WORKSHOP ITEM Michelle Wolfe, City Manager
Title
SUMMER PARK AND RECREATION PROGRAMS AND FACILITIES
Background
Below is a discussion of various summer recreation programs and facilities. Staff’s goal is to provide as much information to City Council as possible. Staff is continuing to gather information and data and will advise Council of updates as they are available.
FACTORS FOR CONSIDERATION
• Is the action allowed under current Executive Order(s) and/or any other applicable laws or regulations?
• Is the city able to offer the program/open the facility in a manner that is
o Safe for participants/users
o Safe for employees
• Is there funding available, and are there resources (for example, seasonal staffing) available, to take this action? Does the action being considered conflict with other priorities or programs? A decision to fund any of the programs being considered below is a decision to forego funding of another (possibly higher) priority.
• Are there additional service level impacts to consider? (Example: Making a decision to open a facility require parks maintenance staff. However, without hiring additional seasonal help, mowing of parks and public property will be done less frequently.)
Playgrounds
Status: As discussed with Council on May 4, playgrounds will be re-opened. On May 6 staff removed the yellow caution tape and took down the current signs that indicate closure. Staff is posting new signs - please see the attached image of the new signs. The new playground advisory sign was also posted on social media and the city website.
History: This decision was made and implemented after consultation with City Council. At no time were parks closed. Only playground equipment as marked as “closed”. Factors in the decision were citizen complaints and reports of unsafe practices and large gatherings at playgrounds.
Impacts: Crew of 10-11 full day to put up tape and signs; half day of administrative support time to make signs; Approximately a half day of work to remove the tape and current signs. Small cost for sign materials.
Financial Impact - Little marginal costs if maintenance can be done within the framework of full-time staffing (no seasonal staffing).
Messaging: Closures of playgrounds are not required under the Governor’s Executive Orders. Signage will provide information regarding the risk of using the equipment, and advise that the equipment is not cleaned or sanitized. Website and social media will be updated.
COUNCIL SUPPORTED REOPENING THE PLAYGROUNDS
Fireworks
Status: As discussed with City Council at previous workshops, the funding source for the fireworks is no longer available. Council supported the prioritization of remaining charitable gambling funds for food shelves and emergency shelters. If another funding source is identified, there is potential for fireworks to occur at a later date. Currently a fireworks display with a large gathering of people would not be allowed under current executive orders; it is unclear when that opportunity will be available. Council can consider a tentative alternative date.
Impacts: If the city proceeds with a fireworks event, the cost is $35,000. Parks and Rec staff coordinate the event. Public Works sets up the base and removes it after, and conducts clean up after the event, involving about ½ day of work for 15-20 staff (including seasonal). The police department assigns 6 officers for traffic control. CSOs are also assigned; we currently have three vacancies and are not planning to fill the positions until funding is more certain.
Financial Impact - If a dedicated funding source is found for a fireworks celebration, then funding for a fireworks display itself is cost-neutral. There would be roughly $2,000-$2,500 in costs incurred for Public Works crews to set up and tear down for the event, plus an additional $1,500 for police officers to conduct traffic control.
Messaging: The fireworks are cancelled for the 4th of July, due to the lack of funding for the event.
COUNCIL DIRECTION REQUESTED: CANCEL THE 4TH OF JULY, SELECT AN TENTATIVE ALTERNATIVE DATE DEPENDENT UPON FUNDING
Park Shelter Rentals
Status: Currently under the Stay at Home order, Park Shelters are closed and not available for rent. There is potential to open for rentals depending on future terms of Executive Orders as it relates to gatherings of groups of people. There is not a need to hire additional staffing in order to re-open.
Impacts: In a typical summer, the City could expect to gain $19,000 in revenue from rentals for facilities located at Lakeside Commons Park (LCP), Aquatore Park (2), and Town Square Park. Trash removal occurs 2-3 times per day, performed by two staff members (OT required if on weekends); cleanup is often needed after use of the shelter. Seasonal park attendants often assist renters with any needs they have while on site at LCP; if no seasonal employees are hired, that service would not be available. There may be a need for additional portable toilets at these locations at a cost of $250/month for each set of two. Conversely, if large group rentals are eventually allowed, the city will need to open up the bathroom facilities at Aquatore and Lakeside Commons Park. The city uses a contract service to clean these restrooms at an annualized cost of $7,500. Staff will deep clean the shelters prior to opening them for use.
Financial Impact: For shelters other than the Lakeside Commons shelter (included in the beach summary below) the $11,000 in revenue helps to offset the costs of maintaining the shelter and surrounding park area. The annual cost to maintain a park with a shelter facility is about $25,000.
Messaging: Current messaging regarding closures remains in place until such time that we are able to open the shelters.
COUNCIL DIRECTION REQUESTED: STAFF RECOMMENDS REOPENING THE SHELTERS CONSISTENT WITH STATE EXECUTIVE ORDERS, PRIMARILY AS IT RELATES TO LARGE GROUP GATHERING LIMITS
Summer Rec Programs
Status: In-person programs have been cancelled through May 31 due to the Stay at Home Order. Staff has started to develop or collaborate with current vendors on virtual programs. A few programs are already being offered and additional programs are being developed. In-person programs require close interaction with participants and it would be difficult to ensure safe COVID-19 practices for staff and participants. In many cases there is also equipment used that would require frequent cleaning and sanitizing. Hiring of seasonal staff would reduce overall general fund cost savings opportunities. The staff recommendation is to cancel in-person programming for the summer and develop as many alternative virtual programs as feasible. If circumstances and funding allow, in-person programming can be phased back into place.
