Aquatic Committee Cost Recovery Working Group YHS Aquatics Classroom Thursday, July 24, 2018 Time: 7:00-9:00 PM. Minutes

Transcription

1 Aquatic Cmmittee Cst Recvery Wrking Grup YHS Aquatics Classrm Thursday, July 24, 2018 Time: 7:00-9:00 PM Minutes In attendance: Cynthia Hiltn; Rn Kampeas; Dee Rmanek. Staff: Kevin Crnin & Helena Machad Meeting Cnvened at 7:05 pm. I. Welcme II. Apprval f 19 June 2018 minutes - Minutes apprved with crrectins t table t reflect revised data submitted by APS and DPR via . III. Cntinuatin f discussin abut cst recvery strategies fr peratins and maintenance (O&M) csts incurred by APS. Definitins O&M csts mean Operatins and Maintenance csts including csts related t the staffing, utilities, supplies, maintenance and repairs necessary t keep the APS Aquatics Centers safely peratinal. Revenue means all funding surces that are allcated fr O&M csts including apprpriated tax revenue, the DPR transfer, and fees cllected by APS. Rental means a third-party individual, grup r entity using the APS Aquatic Centers under a rental agreement with APS; this may include private instructrs, fr prfit and nn-prfit teams, ne-time events r ther service prviders. DPR Classes means prgrams managed by DPR and ffered at the APS aquatics centers as stipulated under a current MOU. These prgrams are further rganized int: Sessins Seasnal set f multiple ffering f classes (e.g., summer, fall, winter and spring). Class A scheduled ffering within the Sessin (e.g., 5:30 pm Water Babies Class). DPR Cmpetitive Teams mean yuth and adult teams managed and ffered by DPR at the APS aquatics centers, currently, AAC and Masters. Cmmunity Swimmers mean all patrns at APS aquatics centers ther than thse that are APS curriculum-based r sanctined by the VHSL, Renters, r thse registered in DPR classes r teams. Tax-Supprted Prgrams means prgrams managed by APS that are funded by the Cunty/APS revenue-sharing agreement thrugh the APS Cmmunity Activities Fund. Review f frmula ptin 2: APS cllects a splash access fee frm all users. DPR cntinues t charge a separate fee fr its prgrams. DPR transfer DPR current transfer is replaced by a per splash access fee payable by class and cmpetitive team participants and cllected by APS; the annual DPR transfer will be limited t funding any gap in a FY between all revenue available t APS fr O&M expenses and actual O&M expenses.

2 2 APS will establish a prcess fr cllecting DPR participant O&M fees that minimizes the incnvenience t the participant. APS will explre web-based registratin and linking t DPR s registratin site t simplify participant registratin. DPR participants may chse t purchase existing swim passes and membership packages; these wuld exempt them frm additinal APS charges fr DPR class/team admissin DPR participants wh miss a nn-refundable class r practice, will be able t use the splash fr a nn-class/practice swim f their chsing. Alternatives cnsidered but nt recmmended: Calculating the DPR class/team fee by multiplying the annually-established access fee by the ptential enrllment in each class/team sessin. Fr Example: the fee payable by DPR fr a Pre-Schl class wuld be the maximum number f kids enrlled in each class (6), multiplied by the number f classes (splashes) in the sessin, and multiplied by the established admissin fee fr Children. APS wuld receive a transfer frm DPR f funds at the cmpletin f each class r sessin. Dwnsides t this ptin are that unused access fees wuld nt be refunded, APS wuld nt be able t determine the residency status f participants fr billing purpses, and DPR wuld be respnsible fr multiple fund transfers thrughut the year. Discntinued use f the pls by DPR when LBP pens. Mentined but pstpned pending future discussin related t LBP by the AC. Age discunts based n adult fees: The cst f a single splash each baseline year (2 FYs behind) will dictate the Adult fee fr a single swim. All ther fees will be based n the frmula shwn belw: Per-Splash Discunt r Surcharge Prpsed FY 2020 Splash Assessment Baseline Cst/Swim (0%) $5.15 Adult Fee Res (0%) $5.15 Arlingtn Unifrmed Public Safety Emplyees (0%) $5.15 APS Students and Athletes (0%) $5.15 Senir Fee Res (<30%) $3.65 Cllege Student Fee Res (<20%) $4.15 Child Fee Res (<60%) $2.10 Adult Fee - Nn Res (+30%) $6.70 Senir Fee Nn Res (+30%) $6.70 Cllege Student Fee Nn Res (+20%) $5.00 Child Fee nn Res (+30%) $2.75 Swim Passes and memberships will cntinue t be calculated using the frmula implemented by APS in 2010 and supprted by the Aquatics Cmmittee in 2018: Packages # Splashes Discunt

