue that won't go away. Mr. Kullander said it is a difficult thing. The Council has said on occasion not to request supplement funding because there are funds in the Special Park Fund, when it is gone come and talk to us. Only Special Park Funds are used for Capital Improvements, one option the Council may consider is to put Capital Improvements into the Parks Budget and tax for it like they do for streets and other improvements. Commissioner Kraus asked if the strategy should be to spend it all and then take up the issue with the City Council and ask the Council where the revenue is coming from or should we take up the issue now? Mr. Kullander responded the Commission should be confident that the projects they are recommending are necessary and should be done because they are needed improvements in the parks and what the residents want. The Council responds to the residents and if the residents want something done or improved given enough interest on the part of the taxpayers the Council will find a way to fund it. Commissioner Morris said the improvements that have been funded in the past have not been frivolous and based on real need. We have been getting the message in the last year and a half that there is no real incentive for the City Council to find a different funding mechanism for the Parks Commission. We are not going be penalized if the money is spent down. Sooner or later the money will be spent down. Mr. Kullander said the residents went to the ballot box and approved the purchase of the Par 3 and keep it as public golf course. The City Council is also putting money into preserving the Pilot Knob site. Commissioner Morris commented that there is interest in the parks. Mr. Kullander responded that the Council has the same objectives and visions as the Parks Commission regarding quality of facilities and when it comes to an important decision point they will take a hard look at the funds and see what the citizens want to improve the City. Page - 5 10/9/07 Draft Commissioner Kraus said the response is that the Parks and Recreation Commission needs to do nothing. Chair Spicer said that in January he will have been on the Park Commission for 20 years and the Chairman of the Parks Commission 20 years ago was Mayor John Huber. Mayor Huber's philosophy was if you want to control your own destiny keep money in the Special Park Fund because the City won't say no to you because there is funding. Certain members on the Council want the Parks Commission to spend the money down so they can control the spending. There were a variety of disagreements with the Council and the Parks Commission, closing Valley Park tennis courts being a perfect example, until the public was brought in and we got the Council to change their minds. The question becomes do you want to go to the Council begging for fences at a park. Commissioner Kraus said we still do, they ultimately have to approve the projects. They aren't approving our $50,000 sport court tiles next year. They want us to wait on that. Chair Spicer responded that's what is going to happen on many projects. Commissioner Kraus asked what do we do because we're on a collision course for running out of money. Chair Spicer responded that the Parks Commission has repeatedly requested at the workshop in August, asking for a funding source and the Council said no. Commissioner Kraus asked what do we do? Chair Spicer said when he's gone in January the new Commissioners will need to come up with anew philosophy. Theory one is the City Council is going to approve projects that improves the City and residents want. Theory two is the Commission push for a new funding source and not do any improvements for awhile, which will put pressure on the City Council. I don't think it's fair not to do Rogers Lake Park next year when we've been doing a park every year. The Commission could easily say there is $50,000 in the Special Park Fund and that is not enough to do Rogers Lake Park. Commissioner Kraus asked if that is what should be done? There is no agreement on the Commission about how this should be handled and nothing is being done. Commissioner Morris said you could make that same argument if there was $50,000 in the bank or we spent the $50,000. There will be pressure on the City Council to find the additional funding. It's about $50,000 to $60,000 to rehab any park playground equipment. We are going to be out of money in three years even with the addition of the Opus property. Either way the City Council is going to have to make a decision to come up with additional funding. That could be a designated money or going out for a vote to enhance the parks. The last time a vote was taken for the parks system was in 1989. Page - 6 10/9/07 Draft Chair Spicer said in January it is conceivable that there could be three new commissioners members that will have different, better ideas and some unanimity about spending money. It's a decision as a group that will need to be made. We did push for a funding source during their workshop this year and the Council came back and said not this year. It doesn't mean they won't do it. I think that it is the way to do it. I agree we need a plan. Commission Portz said that he sees an evolving change when the Park Commission had their own funding source, the cell tower money, there was independence, an authority, projects were planned. There was funding for projects but it still had to be approved and wasn't micromanaged. We have spoken up many times — ever since the cell tower money has been cut out - we have been asking the City Council for a funding source. I can see micromanaging coming if we don't have our source of funds. From the Council stand point the fund is good for another two or three years. I don't think there is an immediate need for a funding source. I would say when we get to year of being out of money that we reemphasize in August to the City Council and show them we are out of money and ask if they want to micromanage the spending of money on improvements. We have spoken up in the past. I would like the independence of having our own funds. Commissioner Morris said if the City Council wants to micromanage every expenditure it would negate the