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Home My WebLink About08-06-2020 FPAC Agenda Packet Committee Members Arlene Mitchell David Radziej Council Liaison Steve Scott Arden Hills Financial Planning and Analysis Committee Agenda August 6, 2020 1:30 pm 1245 W. Highway 96 Arden Hills, MN 55112 651.792.7800 www.ci.arden-hills.mn.us City Vision A strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. This meeting can be accessed remotely by joining via Zoom To join the Zoom meeting via computer, click this link (or copy and paste it into a new browser): https://us02web.zoom.us/j/81021199546 To join via telephone, dial 1-312-626-6799 and enter meeting ID 810 2119 9546 CALL TO ORDER 1. APPROVAL OF THE AGENDA 2. MINUTES A. February 25, 2020 3. NEW BUSINESS A. 4. UNFINISHED BUSINESS A. Recreation Programs Review 5. COMMITTEE COMMENTS 6. ADJOURNMENT A quorum of the City Council may be present at this meeting. MINUTES City of Arden Hills 1245 West Highway 96 ▪ Arden Hills Minnesota 55112 Phone 651.792.7800 ▪ Fax 651.634.5137 www.ci.arden-hills.mn.us FINANCIAL PLANNING & ANALYSIS COMMITTEE Tuesday, February 25, 2020 6:00 P.M. Upstairs Conference Room, Arden Hills City Hall CALL MEETING TO ORDER AND ROLL CALL The meeting was called to order by David Radziej at 5:58 pm. MEMBERS PRESENT: David Radziej; Arlene Mitchell; Steve Scott, Council Liaison MEMBERS NOT PRESENT: OTHERS PRESENT: Fran Holmes, Council Member; Gayle Bauman, Finance Director; Todd Blomstrom, Public Works Director/City Engineer Call to Order 1. APPROVAL OF THE AGENDA Motioned: Arlene Mitchell Seconded: David Radziej 2. APPROVAL OF THE MINUTES Motioned: David Radziej Seconded: Arlene Mitchell 3. NEW BUSINESS First order of business was to swear in David Radziej and Arlene Mitchell. A. Recreation Programs Review Finance Director Bauman distributed information to those present. The information included 2015-2019 revenue history by course, 2019 financial information for Recreation Programs, history of personnel allocations to Recreation Programs, job descriptions and past Parks and Recreation Guides. There was discussion on the change in demand for different types of programs and how all communities are struggling. Arlene talked about how some volunteers end up having their company make a donation to the Arden Hills Foundation which eventually flows back into the city Recreation Programs as a donation/scholarship. There was concern raised over the allocation of personnel costs to Recreation Programs. The recreation employee FTE’s have increased from 1.15 to 1.90. Is this allocation correct? City staff will review job descriptions and report back on where the allocations should be based on current work load and where they would like the job descriptions and allocations to be in an ideal situation. There was also discussion about if the fee schedule should be looked at to better accommodate families with multiple kids in a program. Arlene mentioned that families with multiple kids in programs are where the biggest need is for scholarships. The fee schedule cannot be discussed until we have a better handle on personnel allocations. The committee set a future meeting for Tuesday, March 24, 2020, at 12:00 pm. MINUTES City of Arden Hills 1245 West Highway 96 ▪ Arden Hills Minnesota 55112 Phone 651.792.7800 ▪ Fax 651.634.5137 www.ci.arden-hills.mn.us 4. UNFINISHED BUSINESS 5. COMMITTEE COMMENTS 6. ADJOURNMENT Motioned: Arlene Mitchell at 7:10 p.m. Seconded: David Radziej __________________________________ __________________________________ David Radziej, Chair Gayle Bauman, Finance Director AGENDA ITEM – 4A MEMORANDUM DATE: August 6, 2020 TO: Financial Planning and Analysis Committee FROM: Gayle Bauman, Finance Director SUBJECT: Recreation Programs Review Committee Should Consider Continue discussing Recreation Program revenues and expenditures and review the percentage of costs being covered by revenues. Make a recommendation on the cost coverage ratio for the City Council to consider. Discussion