7.1 Parkland Acquisition Procedures
Standard:
The agency shall have established policies and procedures for the acquisition of lands for park, recreation, conservation, and historical-cultural purposes that are backed by legal authority and periodically reviewed. This authority usually originates in state enabling acts, is delegated to local governments and is implemented through local charters and ordinances.
Narrative:
The City has established formal policies and procedures for the acquisition of parkland, recreation, conservation, and trail corridors through the adopted Parks, Trails, and Recreation Master Plan. The New Development and Parks Land Acquisition Policy (Master Plan, p. 120) provides clear criteria to guide decision-making and ensure parkland is acquired strategically based on community need rather than opportunistic availability.
Under this policy, potential land acquisitions are evaluated using defined criteria, including addressing unmet recreation needs in under-served areas, expanding or enhancing existing parks and trails, supporting needed recreation facilities, improving trail connectivity, leveraging partnerships with schools, protecting environmentally sensitive lands, and accepting land donations that meet these established priorities. This structured approach ensures acquisitions align with long-term system planning, access equity, environmental stewardship, and community benefit.
Legal authority to acquire parkland is derived from state enabling legislation and exercised locally through City Council action, consistent with municipal charter and ordinances. The Parks, Trails, and Recreation Master Plan, including the land acquisition policy, was formally adopted by City Council and serves as the governing document for parkland acquisition decisions. The policy is reviewed and updated as part of the City’s periodic master planning process to reflect changing community needs, development patterns, and recreation priorities.
Supporting Evidence:
7.1a PTR Master Plan, page 120
7.1b City Council Minutes Adoption of PTR Master Plan
7.2 Areas and Facilities Development Policies and Procedures
Standard: The agency shall have established policies and procedures for the development of park and recreation land and facilities that are reviewed periodically. Policies and procedures should consider market projections, applicable open space and design standards and coordination with overall planning for the jurisdiction.
Narrative:
The City of Shakopee established policies and procedures for the development of park and recreation land and facilities that are formally documented in the Parks, Trails, and Recreation Master Plan in the Park Classifications and Development chapter (pages 118-159). These policies guide the planning, design, and development of park and recreation assets and ensure consistency with community needs, adopted design standards, and long-range planning objectives for the jurisdiction.
Development policies outlined in the Master Plan address market projections, open space and park classification standards, facility design considerations, and coordination with the City’s comprehensive planning framework. The implementation, review, and oversight of these policies are managed through the Planning Commission, which is granted authority under Minnesota State Statute §462.354 to guide land use planning and development.
Supporting Evidence:
7.2a Parks, Trails, and Recreation Master plan, pages 118-159
7.2b MN Statute 462.354
7.2c Boards & Commissions webpage
7.2.1 ADA Existing Facility and Site Access Audit
Standard:
The agency shall complete an access audit of all existing sites and facilities. Pursuant to the US Department of Justice Title Il regulation at 35.105, the agency must evaluate its existing facilities and sites against the most current final and enforceable Standard for Accessible Design.
Narrative:
In accordance with the U.S. Department of Justice Title II regulation (35.105), the City of Shakopee Parks and Recreation Department completed a comprehensive accessibility audit of recreation facilities and sites in July 2025. The audit was conducted by Julee Quarve-Peterson, Inc., a professional accessibility consulting firm.
The purpose of the audit was to evaluate each facility and site against the most current Standards for Accessible Design and to prepare a detailed Accessibility Report and Transition Plan. The report assesses the current level of accessibility across the department’s parks and recreation facilities and identifies opportunities for improvement to ensure equitable access to all programs and services provided by the City.
Each recommendation in the report is prioritized on a 1-4 scale
- Priority 1: Items addressed within 2 years
- Priority 2: Items addressed within 2-5 years
- Priority 3: Items addressed within 6-10 years
- Priority 4: Items addressed in conjunction with other projects or facility improvements
This prioritization allows the department to strategically plan for accessibility enhancements while aligning with budget cycles and capital improvement planning.