idea to have a citizen commission to provide input to the Council. In the long run it still is in Council's interest to work with the citizen commission instead of the Council making all the decisions. Commissioner Kraus said he already thinks the Council micromanages. Take for example the improvements to the ball field here at City Hall. The ball field looks different than how the Parks Commission recommended the improvements. Chair Spicer said every year he's been on the Parks Commission the Commission has gone through a lot of money and we have had some replenishing source whether it's been houses or cell tower funds. Over the last three years they have denied us those sources. Commissioner Kraus asked how to persuade the Council to find funds for parks projects. Chair Spicer said the balance of the fund will make that decision for the Council especially after what we approve to spend tonight. ROGERS LAKE PARK PLAYGROUND Mr. Kullander reported that the westerly playground in Rogers Lake Park was built in 1990. The treated wood timbers are in bad shape. If the playground equipment is not replaced, at minimum the timbers need to be replaced because of the dangerous condition they are in. The existing swing set is in good shape and should be kept. The new equipment is newer play equipment with cabling. The total price is $56,000. The price would come down if the Public Works Crew came in and took out the wood timbers, hauled them away, and scraped up the pea rock. It would drop the price down $4,000 to $5,000. If the border timbers are replaced in the newer, smaller play area some funds could come from the $6,000 maintenance budget for playground Page - 7 10/9/07 Draft repair since it is repair work. An order placed in December 2007 for 2008 installation will beat the price increases in 2008 saving 2% to 3%. Commissioner Portz made a motion for the Rogers Lake Park Playground improvements with $5,000 from the parks maintenance budget, half of the funds from the Special Park Fund and half the funds from the Cell Tower Fund, seconded by Commissioner Morris. AYES 5 NAYS 0 UPDATES Mendota Elementary School - Mr. Kullander reported that the school district overlaid the part of the trail they own to Mendota School. The other part of the trail owned by the City over to Walsh Lane was overlaid last week. The low spots were filled in. Funds were used from the Public Works Maintenance Budget. The school district plows the trail. Commissioner Portz remarked that the trail looked nice. Bleacher Pads — Mr. Kullander reported that the bleacher pad project approved by the Parks Commission with $18,000 budgeted and money coming from Dakota County Community Development Block Grant was rejected. Bids received ranged from $87,437 to $133,889.50. The recommendation to the City Council was to reject the bids, break the project into smaller segments and combine them with other City street or trail rehabilitation projects over the next several years. Valley Park Trail — Mr. Kullander reported that 1,100 feet of trail in Valley Park, south of Marie Avenue was completed in late September. The trail was redone because of Xcel's work in the area. A bill has been sent to Xcel and there has been no reply as yet. Xcel has been good to work with in the past. Chair Spicer asked about the status of the trail signage. Mr. Kullander said that would be a top priority for the next month's meeting. CAPITAL IMPROVEMENT PROJECTS FOR 2008 Mr. Kullander said that Hagstrom-King Park is a Capital Improvement Project for 2008. These park improvements were a request from Mendota Heights Athletic Association. An outfield fence and backstop with netting would be put in to allow other field uses such as baseball for younger kids and women's fast pitch. Page - 8 10/9/07 Draft Chair Spicer directed Mr. Kullander to proceed with the plan. Commissioner Portz said to include in the memo that the Parks Commission and MHAA support the project. Mr. Kullander said that Friendly Marsh Park is included in the Capital Improvement Project for 2008. It could be improved to have a football field, which the City does not have; it could also be used for lacrosse or soccer. All that needs to be done is to strip the top soil, regrade, put the top soil back and seed. Chair Spicer asked where people would park. Mr. Kullander said a gravel parking lot would be put in for 30-40 cars. Having another soccer field would take pressure off the other soccer fields in the City. There may be neighborhood opposition because of the traffic issues. This would be a low maintenance field with no irrigation. The rough estimate for doing the work is $80,000. Chair Spicer said to move it onto Council, see if they are interested in the project and see if they have a funding source since there are not enough funds in the Special Park Fund for the improvements. Mr. Kullander asked if the Parks Commission was interested in doing this project. All Commissioners responded they were. Chair Spicer said if Council is interested in the project, then a public hearing should be held soon so planning and engineering drawings can be prepared and the work could be done in the 131 "11 HOWO PAR 3 Chair Spicer asked how the former owners did last year at the Par 3 golf course. Mr. Sedlacek responded he believed they broke even. Commissioner Morris reported that there was a storm damaged box elder tree cut down this year. Mr. Sedlacek said the tree cutting cost about $1,000. He reported that revenues were just a little over $13,000 and $15,648.78 in expenditures for September. It was a negative month for September. There was a lot of rain in September. At Commissioner Portz' suggestion the report has been re -titled to Cash Flow Worksheet. The capital expenditures is at $28,937.00 which will double when the bills come in for putting in water at the golf course. There were concerns about depreciation and cost allocations on the monthly reports. These items are appropriate for the annual report but not the monthly reports. November has been set as the date for the release of a Page - 9 10/9/07 Draft draft annual report which will follow the format of the Annual Report and General Purpose and Financial Statement. Depreciation and