Board of Commissioners Meetings

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Three Rivers Park District Board of Commissioners meetings are being held in-person at the Three Rivers Park District Administrative Center, 3000 Xenium Lane N., Plymouth. The public is invited to attend and comment at the meeting on agenda items or during Citizens Wishing to Address the Board.

If you would like to submit written comments in advance of the Board Meeting that will be shared with the Board, you may post them below in the comment box under the agenda item you wish to address or under Citizens Wishing to Address the Board if it's a topic not on the Board agenda. Comments received by 5:00 p.m. on the Wednesday before the Board Meeting will be shared with Commissioners at the meeting. The agenda for the upcoming Board Meeting is now available for review within the Meeting Archive or by clicking the link below.

Click here for an archive of past Board agendas, minutes and audio recordings of meetings.

Three Rivers Park District Board of Commissioners meetings are being held in-person at the Three Rivers Park District Administrative Center, 3000 Xenium Lane N., Plymouth. The public is invited to attend and comment at the meeting on agenda items or during Citizens Wishing to Address the Board.

If you would like to submit written comments in advance of the Board Meeting that will be shared with the Board, you may post them below in the comment box under the agenda item you wish to address or under Citizens Wishing to Address the Board if it's a topic not on the Board agenda. Comments received by 5:00 p.m. on the Wednesday before the Board Meeting will be shared with Commissioners at the meeting. The agenda for the upcoming Board Meeting is now available for review within the Meeting Archive or by clicking the link below.

Click here for an archive of past Board agendas, minutes and audio recordings of meetings.

  • June 16, 2022, Regular Board Meeting Agenda

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    CLOSED: This discussion has concluded.

    The agenda for the June 16, 2022, Regular Board Meeting is available here.

    The Board Meeting will begin at 5:00 PM in the Board Room of the Three Rivers Park District Administrative Center, 3000 Xenium Lane N., Plymouth, MN.

  • Item 3A. Minnesota Recreation and Parks Association (MRPA) – 2022 Awards of Excellence Presentation

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    NO ACTION REQUIRED.


    Background:

    Sonya Rippe, Project Coordinator for the City of Plymouth Parks and Recreation and member of the Minnesota Recreation and Parks Association (MRPA) Awards of Excellence Committee, will present two 2022 MRPA awards to the Park District; (1) for the new Baker Play Area and (2) Three Rivers Research Volunteers.

  • Item 4A-1. Acknowledgement of Donations

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION.


    Background:

    Commissioners and/or staff are encouraged to report any special matters, awards, recognitions, or other acknowledgements at this time.

    Acknowledgement of Donations

    The Board wishes to acknowledge the following donations to the Park District of $500 or more during the month of May 2022.

    Alliant Engineering, Inc.: $1,038 for Explorer Camps

    The Three Rivers Park District Foundation provides ongoing support to the Park District through partnerships and directed donations. In May, the Three Rivers Park District Foundation conveyed $5,000:

    $5,000 for pathways internships from Geri Nelson

  • Item 4A-2. Resolution of Appreciation to Pat O’Neill

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    - ROLL CALL VOTE REQUIRED -

    MOTION TO ADOPT RESOLUTION NO. 22-07; A RESOLUTION OF APPRECIATION TO PAT O’NEILL UPON HIS RETIREMENT FROM THREE RIVERS PARK DISTRICT.


    The following information was prepared by Doug Berens, Director of Maintenance, and Chris Springett, Construction Services Supervisor.

    Background:

    Pat O’Neill served the Park District for more than 21 years, starting May 29, 2001. His last day of work will be July 5, 2022.

    For more than 21 years Pat has used his extensive carpentry related skills and experience to provide top-notch, high quality facilities and amenities for park guests as well as staff.

    The attached Resolution of Appreciation (Reference 4A-2a), is being presented for Board consideration, recognizing Pat’s service to the Park District.

  • Item 4B. Superintendent’s Report

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION.


    Background:

    Updates:

    Sochacki Park Sub-watershed Assessment

  • Item 4C. Citizens Wishing to Address the Board

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    NO ACTION REQUIRED.


    Background Information:

    Any individual wishing to address the Board on subjects which are not part of the meeting agenda may do so at this time. Such items will typically be referred to staff for review, action and/or recommendation for future board action. The public will also be provided an opportunity to address the Board on items which are on the agenda at the appropriate time.

