Parks and Rec Commission City Impact

[Patrick Solana Walkinshaw]

Steve,

It wasn't clear at the meeting but I understand through a second hand source that I'm to work with you in determining what impact the implementation of a Commission would have on city staff and finances.  I know you are busy so I'll start the process with some of my thoughts.

 

Here is my take on the impact after reviewing the code.

1.  The Commission is required to keep minutes and records of decisions made.  I propose that one of the Commission members serve as clerk and perform the required documentation and then file them with the City clerk.  Cost: minimal city clerk time (does this need to be quantified?) and photocopying of minutes/agendas

 

2.  The Commission would meet in a city facility. Cost: minimal electricity/heating costs.

 

3. The Commission would have its own account as part of the general fund.  The management of the money would be through the finance department.  Cost: Staff time, minimal with volunteer support (a commissioner as treasurer).

 

4.  The Commission will want to publicize activites to the public.  It will have a website and post fliers  Cost: webmasters time (volunteer could help here) and printing costs.

 

5.  Commission/city supported recreational activies will be covered under the city's insurance policy.  I am unclear whether this will result in an increase in premiums.  Could you research this or authorize me to talk to the insurance company?  Cost: Unclear.

 

6. The Commission will present reports and proposals to the City Council.  Cost:  Council time.

 

7.  Park and facilities maintenance will continue at current rates (Do you have this number?).  Any upgrades would be funded out of the Commission's fund.   Cost: none.

 

Final Thoughts:  While there will be an unavoidable impact of staff and council time because of the fact that we will be a city commission, the Commission can raise funds to cover the fixed costs of doing business.  At this point in time I don't anticpate the Commission asking the city to cover any costs of running rec programs, all of programs would be funded by user fees, donations, or grants.

 

I will be out of town from 4/20-5/4 but will be available to appeat at the May 5th council meeting.  Can you put the proposal on the agenda.  Please forward this info to the incoming city manager when he arrives.

 

Let me know how I can help to keep this process moving forward.

 

Thanks,

Patrick Solana Walkinshaw

patr...@nushtel.com

842-3738

[Jody Seitz]

Hi Patrick,

 

You will actually be working with Don Moore, the new interim manager, who should be here early next week, probably Monday.

 

One other impact will be with grant reporting.  Usually grantors require information that city staff will need to provide to the grant writer and the grant will require quarterly reports which are done by our finance staff. Any grants that go through the city have to be archived and reported on so that we pass our audits.

 

I don’t know how much time that will require. It depends on the type of grant. Anita Fuller is the best one to estimate that cost to her time.  Also – any grant solicitations have to first be coordinated with Anita to determine any fiscal impact.

 

Jody

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