cost allocations will be in the annual report. Commissioner Portz said following the format of the Annual Report and General Purpose and Financial Statement is a smart way to go which will show a balance sheet, income statement and cash flow statement. For the monthly Parks Commission meetings it is good to see a cash now statement to base expenditures on that information. Mr. Sedlacek reported that the task force is looking at an analysis of what funds there were to start out with this year, what was spent this year and what is remaining for the upcoming year. The group has to recommend to the Parks and Recreation Commission what is a good structure for next year. The task force is looking at proposals from a couple of non-profit organizations that want to run the golf course for the City, a couple of for profit corporations that expressed an interest in running it or should we continue the way we are with the City running the golf course with part-time staff. Commissioner Portz said the format of the Cash Flow Worksheet is good. A cover memo should be included with the Cash Flow Worksheet to show how revenues are tracked, expenditures are recorded, and particularly any allocating that is done and put in writing so that it is understood. The task force will also look at planning for next year. Commissioner Morris made a motion to adj ourn the meeting seconded by Commissioner Hicky. Meeting adjourned at 8:08 P.M. Page - 10 10/9/07 CITY OF MENDOTA HEIGHTS MEMORANDUM Date: NOVEMBER 13, 2007 To: PARKS AND RECREATION COMMISSION From: TERESA GANGELHOFF RE: OCTOBER/NOVEMBER PARK AND RECREATION REPORT Program Brochure I am currently working on a holiday brochure that will go out to all schools in December. Youth Trips Dec. 27, Bowling and a Movie New Holiday Programs The cities of WSP and SSP and MH are planning some interactive entertainment/ that will be held at Central Square in SSP. Friday, Dec. 14 1-2 pm Jingle Bells With Mrs. Claus Ages 3 — 6 yrs (child and parent participate together)$12.00 Fall Skateboard Camp at Rogers Lake Park was moved indoor at 3`d Lair On Thursday, Oct. 18, 1 took 29 kids to Td Lair Skate park in Golden Valley. The owner of 3rd Lair paid for our bus to take the kids to his indoor park as rain was in the forecast and he figured it was better to pay for the bus then to cancel all the kids/camp that we were going to hold at Rogers Lake Park. It worked out great and the kids had an awesome time. Gymnastics The Gymnastics program is now running for six weeks that started in November on Saturdays at Henry Sibley H.S. The next session will start up Jan 12. Registrations are still open for Session 11. This program is for boys and girls ages 3 — 6. Cheerleading 25 children are currently attending our Cheer America program held Monday's for 12 weeks that started Sept 24 at Mendota School for ages 4 and up. This class runs through Dec. 17rn Our second session is set to start up February 4!n. (OVER) Learn to Skate Registrations have already opened for our outdoor skating lessons held at Friendly Hills in January and Feb. for 5 weeks. Fee is 32.00 and children register for classes according to ability. Our instructor Rebecca will be back for her 7t' season. 55+Programs MH Park and Rec promotes the Northern Dakota County-TPAC programming for our area seniors and I will be helping Barb Eschle at TPAC with some of the programming representing the City of Mendota Heights. We are currently planning some upcoming programming together along with the Cities of SSP and IGH for 55+ age group. Do the Parks Program with Dakota County I attended the program meeting on Nov. 6 for "Do the Parks" with other park and rec programmers from all Dakota County Cities. Simple Steps was a success and we hope to offer it again next year and are planning some programming with Dakota County Public Health to promote getting outside and Do the Parks! We have a link on the web site through Dakota County Public Health that helps connect people to our city parks and trails. Our next meeting will be in January. Park Celebration Plans are in place for next year's celebration to be held Saturday, June 7, 2008. If you have any ideas you would like to see or want to volunteer please let Teresa know. Community Parks Connection Our next taping for the winter session will be December 19. Jake will talk about recycling in our city parks, bench donations and I will cover programming for winter. MRPA CONVENTION I will be attending the Minnesota Recreation and Parks Association Annual Convention on Wed. November 14. Ice Rink Season is iust around the Corner! Interviews have been held and I am currently hiring this winters crew for the rinks and working out the schedules. We have set a tentative opening date weather permitting December 15'x'. rAAA.."', A A A CITY OF MENDOTA HEIGHTS MEMO DATE: November 8, 2007 TO: Parks and Recreation Commissioners FROM: Jake Sedlacek, Assistant to the City Administr r` SUBJECT: Par 3 Cash Flow Worksheet, October 2007 Discussion October represents the last full month of operations in 2007 for Par 3 Golf Course. Attached you will find the October Cash Flow Worksheet. The intent of this report is to provide a snapshot of revenues and expenditures for the month and for the year to date. More detailed reporting will be conducted on an annual basis, as are all other city funds. Par 3 October 2007 Cash Flow Worksheet The September numbers (attached) show a net operating loss of $8,238.82. October revenues were negatively impacted by rainy weather, but were not far from an average October, according to the Golf Course manager. Notable expenditures for October include paying the remaining property taxes for 2007 ($3,305.16) and our insurance costs for the course ($2,843.00) for a total of $6,148.16. In the future, the City will not need to pay property tax for this parcel. With a year to date Operating Revenue over Operating Expenditures of $38,241.78, the course remains slightly ahead of forecast revenues. The course is scheduled to close November 11, but could be re -opened if weather permits. November Revenues and Expenditures are anticipated to nearly balance, due to a successful tournament event, paired with limited