    If you would like to submit written comments in advance of the Board Meeting that will be shared with the Board, you may post them below in the comment box under the agenda item you wish to address or under Citizens Wishing to Address the Board if it's a topic not on the Board Meeting agenda. Comments received by 5:00 p.m. on the Wednesday before the Board Meeting will be shared with Commissioners at the meeting.

  • Items 5A - 5I. Routine Business

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    CLOSED: This discussion has concluded.

    All matters listed under Routine Business are considered to be standard items by the Board of Commissioners and will be enacted by one motion. For background information about any of the items listed below, visit this link.


    Item 5A. West Mississippi River Regional Trail Cooperative Agreement – Dayton First Amendment

    Superintendent's Recommendation:

    MOTION TO APPROVE THE FIRST AMENDMENT TO THE APRIL 10, 2018, WEST MISSISSIPPI RIVER REGIONAL TRAIL COOPERATIVE AGREEMENT WITH THE CITY OF DAYTON TO ESTABLISH REIMBURSEMENT RESPONSIBILITIES FOR TRAIL SEGMENT THROUGH ELSIE STEPHENS PARK.


    Item 5B. Nine Mile Creek Watershed District Maintenance Agreement for Hyland Lake Park Reserve Richardson Nature Center Parking Lot Improvements

    Superintendent's Recommendation:

    MOTION TO AUTHORIZE THE BOARD CHAIR AND SUPERINTENDENT TO ENTER INTO A MAINTENANCE AGREEMENT WITH THE NINE MILE CREEK WATERSHED DISTRICT FOR THE HYLAND LAKE PARK RESERVE RICHARDSON NATURE CENTER PARKING LOT IMPROVEMENT PROJECT IN THE CITY OF BLOOMINGTON.


    Item 5C. Award of Construction Contract for the Trail Pre-Repairs on Lake Independence Regional Trail (Loretto, MN) and Crow River Regional Trail (Hanover, MN)

    Superintendent’s Recommendation:

    MOTION TO AWARD A CONTRACT FOR THE TRAIL PRE-REPAIRS ON LAKE INDEPENDENCE REGIONAL TRAIL (LORETTO, MN) AND CROW RIVER REGIONAL TRAIL (HANOVER, MN) TO BITUMINOUS ROADWAYS, INC. FOR A TOTAL CONTRACT SUM OF $140,035.00 AND TO ESTABLISH A TOTAL CONSTRUCTION BUDGET OF $154,038.50 INCLUDING A 10% CONTINGENCY, WITH FINANCING FROM THE 2022 ASSET MANAGEMENT PROGRAM.


    Item 5D. Award of Construction Contract for Site Accessibility Improvements at Gale Woods Farm

    Superintendent’s Recommendation:

    MOTION TO AWARD A CONTRACT FOR THE SITE ACCESSIBILITY IMPROVEMENTS PROJECT AT GALE WOODS FARM IN MINNETRISTA, MN TO PEMBER COMPANIES, INC. IN THE TOTAL BASE BID AMOUNT OF $182,167.75 AND TO ESTABLISH A TOTAL CONSTRUCTION BUDGET OF $200,384.53, INCLUDING A 10 PERCENT CONTINGENCY, WITH FINANCING FROM THE 2022 ASSET MANAGEMENT PROGRAM.


    Item 5E. Bassett Creek Regional Trail Bikeway Grant Agreement – Hennepin County First Amendment

    Superintendent's Recommendation:

    MOTION TO AMEND TO THE DECEMBER 2019 BASSETT CREEK REGIONAL TRAIL COOPERATIVE AGREEMENT WITH HENNEPIN COUNTY TO EXTEND THE DEADLINE FOR AVAILABILITY OF FUNDS FOR REIMBURSEMENT OF DESIGN FROM JULY 30, 2022 TO JULY 30, 2025.


    Item 5F. Award of Contract for Woodland Restoration at Murphy-Hanrehan Park Reserve

    Superintendent’s Recommendation:

    MOTION TO AWARD A CONTRACT FOR MURPHY-HANREHAN WOODLAND DENSITY RESTORATION TO PRAIRIE RESTORATIONS, INC. IN THE AMOUNT OF $142,975 WITH FUNDING FROM A CONSERVATION PARTNERS LEGACY GRANT.


    Item 5G. Summary of the May 19, 2022, Study Session

    Superintendent’s Recommendation:

    MOTION TO ACCEPT THE SUMMARY OF THE MAY 19, 2022, STUDY SESSION.


