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Memo - Presentation of the Recreation Services Annual Report for 2000 MEMORANDUM TO: Honorable Mayor and Members of the City Council THROUGH: Steven C. Mielke, City Manager FROM: Dave Johnson, Director of Recreation Services DATE: August 16, 2001 SUBJECT: Presentation of the Recreation Services Annual Report for 2000 At the August 21 Council meeting, staff will present the Recreation Services Annual Report for the year 2000. While this report is a comprehensive review of multiple services provided by the department, staff will focus the presentation on programs and services which directly impact residents of the City of Hopkins. A copy of the complete Annual Report is attached for the Council's review. Recreational opportunities provided through the Hopkins-Minnetonka Joint Recreation continue to play an integral role in the lives of Hopkins residents. According to 1,893 program evaluations collected over the past year, 91.20/0 of program participants rated their recreational experience as above average to excellent. In 2000, a total of 53,731 people participated in programs offered through the Joint Recreation program. These programs were offered in a cost-effective manner with 660/0 of all program costs being covered by participation fees. This includes non-revenue producing programs such as outdoor ice rink operations, summer playground programs and summer park attendants. While residents appear comfortable with existing program offerings, staff remains proactive in our attempt to provide programs and services that meet the needs of our community's changing demographics. As indicated in our department mission statement and goals, we strive to "provide and promote diversified recreational programs, activities and facilities that will enhance the leisure time needs of the Hopkins-Minnetonka community". The Annual Report is intended to measure the department's progress in meeting the goals and objectives we have established. G:\LORRY\DAVE\CQUNCI L\200 1 \Annual Report Hopkins.rtf Table of Contents Overview 3 Recreational Programming Division 4 Facility Management Division 5 Ice Arena Division 6 Administrative Services Division 6 Senior Services Division 7 Personnel Services 8 Department Highlights 8 Appendices 9 . Program Participation 10 Scholarship Summary 11 . Facility Use Summary 12 Joint Recreation Budget 13 Department Mission Statement 14 Department Organizational Chart 15 Page 2 Overview Recreation Services is pleased to present this annual report for the year 2000. As a reference, this report will detail the Department's major accomplishments for the following areas: Recreational Programming Division Facility Management Division Administrative Services Division Ice Arena Division . Senior Services Division Personnel Services Department Highlights It is staff s hope that the information provided in this annual report will allow the Recreation Services Department to meet our goals and objectives for today, while helping prepare to meet our community's needs for future years. Page 3 RECREATIONAL PROGRAMMING DIVISION Participation Recreation Services provides leisure opportunities to residents of Minnetonka, Hopkins, and in most cases, the surrounding school districts. Recreational offerings are the responsibility of the Department's Hopkins-Minnetonka Recreation Division. Services provided through Hopkins- Minnetonka Recreation come in the form of classes, leagues and special events. A total of 53,731 people, ranging in age from infants to senior citizens, participated in recreational opportunities offered in 2000. The following is a breakdown of participation: Total: 12,402 7,108 (562 Teams) 1,855 32.366 53,731 Programs/Classes Adult Leagues Youth Leagues Events and Activities A detailed summary of program participation is included in appendix A. Scholarship Fund During 2000, 106 scholarships were approved for Hopkins and Minnetonka residents in the amount of$3,519. Revenues generated to fund scholarship requests totaled $8,089. This included a transferred balance of $2,607 from 1999 and $5,482 in donations received throughout 2000. Programs receiving the greatest number of requests for scholarships included swimming lessons (29), Shady Oak Beach permits (14), and youth soccer (10). Hopkins residents accounted for 51.8%, and Minnetonka residents 49.2% of the scholarships granted. The scholarship fund remains financially sound with a balance of $3, 939 transferred to 2001. A detailed summary of the scholarship fund activity is included as appendix B. Proeram Evaluations In 1999, Recreation Services purchased specialized software, which allows the department to conduct customer services evaluations on the programs and services offered. While information is collected for all areas of a program, staff has selected ten key areas, which are included on all relevant evaluations. In 2000, a total of 30 programs were evaluated with 1,893 responses submitted. Of the ten key evaluation areas, eight showed improvement in the percentage of "above average" and "excellent" ratings as compared to 1999. Minnetonka