march 3, 2011 parks and recreation

8/7/2019 March 3, 2011 Parks and Recreation

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MINUTESA REGULAR MEETING OF THE CITY PARKS AND RECREATION COMMISSION

HELD THURSDAY, FEBRUARY 3, 2011 AT 6:30 P.M.

IN THE COMMISSION CHAMBERS, 2ND

FLOOR, 400 BOARDMAN AVENUE

TRAVERSE CITY, MICHIGAN 49684

COMMISSIONERS PRESENT: Margaret Szajner, Gary Howe, Rick Shimel, Missy

Luyk, Matt Heiman

COMMISSIONERS ABSENT: Nathan Elkins, Michael Borer

ALSO PRESENT: Robert Cole, Scott Hardy, Lauren Vaughn, Sheila Dodge

Vice Chairperson Gary Howe Presiding

1. ITEM ON THE AGENDA BEING CONSENT CALENDAR

Motion by Luyk, seconded by Heiman, that the following actions as recommended on the

Consent Calendar portion of the Agenda be approved:

a. Consideration of minutes of the January 6, 2011 regular meeting and the minutes of the


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Page three

Parks and Recreation Commission Regular Meeting February 3, 2011

There being no objection, Vice Chairperson Howe declared the meeting adjourned at 8:42 p.m.

Parks and Recreation approved: _______-_______ on March 3, 2011

______________________________Lauren A. Vaughn

Parks and Recreation Superintendent


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PresidentJack Pickard231-499-4665

-GRAND TRA VERSE AREA VETERANS COALITIONountl'....Co"rufe5.. Co ,'tv

P.o. Box 5315 Traverse City, MI 49696-5315.------ .------ ------ ---- ------- -- ------ - --------------February 18,2011

City ofTraverse City Parks Commission / City Commission To Whom It May Concern;As President of the Grand Traverse Area Veterans Coalition I'm requestingto be placed on the agenda for the next Parks Commission meeting. Thenafter their meeting I would like to be placed on the agenda for the followingCity Commission meeting.The items that I would like to present at both meetings are:1. The plans and ideals of the Coalition for phase two of the Grand TraverseArea Veterans Memorial Park. I will be outlining the work that we plan on


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TC Ballzeye

Required Start-Up Funds Amount Totals Depreciation Notes

Fixed AssetsReal Estate-Land -$

Buildings - 20.00 years

Leasehold Improvements 25,000 7.00 years

Equipment 15,000 7.00 years

Furniture and Fixtures 4,000 5.00 years

Vehicles 1,000 5.00 years

Other Fixed Assets 5,000 5.00 years

Total Fixed Assets 50,000

Operating Capital

Pre-Opening Salaries and Wages 20,000

Prepaid Insurance Premiums 1,000Inventory 5,000

Legal and Accounting Fees 500

Rent Deposits

Utility Deposits

Supplies 1,000

Advertising and Promotions 5,000

Licenses 1,000

Other Initial Start-Up Costs 2,200

Working Capital (Cash On Hand) 5,000

Total Operating Capital 40,700

Total Required Funds 90,700$

Sources of Funding Amount Totals Loan Rate Term in Months Monthly Payments

Owner's Equity 20.40% 18,500

Outside Investors 38.59% 35,000

Additional Loans or Debt

Commercial Loan 32.19% 29,200 7.00% 84.00 $440.71

Commercial Mortgage 0.00% - 8.00% 240.00 $0.00

Credit Card Debt 8.82% 8,000 7.00% 60.00 $158.41Vehicle Loans 0.00% - 6.00% 48.00 $0.00

Oth B k D bt 0 00% 5 00% 36 00 $0 00


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25-Feb-11


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TC BallzeyeProjected Sales Forecast