maintenance and clubhouse hours. Capital Expenditures Final costs for the improvements to the course are still coming in. Current expenditures total $31,518.75, with bills from St. Paul Water and the contractors installing the sprinkler system in the maintenance building yet to submit invoices. It is anticipated that the full $69,000 which was included as a part of the referendum will be spent in 2007. Staff has determined that Community Development Block Grant funds are available to help get the clubhouse up to ADA accessibility requirements. Staff will be requesting proposals from architects to analyze accessibility issues at the Par 3, and provide a list of potential projects. This activity will be funded entirely through CDBG. Page 1 of i Cash Flow Worksheet CASHILL/SPALDING July/Aug/Sept/Oct 2006 $55,159.44 $2,799.38 $9,694.18 $54,183.34 $121,836.34 $367.04 $4,521.79 $4,054.63 $42,313.69 $216.69 $2,436.65 $1,107.84 $4,195.65 $65,683.64 $56,152.70 October YTD Revenues• Green Fees $4,746.01 $62,031.52 Rentals/Supplies $219.49 $3,068.84 Concessions $178.82 $6,906.27 Beer $54.93 $1,577.93 Recreation Programs $0.00 $25,962.00 Revenues for October $5,199.25 $99,546.56 Expenditures: Rentals $188.04 $763.56 Professional Services $0.00 $1,594.50 Utilities $626.41 $2,949.05 Payroll Costs $3,107.60 $31,984.40 Rubbish Service $113.09 $457.16 Insurance $2,843.00 $3,468.00 Concessions $204.33 $3,953.82 Concessions - Beer $0.00 $745.10 Office Supplies $35.67 $232.06 Operating Expenses $2,492.17 $8,080.02 Maintenance Repair $522.60 $2,384.00 Misc $3,305.16 $3,787.86 Tree Removal $0.00 $905.25 Expenditures for October $13,438.07 $61,304.78 Operating Rev Over Expend -$8,238.82 $38,241.78 Capital Expenditures $2,581.75 $31,518.75 CASHILL/SPALDING July/Aug/Sept/Oct 2006 $55,159.44 $2,799.38 $9,694.18 $54,183.34 $121,836.34 $367.04 $4,521.79 $4,054.63 $42,313.69 $216.69 $2,436.65 $1,107.84 $4,195.65 $65,683.64 $56,152.70 City of Mendota Heights November 8, 2007 Memo to: Parks and Recreation Commission & Assistant to City Administrator From: Guy Kullander, Operations and Projects Manager S< Subject: Council Action on Commission Recommendations BACKGROUND: At the October meeting the Commission approved three improvement projects, from the Parks Five Year (2008thru20>2) Capita//mprovementP/an, scheduled for completion in 2008 and directed staff to present the proposed projects including funding recommendations to the City Council for approval. DISCUSSION: Staff presented Commission's recommendations at the October 20th, 2007 regularly scheduled City Council meeting (see attached minutes). Playground Replacement at Roger's Lake Park: Work required: Remove old CCA treated border timbers and pea rock surfacing at both playground areas. Remove all play components except large swings. Add new play components to easterly play area. Enclose play area and swing area with recycled border timbers, install drain tile and 12" shredded wood safety surfacing (provides full accessibility to all play components). Budget: $58,000.00 (Commission recommendation: $5,000 from Park Maintenance Budget, $26,500 from Special Park Fund and $26,500 from Cell Tower Fund) Council Action: Approved Bid Award to Earl F. Anderson for project as presented and requested "neighborhood" be invited to Informational Open House at February 2008 Commission meeting. Backstop & Outfield Fence at Hagstrom-King Park: Work required: Remove existing backstop. Install new higher backstop with safety netting over home plate. Excavate 15 foot wide strip by 6 inches deep along inside of proposed outfield fence. Install 15 foot wide ag- lime safety / warning surfacing. Install 8 foot high outfield fence (no side line fence proposed). Budget: $34,000.00 - working estimate (Commission recommendation: 50% of final costs from Special Park Fund and 50% from Cell Tower Fund) Council Action: Approved project concept as presented with following requirements: 1. Bid project with option for outfield fence fabric in either galvanized or clad (green or black in color) 2. Invite neighborhood to Informational Open House at February 2008 Commission meeting 3. Return to City Council at second meeting in February for final project review and bid award. Construct Multi -Use Field at Friendly Marsh Park: Requested: Concept approval and direction to Engineering staff to prepare Feasibility Study (costs, etc) Work required: Re -grade 200 x 400 foot area in Friendly Marsh Park (formerly used as archery range) to be used as a full-sized football, soccer, or lacrosse field. Also establish parking area(s) to accommodate up to 50 vehicles. Provide basic site amenities, but no irrigation or field lighting systems. Budget: $80,000 to $120,000 - working estimate (50% funded from Special Park Fund and 50% from Cell Tower Fund or other funding source) Council Action: Timing of this project was "premature". On-going planning efforts to "upgrade/enhance" Mendota Plaza and possible future Dakota County senior housing expansion have not been determined. Viable ball field facility would require additional road access to parking area(s) and existing Apache Street would not be primary access to the site - parking area(s) must be paved. RECOMMENDATION: Hold an "Informational Open House" for residents in the Roger's Lake Park and Hagstrom-King Park areas at the February 2008 Commission meeting to seek. additional "input and opinions" on the proposed improvements from residents, especially regarding the type/color of the outfield fence in Hagstrom-King Park. ACTION REQUIRED: If the Commission wishes to accept the recommendation, direct staff to mail invitations / notices to residents or user group(s) of the parks scheduled for improvements in 2008. October 16, 2007 Page 1 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, October 16, 2007 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:30 o'clock p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Huber called the meeting to order at 7:30 p.m. The following members were present: Councilmembers Duggan, Krebsbach, Schneeman and Vitelli. October 16, 2007 Page 4 BID AWARD Operations and Projects Coordinator Guy Kullander introduced proposed play equipment upgrades in Roger's