Village of North Palm Beach FY Council Budget Workshop. Library Parks & Recreation Country Club August 9, 2017

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1 Village of North Palm Beach FY Council Budget Workshop Library Parks & Recreation Country Club August 9, 2017

2 Tonight s Meeting Agenda FY 2018 Summary of Budget Changes General Fund FY 18 FY 27 Ten Year CIP Cash Flow (General Fund) Library Org Chart Budget Summary 10 year CIP Parks & Recreation Org Chart Budget Summary 10 Year CIP FY 18 Capital Outlay FY 2018 Summary of Budget Changes Country Club Country Club Org Chart Budget Summary 10 Year CIP FY 18 Capital Outlay 2

3 FY 2018 Summary of Budget Changes General Fund Change Impact Positive / (Negative) CST Estimate received from FDOR 26,841 Updated Personnel Costs 1. Sanitation Overtime Budget Reduced 2. Recreation staff changes 3. General Employees Pension Employer Contribution requirement increased 4. Health Insurance estimate increased 87,695 Delete Cost for PW Accreditation 65,000 Delete Cost for Energy Conservation Project (Facility & Street LED Lighting) 30,000 Total $209,536 3

4 General Fund Ten Year CIP Estimated Cash Flow Years 1-5 Years 6-10 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY Total Revenue CIP Fund 1 $ 730,000 $ - $ 730,000 Estimated Year End Budgetary Savings 200, , , , ,000 1,000,000 2,000,000 Developer Fees / Recreation 252, ,195 Grant 400, ,000 Infrastructure Surtax 2 1,237, , , , ,000 3,060,000 7,177,796 Other Total Revenue $ 2,819,990 $ 920,000 $ 920,000 $ 920,000 $ 920,000 $ 4,060,000 $ 10,559,990 Projects (By Category) Public Buildings & Facilities $ 65,000 $ 110,000 $ 682,500 $ 2,656,000 $ - $ 1,192,000 $ 4,705,500 Vehicle Purchases & Replacements 796,700 1,435, , , ,400 1,677,200 6,063,000 Capital Equipment Purchases & Replacements 395, , ,000 80, , ,300 1,821,300 Infrastructure Redevelopments & Improvements 2,595,000 2,095,000 2,290,000 1,770, ,000 11,040,000 20,635,000 Information / Communication Technology 100,000 95,000 90,000 60,000 75,000 30, ,000 - Total Projects $ 3,951,700 $ 4,003,500 $ 3,848,000 $ 5,223,700 $ 1,998,400 $ 14,649,500 $ 33,674,800 Estimated Ending Balance $ (1,131,710) $ (3,083,500) $ (2,928,000) $ (4,303,700) $ (1,078,400) $ (10,589,500) $ (23,114,810) 1 CIP Fund FY 17 Projected Ending Balance 530,000 FY 17 Estimated Budgetary Savings (Xfr to CIP) 200,000 FY 17 Estimated Ending CIP Balance 730,000 2 Infrastructure Surtax (sunset 12/31/26) FY 17 Projected Ending Balance 517,796 FY 18 Estimated Proceeds 720,000 FY 18 Estimated Available Funds 1,237,796 4

5 General Fund Expenses Debt Service $1,293, % Library Parks & Recreation General Government $3,297, % Police and Fire $9,132, % Leisure Services $2,846, % Community Development $1,611, % Public Works $5,085, % Total = $23,266,430 5

