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PARKS and RECREATION FY2011 Budget Presentation

Current Parks and Recreation Staffing2

Director1 FTE

Special EventsManager-1 FTEAdult programs

ParkSupervisor

1 FTE

Cultural Arts

Manager.5

RecreationManager

Senior/Trip1 FTE

Assistant Recreation Manager

Youth/Teen1 FTE

AthleticSupervisor

.37

FacilitiesCoordinator

.75

Asst Special Events

Manager.75

8 FTE’s Crew

Members

Admin Assistant IV

1 FTE

AdminAssistant I

.75

17.12 FTE’s

FY10 Budget Cuts and Impact 3

Challenges: Reduced Staff Opened Stafford, Draper, Blenheim Implemented Cost Recovery linking/covering expenses

with fees Increased volume of higher end rentals Planning, promoting and building Stacy C. Sherwood

Community Center

FY10 Budget Cuts and Impact 4

STARTING POINT: FY2009: $3,640,855 Budget Amount

Reduced $ 699,052 FY2009: $2,941,803 Actual

FY2010: $3,269,139 Budget Amount Est. Reduction $ 22,687

FY2010: $3,246,452 Estimated

FY2010 Budget Cuts and Impact5

Administration/Recreation -$185,538 9.22% Special Events -$ 43,239 12.32% Facilities +$ 6,967 Parks -$149,908 13.28%

Total Reduction -$371,716 10.2%

FY10 Budget Cuts and Impact 6

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

What’s in the FY2011 Budget7

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

Optional plan for Mayor and Council consideration to use North Street during Fall Festival

Why 2 FTE’s?8

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

What we considered first?9

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?

Alternative to Proposed Plan10

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

FY2011 PRESET EXPENSES11

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 $1,380,60041% of budget request

FY2011 Budget Cuts and Impact 12

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

Budget Breakout by Cost Center13

$1,833,873, 55%

$335,525, 10%

$203,348, 6%

$977,086, 29%AdministrationSpecial EventsFacilitiesParks

Expense Snapshot-FY2010 vs. FY2011

Personnel Fringe Contract Services

Purchased Services

Other Charges

Supplies & Materials TOTAL

2010 1701592 421801 447845 78600 379443 239858 $3,269,139 2011 1752800 431200 474427 80257 391012 220136 $3,349,832 % Change 3% 2% 6% 2% 3% -8% 2%

3% 2%

6% 2% 3% -8%2%

-5000000

5000001000000150000020000002500000300000035000004000000

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Budget Breakout by Revenue15

$188,649, 15%

$525,118, 42%

$72,892, 6%

$119,010, 10%

$337,448, 27%

Youth/Teen/Adult

Day Camps

Senior

Events

Facilities

Total Revenue $1,243,117

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Department Revenues

FY07 FY08 FY09 FY2010 FY2011TOTAL 703,688 910,904 1,090,075 1,112,400 1,243,117

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

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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

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CIP Proposed Projects-Large Area MowerPurchase Lease to Own$85,000 $1,676/mo for 60 months

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 time-maintenance, mowing, fuel costs

Contingency Plan: Lease to Own

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CIP Proposed Project-Safety Netting$45,000

Providence Elementary

252ft to Left and Center

12ft to sound wall

25ft sound wall

Netting would be 45ft.

Protects vehicles on I66

Allows for multi-usePlay

Contingency Plan

Restrict Play on field

Field #4

FY2011 Stacy C. Sherwood Staffing

0.5 FTE Increase compared to FY2007

Six months of the budget year

16 17 18 19 20

FY2007

FY2010

FY2011

FTE'S

FTE'S

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Proposed Budget Conclusion21

Does not reduce services

Maintains revenues

Successfully manages facility resources

Maximizes financial and human resources

Assists in economic recovery

T H E B E N E F I T S A R E E N D L E S S !

I N D I V I D UA L

C O M M U N I T Y

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PARKS and RECREATION FY2011 Budget Presentation