Supporting Evidence:
7.2.1a ADA Report - Introduction
7.2.1b ADA Report - Executive Summary
7.2.1c ADA Report - Ice Arena
7.2.1d ADA Report - Community Center
7.2.1e ADA Report - Exterior
7.2.1f ADA Report Council Adoption 12/16/2025
7.3 Defense Against Encroachment Procedures
Standard:
The agency shall have procedures for protecting park and recreation lands and facilities from encroachment. The procedures should include progressive steps to address escalated encroachment issues.
Narrative:
The City of Shakopee protects park and recreation lands from private encroachment through Shakopee City Code §91.03(R) and the Encroachment Process adopted by City Council in 2008. The process outlines progressive steps for enforcement, beginning with a written removal request and photo documentation, followed by a 60-day correction period.
If the encroachment is disputed, property owners may appeal to the Planning Commission with further appeal available to the City Council. After the compliance period, staff conduct an inspection and document the outcome. Unresolved cases are escalated for enforcement or legal action as needed.
Supporting Evidence:
7.3a Shakopee City Code 91.03
7.3b Resolution 6708-6861
7.4 Disposal of Lands Procedures
Standard:
The agency shall have established procedures regarding the disposal of park and recreation lands to ensure that public recreational benefits are not diminished through the sale or transfer of parkland.
Narrative:
The agency complies with Section 6(f) of the Land and Water Conservation Fund Act through adherence to applicable federal and Minnesota state statutes and established guidance administered by the Minnesota Department of Transportation (MnDOT), in coordination with the Minnesota Department of Natural Resources (MNDNR) and the National Park Service. In the absence of a standalone internal policy, the agency follows the MnDOT Section 6(f) process to ensure that any parkland or recreational land acquired or developed with LWCF funds is protected from conversion to non-recreational use unless all statutory requirements are met. This includes required review, approval, and mitigation measures, such as replacement of land of equal value and recreational utility when applicable. Documentation of compliance is maintained as part of project planning and review.
Supporting Evidence:
7.4a Section 6(f) Land and Water Conservation Fund Act
7.5 Maintenance and Operations Management Standards
Standard:
The agency shall have established maintenance and operations standards that are reviewed periodically for management of all park and recreation areas and facilities, including specialty facilities such as marinas, ice rinks, golf courses, zoological facilities, equestrian facilities, aquatic or athletic facilities, nature centers, where applicable. Parks, facilities and other recreational elements should be identified according to the intended use of the area, ranging from heavily used and high developed areas to those that are lightly used and less developed via a park classification or maintenance classification system. Each of these areas should be assigned an appropriate set of maintenance standards including both recommended frequency and acceptable quality.
Narrative:
Shakopee Parks and Recreation maintain established maintenance and operations standards for all recreation facilities and specialty areas under the department’s direct oversight. These standards are documented in the Maintenance Standards Tool, which identifies each facility, outlines associated preventative, routine, and as-needed maintenance tasks, and assigns a maintenance classification based on intended use. While the Public Works Department is responsible for all parkland maintenance citywide, Shakopee Parks and Recreation coordinate maintenance only for facilities and specialty operational areas directly overseen by the department. The Maintenance Standards Tool is reviewed periodically to ensure standards remain current and aligned with operational needs.
Facilities are assigned to one of three maintenance classifications (Level 1–Level 3) to align resources with use patterns, safety considerations, and service expectations.
Level 1: High-Use, High-Demand Facilities
Facilities with daily or near-constant use, high visibility, or safety-critical operations.
- Community Center
- Ice Arena
- Aquatic Facilities
- Fitness Floor
Standard: Daily cleaning and inspections, with routine weekly and monthly preventative maintenance.
Level 2: Moderate-Use Facilities
Facilities that receive consistent scheduled use but do not experience continuous daily activity.
- Program rooms
- Meeting rooms
- Senior Center
Standard: Routine weekly cleaning, monthly maintenance tasks, and seasonal deep cleaning.
Level 3: Low-Use or Support Areas
Spaces used irregularly or without public access.
- Storage rooms
- Staff workspaces
- Mechanical rooms
Standard: Maintenance performed as needed, monthly or quarterly safety checks, and annual deep cleaning.