Lake Park. Mr. Kullander shared photos of the existing timbers that line the playground, which are beginning to splinter and decompose. Mr. Kullander said the existing play equipment is structurally sound, and is grandfathered in and does not need to conform to current standards and safety guidelines. The cost to replace the timbers is estimated at $8,000 to $10,000. The Park and Recreation Commission looked at replacing the play equipment, because it is 18 years old, with a newer type of equipment that consists of cabling and thicker elements. The idea is to save the existing swing sets which are still in very good condition, take out and replace the old border, take out old wood fiber chips and replace them, save the existing equipment and add the newer equipment. Mr. Kullander said this whole area is also handicap accessible. The Park and Recreation Commission has recommended the funding come from the Park Maintenance Budget ($5,000), Special Park Fund ($26,500) and the Cell Tower Fund ($26,500). Mr. Kullander said the equipment will come from Earl F Anderson, which has proven to be very durable equipment, as is the existing playground equipment which was also purchased from this vendor. Ayes: 5 Nays: 0 October 16, 2007 Page 5 Councilmember Krebsbach asked how much usage this park gets. Mr. Kullander said this is not a typical neighborhood park, but one that has a fishing dock, and most people drive here to use the park. Large gatherings are usually held at this park. Councilmember Schneeman said she was told by a young man that the skate park is the best kept secret in the Twin Cities, and is well used by residents of Mendota Heights as well as other communities in the area. Councilmember Duggan moved to award the bid for the Roger's Lake Park Playground Improvements to Earl F Anderson, for the amount not to exceed $58,000.00. Councilmember Schneeman seconded the motion. October 16, 2007 Page 7 HAGSTROM-KING PARK Mr. Kullander reviewed a proposal to install fencing around a ballfield at Hagstrom-King Park in 2008. The Parks and Recreation Commission voted 5-0 to recommend the City Council direct Staff to prepare plans, specifications, and contract documents seeking bids for this project. The estimated total for this project is $34,000 including 10% contingency. Councilmember Duggan said he believes if he were a resident in this area, he would be uncomfortable with the 8 - ft. fence, and would consider a 6 -ft. fence reasonable. Councilmember Duggan said he would like to allow the neighborhood to review this proposal and get some feedback from them. Councilmember Vitelli said Staff could get proposals for both 6 -ft and 8 -ft fences, and then have a resident meeting. Mr. Kullander said the Park and Recreation Commission has been planning on having an open house for a combination of Rogers Lake Park proposed improvements, as well as the Hagstrom-King and Friendly Hill Marsh Park. Mr. Kullander explained how the 8 -ft fence would be safer in deterring people from jumping up to catch a ball, or climbing over the fence. With a 4 -ft. or 6 -ft fence, special padding would be needed and that would be more expensive than October 16, 2007 Page 8 putting in the 8 -ft fence. Mr. Kullander said there are also options with galvanized, green vinyl or black vinyl. Councilmember Krebsbach moved approval to direct Staff to obtain bids for both 6 -ft and 8 -ft heights. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 FRIENDLY MARSH PARK Mr. Kullander reviewed an aerial view of Marsh Park and reviewed a concept plan to construct a new football field. The Public Works maintenance crew feels a new field would help allow other fields to "rest" for turf rehabilitation. Other uses considered were for Lacrosse and Soccer. Mr. Kullander said this park is the only one that has the needed size, and this park would incur the least disruption. Councilmember Duggan asked where this park is on the priority list. Mr. Kullander said it was on the list of 37 and when splitting up for several different projects over the next five years, this park was rated near the top. Councilmember Duggan said $80,000 used to develop this park is a lot of money. Mayor Huber said with paving the parking lot, it could be about $100,000. Councilmember Krebsbach said there would also be a need for maintenance in this park. Mr. Kullander said city workers are already mowing it. Councilmember Krebsbach said this is something the community needs to discuss further. Mr. Kullander said Staff would like to proceed with a feasibility study to come up with a firm cost estimate. This would be available for the open house to better answer resident's questions. Mayor Huber said such improvernents would most likely add traffic to an otherwise quiet street, and residents on Apache may be concerned. Mayor Huber said he wonders if there is a real need here before the City gets the residents worked up. Councilmember Krebsbach said it is important to consider the character of the neighborhood, and expressed some concerns about the relationship with nearby Mendota Plaza. October 16, 2007 Page 9 Councilmember Krebsbach suggested this plan be put on hold until after the work on Mendota Plaza is finished. Mr. Kullander said that would give opportunity to work with the plans for Mendota Plaza and any CDA future development. Councilmember Vitelli said he would recommend that the Park and Recreation Commission bring forth more compelling data on the need for this work. PARK & REC COMMISSION Mayor Huber commended Commissioner Brian Hallman on the contributions he has made to the Parks and Recreation Commission, but stated that because of his scheduling conflicts as an MHAA coach, the commission recommended that Mr. Hallman be dismissed from the commission. Councilmember Duggan moved to open the position on the Park and Recreation Commission, dismissing Commissioner Brian Hallman as recommended, and to direct Staff to send a letter to Mr. Hallman, and to advertise for the vacancy. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 City of Mendota Heights MEMORANDUM November 7, 2007 Memo to: Parks and Recreation Commission & Assistant to City Administrator From: Guy Kullander, Operations & Projects CoordinatorZw Subject: "You Are Here" Park Sian BACKGROUND: Several years ago the Parks and Recreation Commission expressed a desire to install informational signs in City parks that would contain a colored map (24" x 36") of the City's parks and trails along -with park related ordinances (leash laws), rules (prohibit motor vehicles) and general information (park hours, emergency numbers, etc). The Commission recommended, in the Parks Five Year Capital Improvement Plan, a working budget of $6,000.00 for this effort. DISCUSSION: The Commission supported a staff recommendation that the proposed signs be assembled by employees of the Public Works Department assigned to park maintenance. John Boland developed a design concept and he and Parks Leadsperson Terry Blum purchased materials and assembled a prototype for review by the Commission. Approximate cost of materials for the prototype was approximately $500.00 (twelve or more signs are possible with a budget of $6,000.00). If the Commission approves of the prototype design (which will be on display outside of the main entrance to City offices on Tuesday night) Public Works will purchase materials and assemble additional signs during "slow or down periods" (when not clearing snow or maintaining skating rinks) during the winter months and install the signs next spring/summer in parks at locations to be approved by the Commission. RECOMMENDATION: Examine the design and materials used to construct the prototype sign. ACTION REQUIRED: If the Commission approves of the prototype sign, make a recommendation to City Council for authorization of the expenditure of up to $6,000.00 from the Special Park Fund for the purchase of sign components and materials, with Council direction to the Public Works Park Maintenance staff that this task is not a priority, but one to be completed on an "as time allows basis". City of Mendota Heights MEMORANDUM November 7, 2007 Memo to: Parks and Recreation Commission & Assistant to City Administrator From: Guy Kullander, Operations & Projects Manager Ale Subject: Pilot Knob Phase 2 - Management and Restoration Plan BACKGROUND: Great River Greening, at the direction of the City Council, has prepared a Management and Restoration Plan for the fifteen acre Pilot Knob Phase 2 site that will be purchased by the City in late December, 2007. With the assistance from the Trust for Public Lands the City Council has applied for, and been successful in obtaining, three funding grants from the Minnesota Department of Natural Resources and one from the Dakota County Farmland and Natural Area Program. Adoption and commitment to future funding for maintenance of the site by the City is a requirement of the grants applied for. Once the management plan is adopted by the City Council it will be distributed to the various grant programs for review and if approved the grant agency will release funds to be used to purchase the site. DISCUSSION: Attached is the Draft Final Management and Restoration Plan prepared by Great River Greening. GRG will make a formal presentation to the Commission and entertain comments, suggestions or revisions, that if approved by the Commission, will be in the Final Plan presented at the Public Hearing to be held at next Tuesday's City Council meeting. 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BUSINESS CONCEPT.........................................................................................................2 B. SCOPE OF PRODUCTS AND SERVICES................................................................................2 C. COMPETITIVE ADVANTAGE.................................................................................................2 D. GEOGRAPHIC MARKETS ............ ........................................................................................ 2 E. USER AND CUSTOMER GROUPS.........................................................................................2 F. DISTRIBUTION CHANNELS..................................................................................................2 G. KEY COMPETITORS...........................................................................................................2 H. ORGANIZATIONAL STRUCTURE...........................................................................................3 2007 ROUNDS PLAYED....................................................................................................3 2007 REVENUE/EXPENDITURES AND CAPITAL EXPENSES.....................................3 A. CASH FLOW......................................................................................................................3 B. CAPITAL EXPENSES..........................................................................................................4 IV. ANALYSIS OF 2007.......................................................................................................5 V. FEE ANALYSIS.......................................................................................:..........................5 Mendota Heights Par 3 Annual Report 2007 1 DRAFT I. Par 3 Golf Course Business Profile A. Business Concept The Mendota Heights Par 3 (Par 3) is a self-supporting enterprise. Revenues generated by the course as well as retained earnings pay for all expenses including depreciation, equipment replacement, and capital improvements. The Par 3 is a seasonal facility, generally opening in Mid -April and closing in Mid -November. B. Scope of Products and Services The Par 3 offers a quality par three public golf course with a simple layout. Primary users are local youth, including Parks and Recreation programs from the neighboring communities, as well as adult and corporate league play. Open play draws customers of all ages from the City and surrounding communities. C. Competitive Advantage The Par 3's competitive advantage is rooted in its community-based focus, low level of difficulty and central location. The course is easy to find from all directions. Shorter than most Par 3 courses, the Par 3 provides a welcome environment for beginners, and a quick round for experienced players. Having been in the community since 1961, the course has strong sentimental value for customers who