6 Summary FY 2018 FY 2017 Change Library Full-Time 7 7 No Change Part-Time

7 Library Budget Summary Fiscal Year 2018 Budget FY 2017 Budget % increase / decrease $ increase / decrease Actual 09/30/16 Personnel Total Salary & Benefits $ 669,277 $ 658, % $ 10,408 $ 618,270 Operating Books, Publications & Subscriptions % Contractual Services 28,455 28, % 0 21,863 Library Collections: Audio Visual Materials 22,000 22, % 0 21,751 Books increase in Childrens Books 44,000 32, % 12,000 32,377 Electronic Resources 24,000 24, % 0 24,004 Magazines 3,000 3, % 0 2,886 Reference Materials 4,000 6, % (2,000) 5,889 Library Gift Account See next slide 40, % 40,000 5,285 Licenses & Fees 1,400 1, % 150 1,258 Materials & Supplies 11,950 11, % ,011 Postage 755 1, % (322) 883 Rental 4,208 2, % 1,405 3,123 Repairs & Maintenance % Conferences & Seminars 845 1, % (575) 996 Memberships & Dues 3,096 3, % (49) 3,298 Travel & Training 2,839 2, % Uniforms % (300) 206 Utilities 18,616 21, % (2,747) 20,915 Other Operating Costs % (50) 0 209, , % 48, ,703 Total Expenses $ 878,897 $ 820, % $ 58,834 $ 777,973 7

8 Library Putting it into Perspective Use of Library Gift Account = $40,000 Kid friendly shelving & furniture All new Teen room Flexible space Durability Long-lasting theme A space for the youth after school, five days a week Estimated Cost, including carpet, $40,000 The Look & Feel of New Children s Department 8

9 Library 10-Year CIP Project FY18 FY19 FY20 FY21 FY22 FY23 FY24 FY25 FY26 FY27 Total Library Stair Replacement 50,000 50,000 HVAC Controls 20,000 20,000 Total - 20, , ,000 Library Stair Replacement dollars are for planning and design only. Intent is to improve the use of space and aesthetics. 9

10 Parks & Recreation Summary FY 2018 FY 2017 Change Full-Time 6 6 No Change Part-Time Part - Time Instructors (*) See Note Below (*) Part-Time Instructors were previously classified as Independent Contractors 10

11 Parks & Recreation Programs Special Events We offer a wide variety of special events for all ages throughout the year: Touch-A-Truck Car Show/Chili Cook-off Underwater Egg Hunt Traditional Egg Hunt Food Truck Frenzies Puppy Love Village Wide Garage Sale Santa Trolley Rides Santa Visits 5K Ghost Run Anchorage Aweigh Fishing Tourney Veterans Day Heritage Day Festival & Parade Flashlight Egg Hunt July 4 th Celebration Arts & Crafts Fall Festival Kids Night Out Turkey Shoot Free Throw Tournament Tree Lighting Ceremony Santa s Ho-Ho Hotline 1K Goblin Run Friday night summer Pool Parties Travel Trips The Recreation Department offers 3-4 travel trips/month during the months of Sept. through April Activity Classes Recreation offers a variety of activity classes throughout the year for youth, teens and adults Athletics The Recreation Department runs the following: Youth athletic leagues: Soccer, Summer Basketball, Fall Basketball, Lacrosse, Flag Football Adult Athletics: Pickle ball, Men s Over 40 Basketball Summer Camp Programs Summer Day Camp (ages 7-12), Teen Adventure Camp (ages 13-15), Fishing Camp (ages 6-14), Engineering for Kids Camp (ages 5 10 ), Baseball Camp (ages 6-14 ), Chess Camp (ages 7-13) 11

12 Parks & Recreation Programs continued Recreation Classes Country Line Dance Fitness Over 50 Jazzercise Table Tennis Open Play Yoga Coquettes Zumba Gyrokinesis Special Needs Academic Partner Pattern Dance Smoking Cessation Stay Fit Tennis Facility 6 Palm Beach County Women s Teams 3 Palm Beach County Senior Men s Teams Bus trip to the Miami Open Sold out for 5th consecutive year! Member Guest Tournaments Youth Tennis Camps Pool Facility The North Palm Beach Swim Club College swim teams train at the pool over the winter holidays Offering multiple training classes/lessons through American Red Cross Offering Swim Training through Swim with Gills Training facility for 6 local scuba companies Water Polo training Infant Swimmer Resource training in the fall Florida Free-diving training Water Aerobics daily for all levels Lifeguard certification training Snorkeling Camp Duplicate Bridge Instructional Bridge Classes Soccer Shots Tai Chi Chuan/Qi Gong Chair Yoga Engineering for Kids Sittercise Lunch & Learn I Phone Class Paddleboard Athletic Performance Training Meditation Top Score Writing 12