Maintenance responsibilities are coordinated across the Building Maintenance Division, Division Managers (Community Center, Aquatics, Ice Arena, and Programming), Public Works Department, and contracted services. This collaborative approach ensures all Recreation-managed facilities are maintained according to established standards and remain safe, functional, and operationally efficient.
Supporting Evidence:
7.5a Maintenance and Operations Standards
7.5.1 Facility Legal Requirements
Standard:
There shall be a regular review of legal requirements related to facilities, such as licenses, sanitary regulations, fire laws, and safety measures, and inspections of adherence thereto. Special attention should be given aquatic facilities, childcare facilities, concessions, kitchens, and zoos.
Narrative:
The City of Shakopee Parks and Recreation Department maintains a system to track and review legal requirements for all facilities directly overseen by the department. This includes the Shakopee Community Center, Indoor Aquatic Park, SandVenture Aquatic Park, Shakopee Ice Arena, and the Log Cabin. The department monitors applicable licenses, inspections, permits, and regulatory standards through the Facility Legal Requirements Matrix, which serves as the central reference for compliance activities.
The Building Maintenance Manager partners with division managers to identify required inspections and regulatory obligations, coordinate completion of those inspections, and maintain supporting documentation. The Facility Legal Requirements Matrix is reviewed regularly to confirm accuracy and to document updates, providing verifiable records for compliance and accreditation purposes.
Supporting Evidence:
7.5.1a Shakopee Facility Legal Requirements Matrix
7.5.2 Preventative Maintenance Plan
Standard:
There shall be a comprehensive preventative maintenance plan to provide periodic, scheduled inspections, assessment and repair, and replacement of infrastructure, systems and assets. This includes certifying, checking or testing for optimum operation based on applicable industry standards, local guidelines, city requirements and/or manufacturer's recommendation for maintenance and replacement of parks, with the intent to ensure that park assets are maintained for optimum use and safety and have the ability to reach or extend its full life cycle and expected return on investment.
Narrative:
The City of Shakopee Parks and Recreation Department maintains a comprehensive Preventative Maintenance Plan for all facilities under its direct oversight, including the Community Center, Indoor Aquatic Park, SandVenture Aquatic Park, Ice Arena, and Log Cabin. The plan is documented through the department’s Building Maintenance Standards Spreadsheet, which outlines maintenance tasks, associated frequencies, responsible staff, and industry-standard recommendations.
Building Maintenance staff and division managers use this system to plan work, track completion, and ensure compliance with safety standards, local regulations, and established maintenance expectations. This preventative maintenance plan provides verifiable structure, routine documentation, and inspection practices.
Supporting Evidence:
7.5.2a Maintenance and Operations Standards
7.6 Fleet Management Plan
Standard:
The agency shall have an established fleet management plan comprised of an inventory of all vehicles, rolling stock and other major equipment and inspection and replacement schedules.
Narrative:
The City of Shakopee maintains a comprehensive fleet management plan through its Vehicle Acquisition, Use, and Replacement Policy and citywide Capital Improvement Plan. Fleet management is centralized under the Public Works Fleet Services Division, which oversees all city vehicles, rolling stock, and major equipment used by the Parks and Recreation Department and other city departments.
Fleet Services maintains a detailed, up-to-date inventory of all vehicles and major equipment in the AssetWorks fleet management system. This system documents asset details, scheduled maintenance, inspection records, and replacement schedules. Preventive maintenance is performed according to manufacturer recommendations and internal schedules to ensure operational efficiency and safety.
Vehicle and equipment replacement decisions follow established lifecycle criteria outlined in the Vehicle Acquisition, Use, and Replacement Policy and are incorporated into the city’s Capital Improvement Plan. Parks and Recreation staff report maintenance issues directly to Fleet Services for timely inspection and repair.
This coordinated approach ensures all vehicles and equipment are properly inventoried, maintained, inspected, and replaced according to established policy and schedules.