    Item 5H. Minutes of the May 19, 2022, Regular Board Meeting

    Superintendent’s Recommendation:

    MOTION TO APPROVE THE MINUTES OF THE MAY 19, 2022, REGULAR BOARD MEETING.


    Item 5I. Approval of Claims for the Period Ended June 9, 2022

    Superintendent’s Recommendation:

    MOTION TO APPROVE PAYMENT OF CLAIMS AS RECOMMENDED BY THE SUPERINTENDENT FOR THE PERIOD ENDED JUNE 9, 2022, IN THE AMOUNT OF $6,197,231.98.

  • Item 6A. 2021 Audited Financial Statement Review and Auditor Presentation

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    MOTION TO ADOPT THE 2021 ANNUAL COMPREHENSIVE FINANCIAL REPORT AND THE AUDITOR’S SPECIAL PURPOSE REPORTS AND AUTHORIZE THE FINANCE DEPARTMENT TO FILE THE REPORTS WITH THE STATE OF MINNESOTA, THE REQUIRED BOND DISCLOSURE ORGANIZATIONS AND ALL OTHER INTERESTED PARTIES.


    Background:

    Each year an independent auditing firm examines the Park District’s financial activities. The purpose of the audit is to ensure that the Park District is following applicable laws and standards with respect to the way it receives, expends and accounts for its revenues and expenditures.

    Copies of the 2021 Annual Comprehensive Annual Financial Report (ACFR) (Reference 6A-1) and the three required reports from the auditors are attached (see the three documents identified as Reference 6A-2 in the Documents Library). The following is a summary of each report:

    • The ACFR is a detailed analysis of each of the Park District’s funds. While the preparation of the ACFR and all supporting information involves the entire Finance staff, the Park District’s Senior Finance Manager, Jill Cremers, is responsible for the completion and accuracy of all information and deserves special recognition for her efforts in completing the ACFR and the information reviewed by the auditors that supports the ACFR.
    • The three reports from the auditor are required reports communicating the efforts made by our auditors in testing the Park District’s internal controls, compliance with state laws and communicating various issues to the Board. Staff is pleased to report that no deficiencies that could materially impact the financial statements were identified. The auditors did discover one issue that was quickly corrected by Finance staff. Dave Mol, a partner at Redpath and Company, will include a discussion of these reports during his presentation.

    The ACFR is a complex and difficult document to read. Its format is dictated by accounting standards and is designed to provide a large amount of information to users with varying levels of financial knowledge. The report can be broken into five sections:

    1. The introductory section which includes a general discussion of the Park District, its history, policies, achievements and organization (pages 1 to 9).
    2. The auditor’s opinion which can be found on pages 11 through 14.
    3. Management’s Discussion and Analysis (Pages 15 to 29) includes a detailed discussion of the Park District’s financial activity and condition for 2021 as well as an introduction into the format of the ACFR.
    4. The financial statements and accompanying footnotes are on pages 31 to 101.
    5. The statistical section (pages 103 to 127) includes a variety of annual comparisons and non-financial information.

    The following is a summary of the financial results for 2021 that are presented in the ACFR:

    • Net Position (the amount the Park District is “worth”) increased from $227.9 million to $232.9 million. This is not a balance that can be spent since a large portion of the balance is invested in equipment or is restricted for specific purposes. Only $8.7 million is unrestricted and spendable. (page 31).
    • The General Fund’s fund balance is $17.0 million. This amount increased by $1.7 million in 2021. The amended budget had anticipated this amount decreasing by $79,077 due to purchases initiated in 2020 that were completed in 2021. Revenues were $949,351, or 2.2 percent, over budget while expenditures were $851,079, or 1.9 percent under budget (page 41).
    • The Financial Management Plan includes the following commitments and assignments of the General Fund fund balance:
      • Committed for Compensated Absences $4,110,230 (equal to amount of accrued vacation and sick leave due)
      • Assigned for Next Year’s Budget $685,834 (equal to Operations and Maintenance Funding in the 2021 budget)
      • Assigned for Contingencies $1,000,000
      • Assigned for Working Capital $10,127,525 (equal to 22% of the 2022 budget to fund operations) (shown as unassigned due to accounting principle requirements)

    The Park District has met all four required balances and has an unassigned balance of $806,736. This balance can be used at the Board’s discretion for purposes outlined in the Financial Management Plan or held to finance future budget variances.

