3.1 – Organizational Structure
Standard:
The agency shall establish a staff organizational structure that reflects its methods of operation, its relationship to the community, and the relationships among the different organization components.
Narrative:
The City of Shakopee’s Parks and Recreation Department is organized into four primary operational teams: Community Center, Aquatics, Ice Arena, and Programming.
- Community Center Division: Manages the operations and staffing of the Shakopee Community Center, including guest services, fitness, and facility memberships and usage. The team consists of 37 full-time and part-time staff.
- The Programming Division oversees recreational programs and services including athletics, enrichment, and special events for all age groups. This team includes 23 full-time and part-time staff.
- Aquatics Division: Oversees the operations and staffing at the Indoor Aquatic Park, Sandventure Aquatic Park, aquatics programming. This team includes 77 full and part-time staff.
- Ice Operations Divisions: Oversees the operations and staffing at the Shakopee Community Center including maintenance, user groups, and ice rentals. This team includes 9 full and part-time staff.
Each team is led by a manager who reports to the Director of Parks and Recreation. The director reports to the City Administrator.
In addition to the Parks and Recreation Department, other divisions involved in the delivery of park-related services include Park Maintenance, housed under the Public Works Department, and park planning which falls to Planning and Development Department and Engineering Department. Staff from Parks and Recreation, Public Works, Planning and Development, and Engineering work collaboratively to ensure that Shakopee’s parks, facilities, and services meet the needs of both residents and visitors.
An organizational chart outlining these structures and reporting relationships is maintained and shared internally and externally. This information is readily available to residents and visitors on the City of Shakopee website.
Staff have access to up-to-date organizational information for all city departments and employees through the City’s internal SharePoint site, CityNet.
Supporting Evidence:
3.1a - Shakopee Parks and Recreation Organizational Chart
3.1b - City of Shakopee Organizational Chart
3.1c - Public Staff Directory
3.2 Administrative Offices
Standard:
The agency administrative offices shall be accessible to the public and staff. There shall be administrative, meeting and storage space, and equipment adequate to perform the agency's functions and responsibilities.
Narrative:
The City of Shakopee Parks and Recreation Department administrative offices are located at 1255 Fuller Street South and are open to the public Monday through Friday from 8:00 a.m. to 4:30 p.m. This location serves as the central hub for administrative operations, public inquiries, and coordination of department services. This address also serves as the Community Center and is accessible directly from the Community Center main entrance.
The facility includes dedicated office space for staff, conference and meeting rooms for internal and public use, secure areas for records and supplies, and modern office equipment necessary to support daily operations. The offices house the Parks and Recreation Director, Assistant Director of Recreation, Community Center and Outreach Manager, Ice Arena Manager, Aquatics Manager, Recreation Programs Manager, Building Maintenance Manager, Fitness Coordinator, Guest Service Supervisor, Recreation Facilities Specialist, Recreation Supervisor, two Recreation Supervisors, two Facilities Maintenance Workers, and Recreation Specialist – Senior Services.
The public can access the offices in person during business hours, by phone, or through the contact information posted on the City’s website. Meeting spaces are available for scheduled appointments with staff, and administrative resources are in place to ensure efficient service to both the community and internal teams.
Supporting Evidence:
3.2a - Parks and Recreation Equipment Inventory
3.2b - Parks and Recreation Office Map
3.2.1 Support Services
Standard:
Sufficient and appropriate equipment, technology, clerical, and administrative staff shall be provided to enable the professional staff to perform their appropriate functions.
Narrative:
The City of Shakopee Parks and Recreation Department is supported by sufficient and appropriate equipment, technology, and administrative services to enable professional staff to perform their functions effectively.
- The Information Technology Department of five full time staff provides communication technology resources and maintains hardware including copiers, scanners, audiovisual equipment, and related systems.
- The Communications Department of three full time staff provides marketing, communication, video production, and graphic design services to support public engagement and program promotion.
- The Human Resources Department of four full time staff provides staff support, recruitment, and onboarding services to ensure qualified personnel are hired and retained.
- The Finance Department of four full time staff provides fiscal oversight, revenue management, payment processing, invoicing, and related financial services to support operational efficiency.