This is a continuation of the discussion that took place at the February 25, 2020 FPAC meeting. Council requested that FPAC look at all the factors related to Recreation Programs and develop a recommendation on what percentage of costs should be covered by user fees. Attachment A: Two columns have been added to the right as follows: Version 1 Allocations BUDGET 2020 – the wage allocation for the Deputy Clerk was reduced from 15% to 5%; the wage allocations for the Recreation Coordinator and Recreation Programmer were adjusted to better represent their current job duties. Version 2 Allocations BUDGET 2020 – an additional adjustment was made to the wage allocation for the Recreation Coordinator to further show where we would ideally want these job duties to move to in the future. One thing to note with changing the allocations is that the remaining portion of these wages still need to be picked up by another fund or department within the City. There is no savings to the city just because the allocation to Recreation Programs is dropping. Information was also included at the bottom of the spreadsheet to show the actual FTE’s worked during any year. This will take into account when the positions were vacant. It appears that the last time the City was at a full complement of full time employees for Recreation Programs was in 2016, and we were very close to a full complement in 2019. Page 2 of 2 Attachment B: This is a detailed listing of current and possible future duties for Recreation staff. The top four sections show the best estimate of where staff is currently spending their time. The bottom two sections are other possible areas where Recreation staff could be utilized. Committee Direction Staff is seeking direction from the Committee regarding the following items. 1. What percentage of direct costs should be covered by revenues? Staff would recommend a range of 95% - 105%. Because the allocation of full time staffing has a direct effect on the total cost coverage ratio, this second question has more than one part to it. 2. What percentage of total costs should be covered by revenues; how many full time staff employees should be supporting recreation; and what is their allocation? If it is determined that only one full time employee is wanted for Recreation Programs, staff would provide a summary of recommended reductions in program offerings for consideration. Attachments A. Historical financial spreadsheet B. Estimated workload allocation RECREATIONPROGRAMSVersion1 Version245120Allocations AllocationsBUDGET BUDGET BUDGET BUDGET2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2019 2020 2020 2020REVENUES101Ͳ45120Ͳ34730 SummerPlaygroundFees 10,738.0012,450.0013,537.0014,071.0016,746.0016,704.0021,412.2522,862.0022,009.0024,012.0018,019.0021,900.0022,960.0022,960.0022,960.00101Ͳ45120Ͳ34781 AdultPrograms 16,699.8531,835.0035,105.4034,467.9631,371.1431,309.0525,850.1025,821.2024,601.9719,338.4216,808.7425,540.0027,000.0027,000.0027,000.00101Ͳ45120Ͳ34782 YouthPrograms 43,048.2536,883.5043,106.9046,149.5047,124.5049,974.0052,699.0063,441.5052,944.0038,763.0034,592.0056,360.0051,720.0051,720.0051,720.00101Ͳ45120Ͳ34790 AfterSchoolPrograms 12,799.5011,855.0011,997.0011,597.509,941.2011,507.0013,148.0018,210.0018,054.5023,880.0028,124.5016,470.0020,050.0020,050.0020,050.00101Ͳ45120Ͳ34791 SpecialEventsProgram 4,298.003,735.193,180.682,153.001,736.001,318.001,442.001,278.291,742.002,091.001,807.001,490.001,700.001,700.001,700.00101Ͳ45120Ͳ36230Contributions&Donations 500.002,350.00750.00814.00150.00 Ͳ Ͳ1,750.00 Ͳ500.00991.38 Ͳ Ͳ Ͳ ͲTOTALREVENUES 88,083.6099,108.69107,676.98109,252.96107,068.84110,812.05114,551.35133,362.99119,351.47108,584.42100,342.62121,760.00123,430.00123,430.00123,430.00EXPENDITURESPayrollͲAdminpersonnel 109,256.70112,585.12RecPrograms 74,243.2477,195.3480,892.8682,263.1799,804.76110,391.78104,545.62103,152.90144,038.17147,860.00154,290.0098,220.0093,550.00CityAdministration 32,584.5233,570.7234,562.0435,560.8634,143.3730,954.9134,960.0241,180.9538,816.1140,430.0037,950.0029,930.0029,930.00PublicWorks 