13 Parks & Recreation Projects and Initiatives Capital Projects including Anchorage Park Master Plan development and implementation Tree/Sidewalk Conflicts (neighborhood outreach with Public Works) Youth Sports Programs community engagement to evaluate what we offer Recreation Programming community engagement to evaluate what we offer Review Summer Camp policies/protocols and training Clubhouse Operations Coordination Collaborative meetings with Golf, Recreation, Public Works and contractual services to improve communication and coordination. Tennis Strategies to increase participation Enhance facility atmosphere and maintenance Increase merchandising revenue Pool Implementation of interim strategies to increase coverage and improve oversight with Recreation Assistants. Initiation of long term planning for the future operation of the pool. Requires community input related to goals and objectives for the pool. Lakeside Park Promotion as a neighborhood park Evaluate opportunities for kayaking/sailing per goals/objectives session discussion 13

14 Parks & Recreation Combined Budget Summary Fiscal Year 2018 Budget FY 2017 Budget % increase / decrease $ increase / decrease Actual 09/30/16 TOTAL REVENUES $ 1,058,150 $ 1,012, % $ 45,535 $ 1,196,895 EXPENSES Personnel Total Salary & Benefits $ 1,221,832 $ 896, % $ 325,786 $ 854,696 Operating Advertising 1,500 1, % Charge Card Fee 16,118 14, % 1,818 12,598 Conferences & Seminars 1,250 1, % 0 Contractual Services 9,000 9, % 0 7,630 Equipment Rental % 0 Gas, Oil & Lubricants 3,600 3, % (125) 4,183 Licenses & Fees % Materials & Supplies 126, , % ,528 Memberships & Dues 1,550 1, % Merchandise 4,000 8, % (4,500) 6,057 Postage % Printing & Binding % Professional Services 57,000 57, % 0 49,125 Program Expense 169, , % (216,250) 381,877 Repairs & Maintenance 81,000 22, % 58,680 34,674 Special Events 104, , % 0 92,538 Travel & Training 2,900 2, % 0 52 Uniforms 4,000 3, % 500 2,456 Utilities 160, , % 3, ,619 Other Operating Costs 1, % 1,000 2, , , % (154,889) 815,461 TOTAL EXPENSES $ 1,967,377 $ 1,796, % $ 170,897 $ 1,670,156 NET PROFIT / (LOSS) $ (909,227) $ (783,865) $ (125,362) $ (473,261) 14

15 Parks & Recreation Operating Highlights Reclassification of Independent Contractors to part-time employees results in additional cost to the Village (next 3 slides show breakdown by division): Payroll Taxes Workers Compensation Insurance General Liability Insurance Equipment/Materials Actual split with instructor will vary, not exactly 70/30 split Recreation: Revenue = 45,000, Expense = $32,000. Avg. 71% to instructor Tennis: Revenue = $350,000; Expense = $225,000. Avg. 64% to instructor Pool: Revenue = $14,500; Expense = $10,000. Avg. 69% to instructor Repairs and maintenance of courts/equipment at Anchorage and community center ($20k) Tennis LED Lights ($35k) 15