- Facility Maintenance staff manage Capital Improvement Program (CIP) projects, oversee daily operations and maintenance of facilities, and coordinate work orders to ensure all assets are safe, functional, and in good repair.
Supporting Evidence:
3.2.1a Information Technology
3.2.1b Communications Manager
3.2.1c Communications Specialist (Graphics Designer)
3.2.1d Human Resources Director
3.2.1e Human Resources Specialist
3.2.1f Finance Director
3.2.1g Accounting Clerk
3.2.1h Facility Maintenance
3.3 Internal Communication
Standard:
A communication system shall be established to ensure the accurate and timely transfer of internal information among staff.
Standard:
The City of Shakopee Parks and Recreation Department maintains a communication system to ensure the accurate and timely transfer of information among staff, residents, and visitors. Communication occurs through multiple channels, including interdepartmental meetings, meetings between Parks and Recreation and other City departments including a weekly Key Leaders meeting, citywide communication platforms including a weekly email to staff and multiple displays of information in all city buildings, and public engagement.
Specific methods are outlined in the Communication Matrix.
Supporting Evidence:
3.3a Communication Matrix
3.4 Public Information Policy and Procedure
Standard:
The agency shall have approved policies that govern what information shall be released, when it should be released, and by whom it should be released and that demonstrate the agency’s commitment to inform the community and news media of events involving the agency.
Narrative:
The City of Shakopee provides clear guidance for how information is communicated to the public and media through a set of formally adopted policies. These policies establish what information may be released, when it should be released, and by whom, ensuring consistency, transparency, and accountability in all agency communications.
- Social Media Policy: Outlines expectations for agency use of official social media channels, including standards for posts, comments, and responses to direct messages. This policy ensures that communications reflect the city’s voice, provide accurate information, and maintain professional engagement with the community.
- Media Relations Policy: Governs communication with news media, including procedures for handling media inquiries, issuing press releases, and identifying appropriate spokespersons. This ensures that information is released in a timely, accurate manner and that communications are managed by authorized staff to represent the agency consistently.
- Data Practices Policy: Provides overarching guidelines on the release of public information and data, ensuring compliance with state and federal law. This policy directs staff on how to respond to information requests and what data is considered public, private, or confidential.
Together, these policies demonstrate the agency’s commitment to keeping the community and media accurately informed of events, programs, and operations.
Supporting Evidence:
3.4a Social Media Policy
3.4b Media Relations Policy
3.4c Data Practices Policy
3.4.1 – Public Information and Community Relations Responsibility
Standard:
A specific position in the agency shall be designated to direct the public information and community relations functions. The position serves as a point of control for information dissemination to the community and the media. The intent of the standard is to establish the authority and responsibility for developing and coordinating the agency's community relations function in an identifiable position.
Narrative:
The City of Shakopee’s Communication Manager is responsible for all City information and community relation functions.
Supporting Evidence:
3.4.1a Communication Manager
3.4.2 Community Relations Plan
Standard:
The agency shall have an established community relations plan that identifies and addresses community needs for all segments of its service population, which is evaluated periodically for effectiveness.
Narrative:
The City of Shakopee Parks and Recreation Department has an established Marketing and Community Relations Plan developed in 2025 in partnership with the City’s Communications Department and approved by the Director of Parks and Recreation.
Supporting Evidence:
3.4.2a Marketing and Community Relations Plan
3.4.3 Marketing Plan
Standard:
The agency shall have an established marketing plan, based on market research that is evaluated periodically for effectiveness. The fundamental principle of marketing is to gain an understanding of customer needs, wants, concerns and behaviors. The marketing plan addresses the appropriate mix of communications tools to promote agency programs, facilities, events, and services and to provide accurate, timely and useful information to the various segments of the target audience.
Narrative:
The City of Shakopee Parks and Recreation Department has an established Marketing and Community Relations Plan developed in 2025 in partnership with the City’s Communications Department and approved by the Director of Parks and Recreation.
Supporting Evidence:
3.4.3a Marketing and Community Relations Plan
3.4.3.1 Marketing Responsibility
Standard:
A specific position shall be designated to direct the marketing function. Marketing functions shall be the responsibility of a permanent position of the agency that works closely with all agency units in developing, coordinating, and implementing the agency marketing plan.