Supporting Evidence:
7.6a Vehicle Acquisition
7.6b Asset Works Fleet Management System
7.6c Preventative Maintenance
7.7 Agency-Owned Equipment, Materials, Tools, and Supplies Policies and Procedures
Standard: There shall be policies and procedures for the management of and accountability for agency-owned equipment, materials, tools, and supplies, including procedures for purchase and distribution to authorized persons, proper training of appropriate personnel in use of equipment, safe and secure storage of equipment, and maintenance of all equipment in operational readiness and working order. Such property includes supplies, materials, tools, expendable items, vehicles, installed and mobile equipment, and personal wear items used by agency personnel.
Narrative:
The City of Shakopee ensures responsible and consistent management of agency-owned tools, equipment, materials, supplies, and vehicles through a coordinated set of adopted policies that collectively guide how items are acquired, assigned, used, safeguarded, and maintained. These policies establish clear expectations for staff and provide structure to ensure that City-owned property is used appropriately and remains in good working condition to support daily operations.
The Purchasing Policy outlines the formal procedures for acquiring tools, supplies, and equipment, including purchasing authority, approval thresholds, documentation requirements, and competitive purchasing standards. This ensures that all operational items are obtained through an authorized and accountable process, and that they are distributed only to staff who need them for their work assignments.
Employee responsibilities for the care and proper use of City-owned property are detailed in Use of City Property (City Handbook, Chapter IV, Section J). This section requires employees to safeguard City equipment, prohibits personal use without explicit approval, and reinforces accountability by requiring staff to return all City-issued property upon separation. This policy establishes foundational expectations for everyday stewardship of tools and equipment, regardless of their size or value.
The Capital Assets Policy strengthens overall accountability by defining the responsibilities for tracking and maintaining capital equipment and assigning departments stewardship over both capitalized and non-capitalized assets. Departments participate in annual physical inventories coordinated by the Finance Department and maintain internal oversight of the tools and equipment routinely used within their operations. This ensures that items remain properly accounted for and that departments maintain awareness of the assets assigned to them.
Vehicles and major mobile equipment are further governed by the Vehicle Acquisition, Use, and Replacement Policy, which outlines appropriate and authorized use of City vehicles, expectations for maintenance, and procedures for replacement. This policy ensures that vehicles are reserved for official business, remain operationally ready, and are managed consistently across divisions.
Together, these policies create a system that supports the responsible management of City-owned tools, equipment, materials, supplies, and vehicles. Staff rely on these policies to ensure items are purchased and issued appropriately, cared for during use, stored securely, maintained in good working order, and returned or accounted for as required. Through this framework, the Parks and Recreation Department ensures that all operational equipment and resources are used effectively, safely, and in alignment with organizational expectations.
Supporting Evidence:7.7a Purchasing Policy
7.7b Use of City Property
7.7c Capital Assets Policy
7.7d Vehicle Acquisition Use and Replacement Policy
7.7.1 Building Plans and Specifications
Standard:
The agency shall have on file floor plans, specifications, and/or as-built drawings for major facilities constructed since 1965. These records contain information necessary for efficient programming, quality facility maintenance and effective capital project programming. Projects funded with funds from governmental grant programs such as LAWCON and UPARR place restrictions on use and disposition.
Narrative
The agency maintains floor plans, specifications, and as-built drawings on file for major recreation facilities constructed since 1965. These records are retained within the City’s document management system and are used to support efficient programming, ongoing facility maintenance, and capital improvement planning. Documentation includes plans and specifications for facilities exceeding 10,000 square feet of indoor space, which includes the Shakopee Community Center, Shakopee Ice Arena, and SandVenture Aquatic Park.
Supporting Evidence:
7.7.1a Shakopee Community Center and Ice Arena
7.7.1b SandVenture Aquatic Park
7.7.2 Land and Lease Records
Standard: The agency shall have records on file of all lands owned or property leased by or for the agency. Each record shall include ownership, leases, legal description, and easements and covenants that restrict use or disposition. The records shall also include date and manner of acquisition. The manner of acquisition can limit right to use and dispose of parkland, for example acquisitions funded with funds from governmental grant programs such as LAWCON and UPARR place restrictions. Gifts and bequests often contain restrictive covenants that reflect the desires of donors.