learned to play on the course as kids. D. Geographic Markets Communities within five miles of Mendota Heights are the P3's primary geographic market. Secondary markets include other communities within the metro area, but primarily within a 20 - mile radius. All public play golf courses located within the 494/694 metropolitan loop are government owned facilities. E. User and Customer Groups Leagues and lessons are a significant portion of the P3 customer base, but open play has historically been the focus of this business. There is rarely a time in the week when walk-up customers are unable to get on the course with little delay. Tournaments and parties help to fill the course on several Saturdays during the prime part of the season (May through September). F. Distribution Channels The Golf Course Manager is the primary staff person responsible for developing leads to generate business, making customer contacts, developing relationships and marketing the facility. G. Key Competitors There are a handful of Par 3/executive courses in the P3 primary market area, including Thompson Oaks, Lost Spur, and Inverwood Par 3 courses. There are also a number of regulation 9 -hole courses. The greatest competition for golfers comes during midday hours, weekend hours and the slower early spring and fall seasons. Mendota Heights Par 3 Annual Report 2007 2 DRAFT H. Organizational Structure The Par 3 is a publicly owned facility supported by its own revenue stream. The course is expected to "pay its own way" including capital improvements. It is not anticipated that Mendota Heights general tax dollars will be necessary to support the facility. Operations are administered as an enterprise fund, overseen by the Assistant to the City Administrator. A part- time Golf Course Manager oversees day to day operations at the course. Part time staff covers clubhouse, ranger and maintenance shifts. Recommendations are made by the Parks and Recreation Commission to the City Council regarding policies which direct the operation and use of the golf course. 11. 2007 Rounds Played The P3 experienced approximately 15,000 rounds played this year on 203 days of operation, with a majority of those rounds going to open golf. Of the 15,000 rounds, 10,000 were played on weekdays and 5,000 were played on weekends. Mendota Heights Par 3 Approximate Rounds 2007 111.2007 Revenue/Expenditures and Capital Expenses A. Cash Flow The City of Mendota Heights assumed operations at the P3 starting on June 28, 2007. The following table depicts operational revenues and expenditures. Revenues: 6128107 -10131107 Cash ilI/Spaulding 7106 -10-06 Green Fees $62,031.52 $55,159.44 Rentals/Supplies $3,068.84 $2,799.38 Concessions $6,906.27 $9,694.18 Beer $1,577.93 *included in concessions Mendota Heights Par 3 Annual Report 2007 3 1T7_1&A Recreation Programs $25,962.00 $54,183.34 Total Revenue: $99,546.56 $121,836.34 Asphalt Repair $2,581.75 #4 Tee Repair Expenditures: St. Paul Water $8,500.00 *yet to be invoiced Rentals $763.56 $367.04 Professional Services $1,594.50 $4,521.79 Utilities $2,949.05 $4,054.63 Payroll Costs $31,984.40 $42,313.69 Rubbish Service $457.16 $216.69 Insurance $3,468.00 Concessions $3,953.84 $6,469.66 Concessions — beer $745.10 Office Supplies $232.06 Operating Expenses $8,080.02 $2,436.65 Maintenance Repair $2,384.00 $1,107.84 Miscellaneous $3,787.86 $4,195.65 Tree Removal $905.25 Total Expenditures $61,304.78 $65,683.64 Operating Rev Over Expend $38,241.78 $56,152.70 Notes on Revenues and Expenditures: The difference in recreation revenue is very likely the result of Eagan Parks and Recreation not advertising programs in spring/winter publications. Operating expenses for 2007 includes the purchase of an aerator, equipment rental, purchase of sand for aerating and chemicals — aerating and chemical application were neglected in previous ownership. The "miscellaneous" line item includes property taxes for a portion of 2007, which will not be an expense for the course in future years. B. Capital Expenses Start $69,234.43 (in referendum) Utility Cart $6390.00 Water Service $22,547.00 Asphalt Repair $2,581.75 #4 Tee Repair $2,485.00 St. Paul Water $8,500.00 *yet to be invoiced Fire Sprinklers $16,365.00 Total: $58,868.75 Remaining: $10,365.68 Capital expenses in 2008 are anticipated to be greatly reduced. It is anticipated that the rough mower will need to be replaced, which could cost $6,000 for used, or $19,000 for a new machine. Clubhouse repairs are the other capital expense, with siding, windows, doors and carpet all in poor condition at the end of 2007. Mendota Heights Par 3 Annual Report 2007 4 DRAFT IV. Analysis of 2007 The 2007 golf season at the P3 started with much uncertainty, as the owners at the time did not intend to even open the course. As a result, the City of Eagan did not publicize recreation programs which were to be held at the P3. This resulted in lower Jr. League attendance, as well as lower enrollment numbers in lessons from Eagan youth. Even with this significant loss in revenue, the course managed to operate at a net profit, slightly exceeding the estimated profit of $30,000. Greens fees for July -October were actually slightly ahead of 2006, likely a result of the significant press and public debate of the course as a result of the referendum process. The primary goals for 2007 were to maintain operations as close to normal as possible, and to address safety and code concerns on the course. For 2008 and beyond, goals should be adjusted to a more proactive approach: build the customer base, and to improve upon the quality of the golf experience. These goals are simple and achievable, depending upon having the right staff in place. In order to build the customer base, we need to better utilize the available tee times. A more proactive golf course manager should be able to attract another league, and perhaps more special events to better use the available greens times without eliminating the opportunity to service the casual walk-up customer. Jr. Golf Camps, Jr. Golf Leagues and both individual and group lessons are being adjusted to allow greater flexibility in scheduling which should have a positive impact on participation in those