16 Recreation & Special Events Fiscal Year 2018 Budget FY 2017 Budget % increase / decrease $ increase / decrease Actual 09/30/16 TOTAL REVENUES $ 483,800 $ 494, % $ (10,215) $ 690,991 EXPENSES: Personnel Total Salary & Benefits IC Reclassification $ 724,740 $ 645, % $ 79,346 $ 626,300 Operating Advertising % 0 0 Charge Card Fee 4,218 6, % (2,282) 4,710 Conferences & Seminars 1,250 1, % 0 0 Contractual Services 9,000 9, % 0 7,630 Gas, Oil & Lubricants 3,600 3, % (125) 4,183 Materials & Supplies 58,650 63, % (4,500) 20,654 Memberships & Dues 1,200 1, % Postage % Printing & Binding % 0 0 Professional Services 15,000 15, % 0 13,125 Program Expense 154,500 IC Reclassification 193, % (39,000) 168,591 Repairs & Maintenance 28,000 Courts / Equipment 9, % 18,980 11,536 Special Events 101, , % 0 90,669 Travel & Training 1,900 1, % 0 25 Uniforms 1,750 1, % 0 1,081 Utilities 92,680 94, % (1,800) 84,180 Other Operating Costs 5, % 5, , , % (22,927) 407,354 TOTAL EXPENSES $ 1,204,638 $ 1,148, % $ 56,419 $ 1,033,654 NET PROFIT/(LOSS) $ (720,838) $ (654,204) $ (66,634) $ (342,663) 16

17 Fiscal Year 2018 Budget Tennis FY 2017 Budget % increase / decrease $ increase / decrease Actual 09/30/16 TOTAL REVENUES $481,350 $ 438, % $ 43,250 $ 404,540 EXPENSES: Personnel Total Salary & Benefits IC Reclassification $ 412,271 $ 155, % $ 256,628 $ 139,530 Operating Advertising 1,000 1, % Charge Card Fee 11,000 7, % 3,500 7,013 Equipment Rental % 0 0 Materials & Supplies 26,000 24, % 1,800 22,501 Memberships & Dues % 0 0 Postage % 0 87 Printing & Binding % Professional Services 42,000 42, % 0 36,000 Program Expense IC Reclassification 3, , % (180,150) 193,487 Repairs & Maintenance 49,000 LED Lights $35k 9, % 39,700 4,165 Special Events 3,000 3, % 0 1,869 Tennis Merchandise 4,000 8, % (4,500) 6,057 Uniforms % Utilities 14,673 13, % 1,019 12,464 Other Operating Costs % 0 (0) 155, , % (138,631) 284,621 TOTAL EXPENSES $ 567,994 $ 449, % $ 117,997 $ 424,151 NET PROFIT/(LOSS) $ (86,644) $ (11,897) $ (74,747) $ (19,611) 17

18 Pool Fiscal Year 2018 Budget FY 2017 Budget % increase / decrease $ increase / decrease Actual 09/30/16 TOTAL REVENUES $ 93,000 $ 80, % $ 12,500 $ 101,364 EXPENSES: Total Salary & Benefits $ 80,021 $ 95, % $ (14,988) $ 88,865 Operating Charge Card Fee % Licenses & Fees % Materials & Supplies 41,900 38, % 3,000 31,372 Memberships & Dues % Program Expense 12,000 9, % 2,900 19,799 Repairs & Maintenance 4,000 4, % 0 18,973 Travel & Training 1,000 1, % 0 27 Uniforms 1,500 1, % Utilities 52,899 48, % 4,444 48,976 Other Operating Costs % 0 2, , , % 11, ,486 TOTAL EXPENSES $ 194,745 $ 198, % $ (3,519) $ 212,351 NET PROFIT / (LOSS) $ (101,745) $ (117,764) $ 16,019 $ (110,987) 18