Products and Services Assumptions % Jan Feb Mar Apr May Jun Jul Aug

Product/Service A

Price Per Unit 26.00$ 100.00%

Variable Cost Per Unit 7.00$ 26.92%

Gross Margin Per Unit 19.00$ 73.08%

Projected Unit Sales

Seasonality Factor 0.00% 0.00% 0.00% 0.00% 5.56% 18.06% 41.67% 20.83% 13.89%

Year One - - - - 4,000 13,000 30,000 15,000 10,000

Year Two Growth 10.00% - - - - 4,400 14,300 33,000 16,500 11,000

Year Three Growth 10.00% - - - - 4,840 15,730 36,300 18,150 12,100Overhead Exp Allocation 91.00%

Projected Revenue 1,872,000$

Variable Costs 504,000

Gross Margin 1,368,000

Overhead Expenses 396,248

Profit 971,752 51.91%

Breakeven Sales Revenu 542,233.54$

Breakeven Sales Units 20,855

Product/Service B

Price Per Unit 5.00$ 100.00%

Variable Cost Per Unit 1.80$ 36.00%

Gross Margin Per Unit 3.20$ 64.00%



Year One - - - - 5,560 18,060 41,660 20,830 13,890

Year Two Growth 10.00% - - - - 6,116 19,866 45,826 22,913 15,279

Year Three Growth 10.00% - - - - 6,728 21,853 50,409 25,204 16,807

Overhead Exp Allocation 9.00%

Projected Revenue 500 000$


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25-Feb-11

Totals

100.00%

72,000

79,200

87,120

100.00%

100,000

110,000

121,000


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TC BallzeyeProjected Sales Forecast - Page 2

Products and Services Assumptions % Jan Feb Mar Apr May Jun Jul Aug

Product/Service C

Price Per Unit -$ 100.00%

Variable Cost Per Unit -$ 0.00%

Gross Margin Per Unit -$ 0.00%



Year One - - - - - - - - -

Year Two Growth 10.00% - - - - - - - - -

Year Three Growth 10.00% - - - - - - - - -Overhead Exp Allocation 0.00%

Projected Revenue -$

Variable Costs -

Gross Margin -

Overhead Expenses -

Profit - 0.00%

Breakeven Sales Revenu -$

Breakeven Sales Units -

Product/Service D

Price Per Unit -$ 100.00%

Variable Cost Per Unit -$ 0.00%

Gross Margin Per Unit -$ 0.00%



Year One - - - - - - - - -

Year Two Growth 10.00% - - - - - - - - -

Year Three Growth 10.00% - - - - - - - - -

Overhead Exp Allocation 0.00%

Projected Revenue $


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25-Feb-11

Totals

0.00%

-

-

-

0.00%

-

-

-


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TC BallzeyeCash Receipts and Disbursements

Accounts Receivable Collections

Percent of Collections

0 to 30 days 85.00%

31 to 60 days 10.00%

More than 60 days 5.00%

Total Collections Percentage 100.00%

Accounts Payable Disbursements

Number of Days to Pay Suppliers

0 to 30 days 50.00%

31 to 60 days 35.00%More than 60 days 15.00%

Total Disbursements Percentage 100.00%

Line of Credit Assumptions

Desired Minimum Cash Balance 20,000.00$

Line of Credit Interest Rate 8.00%

Income Tax Assumptions

Effective Income Tax Rate 28.00%

9,500 792

Amortization of Start-Up Expenses 733 61

Amortization Period in Years 3.00 853


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TC BallzeyeBalance Sheet - Year One

Base Period End of Year One

Statement Balances Statement Balances


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TC BallzeyeYear End Summary

Year One % Year Two % Year Thre

Utilities 5,000 5,150 5,30

Total Fixed Business Expenses 190,500 8.03% 267,181 10.24% 234,328

Operating Income (before Other Expenses) 1,315,954 55.48% 1,316,278 50.45% 1,526,779

[EBITDA]

Other Expenses

Amortized Start-up Expenses 10,233 10,233 10,23

Depreciation 7,714 7,714 7,71

InterestCommercial Loan 1,938 1,696 1,43

Commercial Mortgage - - -

Line of Credit 579 0 -

Credit Card Debt 516 416 30

Vehicle Loans - - -

Other Bank Debt - - -

Taxes 365,602 365,923 424,93

Total Other Expenses 386,583 16.30% 385,982 14.79% 444,628

Net Income 929,371 39.18% 930,295 35.65% 1,082,150


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TC BallzeyeBalance Sheet - Year Two