    • Scott County partnership revenues for 2021 were $215,582 (8.2%) greater than budgeted due primarily golf related revenues at Cleary Lake Regional Park. Expenditures were $25,638 (0.1%) under budget. The net result for 2021 is the fund balance increased from $896,105 to $1,137,325 (page 41). The Board has approved spending up to $713,000 from the fund balance for property acquisition and improvements over the next year and a half.
    • Baker National Golf Course shows net income of $844,978 in the ACFR (page 44) due to an outstanding year which saw revenue exceed $3.3 million. On a budgetary basis (the budget excludes depreciation and shows the cost of equipment when purchased and funds set aside for future development as expenses), Baker National ended the year with a lower net income of $566,965 due to the initial improvements to the irrigation system paid for during 2021. The unrestricted net position (fund balance) for Baker National Golf Course is $2.375 million with most of this amount dedicated to irrigation system improvements that will be made this fall.
    • Eagle Lake Golf Course shows a net income of $524,083 in the ACFR (page 44) which includes a tax levy for repaying its bonds of $360,570. On a budgetary basis, Eagle Lake shows a net income of $311,470 with revenues exceeding budget by approximately $370,000 and expenditures being approximately $61,000 higher than budget.
    • The Hyland Hills Ski Area reported a net income of $1,419,961 in the ACFR (page 44). On a budgetary basis, the ski area’s net income was $1,424,553 with revenues, which reached $7.16 million, exceeding budget by $2.24 million while expenses were $605,815 more than budgeted primarily due to costs associated with completing the chair lift replacement that was started in 2020.
    • All funds have reached the minimum fund balance required in the Financial Management Plan.
    • The Park District’s outstanding general obligation bonded debt (pages 65-67) increased by $25,000 to $58.55 million due to principal paid during the year being slightly less than bonds issued.
    • The Park District’s limit for debt outstanding without voter approval as of January 1, 2022 is $136.9 million (based on 2021 data). The Park District’s net debt (bonded debt less funds on hand to pay debt) totaled $56.2 million as of December 31, 2021.

    Upon approval by the Board, the Senior Finance Manager will submit the ACFR to a variety of interested parties. The State Auditor and bond markets will receive ACFRs as required by state law and bond resolutions. In addition, the ACFR will be forwarded to the Governmental Finance Officers’ Association for review under its Certificate of Excellence in Financial Reporting program. The Park District has received this prestigious award for the past 32 years. Finance staff believes the 2021 ACFR meets the requirements of this program. Finally, the ACFR will be sent to various businesses and others who have requested copies.

    Dave Mol, from Redpath and Company will be present at the meeting to make a presentation (Reference 6A-3) and answer any questions from Commissioners. This will be Dave’s last presentation in front of the Board as he plans to retire this fall. This is also the final year of the audit agreement with Redpath and Company. Staff will review possible options for the 2022 and future audits with the Board of Commissioners at the July Board Meeting.

    Relationship to the System Plan

    The Request for Action supports the System Plan by ensuring the Park District handles its financial resources as required by other agencies and generally accepted accounting principles.

  • Item 6B. Resolution Awarding Sale of 2022 General Obligation Bonds

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    - ROLL CALL VOTE REQUIRED -

    MOTION TO ADOPT RESOLUTION NO. 22-08, A RESOLUTION AWARDING THE SALE OF $8,190,000 GENERAL OBLIGATION BONDS, SERIES 2022A; FIXING THEIR FORM AND SPECIFICATIONS; DIRECTING THEIR EXECUTION AND DELIVERY; AND PROVIDING FOR THEIR PAYMENT.


    View the background information for Item 6B. Resolution Awarding Sale of 2022 General Obligation Bonds.

  • Item 6C. 2021 Fund Balance Review

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    CLOSED: This discussion has concluded.

    Superintendent’s Recommendation:

    NO ACTION REQUIRED; THIS ITEM IS FOR INFORMATION AND DISCUSSION.


    Background:

    The Financial Management Plan establishes minimum fund balances for nine Park District funds. These minimum fund balances are designed to provide adequate funding for specific events, future costs or provide ongoing funds for specific operations. The information in this board action summarizes these minimum fund balances and provides options for those funds with excess fund balances.

