PARKS and RECREATION FY2011 Budget Presentation

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Lynette Mathews
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1 PARKS and RECREATION FY2011 Budget Presentation 1 THE BENEFITS ARE ENDLESS! INDIVIDUAL COMMUNITY ENVIRONMENTAL ECONOMIC

2 Current Parks and Recreation Staffing 2 Director 1 FTE FTE s Admin Assistant IV 1 FTE Asst Special Events Manager.75 Special Events Manager-1 FTE Adult programs Facilities Coordinator.75 Cultural Arts Manager.5 Park Supervisor 1 FTE Admin Assistant I.75 Recreation Manager Senior/Trip 1 FTE Assistant Recreation Manager Youth/Teen 1 FTE Athletic Supervisor.37 8 FTE s Crew Members

3 Challenges: Reduced Staff FY10 Budget Cuts and Impact Opened Stafford, Draper, Blenheim 3 Implemented Cost Recovery linking/covering expenses with fees Increased volume of higher end rentals Planning, promoting and building Stacy C. Sherwood Community Center

4 FY10 Budget Cuts and Impact STARTING POINT: FY2009: $3,640,855 Budget Amount Reduced $ 699,052 FY2009: $2,941,803 Actual 4 FY2010: $3,269,139 Budget Amount Est. Reduction $ 22,687 FY2010: $3,246,452 Estimated

5 FY2010 Budget Cuts and Impact Administration/Recreation -$185, % Special Events -$ 43, % Facilities +$ 6,967 Parks -$149, % 5 Total Reduction -$371, %

6 FY10 Budget Cuts and Impact Approved Budget: FY2010: $3,269,139 Public Works Event OT to P&R $ 61,300 Historic Resource Funds (Blenheim) $ 15,000 MCC added Field Monitors $ 20,736 Result in a $97,036 additional impact If these items weren t added to the FY2010 budget, the impact would be $3,107,103 or a 12.5% reduction from the FY2009 budget 6

7 What s in the FY2011 Budget Stacy C. Sherwood Community Center expenses for operating programs, services and rentals 2 New FTE s Minimal Temporary Staffing New FTE s to start January 2011 with the center opening 7 Optional plan for Mayor and Council consideration to use North Street during Fall Festival

8 Why 2 FTE s? Green Acres is slated to stay open Cannot duplicate services at new center Rentals day and evening Minimum of 90 hours of operations at new center Need desk coverage, program management, set- up, clean up and break down, etc Existing Full & Temp staff is below 2007 staffing levels Since 2007, more facilities responsibilities Anticipated increased walk-in traffic at new center 8

9 What we considered first? How could we use existing staff? Shifting of responsibilities Maintaining existing services with minimal impact to the budget Coverage for absences, leave, crowds and breaks How to train staff for the opening of the center while minimizing expenses? Can we increase fees to cover any additional costs? 9

10 Alternative to Proposed Plan Eliminate all special events Pro: Utilizes existing staff at new center Con: Has immediate net revenue loss in FY2010/2011 and huge economic impact on the city and downtown. Eliminate services & programming at Green Acres Pros: Utilizes existing staff at new center Some programs can be operated at center Cons: Current Senior Center would no longer exist Highly active youth, adult and senior programs will be eliminated 10

11 FY2011 PRESET EXPENSES Motor pool $ 80,257 Utilities $ 43,826 Contributions $ 65,000 Processing charge $ 41,740 Public Works Event OT $ 82,500 Blenheim rental costs $ 3,084 Services Linked to Revenue $1,064,193 Total $1,380,600 41% of budget request 11

12 FY2011 Budget Cuts and Impact STARTING POINT: FY2011: $3,349,832 Less Preset Expenses: $1,380,600 Remaining $1,968,432 What s included in the remaining funding? Full & Part Time Salaries $1,013,084 Fringe $ 431,200 OT $ 76,800 Recreation Operating Costs $ 199,016 Parks Operating Cost $ 249,132 12

13 Budget Breakout by Cost Center 13 $977,086, 29% $1,833,873, 55% Administration Special Events Facilities Parks $203,348, 6% $335,525, 10%

14 Expense Snapshot-FY2010 vs. FY % 2% Personnel Fringe Contract Services 14 6% 2% 3% -8% Purchased Services Other Charges Supplies & Materials TOTAL $3,269, $3,349,832 % Change 3% 2% 6% 2% 3% -8% 2% 2%

15 Budget Breakout by Revenue 15 $188,649, 15% Youth/Teen/Adult $337,448, 27% Day Camps $525,118, 42% Senior Events $119,010, 10% Facilities $72,892, 6% Total Revenue $1,243,117

16 Department Revenues 16 1,400,000 1,200,000 1,000, , , , ,000 0 FY07 FY08 FY09 FY2010 FY2011 TOTAL 703, ,904 1,090,075 1,112,400 1,243,117

17 New Fall Festival Route Increases road closure staffing by $20,000 Vendors will be on North Street from Chain Bridge Road to East Street Main Stage at lower portion of Old Town Hall Lot Children s Area Rides in Sun Trust Lot. Additional Revenue could be made with this larger ride area 17

18 Current mower 12 years old, past it s life cycle 4 months in shop Spent $44,606 since 1999 Smaller and slower The new mower Larger cutting bed and is quicker Will

18 18 Current mower 12 years old, past it s life cycle 4 months in shop Spent $44,606 since 1999 Smaller and slower The new mower Larger cutting bed and is quicker Will save: Staff timemaintenance, mowing, fuel costs Contingency Plan: Lease to Own CIP Proposed Projects-Large Area Mower Purchase Lease to Own $85,000 $1,676/mo for 60 months

19 19 Providence Elementary 252ft to Left and Center 12ft to sound wall 25ft sound wall Netting would be 45ft. Protects vehicles on I66 Allows for multiuseplay Field #4 Contingency Plan Restrict Play on field CIP Proposed Project-Safety Netting $45,000

20 20 FTE'S FY2011 Stacy C. Sherwood Staffing FY FTE Increase compared to FY2007 FY2010 FTE'S Six months of the budget year FY

21 Proposed Budget Conclusion Does not reduce services 21 Maintains revenues Successfully manages facility resources Maximizes financial and human resources Assists in economic recovery

22 PARKS and RECREATION FY2011 Budget Presentation 22 THE BENEFITS ARE ENDLESS! INDIVIDUAL COMMUNITY ENVIRONMENTAL ECONOMIC

Photo of playgrounds at De Anza Park APPENDIX C: Existing Operations

Photo of playgrounds at De Anza Park APPENDIX C: Existing Operations Findings and Conclusions Listed below is a summary of the management and operation of park and recreation services within the. Organization