residents accounted for 70.2010 of the evaluations completed in 2000, while Hopkins residents accounted for 25.6% and non-residents 4.3% of the total. Page 4 The following is a summary of the evaluation ratings for 2000, and a comparison to 1999. Hopkins -Minnetonka Recreation 2000 Program Evaluations Number of 0/0 Of Above A verage/Excellent Responses Responses 2000 1999 Organization 1,573 84.8 80.7 Cost 1,795 84.7 80.7 Customer Service 1,110 87.6 82.4 Program 1,645 88.5 91.5 Worthwhile Game Facilities 364 90.6 80.5 Registration Process 993 88.3 86.2 Coaches/Teachers 1,514 91.4 85.6 Program Length 1,079 73.8 85.2 Experience 1 ,401 91.2 85.0 Expectations 1,833 90.0 82.5 Note: Some questions did not apply to certain programs, therefore the number of responses vary. FACILITY MANAGEMENT DIVISION Recreation Services is responsible for the management of eight primary facilities. Areas of responsibility for each facility include staffing, accounts receivable, accounts payable, maintenance, capital upgrades, and scheduling. Facilities of responsibility include the following: Facility Fundin2 Source Shady Oak Beach General Fund (Hopkins and Minnetonka) Lindbergh Center Minnetonka General Fund Art Center of Minnetonka Minnetonka General Fund Minnetonka Community Center Minnetonka General Fund Westridge Pavilion Minnetonka General Fund Glen Lake Activity Center Minnetonka General Fund Minnetonka Ice Arena (Rinks A & B) Enterprise Fund Williston Fitness Center Enterprise Fund Of the eight facilities that Recreation Services is responsible for, only the Ice Arena and Williston Fitness Center are designated as enterprise funds and expected to generate revenues to meet operating expenses. In 2000, both facilities met expectations. Prior to factoring in depreciation, the Ice Arena experienced a net operating profit of $20,942, while the Williston Fitness Center had a net operating profit of $106,137. A detailed comparison of all facilities, including use, revenue and expenditure summaries, is included as appendix C. Page 5 In October of 2000, Recreation Services completed a department reorganization. As a result, Facility Management Division was developed and includes ten regular full- time staff and one regular part-time employee. In November of2000, the Facility Management Division began to occupy new office space within the Minnetonka Community Center. This office space now serves as the central location for all facility needs for the City of Minnetonka. In addition to managing the primary facilities previously listed, the Facility Management Division also supervises summer park services and picnic reservations for both Minnetonka and Hopkins. ICE ARENA DIVISION The Ice Arena Division oversees all aspects of ice arena operations. This division is comprised of three full time, three regular part-time staff, and 17 seasonal employees. In 2000, the two ice arem facilities scheduled a total of 5,395 hours of use. The ice arena operated a total of 327 days in 2000, with an average of 16.5 hours of use per day. Major users of the ice arena's facilities include the Lake Minnetonka Figure Skating Club, Hopkins and Minnetonka High Schools and Hopkins and Minnetonka Youth Hockey Associations. In addition, the City provides skating lessons to participants of all ages and adult hockey leagues. ADMINISTRATIVE SERVICES DIVISION The Administrative Services Division consists of three full-time and three part-time employees. Responsibilities of the division include the processing of accounts payable/receivable, program registration, marketing, payroll services, program evaluations, and all forms of customer service. In 2000, Recreation Services administrative expenses totaled $1,298,645, of which $1,066,031 funded programs and services provided through the Hopkins- Minnetonka Recreation Division. Fees generated from programs and services totaled $701,509, resulting in a net cost of $364,502 to provide joint recreation programs. Based on the Joint Recreation Agreement in place between the two cities, Hopkins was responsible for 33.30/0, or $121,507 and Minnetonka 67% or $243,015 of the total costs for joint recreation programming. A detailed Joint Recreation Budget Summary is included as appendix D. The Administrative Division produced and distributed three program brochures in 2000. Winter/Spring, Summer and Fall brochures were mailed out to 35,000 households in Minnetonka and Hopkins. Employment and payroll services were performed through the Administrative Division for 166 regular and seasonal employees, and approximately 300 contractual employees such as sports officials and special services providers. Page 6 SENIOR SERVICES DIVISION The Minnetonka Senior Services Division coordinates a multi-purpose Senior Center program, utilizing 300 volunteers, who together donate 18,000 hours a year. About 4,000 participants per year use at least one center service. The goals of the center are: to broaden the knowledge and involvement of older residents, to offer diverse programs and services, to promote independent living and to encourage volunteerism. Responsibilities of the division include the transportation program, educatioml classes, health and exercise programs, monthly newsletter, social events, information and referral and a wide variety of services. The 2000 budget was $155,500 and includes items like: transportation program, newsletter, staff, special events etc. Two full time and four half time staff work at the center. A comprehensive three part survey was conducted in the spring using focus groups, evaluations handed out at the senior center and surveys included in the Senior Script newsletter. Comments about programs, offerings and staff were consistently positive across the groups. For example, 95% are satisfied with the programs. 