    General Fund – There are four reserves set:

    1. Compensated Absences – The cost of future vacation, severance and associated benefit costs to ensure future costs are fully funded. This reserve totals $4,110,230 and is fully funded.
    2. Subsequent Year Operations and Maintenance Funding – Operations and Maintenance funding from the Met Council received in August is reserved so that it can be applied to the subsequent year’s budget. This reserve totals $685,834 and is fully funded.
    3. Contingencies – One million dollars set aside to be used to fund costs associated with unbudgeted emergencies, natural disasters and other such events. This reserve is fully funded.
    4. Working Capital – Twenty-two percent (22%) of the ensuing year’s budget is reserved to fund operations until property tax revenue is received in June. This reserve totals $10,127,525 and is fully funded.

    The available fund balance after funding the above reserves is $806,736. Staff recommends holding this amount in the fund as the District is facing possible budget issues in 2022 due to the cost of staffing and inflationary costs in other areas.

    Scott-Three Rivers Partnership Fund – A reserve of $150,000 is set to ensure adequate funds are available for unbudgeted repairs, extraordinary expenditures and revenue shortfalls. The current fund balance is $1,137,325 which means $987,325 can be considered excess fund balance. The Board, after receiving a request from Scott County, has approved spending up to $713,000 from the fund balance for the following:

    • Rehabilitation of the Cleary Lake Regional Park Pavilion – $90,000
    • Stabilization of the Cleary Lake Channel – $23,000
    • Acquisition of three parcels in Blakely Bluffs Park Reserve - $600,000

    The remaining fund balance after these costs is $274,325. Staff recommends holding this amount in the fund as the District is facing possible budget issues in 2022 due to the cost of staffing and inflationary costs in other areas.

    Glen Lake Golf Course Fund – A reserve of $150,000 is set to ensure adequate funding for unbudgeted repairs, extraordinary expenditures and revenue shortfalls. The 2021 fund balance is $235,333, which results in an excess fund balance of $85,333. The agreement with Hennepin County calls for sharing any fund balance in excess of the reserve. However, the irrigation system is 25 years old and staff is looking into options for funding the irrigation system replacement with excess fund balance. For this reason, staff recommends not sharing the $85,333 at this time and reporting back to the Hennepin County and Park District Boards later this fall.

    Land Acquisition, Development and Betterment Fund – The reserve of $500,000 is to ensure that funds are always available to acquire and/or develop park land if needed. The fund balance amount above the reserve is $2,129,889. Staff is recommending these funds be held for future acquisitions or improvements as there is no permanent funding mechanism for this fund.

    Equipment Internal Service Fund – The Financial Management Plan sets a reserve of $500,000 which is designed to provide funds for unplanned equipment repair or replacement. The fund balance is $1,657,486, meaning there is $1,157,486 of excess funds. While the last two years have drawn this amount down, decreased operating costs have limited the draw-down of the fund balance. Staff is not recommending using any of this excess fund balance as costs of fuel and equipment have increased and may require funding above the budgeted amount in 2022.

    Risk Management Fund – The reserve requirement of $500,000 in this fund is designed to provide funds to cover the costs of future insurance claims. The fund balance as of December 31, 2021 is $1,807,858, which results in an excess fund balance amount of $1,307,858. Annual contributions to the risk management fund have been lower than costs, for the past few years, however the fund balance continues to have a large excess fund balance. Staff recommends looking at modest reductions to the General Fund contributions to reduce the excess fund balance.

    Park Preservation and Rehabilitation Fund – A reserve of $1,000,000 is set to ensure there is adequate funding to maintain and preserve park and natural resource facilities. The existing unrestricted fund balance results in an excess fund balance amount of $323,944. Staff recommends holding this balance to ensure recent price hikes in materials do not negatively impact the fund.

    Debt Service Fund – The Debt Service Fund balance reserve is set at the amount needed to pay the subsequent year’s February 1 bond principal and interest. The fund balance at year-end is slightly less than required and therefore there is no excess fund balance at this time.

    Noerenberg Trust Fund – The reserve amount of $1,200,000 is based on the non-expendable balance of the donation and matches the fund balance as of December 31, 2021. Therefore, no excess funds exist.

    Conclusion

    If Commissioners agree with the staff’s recommendations for each fund, staff will continue monitoring the fund balances for all funds. In addition, staff intends to review the reserve section of the Financial Management Plan to update it and ensure the reserves are appropriate and adequate.

    Relationship to the System Plan

    The Request for Action supports the goals of the System Plan by ensuring the Park District handles its financial resources in a well thought out and deliberate manner.

Page last updated: 16 Jun 2022, 07:46 AM