programs. The quality of the golf experience can be improved through a number of simple actions. While the status of the golf course was in flux, a number of basic maintenance issues were postponed. Having staff that could rejuvenate the bunkers would improve both golf play and aesthetics of the course. Similarly, maintaining benches, tee markers and signs, and keeping up with landscaping around the clubhouse would go a long way to improve perceptions of the course — there is a fine line between quaint or rustic, and unkempt. V. Fee Analysis (Fee analysis is currently in process.) Mendota Heights Par 3 Annual Report 2007 5 DRAFT Mendota Heights Par 3 Financial Statement Policy DRAFT The Mendota Heights Par 3 golf course (Par 3) is a wholly owned enterprise of the City of Mendota Heights (City). The Par 3 will have financial statements prepared in accordance with generally accepted accounting principles. Also the financial statements will be compiled consistent with established managerial accounting concepts. This policy describes these principles and concepts for the Par 3 financial statements. o A monthly cash flow financial statement will be prepared showing revenues, expenses, capital expenditures and cash balance. This statement will be distributed to City staff, City Council, and the Parks & Recreation Commission. The cash flow statement will be used for planning and decision making for the Par 3. o Revenues will include all cash receipts from the Par 3 operations including green fees, equipment rentals, concessions and recreation programs. Any miscellaneous revenues generated by the Par 3 will also be included in the financial statements. o Expenses will include only direct expenses incurred by the Par 3. The largest direct expense will normally be wages. Direct operating expenses will also be included in the cash flow statement. o Direct expenses will include an allocation for the Assistant to the City Administrator for administration and Finance Director for accounting services. Legal and Engineering fees directly related to the Par 3 will be charged against operations. o The following people have responsibility for operating the Par 3 and have the following authority for expenditures: Superintendent can authorize expenditures up to $500 City Administrator up to $2,500 with quotes City Council for expenditures over $2,500. o Common costs from the City of Mendota Heights will not be allocated to the Par 3 because this is not done for other segments of the City's operation. Also allocation of these expenses would be arbitrary and would not accurately reflect the operations of the Par3. Common costs include City Administrator. o Capital expenditures directly for the Par 3 will be recorded in its financial statement. A five year plan will be made for capital expenditures which will be reviewed by the Parks & Recreation Commission on an annual basis. o A $40,000 cash reserve will be accumulated for unexpected expenditures of the Par 3. The reserve will be established over a three year period. If long term plans for the Par Mendota Heights Par 3 Policies DRAFT DRAFT 3 include any significant improvements for the course, then the reserve can be increased. o In addition to the cash flow statement described above, the Par 3 will have a separate statement of financial position (balance sheet) and a statement of revenues and expenses (income statement) prepared annually on an accrual basis in conjunction with the annual certified audit for the City of Mendota Heights. Any changes to this policy must be communicated to the City Council and Park & Recreation Commission before the changes are implemented. Mendota Heights Par 3 Policies DRAFT Mendota Heights Par 3 Cash Management Policy DRAFT The following policy outlines the process for handling cash at the Mendota Heights Par 3. Because the amounts can vary greatly from day to day and shift to shift, it is extremely important that the same process be used daily, to ensure accountability. Before your Shift: At the start of your shift, there should be $150 in the safe, for the cash register. Additionally, there should be $200 in change available to you: Pennies $ Nickels $ Dimes $ Quarters $ 1's $ 5's $ 10's $ $200.00 At the start of your shift, you should count your starting money, and sign off on the balance on the Cash Reconciliation Sheet. During Your Shift: Ring each round, including rounds played on free passes. Make sure to collect either the cash, check or pass for each round registered, otherwise your drawer will be short at the end of your shift. No refunds are to be given — a pass can be provided for rain -outs. Rain -out policy 0. Free Passes Buttons — please be sure to code each purchase made — this is critical to our ability to stock the products that our customers want. Employees may purchase food items at the concession stand at'/2 price, and are provided one free round of golf per shift — which must be played on the same day, not during the shift. End of Your Shift: "Zero Out" register Utilizing the Cash Reconciliation Sheet, count out checks and all currency. Your cash on hand, checks on hand, and passes on hand should equal the total sales. o Count out $150 for the cash register for the next shift Mendota Heights Par 3 Policies Page 1 of 2 _L: _ -A DRAFT o Count out $200 in change for the safe o Place cash, checks, passes and invoices you have received during your shift into an envelope with the date and shift worked, and place the envelop into the drop -safe. Where it Goes From There: The Golf Course Manager will collect the envelopes at least twice each week. The Manager will review the Cash Reconciliation Sheet from each shift and review all invoices. The envelopes will be brought to City Hall, where the Manager will place the envelopes into a locked bank bag, and provide the bag to Front Desk Staff at City Hall, who will place the locked bag into the vault. City finance staff will review Cash Reconciliation Sheets from each shift and keep track of overages/shortages, prepare a deposit, and code all expenses and revenues. Finance Staff will make the deposit and record our expenses and revenues for tracking purposes. Mendota Heights Par 3 Policies Page 2 of 2