End of Year One End of Year Two



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TC BallzeyeBalance Sheet - Year Three

End of Year Two End of Year Three



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TC BallzeyeFinancial Ratios

Ratio Year One Year Two Year Three RMA Industry Norms

Liquidity

Current Ratio 30.0 69.6 136.3

Quick Ratio 29.2 69.0 136.1

Safety

Debt to Equity Ratio 0.0 0.0 0.0

Debt to Coverage Ratio 28.9 34.2 49.7

Profitability

Sales Growth 0.0% 10.0% 10.0%

COGS to Sales 28.8% 28.8% 28.8%

Gross Profit Margin 71.2% 71.2% 71.2%

SG&A to Sales 15.7% 20.7% 18.0%

Net Profit Margin 39.2% 35.7% 37.7%

Return on Equity 94.6% 48.6% 36.1%

Return on Assets 91.5% 47.9% 35.9%

Owner's Compensation to Sales 1.9% 4.0% 3.7%

Efficiency

Days in Receivables 0.0 0.0 0.0

Accounts Receivable Turnover 0.0 0.0 0.0

Days in Inventory 2.6 2.4 2.2

Inventory Turnover 136.8 150.5 165.5

Sales to Total Assets 2.3 1.3 1.0


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TC BallzeyeBreakeven Analysis

Breakeven Analysis Dollars Percent

Annual Sales Revenue 2,372,000$ 100.00%

Cost of Sales 684,000 28.84%

Gross Margin 1,688,000 71.16%

Salaries and Wages 234,190

Fixed Operating Expenses 201,247

Total Fixed Business Expenses 435,437

Breakeven Sales Calculation 435,437

71.16%

Breakeven Sales in Dollars 611,882$


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mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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From: Russ Soyring

To: [email protected]

Cc: [email protected]; [email protected]; [email protected]

Subject: Parks and Recreation Agenda

Date: 02/17/2011 05:16 PM

Hi Lauren,

I respectably request that a regular agenda item "Bayfront Implementation ActionSteps" be placed on all future Parks and Recreation Commission agendas startingwith the March 3, 2011 agenda. Having this topic regularly discussed at the Parksand Recreation agenda is a suggestion from Chairman Elkins.

At the March 3 meeting, Bryan Crough will be in attendance to discuss the possibilityof applying for grants for the Bayfront.

Here are some current suggestions...which may change as more thought is given:

1. Apply for a Coastal Management Grant for $ 50 K to help fund the studies andengineering for the Public Pier. The Tribe may have an interest in providing the

match, which would be need to be $ 50 K as well. The total cost for the studies andengineering would be $ 333 K. A Fishery Trust Fund may be a source for the balanceof $ 233 K. (This is priority Three, but only includes studies and drawings, anypossible construction is years away) Deadline for request is April 1.

2. Apply for the Passport Recreation Grant for $30 K to help pay for a newbathrooms at Clinch Park. A $ 7.5 K match would be required. (This is priority One)Deadline for request is May 1.
mailto:CN=Russ%20Soyring/OU=City%20Planning/O=GTCmailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:CN=Russ%20Soyring/OU=City%20Planning/O=GTC


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Memorandum The City of Traverse City

TO: Parks and Recreation CommissionersFROM: Lauren VaughnDATE: February 24, 2011

SUBJECT: Naming PolicyAfter requests from Margaret Szajner and my office, the City Commission votedto refer the proposed Naming Policy back to the Parks and RecreationCommission for comment and suggestions. Please review the policy again andbring suggested changes to the meeting next week. We will discuss theseproposed changes and formulate a response to the City Commission. I amincluding a copy of the policy in this packet for you.Areas that seemed to cause concern at our last meeting:

III. F. 1. - Length of time waiting time required before a park or facilitycould be named after a person passes.

III F 2 Definition of significant positive contribution


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CITY OF TRAVERSE CITY NAMING POLICY

FOR PARKS AND OTHER CITY OWNED AND OPERATED FACILITIES

I. Purpose.

The purpose of this naming policy is to set forth a uniform procedure and

guidelines to be utilized in reviewing naming requests for City owned and operated parks

and facilities

II. Process for a Naming Proposal.

A. An application for a naming proposal may be submitted by a City resident,

any City board or commission, by resolution, or any person ororganization proposing to donate a facility or park, or other significant

improvement, or a major financial donation, toward the costs of such park,

facility, or improvements.

B. An application for a naming proposal shall be submitted to the Department

of Public Services on an application form provided by the Department of

Public Services along with the application fee as determined by resolution

of the City Commission. The application shall be reviewed by the

Department of Public Services and such other departments or units of theCity affected for consistency with this Naming Policy. Following the

Departments review, the application shall be forwarded to the Parks and

Recreation Commission along with the Departments recommendation.

C. The Parks and Recreation Commission shall review the application and

hold a public hearing on the proposal with at least 14 days notice of the

public hearing published in the local newspaper and make a

recommendation to the City Commission to approve or deny the request

following the public hearing


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B. The function and purpose of the site, the geographic location and features

of a site, the distinctive natural or geological features of the site, or the

commonly recognized historical significance of a site.

C. Commonly recognized past names used for the site.

D. The wishes of the neighborhood in which the site is located.

E. In naming parks and facilities, considerable weight shall be given to

names that reflect the function of the facility and the geographic location

of a park that gives identity to the neighborhood or community where the

park is located.

F. Parks and facilities may be named for a person or entity subject to thefollowing conditions:

1. If the request is to name a park or a facility for a person, the person

must be deceased for a minimum of 2 years.

2. The person or entity must have made a significant positive

contribution to the park or facility without which the park or

facility may not exist, or in which the individuals or entitys

contributions enhanced a program or facility represented in anextraordinary way.

The application to name a park or facility after an entity or person shall set forth detailed

information providing compelling support for a determination that the person or entity

contributed to the park or facility or enhanced a program or facility as required by this

Section. The[City/Applicant] will bear the cost of the plaque or other monument

indicating the name of the individual or entity for which the park or facility is named.

G As a general rule portions of a park or facility will not have a name otherth th t f th ti t f th k f ilit E ti b


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2. A park or facility that has been acquired, improved, or renovated

with funds from a grant with the condition that the park or facility

be named as required in the grant may be so named pursuant to the

terms of the grant.

IV. Renaming.

In general, renaming of parks and facilities is not appropriate. However,

renaming may be appropriate in recognition of evolving political and social perspectives

and sensitivities provided that such renaming follows the process outlined herein and

meets the naming guidelines set forth herein and is not otherwise prohibited by deed

restriction or other agreement.


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Clancy Park Update for 2011As you may remember from the Capital Improvements project submissions for

fiscal year 2011- 2012, the Clancy Park Phase one improvements and theClancy Park Playground were both placed in the 2012-2013 fiscal year to allowtime for adequate planning and funding opportunities. The process is notcompleted yet so I do not know if the final recommended Capital ImprovementsPlan will contain either of both of these projects and whether they will stay in therecommended year or be moved out farther. In addition, the only projects thatwill be guaranteed funding are those that are approved for the 2011-2012 budgetyear. Those appearing in future years are only plans and hold no fundingguarantee. When this process occurs next year, these projects will faceincreased scrutiny for the small amount of available City capital funding. Prior tonext years budget cycle, we will need to develop a better cost estimate andscope of the project items for Clancy Park.We are being considered for a grant through the State of Michigan ForestryDivision to help with various Emerald Ash Borer projects in the parks. This would

involve one or a combination of: removing infected and at risk trees, treating totry and preserve some of the trees and to plant replacement trees in Clancy orother parks that are affected.One project that we will do this year is to remove the old softball backstop fromthe park. It is not getting much if any use and is becoming unsightly.