History: Parks and Recreation typically hires 50 seasonal staff to conduct the many summer recreation programs annually offered by the department. The hiring process was well underway when the hiring freeze was implemented due to future revenue concerns. Staff informed seasonal staff candidates that the city is on a hiring freeze; many may seek other employment opportunities.
Impacts: A decision to offer in-person programs would require a minimum of two (2) weeks to finish the hiring process, conduct training, confirm registration, and secure program materials. Additional costs would be undertaken for program supplies and equipment.
Financial Impacts - Youth Programs are operated at a net cost to the City of about $125,000 annually, while Adult Programs provide net revenue of about $40,000 annually. (NOTE - neither of these figures include the full-time staff costs allocated to these programs.)
Messaging: Residents have already been notified regarding program cancellations to date. Future messaging would focus on those programs the city is able to offer. If additional in-person programs are canceled, staff will notify and refund program participants.
COUNCIL DIRECTION REQUESTED: STAFF RECOMMENDS OFFERING ALTERNATIVE VIRTUAL PROGRAMMING FOR SUMMER 2020 WHICH CAN BE OFFERED WITHOUT HIRING SEASONAL EMPLOYEES AND WITHOUT A NET COST TO THE CITY.
Beach
Status: The beach is currently closed due to (1) timing - it does not open annually until Memorial Day weekend; and (2) the Stay at Home order. A decision about the future opening of the beach has not been made.
History: Operating the beach and Lakeside Commons Park has, on average, resulted in a net cost to the City of $52,000 (2018/2019 data).
Impacts: Parks and Recreation hires 10 seasonal park attendants annually to operate the beach. Public Works (1 full time employee, 1 seasonal employee) conducts daily grooming of the beach, trash removal, weekly mowing, and connector trail maintenance. An additional cost in 2020 would be PPE and cleaning supplies. The beach area itself is 1.5 acres and daily attendance ranges from 300 to over 550 people. It would be difficult to ensure safe distancing and other COVID-19 safe practices for attendees and employees. Due to closure of other area beaches and pools, attendance could rise above typical numbers, possibly requiring additional staffing resources. If a future Executive Order allows a beach facility to be open, the city would need a minimum of two (2) weeks’ time to hire staff and prepare for opening. This could take longer, and it is possible that both new and returning applicants would not be available/interested. Alternatively, staff could look into a phased opening or partial opening (no boat rentals and concessions). Time would be needed for training staff and preparing the beach for opening, including setting buoys, charging the splash pad, preparing the drinking fountain, shower tower, plus cleaning and opening restrooms, purchasing concessions, and other activities.
Financial Impact - Net cost of $52,000 noted above
COUNCIL DIRECTION REQUESTED: STAFF RECOMMENDS CONSIDERATION OF KEEPING THE BEACH CLOSED UNTIL THE STATE ALLOWS LARGE GATHERINGS AND ALLOWS BEACHES TO BE OPEN. ONCE AN EXECUTIVE ORDER IS ISSUED THAT WOULD POSSIBLY ALLOW FOR OPENING THE BEACH, COUNCIL WOULD BE ASKED TO MEET AND DISCUSS OPTIONS AND TIMING AVAILABLE AT THAT TIME. STAFFING AND FUNDING AVAILABILITY INFORMATION WOULD BE PROVIDED TO COUNCIL, ALONG WITH ANY OTHER INFORMATION RELEVANT TO THE DECISION.
Athletic League Activities
Status: While residents can currently use the parks and fields for small group play, this should be done consistent with the COVID-19 Outdoor Recreation, Facilities and Public Guidelines (attached.) The current executive order specifically notes that league sports are not allowed.
History: Public Works typically hires 10-15 seasonal staff. These staff perform maintenance functions such as seeding and repairing fields, re-lining fields, ag-lime repairs to fields, and mowing. Parks and Recreation hires contractors who serve as umpires for adult softball leagues.
Impacts: Existing Public Works staff do not have the capacity to perform this work at service levels typical during the season. Without hiring seasonal employees, there would be a significant strain on the ability to maintain the fields. However, these service levels may not be as high as a typical season depending on when and how league activities are phased in, and discussions with league association leadership. Time spent on the athletic fields, without hiring seasonal staff, would reduce resources available for other parks maintenance activities citywide, such as mowing the other non-athletic city parks and other city properties. Staff would need 1-2 weeks to develop schedules for use of the fields, field preparation, programming of lights, and possibly hiring of additional staff.
Financial Impact: Annually, the City spends roughly $50,000-$55,000 for seasonal wages to maintain athletic fields. This cost is offset by $17,000 that is collected from leagues to assist in the cost of maintaining fields.
COUNCIL DIRECTION REQUESTED: ONCE LEAGUE PLAY IS ALLOWED BY THE STATE, STAFF WILL IMMEDIATELY MEET WITH LEAGUE LEADERSHIP TO DISCUSS TIMING AND OPTIONS, AND WHICH WILL THEN BE PRESENTED TO CITY COUNCIL AS SOON AS POSSIBLE.
A few final reminders:
• The Finance Director’s current estimates assume no seasonal hires as a cost saving measure. Adding seasonal hires will likely result in cuts and service level impacts in other areas.
• The 2020 budget includes approximately $300,000 for seasonal hiring.
• Facilities never closed and remaining open at this time include parks, trails, the dog park, playgrounds, and tennis/pickle ball/basketball courts.
• Staff has developed a plan for the community gardens, which involves a staggered schedule and limits on the number of people per plot.