Narrative:
The City of Shakopee designates the Communications Manager as the permanent position responsible for directing the City’s overall marketing and communications function. This role is housed within the Administration Department and works in close collaboration with all City departments, including Parks and Recreation, to develop, coordinate, and implement marketing strategies and campaigns that support organizational goals.
The Communications Manager position description includes the responsibility to:
Guide the City’s overall external and internal communications strategy, including organizational branding, marketing, and community engagement. Collaborates with the City Administrator and Assistant City Administrator to develop the City’s communication goals by monitoring organizational needs and current communication trends. Distributes news and information to appropriate and varied outlets to reach the target audience.
To support this function, the Communications Department includes two Communications Specialists, one specializing in graphic design and the other in video production, who create and produce marketing content for both print and digital channels. Together, the team ensures that marketing efforts are strategic, consistent, and accessible, while also aligning with the City’s branding and community engagement goals.
Supporting Evidence
3.4.3.1a Communications Manager
3.4.3.1b Communications Specialist
3.4.3.2 Social Media Policy
Standard:
An agency shall have a policy on the use of social media in their public relations and marketing efforts. The policy should include how social media is issued in both community relations and marketing programs, identification of social media platforms, types of content and designated person for management and operation of the platforms.
Narrative:
The Social Media Policy, adopted in October 2019, serves as the guiding policy for employees using social media platforms for City marketing and communication efforts.
Supporting Evidence:
3.4.3.2a Social Media Policy
3.5 Utilization of Technology
Standard:
Technology shall be used to enable the agency to operate more efficiently and effectively. The agency should research and apply such resources progressively.
Narrative:
The City of Shakopee leverages a variety of software systems to improve operational efficiency, enhance customer service, and ensure effective communication and data management. These tools are adopted and upgraded progressively to meet the evolving needs of staff, residents, and visitors.
- CivicPlus Recreation Management Software – Used to manage class and program registration, facility reservations, memberships, and point-of-sale transactions. It provides customers with online access and staff with reporting tools to monitor participation and revenue.
- Revize Website – Serves as the city’s public-facing website platform, allowing staff to post timely information, promote events, and share resources with residents.
- LaserFiche – A secure digital records management system used to store, organize, and retrieve city documents, emails, and other records. It supports compliance with record retention policies and allows staff to efficiently access files needed.
- Cognito Forms – An online form builder used to create and manage reports, surveys, and internal request forms.
- JD Edwards – The City’s enterprise resource planning (ERP) system used for financial management, purchasing, payroll, and human resources. It integrates financial processes across departments, ensuring accurate budget tracking and reporting.
- CityMaps – An online GIS mapping tool providing geographic information for city properties, parks, trails, utilities, and facilities. Staff use it for planning, asset management, and public information sharing.
- NeoGov – The city’s recruitment and applicant tracking software, used to post job openings, manage applications, and streamline the hiring process. It supports compliance with hiring practices and improves candidate communication.
- Granicus Peak Agenda – Software used to manage City Council and Commission meeting agendas, packets, and minutes. It streamlines preparation, ensures transparency, and provides easy public access to meeting materials.
- SharePoint (CityNet) – The city’s internal intranet and document management system. It provides staff with secure access to shared files, internal communications, policies, and collaborative workspaces.
- LOGIS Tungsten – A multi-function system used for both accounts payable automation and employee timekeeping. It enables electronic invoice processing and vendor payments while also serving as the city’s timeclock platform, ensuring accurate payroll tracking and reducing manual administrative work.
- Hubble – A suite of performance management applications offered by insightsoftware. It focuses on financial reporting, planning, and analytics, particularly for Oracle E-Business Suite (EBS) and JD Edwards ERP systems. Hubble provides tools for budgeting, forecasting, and financial planning, and allows users to create and customize reports.
- UHL – A facility and equipment control system used to monitor and manage building mechanical systems such as HVAC, lighting, and refrigeration. It helps optimize energy efficiency, track performance, and reduce operational costs.
3.5a CivicPlus Recreation Management Software
3.5b Revize Website
3.5c LaserFiche
3.5d Cognito Forms
3.5e – JD Edwards
3.5f – CityMaps
3.5g - NeoGov
3.5h - Granicus Peak Agenda
3.5i - Sharepoint
3.5j - LOGIS Tungsten
3.5k - Hubble
3.5l - UHL
3.5.1 Management Information Systems
Standard:
The Agency shall have management information systems that can produce reliable statistical and data summaries of agency activities, such as daily, monthly, and annual reports for use in management decision-making. The reports shall provide comparative data and statistics.