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MelTIOrandum The City ofTraverse City

TO: PARKS AND RECREATION COMMISSIOXc/o LAUREN VAUGHNFROM: R. BEN BIFOSS, CITY MANAGER,DATE: JANUARY 31,2011SUBJECT: BAYFRONT PLANNING

Traverse City Light and Power has budgeted approximately $1.5 million for BayfrontImprovements. They propose to use those funds to underground the electrical lines betweenDivision Street and the current eastward terminus as a Bayfront Beautitication Project. L&P hasrequested City input into this project. The Parks and Recreation Commission seems the properBoard tor this review. Please place this matter on a future agenda.The Bayfront planning process seems to lag based on the Parks and Recreation Commission'smonthly meeting schedule. Perhaps they would consider the appointment of a committee thatcould work more closely with City Staff to move this project forward.


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TO: Parks and Recreation CommissionersFROM: Lauren VaughnDATE: February 24, 2011

SUBJECT: Budget Planning for 2011-12 General Fund BudgetIt is that time of year when departments begin to prepare their budget requestsfor 2011-12. I am expecting to receive further instructions from the City Managerregarding what changes he wants to see in next years budget sometime in thenext few days. The budget that I will request will be based on last years budget

and will be essentially the same as I do not think that we will be granted extramoney to increase our budgets.I am enclosing a copy of last years budget for Parks and Recreation andOakwood Cemetery as it appeared in the final City Budget approved in June, foryour review. If you have any questions or suggestions, please jot them downand bring to the meeting.Th h d l i f ll ,


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City of Traverse City, Michigan ,GENERAL FUND

2010-11 Departmental Budgets ,"FY 07/08 FY 08/09 FY 09/10 FY 09/10 FY 10/11Actual Actual Budget Projected Requested

PARKS AND RECREATION DEPARTMENTSalaries and Wages $ 712,001 S 724,056 S 711,500 $ 700,000 $ 752,000Fringe Benefits 247,738 228,850 222,300 216,200 250,700 ,Office/Operation Supplies 47,369 46,826 63,800 55,700 54,800Professional Services 155,897 154,217 149,000 148,000 150,000 ,Communications 5,831 4,319 7,000 6,800 7,000Transportation 43,486 36,713 40,000 33,000 40,000 Professiona l Deve lopment 8,477 12,073 8,000 9,500 12,000Printing and Publishing 1,867 1,588 2,000 1,800 2,000 Insurance and Bonds 14,256 12,950 13,000 13,700 14,000Utilities 94,262 89,428 85,000 84,000 90,000 Repairs and Maintenance 43,842 39,823 41,000 40,000 41,000 Rentals 287,627 276,310 259,200 247,000 288,440Miscellaneous 246 140 300 200 300 Total Parks and Recreation Div. 1,662,899 1,627,293 1,602,100 1,555,900 1,702,240 Personnel Services % ** 66.71% 67.74% 67.62% 68.49% 64.54%**(Includes $ 96,500 in Seasona l Contract Labor for the 2010-11 requested budget) F.T.E. Employees = 12.6 Department Associated RevenuesTennis 520 Badminton Fees 1,250 1,150 1,100 500Day Camp 38,728 39,801 40,000 43,800 40,000 Hickory Hills Concession 2,919 2,706 1,000 1,000 1,000Volleyball 13,065 14,002 14,000 14,000 14,800

....


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PERFORMANCE MEASUREMENTS..,...".."it

""' Perfonnance Indicators 2005/06 2006/07 2007/08 2008/09 2009/10==..""'=0 Number of skiers at Hickory Hills(including cross country andsn owboarders ) 13,368 8,485 11,879 12,389

notavailable....:..I=


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City of Traverse City, MichiganG E ~ E R A L F U ~ D 2010-11 Departmental Budgets