19 10-Year CIP Project FY18 FY19 FY20 FY21 FY22 FY23 FY24 FY25 FY26 FY27 Total Automotive 20,000 30,000 70, ,000 HVAC Controls 17,500 17,500 Marquee Sign 20,000 20,000 Lightning Detection System 30,000 15,000 45,000 Chlorination Feeder 15,000 15,000 Pool Heater 70,000 70,000 Playground Equipment 45,000 45,000 45,000 45,000 45, ,000 Tennis Court Drainage System 45,000 45,000 Tennis Court Fence Replacement 60,000 60,000 Pool Resurfacing 200, ,000 Pool Pump Room Renovation 200, ,000 Community Center Renovation 565, ,000 Osborne Park Parking Lot Resurfacing 125, ,000 Anchorage Park Parking Resurfacing 225, ,000 Anchorage Park Boat Ramp 75,000 75,000 Anchorage Park Floating Docks 250, ,000 Anchorage Park Phase 2 800, , ,000 1,945,000 Lakeside Park Reroute Asphalt Pathways 25,000 25,000 Total 1,580, ,000 1,447,500 30, ,000 30,000 60,000 85, , ,227,500 19

20 Total FY 18 Capital = $1,580,000 Parks & Recreation FY 2018 Capital Outlay Automotive ($20,000) Replace a converted passenger van that the Department uses to transport recreational supplies to and from Village events. The Department doesn t have any way to move equipment at this time during inclement weather Community Center Marquee Sign ($20,000) The existing sign was installed in 1983 Playground Equipment ($45,000) Replacement and enhancement of the exercise equipment at the Community Center Tennis Court Drainage System ($45,000) Install a system to take care of the water draining off the courts (eastside drainage area) Pool Resurfacing ($200,000) Resurfacing of pool to include new tile and coping as well as addressing the pool floor system Pool Pump Room Renovation ($200,000) Replacement of the existing pool piping with a new system Anchorage Park Floating Docks ($250,000) Install new Docks and piers at Anchorage Park Marina Anchorage Park Phase 2 ($800,000) (Grant Project) Boating Facilities, Picnic Facility, Fishing Dock, Observation Deck, Kayak launch, multipurpose trail 20

21 FY 2018 Summary of Budget Changes Country Club Change Impact Positive / (Negative) Driving Range Revenue assumption changed Reduced flow of traffic from the course during the summer and possibly reduced rounds during the season based on clubhouse construction Updated Personnel Costs 1. Change pay grade for Director of Golf 2. Add 1 PT Instructor 3. Health Insurance Estimate increased $ (89,342) (23,814) Total (113,156) 21

22 Country Club Summary FY 2018 FY 2017 Change Full-Time Part-Time Part-Time Instructor

23 Country Club Budget Summary Budget Assumption : Course will be closed for restoration from May 1, 2018 through end of fiscal year Revenue FY 2018 Budget FY 2017 Budget % increase / (decrease) Actual 9/30/16 Actual 9/30/15 Actual 9/30/14 Greens fee/cart rentals/membership fees $ 1,742,611 $ 2,359, % $ 2,294,659 $ 2,332,066 $ 2,328,540 Golf Shop revenues 239, , % 326, , ,986 Driving range revenues 238, , % 322, , ,320 Restaurant revenues 738, % 761, , ,927 Interest revenues 10,000 10, % 9,230 10,393 10,930 Sale of Surplus 0.00% 145, Appropriated Retained Earnings 639,805 45, % Miscellaneous 6,000 6, % 16,048 9,409 6,934 Total Revenues $ 2,876,440 $ 3,842, % $ 3,874,803 $ 3,799,246 $ 3,656,636 Expenses Personnel Costs 789,991 1,218, % 1,213,242 1,090,503 1,115,754 Operating Costs Golf Course Maintenance 1,149,822 1,138, % 1,124,052 1,178,336 1,209,689 Golf Pro Shop and Range 421, , % 400, , ,883 Food and Beverage 16, , % 456, , ,356 Country Club Administration 12,200 28, % 246,960 24,919 49,013 Clubhouse & Grounds 4,886 95, % 77,274 93,331 97,598 Insurance & General Liability 49,843 47, % 51,888 63,659 48,170 Attorney Fees 10,000 10, % 5,898 10,770 4,900 Capital Outlay Capital Outlay 23,000 7, % 19,394 8,161 41,720 Debt Service Debt Service 398, , % 547, , ,821 Reserves Contingency % Total Expenses $ 2,876,440 $ 3,842, % $ 4,143,601 $ 3,768,889 $ 3,810,904 Revenues over (under) expenses $ - $ - $ (268,797) $ 30,357 $ (154,268) # Rounds 25,044 44, % 42,415 42,934 43,805 23