Narrative:
The City of Shakopee utilizes several management information systems that produce reliable statistical and data summaries to support effective decision-making within the Parks and Recreation Department. These systems provide daily, monthly, and annual reports, as well as comparative data, which are used to analyze trends, evaluate operations, and guide resource allocation.
CivicRec provides robust reporting features that generate customizable and automated reports. These reports track program registrations, memberships, facility usage, reservations, and attendance, allowing staff to monitor participation trends, identify growth opportunities, and make data-driven adjustments to programming and facility operations.
The City also utilizes JD Edwards, Webclock, and NeoGov for human resources management. These systems provide detailed reporting on payroll, hours worked, benefit accruals, and resource allocation across business units. This ensures accurate tracking of staffing levels and supports analysis of personnel resources dedicated to parks and recreation services.
For financial management, the City uses Hubble, a software platform that generates monthly and annual budget reports. Hubble provides detailed comparisons of revenues and expenditures, enabling staff and leadership to track financial performance, evaluate cost recovery, and ensure fiscal accountability.
Supporting Evidence:
3.5.1a Civic Rec Software Reporting
3.5.1b Webclock Reporting
3.5.1c Hubble Financial Reporting
3.6 Records and Management Policy and Procedures
Standard:
The agency shall have established policy and procedures for control, maintenance, and retention of records that are periodically reviewed. Records management policies and procedures address retention, disposal, access, disclosure, and distribution of documents, including freedom of information requests, and they must be consistent with legal requirements.
Narrative:
The City of Shakopee’s records and information management program is overseen by the City Clerk. The duties of the City Clerk are outlined in Minnesota Statute 412.151, which establishes responsibility for managing official city records and documentation. In Shakopee, the City Clerk directs and manages the City’s official notification requirements, ensuring that all notices, ordinances, resolutions, and other official documents are posted, recorded, and published in accordance with applicable federal, state, and local laws. The City Clerk also develops and recommends policies and procedures for the City’s electronic document management system (EDMS), provides training for staff, and monitors compliance and improvements to ensure effective and consistent recordkeeping practices.
The City’s records management procedures are outlined by the City of Shakopee’s 2023 Data Practices and Procedures Policy, which the City Clerk oversees. This records management procedure is established in accordance with, and governed by, the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13), which outlines requirements for the retention, disposal, access, disclosure, and distribution of public data. The statute provides guidance on data classifications, procedures for responding to data requests (comparable to Freedom of Information Act inquiries), and requirements for notices, data challenges, and appeals.
The City of Shakopee adopted the State of Minnesota’s General Records Retention Schedule and therefore follows the state requirements on document retention periods. This ensures that all recordkeeping practices meet state and legal requirements for documentation, storage, and disposal. Records policies and procedures are periodically reviewed by the City Clerk’s Office to align with updates to state statutes and current best practices.
Supporting Evidence:
3.6a Minnesota Statute 412.151
3.6b Data Practices and Procedures Policy
3.6c Minnesota Government Data Practices Act
3.6d State of Minnesota’s General Records Retention Schedule
3.6e City Clerk
3.6.1 Records Disaster Mitigation and Recovery Plan and Procedures
Standard:
There shall be an established records disaster mitigation and recovery plan and procedures that are periodically reviewed for protecting records, storing them, and recovering critical information after a disaster.
Narrative:
This standard is not currently met by the City of Shakopee Parks and Recreation Department. At this time, the City does not have a formal Records Disaster Mitigation and Recovery Plan in place at either the citywide or departmental level.
The department recognizes the importance of this standard and the need to ensure records are adequately protected and recoverable in the event of a disaster. While currently, no formal plan exists, essential digital records (such as contracts, financial data, and program documentation) are stored on the City’s secure network, which is routinely backed up by the Information Technology Department.
The department intends to collaborate with city administration and IT to explore the development of a formalized Records Disaster Mitigation and Recovery Plan in alignment with best practices and CAPRA standards in the coming years.