96 % place great value in our programs. What people liked best about the center are the people involved and the good instruction/leaders. There was interest in more computer instruction, more night time programming and transportation. The Senior Services Division works closely with the City of Minnetonka in a variety of ways. One example is the assistance provided in the area of Utility Billing. This monthly project utilizing center volunteers, now in its 10th year, saves the City of Minnetonka about $6,000 per year, based on a recent survey done by the City's Finance Department. Examples of Senior Services offered: Bus Trips:............................................... 33 Charter trips for 614 residents Income Tax: ........................................... 300 households served Foot Care Clinics: ..................................246 appointments Van Rides:.............................................. 5,126 one way rides, using 14 volunteer drivers Defensive Driving Classes:.................... 946 students Total Class Registration Fees: ............... $43,000 Senior Center Classes: ...........................1,871 students for fee based classes. With multiple week classes, there was a turnstile count of 6,911 participants in fee based classes. Special Interest Groups: ......................... 23 different groups meet weekly, with volunteer leadership. Skills Bank: ........................................... 890 jobs and 2,500 hours of work. Senior Dining: ........................................8,975 meals served. Page 7 PERSONNEL SERVICES In 2000, the Recreation Services Department consisted of 19 full-time employees, an increase of four employees from 1999. This increase was due to custodial responsibilities assigned to the department in 2000. In addition to the department's full time employees, four regular part-time employees are also employed to assist with facilities management responsibilities. As part of the operating agreements with local school district's, the City funds a portion of the management salaries for the Art Center (500/0) with the Minnetonka School District and the Lindbergh Center (29%) with the Hopkins School District. The services of two employees to provide the Minnetonka senior program are contracted for Senior Community Services. To assist with program offerings, administrative duties and facility management, 219 seasonal employees were hired in 2000. DEPARTMENT IDGHLIGHTS IN 2000 The Administrative Division worked with Mindsharp to develop a customized software program for youth soccer registrations. Staff later adapted the software for use with the youth basketball program. Development of this new software system allowed for more efficient registration and team design. In July of 2000, Recreation Services assumed the responsibility of custodial operations within the City of Minnetonka. The custodial staff of four employees now reports to the Facility Management Division. Custodial services were previously the responsibility of the Operations & Maintenance Department. In November of 2000, the new Arts Center opened for use. This facility was constructed as a result of a collaborative effort between the City of Minnetonka and the Minnetonka School District. This facility was constructed at a cost of$4,710,000 with the City of Minnetonka contributing $2,440,000 or 51.8% of the total cost. City and community space within the facility will be programmed through the Music Association of Minnetonka (MAM). The City and School District will split estimated annual operating costs at $120,000 on a 50%/50% basis. Page 8 APPENDICES Appendix A.. ............... ..................... ... Program Participation Summary Appendix B ........................................ . Year-End Scholarship Summary Appendix C......................................... Comparison of Facilities Appendix D......................................... Joint Recreation Budget Summary Appendix E........... ........ ..... ........ ......... Recreation Services Organizational Chart Appendix F......................................... Recreation Services Mission & Goals Page 9 Appendix A HOPKINS-MINNETONKA RECREATION 2000 PARTICIPATION SUMMARY PROGRAMS/CLASSES ACTIVITY P ARTICIP ANTS Open Gym Activities Senior Trip s 1,120 Ball Skills 211 Safety Awareness 251 Tennis 540 Golf 306 Gardens 179 Arts & Crafts 78 Baseball/Softball 652 Youth Basketball 170 Exercise/F itness 599 Ice Skating- Hopkins 146 Ice Skating-Minnetonka 1,671 Soccer Camp 102 Swimming! Aquatics 1,332 Volleyball Camp 26 Daily Programs 487 Day Camp 149 Kayaking 80 Playgrounds 305 Shady Oak Beach 2,306 Williston Teen Program 425 Hershey's Track 30 Raspberry Tennis 143 Summer Festival Softball 150 Summer Festival Run 407 Total ProlYrams 12.402 ADULT SPORTS ACTIVITY TEAMS I P ARTICIP ANTS Basketball 44 335 Broomball 23 252 Football 8 96 Hockey 35 525 Softball 206 3,095 Soccer-Indoor 22 242 Soccer-Outdoor 14 253 Volleyball 210 2,310 TOTAL 562 7108 YOUTH SPORTS ACTIVITY P ARTICIP ANlS Basketball 355 Soccer 1,500 TOTAL 1.855 EVENTS/ACTIVITIES ACTIVITY P ARTICIP ANTS Ice Revue 2,248 Kid's Festival 750 Outdoor Ice Rinks 11,341 Summer Festival 16,000 Summer Playgrounds 2,027 TOTAL 32 366 TOTAL PARTICIPATION 53,731 Page 10 Appendix B Scholarship Fund Balance as of December 31,2000 Fall Pro rams Minnetonka: 8 Ho kins: 15 Scholarshi Amount Winter/Spring Programs Scholars hi Fund Pro ram* Minnetonka: $164 $123 Ho kins: $161 $101 Total: $325 $224 Summe r Programs Scholarshi Fund Pro ram* Minnetonka: $546 $512 Ho kins:$601 $558 $1 147 $1 070 Fall Programs Scholars hi Fund Pro ram* Minnetonka: $388 $0 Ho kins: $365 $0 $753 Th h h I hO o 2000 e top tree sc 0 ars IP requests In were: Program Scholarships Granted Total Aquatics 29 $1,105 Youth Soccer 10 $487 Shadv Oak Beach Permits 14 $322 Revenues 2000 Amount transferred from 1999 to 2000 Line Item Budget in 2000 Donations & Revenues received in 2000 or generated from the sales of neon at Summer Festival $2,607 $1,000 $4,482 Total: $8,089 Expenditures 2000 106 scholarships $3,519 ($2,225 from Scholarship Fund; $1,294 from program budgets) $631 $4,150 Neon necklace Total Balance (Amount to be transferred to 2001) $3,939 * Depending on the scholarship request, some programs are able to fund the scholarship out of the program budget without utilizing the Scholarship Fund. 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DEPRECIATION: ~ Contributed property and equipment 104,908 105,647 Purchased property and equipment 64.218 63.478 =III, Total depreciation 169.126 169.125 =- OPERATING LOSS (62,989) (128,030) :II' NONOPERATING REVENUES - Interest on investments 926 611 a LOSS BEFORE OPERATING TRANSFERS (62,063) (127,419) =II OPERATING TRANSFERS OUT (18.000) (16.000) =- NEf LOSS (80,063) (143,419) a REDISTRlBUTION OF DEPRECIATION ON a CONTRIBUTED ASSETS 104.908 105.647 :; INCREASE (DECREASE) IN RETAINED EARNINGS 24,845 (37,772) :; RETAINED EARNINGS AT BEGINNING OF YEAR 481.881 519.653 ,- :;a RETAINED EARNINGS AT END OF YEAR $ 506 726 $ 481 881 ~ :;j . 75 - S APPENDIX C - . . CITY OF MINNETONKA, MINNESOTA II COMPARAnVE STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN RETAINED . EARNINGS - ICE ARENA FUND . YEAR.ENDED DECEMBER 31,2000 2000 1999 . . OPERATING REVENUES - Ice rental charges $ 651,.186 $ 607,489 . OPERATING EXPENSES: . Personal services 301,950 286,890 . Other services and charges 260,904 230,030 Supplies 67 .390 7 1.307 . Total operating expenses 630..244 588.227 OPERATING INCOME BEFORE DEPRECIATION 20,942 19,262 It DEPRECIATION: . Purchased property and equipment 47,859 52,240 . Contributed property and equipment 121.765 121.765 Total depreciation 169.624 174.005 . OPERATING LOSS (148,682) (154,743) . NONOPERATING REVENUES - . Interest on investments 736 611 . LOSS BEFORE OPERATING TRANSFERS (147,946) (154,132) It OPERATING TRANSFERS TO OTHER FUNDS 08.000) 06.000) -= NET LOSS (165,946) (170,132) -= REDISTRIBUTION OF DEPRECIATION ON -= CONTRIBUTED ASSETS 121.765 121.765 . DECREASE IN RETAINED EARNINGS (44,181) (48,367) . RETAINED EARNINGS AT BEGINNlNG OF YEAR 565.962 614.329 . RETAlNED EARNINGS AT END OF YEAR $ 521.781 $ 565 962 . II: It -= 68 II: .. , Appendix D 2000 JOINT RECREATION PROGRAM BUDGET SUMMARY Budget 2000 Actual 2000 Total Recreation Expenses $1,419,100 $1,298,645 Minnetonka Expenses ($274,900) ($232,614) Playgrounds $46,974 Ice Rinks $21,378 Libb's Lake $10,561 Park Attendants $15,156 Lindbergh Center $76,925 Shady Oak Beach (maintenance) $14,286 Adopt A Sign $14,518 Cultural Arts $29,941 Music In Park $2,875 Program Revenue ($792,900) ($701,509) Net Program Cost $351,300 $364,522 Hopkins Share 33.33 % $117,100 $121,507 Minnetonka Share 66.66%. $234,200 $243,015 Invoice 2000 Hopkins Share Credit- Payment Credit Gardens 2000 $121,507 ($117,100) ($1,030) Hopkins Balance/(Credit) $3,377 Page 13 . Appendix F THE DEPARTMENT OF RECREATION SERVICES Our Mission is: To develop, promote and provide recreation opportunities and facilities in anticipation of and in response to the leisure time needs and interests of the Hopkins/Minnetonka Community. To accomplish our mission, we have established the following goals: . To provide quality customer service. . To hire and maintain a staff that is professional in their abilities and responsive to the needs of the public. . To be fiscally responsible. . To strengthen the organization's identity in the community. . To provide and promote diversified recreational programs, activities and facilities that will enhance the leisure time needs of the Hopldns/Minnetonka Community. Page 14