Narrative:
The agency maintains land ownership, lease, and acquisition records within the City’s document management system, Laserfiche. These records include deeds, legal descriptions, acquisition documents, and related property materials and are retained in accordance with municipal record retention requirements.
While the documentation exists, records are not currently cataloged or organized in a centralized format that fully aligns with CAPRA requirements. Specifically, land records are not consistently indexed to clearly identify ownership, date and manner of acquisition, or applicable easements and restrictive covenants for all parkland acquired since 1965. As a result, the agency does not yet maintain a comprehensive land and lease record system that fully meets the intent of this standard.
7.8 Environmental Sustainability Policy and Program
Standard:
The agency shall have an established policy on environmental sustainability that states the agency position on energy and resource conservation. The policy should address sustainable product purchasing; reduction and handling of waste; wise use and protection of land, air, water and wildlife; and sustainable design/construction of buildings and facilities.
Narrative
While the City of Shakopee Parks and Recreation Department does not currently have a formalized environmental sustainability policy or program in place, the agency recognizes the importance of resource conservation and strives to incorporate sustainable practices within its operations and community initiatives.
The department supports and promotes efforts that align with environmental sustainability objectives. One example is participation in the Adopt-a-Drain Program, which encourages residents to take an active role in protecting local water resources by adopting storm drains and keeping them clear of debris and pollutants. This initiative helps reduce water pollution and supports the health of local ecosystems.
Additionally, the department remains mindful of sustainability considerations in facility and park maintenance practices and in future planning and development projects. As the community grows, Shakopee Parks and Recreation intends to explore opportunities to formalize sustainability guidelines and integrate environmentally responsible practices into long-term planning, design, and operations.
7.9 Natural Resource Management Plans and Procedures
Standard:
There shall be natural resource management plans for environmentally unique or sensitive areas such as valuable wetlands, riverbanks and woodlands and there shall be environmental protection procedures, such as for erosion control, conduct of nature studies, wildlife and habitat preservation, and protection of water supply reservoirs and water recharge areas. Even if the agency does not own or control the natural resource, there shall be procedures to encourage and ensure environmental stewardship through volunteer steward programs and/or interpretive education and other learning opportunities. The agency should work with other agencies to meet and promote environmentally sound maintenance and land management standards.
Narrative:
The City of Shakopee maintains a comprehensive Natural Resources Plan (adopted in 2008) that serves as the guiding document for the management, preservation, and restoration of environmentally sensitive areas within the community. This plan identifies and outlines policies and procedures for protecting valuable natural features such as wetlands, riverbanks, woodlands, and wildlife habitats. It also includes strategies to address erosion control, invasive species management, protection of steep slopes, and sustainable land development practices.
The plan establishes a framework for coordinated stewardship through defined goals and strategies that guide both city operations and partnerships with regional and state agencies, including the Minnesota Department of Natural Resources and the Scott Watershed Management Organization. The Natural Resources Corridor Map and Prioritization Matrix are key tools used to identify and protect critical habitats and corridors for wildlife movement and ecological health.
In addition to formal planning efforts, the City supports public education and outreach related to environmental stewardship. Efforts include sharing educational content and updates about local conservation initiatives through city communication channels, such as Facebook posts and articles in the quarterly Shakopee Snapshot publication. Outreach efforts encourage community engagement and participation in natural resource preservation.
Supporting Evidence:
7.9a Natural Resources Plan
7.9b Adoption of the Natural Resources Plan
7.9c Memorial Park Snapshot Article
7.9d Stormwater Snapshot Article
7.9.1 Recycling and/or Zero Waste Plan
Standard:
There shall be a recycling and/or zero waste plan for park and recreation facilities and administrative offices that is systematically monitored and periodically reviewed. The plan shall also include an educational component for both users and employees. The recycling and/or zero waste plan should include all major products suitable for recycling in the given region with an emphasis on making the recycling process easy and convenient for park and recreation users.
Narrative
The City of Shakopee does not currently have a formal recycling or zero-waste plan but maintains basic recycling practices throughout its recreation facilities and administrative offices. Clearly marked containers for paper, cardboard, plastics, and aluminum are available for both staff and visitors, and facility supervisors periodically review placement and usage to ensure accessibility and compliance with local recycling guidelines. The City recognizes the value of environmental stewardship and intends to strengthen these efforts by developing a more structured plan in the future.