3 3 3-ms 24 15% 3-ms NR 24 10% 6-ms 52 25% 6-ms NR 52 10% 12-ms % 12-ms NR % Family Membership Summed Cst f individual memberships 10% APS Full-time Emplyees Cst f individual membership 50% Swim Pass Res 10 15% Swim Pass Nn Res 10 10% Nn-Resident fees will cntinue t be adjusted t match the resident fees at neighbring jurisdictins. Rental fees will be based n the 2-year prir actual O&M csts/hur AND splash fees capped at the number f swimmers that can safely ccupy a lane, divers per bard, r the capacity f IPls, etc. Table belw shws the estimated fees based n Fiscal 2018 Budgeted expenses and cst/splash adjusted t child fee: Third Party Pl Use (FY 2018 estimate) Utllities O&M MOD #guards Wages # swimmers Splash$ Incme Splash Nn Prfit Fee 2020 Fr Prfit Fee Full Facility (Cpl/Ipl/Well) Full Facility (Cpl/Ipl/Well/Classrm) Lanes (WL Only) Lanes lanes with tank Lanes Lanes + Tank Lanes Lanes + tank Instructinal Pl (WK) Instructinal Tanks Divning Well Lanes Classrm Classrm w/ AV Single Lane (1/2 Lane)/Partial Tank -Private Determine repeatable criteria/frmula t trigger fee increases in the future 2-year data lag fee changes (increase r decrease) will be based n the cst/splash calculated each preceding fiscal cycle fr which actual data is available and based n abve mentined frmulas. FY 2020 Implementatin CRWG agree n the fllwing: Use FY 2018 per splash base fee. Public Swim fees will be lwer than FY2019 based n the cst/splash calculated n the actual Fiscal 2018 expenses.

4 4 Over- r Under-cllectin ptins In the event the incme cllected frm public swim prgrams (APS and DPR) des nt fully recver the actual expenses DPR will be assessed an additinal fee equal t 100% f the shrtfall as APS aquatic centers are cmmunity amenities available t all Arlingtn residents just as ther sprts amenities paid fr by DPR. In the event that the incme cllected frm public swim exceeds the actual csts: APS will carry frward 100% f the funds t be bligated in the next FY. Funds will be used fr building, r instructinal equipment replacement r upgrades and MCMM prjects; Funds may als be held fr future capital imprvements t the Aquatics centers as permitted by VA State Law and Schl Bard Plicies. The AC will be cnsulted and prvide recmmendatins fr the use f these funds. IV. Public Cmment - There was n public cmment. VI. Recmmendatins - The CRWG added the fllwing t previus recmmendatins: The three APS Aquatics Centers (and any future Centers) will perate at 100% cst recvery by cllecting revenue based n the percentage f splashes attributed t each user grup (APS, DPR, Cmmunity Swimmers, Renters). All pl users will be assessed an access (per splash) fee based n cst/splash data frm the preceding tw fiscal cycles, e.g., FY 2018 data fr FY 2020 fees. APS will pay the access fee fr students participating in instructinal and athletic prgrams frm its general fund revenue-sharing agreement with the Cunty. Student numbers will be based n the September 30 enrllment by grade reprt and the number f athletes registered t participate in aquatic athletic prgrams. APS will cllect access fees frm all ther eligible pl users renters, cmmunity swimmers and DPR class/team participants. Renters will be charged a facility fee in additin t an access fee fr individual participants. APS will cntinue t ffer age-determined discunted packages based n time (e.g., quarterly r annual memberships) r multi-swim passes (e.g., 10 r 20 swim ptins). Discunts will be available t DPR class participants. T calculate the percent f splashes attributed t APS and DPR in rder t determine the expected revenue frm these user grups, the percentages will be based n full-enrllment. APS will cntinue t fund frm its revenue-sharing alltment: incme-based fee reductins accrding t schl bard established plicy in rder t facilitate pl use by all citizens; free yuth and free senir swims; free admissin fr unifrmed public safety persnnel; and discunts t full-time APS emplyees cnsistent with APS plicy t prmte an active lifestyle. APS and DPR will prvide a financial reprt annually t the AC as required by the AC charter based n the same standard f accuntability in rder t verify the reliability f the scial value scale ; t determine the effect, if any, f access fees n DPR s ability t recver prgram csts; and t allw fr recmmendatins n fee setting fr the upcming budget cycle. The AC will evaluate recmmendatins fr the use f funds that may be cllected in excess f actual expenses related t the aquatics center peratins

5 5 DPR will fund annual revenue shrtfall, when it ccurs, thrugh a transfer t the APS Cmmunity Activities Fund. APS is funding its user cmmunity at the full-adult, nn-discunted splash rate. Renters are assessed 100% f csts. Discunts are ffered nly t DPR class and team registrants and Arlingtn citizen swimmers, a subset f DPR s larger sprts and recreatin cmmunity. It is apprpriate that DPR fund any O&M shrtfall as it wuld fund O&M fr ther sprts/recreatin ptins ffered by the Cunty. APS will cntinue t apply cst avidance strategies and revenue generating pprtunities t ensure 100% recvery f Cmmunity Swim csts. VII. New business/new Steps Reciprcity with LBP The CRWG did nt specifically address reciprcity f memberships between APS Pl and LBP. The main fcus f the grup is t establish a prcess by which APS can perate its facilities at 100% cst recvery. T the extent that this gal can be maintained, the CRWG recmmends that the AC address this issue at a later date. MOU update Staff indicated that staff level meetings t redraft the MOU t determine the DPR use f APS facilities and assciated financial bligatins have begun. The timeline fr cmpletin f this draft is Octber 2018 t allw fr the inclusin f any financial issues in the 2020 budget develpment prcess. CRWG will recmmend that the AC meet n later than September 15 t deliberate n the grup s prpsal and draft the final AC recmmendatins t the Schl Bard and the Sprts Cmmissin. VIII. Adjurn Meeting Adjurned at 8:50 pm