24 Country Club Budget Summary Revenues Appropriated Retained Earnings $639, % Other $60, % Driving Range $238, % Golf Merchandise Sales $100, % Membership $500, % Golf Lessons $100, % Greens Fees $655, % Total = $2,876,440 Cart Rental/Walking Fee $581, % 24

25 Country Club Budget Summary Expenses Debt Service $398, % Personnel $789, % Capital $23, % Insurance-Property & General Liability $49, % Operating $1,615, % Total Operating Costs $ 1,665, % Total = $2,876,440 25

26 Country Club 10 Year CIP Project FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 Total Country Club Clubhouse (**) - Golf Cart Storage Building 250, ,000 Driving Range Cart 11,000 11,000 11,000 33,000 Irrigation Controllers 156, ,000 Irrigation Pump 12,000 12,000 Fuel Tank 36,000 36,000 Driving Range Golf Ball Dispenser 20,000 20,000 Golf Course Improvements / Renovation (*) 1,526, ,000 1,626,305 Total Projects $ 1,549, , , , , ,133,305 Discussion : (*) The total for the golf course improvements ($1,526,305) has not been budgeted in the FY 2018 Budget. (**) The allocation between the General and Country Club Funds has not yet been determined 26

27 Driving Range Cart ($11,000) Irrigation Pump ($12,000) Golf Course Improvements / Renovation ($1,526,305) Country Club FY 2018 Capital Outlay Total FY 18 Capital = $1,549,305 Golf Advisory Board will be recommending a loan in an amount not to exceed $1.5m from the General Fund to finance the Golf Course Renovation Project. Greens Renovation/Re-grassing 330,000 Bunker Renovation 370,000 Conversion of 419 to Celebration in Fairways 100,000 Bahia Rough (Replace with Bermuda) 22,000 Concrete Line Waste Bunker of #5 35,500 Cart Path Extensions 127,000 Raise Low Fairways of 3, 8, & ,000 Add irrigation on course in old bahia areas 5,000 Fertilizer & herbicide for no-til fairway conversion 15,000 Equipment Rental 15,000 Driving Range LED Lighting 65,000 Driving Range Roof Replacement 7,500 Synthetic Turf at North End of Range 19,000 Run Electric to (2) Restrooms on Course & add A/C 17,000 Move Green Complex of #9 93,550 Replace Restroom buildings on course 60,000 OR On Course Restroom Roof Replacement 5,000 10% Contingency 138,755 Total $ 1,526,305 27

28 FY Budget Workshop Schedule Day Date Time Subject Wednesday June 14, pm Council Goal Setting and Mid-Year Budget Review Wednesday July 19, pm Thursday July 27, :30 pm Wednesday August 9, pm Wednesday August 16, pm Wednesday August 23, pm Wednesday August 30, pm Country Club Budget Overview General Fund Budget Overview Council Meeting Manager s Proposed Budget / Tentative Millage Rate Country Club & General Fund Departmental Budgets: Golf/Restaurant/Administration Parks & Recreation/Library General Fund Departmental Budgets: Council/Clerk/Village Attorney/Village Manager HR/Finance/IT/Debt & Other General Fund Departmental Budget: Public Works General Fund Departmental Budgets: Police/Fire Rescue/ Community Development Wednesday September 6, pm Budget Recap and Millage Discussion 28

29 Discussion 29