FY07/08Actual

FY 08/09Actual

FY 09110Budget

FY 09/10Projected

FY 10111Requested

PARKS AND RECREATION DEPARTMENTOAKWOOD CEMETERY DIVIS [ONSalaries and Wages $ 91,924 $ 85,057 $ 124,400 $ 101,600 $ 111,700Fringe Benefits 24,163 33,697 48,800 38,000 44,500Office/Operat ion Supplie s 5,551 5,118 9,800 5,300 9,800Professional Services 159,719 153,016 150,000 145,000 150,000Communications 1,882 2,074 2,200 2,700 2,200Transportation 1,593 1,204 1,500 1,500 1,500Professional Development 90 20 500 100 500Printing and Publi shing 500 100 500Insurance and Bonds 2,602 2,741 3,000 2,800 3,000Utilities 16,799 16,900 20,000 14,000 20,000Repairs and Maintenance 2,925 1,642 5,000 2,000 5,000RentalsTotal Oakwood Cemetery Dj"ision 332,589 319,671 390,200 327,700 372,800Personnel Services % ** 80.00% 84.07% 82.83% 88.37% 82.14%**(Includes $150,000 in Contract Labor for Cemetery Maintenance)F.T.E. Employees = 2

Division Associated RevenuesRecording of Deeds 50 50Lot Use 9,371 6,059 9,000 7,000 9,000Grave Opening-Internments 22,200 21,475 32,000 20,000 30,000Burial of Cremains 6,438 8,175 10,000 11,000 11,000Mausoleum Vault Charges 100 100


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TO: Park and Recreation CommissionersFROM: Lauren A. Vaughn, Parks and Rec. Sup't.DATE: February 24, 2011

SCHEDULE OF UPCOMING EVENTS

March 3, 2011 - Regular Meeting - 6:30 p.m.

March 13, 2011 - Hickory Hills scheduled to closeMarch 14, 2011 Joint Parks and Recreation Commission / City Commission Study

SessionApril 7, 2011 - Regular Meeting - 6:30 p.m.April 30, 2011 Earth Day Beach and Park Clean-up 9:00 a.m. Meet at Farmers

M k t P ki L t


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TO: Parks and Recreation CommissionersFROM: Lauren A. Vaughn, Parks and Recreation SuperintendentRE: Superintendent's Report and Winter UpdateDATE: February 24, 2011

Hickory Hills is scheduled to close for the season on March 13th. Revenue is up fromlast year by approximately $8,000.00 and we should will a new record this year andshould top $90,000.00in revenue for the first time. I will have a summary sheetavailable at the meeting next week.The warm weather last week finished off the 14th Street and F and M rinks for the year.It is too late to begin to rebuild in late February. We were able to salvage TraverseHeights and will be able to keep it open until the next warm spell. The warming houseat Traverse Heights is open Monday through Friday from 3:00 p.m. to 9:00 p.m.,Saturdays from noon to 9:00 p.m. and Sundays from noon to 8:00 p.m.

Sunday Monday Tuesday Wednesday Thursday Friday Saturday
http:///reader/full/8,000.00http:///reader/full/90,000.00http:///reader/full/8,000.00http:///reader/full/90,000.00


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April 2011 1 2

3 4 5 6 7 8 9

I10 11 12 13 14 15 16II

! 17 ! 18 ' 19 120 21 122 23I I I Good FridayI

I24 25 126 ! 27 28 29 30 Earth Day!Easter Sunday I II I March of DimesF&M and SunsetParkl5:30am 1:00pm

Sunday Monday Tuesday Wednesday Thursday Friday Saturday


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May 2011. 1 2 3 5 !

I6 7iI

8 . 1419 I 10 11 12 131 I I! Picnic Tables Robyntaken to NMC Romano/WeddinglHannah Park

i 115 16 ! 17 18 19 .2 0 . 21NMC 8arbeque 1 I I I Marilyn1 HuelierlWedding/Hull ParkI . 1

123 .2 4 25 ,2 6 27 28I I I I122 i

T.C. T rackClu b/BayshoreMarathon

I 29 Scott 30 1 31Corba/Emily I Memorial DayColpeanlWedd ingISr. Ctr Beach

march 3, 2011 parks and recreation

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