7.10 Maintenance Personnel Assignment Procedures
Standard:
The agency shall have procedures for the assignment of competent personnel with clearly defined duties for routine maintenance, repairs, and improvement of areas, facilities, and equipment, including responsibility for general cleanliness and overall attractiveness. Effective maintenance of grounds and facilities requires the selection, training, and supervision of workers in a wide variety of tasks ranging from seasonal laborers to skilled trades. Supervisory staff must be able to focus on maintenance management, such as workload control, as well as supervise the technical details of maintenance work.
Narrative:
The City of Shakopee Parks and Recreation Department has established clear procedures for assigning qualified personnel to perform routine maintenance, repairs, and facility improvements across all department-managed sites. These procedures are documented and operationalized through the department’s Building Maintenance Standards Spreadsheet, which identifies the responsible staff or workgroup for every maintenance task.
Within the spreadsheet, each task is linked to a specific facility area and includes a designated “Completed By” assignment, such as Shakopee Maintenance, Public Works, division staff, or contracted professionals. This provides clear accountability for general cleaning, preventative maintenance, specialized repairs, and capital-level work. High impact and technical tasks are assigned to trained maintenance staff or licensed contractors, ensuring work is completed by personnel with the appropriate skillset.
Lower impact or daily shift tasks that are allocated to division staff are assigned through shift check lists. Division managers are responsible for ensuring shift checklists are completed and maintained for daily operations.
Supporting Evidence:
7.10a Maintenance Standards and Operations
7.10b Shift Checklists (Pool Manager)
7.10c Shift Daily Checklists (Indoor Aquatic Center)
7.10d Weekly Maintenance (SandVenture)
7.10e Weekly Cleaning Checklist (Community Center
7.11 Capital Asset Depreciation and Replacement Schedule
Standard:
The agency shall have an established depreciation and replacement schedule for all park and recreation capital assets including buildings, facilities, and equipment that have predictable life cycles. Schedules should identify the useful life of each element and the associated costs of replacement. Capital asset depreciation and replacement schedules, including projected costs of replacement, should be reflected in the agency's financial plan.
Narrative:
The City of Shakopee Parks and Recreation Department maintains an established capital asset depreciation and replacement schedule to support the long-term sustainability of its facilities, buildings, and equipment. This work is guided by the City’s Capital Assets Policy, which outlines capitalization thresholds, useful life expectations, and depreciation methodology. The policy sets useful life standards for buildings, building improvements, machinery, equipment, and infrastructure, and requires all depreciable assets to be recorded and depreciated using the straight-line method. These standards establish the basis for determining when recreation assets reach the end of their service life and require scheduled replacement.
Replacement planning and projected costs are integrated into the City’s four-year Capital Improvement Plan (CIP), which is updated annually as part of the budget process. The adopted CIP also includes a 15-year long-range plan and a 20-year equipment replacement schedule to support extended forecasting. Together, these tools serve as the primary framework for identifying replacement timelines, validating useful life assumptions, and aligning future financial needs.
Within the CIP, Parks and Recreation projects are scheduled according to their anticipated life cycle, with each entry identifying the asset, useful life, project year, and cost. Examples include Zamboni replacement (useful life: 10 years; project cost: $311,800; page 106) and Community Center weight-room equipment replacement (useful life: 10 years; project cost: $130,800; page 180). These items demonstrate how the department applies the useful life standards from the Capital Assets Policy directly to long-range planning.
The Recreation Department reviews capital asset needs during each budget cycle and adjusts projected replacement years and costs based on asset conditions, operational demands, and market pricing. Assets approaching the end of their useful life are programmed into the CIP and funded through the City’s Internal Service Funds or capital project allocations. This ensures that depreciation and replacement schedules are incorporated into the City’s financial plan and that future capital needs are anticipated in a timely and fiscally responsible manner.
Supporting Evidence:
7.11a Capital Assets Policy
7.11b Capital Improvement Plan 2026-2030