5,500.785,792.195,756.156,599.666,186.027,447.202,220.517,790.007,110.007,110.007,110.00Yearendaccruals (2,162.26)(1,208.33)207.40118.99(2,380.29)595.20(934.24)(1,898.69)WorkCompinsurance 1,491.571,276.56624.541,922.88887.391,348.611,536.31800.00721.002,000.00800.00800.00800.00ContractCityAdministrator2,266.65121.98ContractPWDirector3,600.437,073.00467.304,736.50TotalOverhead 109,256.70112,585.12111,657.85116,626.48122,042.99126,465.56138,641.25146,890.93149,447.36151,271.64190,532.29198,080.00200,150.00136,060.00131,390.00Directcost DirectͲTempemployees 32,511.4534,363.1616,625.9420,606.2418,921.0224,656.7732,735.3932,542.9923,224.6331,491.0922,362.0334,990.0037,680.0037,680.0037,680.00Directcost Yearendaccruals (2,683.45)445.89(179.04)(368.03)DirectcostDirectͲSupplies&materials 14,728.6519,756.2718,286.7620,701.9721,192.7020,115.2819,428.4321,938.2119,222.8731,157.8418,785.3226,250.0035,250.0035,250.0035,250.00Directcost DirectͲOtherservices&charges 52,573.1252,184.4660,396.7759,531.5456,743.0158,425.5757,072.5873,666.8859,003.3346,732.4353,213.1781,220.0073,030.0073,030.0073,030.00TOTALEXPENDITURES 209,069.92218,889.01204,283.87217,912.12218,720.68229,295.15247,877.65275,039.01250,898.19260,653.00284,892.81340,540.00346,110.00282,020.00277,350.00NETCOST120,986.32119,780.3296,606.89108,659.16111,651.84118,483.10133,326.30141,676.02131,546.72152,068.58184,550.19218,780.00222,680.00158,590.00153,920.00%ofdirectcostscoveredbyrevenue 88.2% 93.2% 116.2% 107.9% 110.7% 107.8% 104.9% 104.1% 117.6% 99.3% 106.3% 85.5% 84.6% 84.6% 84.6%%ofcostscoveredbyrevenue 42.1% 45.3% 52.7% 50.1% 49.0% 48.3% 46.2% 48.5% 47.6% 41.7% 35.2% 35.8% 35.7% 43.8% 44.5%PayrollpercentageallocationsManager 35.0035.0035.0035.0035.0035.00 Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ ͲCoordinator80.0080.0075.0090.0090.0090.0090.0045.0040.00Programmer 80.0080.0080.0080.0080.0080.0080.0080.00100.00100.00100.00100.00100.0080.0080.00CityAdministrator 1.751.751.751.751.751.751.751.751.751.751.751.751.751.751.75DeputyClerk15.0015.0015.0015.0015.0015.0015.0015.0015.0015.0015.0015.0015.005.005.00CustomerServiceSpecialist 35.0035.0035.0035.0035.0035.0035.0035.0035.0035.0035.0035.0035.0035.0035.00PublicWorksDirector 5.005.005.005.005.005.005.005.005.005.005.005.005.005.005.00171.75171.75171.75171.75171.75171.75216.75216.75231.75246.75246.75246.75246.75171.75166.75ActualFTE'sManager1.001.000.79 Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ Ͳ ͲCoordinatorͲ Ͳ Ͳ0.881.001.000.960.951.001.001.001.00Programmer1.001.001.001.001.000.710.291.001.001.001.001.002.002.001.791.882.001.711.251.952.002.002.002.00ƚƚĂĐŚŵĞŶƚ Park and Recreation Estimated 2020 Workload Allocation Attachment B Hours Per Year Hours Per Year Activity/Job Duties Coordinator Programmer Administrative Planning and Coordination Administration Duties 10.7% 0.0% General Duties 4.2% 0.0% Park and Rec Association and Partner City Coordination 1.6% 0.0% Percent of Annual Hours 16.5% 0.0% Park Programs and Duties Coordination of existing park facilities and playground equipment 2.6% 1.6% Inspection of park facility conditions and monitoring repairs 2.6% 1.3% Planning for park facility replacements and expansions 3.1% 0.0% Preparation of scheduled activities on fields and parks 6.5% 5.2% Trail planning and maintenance monitoring 2.6% 0.3% Assistance in preparing Parks operating budget and CIP items 1.3% 0.0% Coordinate park rentals 4.2% 2.6% Management of warming houses, ice rinks, and rink rentals 1.3% 5.2% 50% of PTRC meeting coordination and attendance 2.9% 0.5% 50% of time to attend City Council meetings 0.3% 0.0% Coordination of volunteer groups for Parks 5.5% 1.3% Coordination of annual community festivals (Penny Carnaval) 0.5% 0.5% Sheriff calls‐for‐service monitoring and vandelism response in Parks 1.0% 0.0% General citizen inquiries and public communications for Parks 5.2% 1.3% Percent of Annual Hours 39.8% 19.9% Current Duties City Forestry Tree inspections within Parks 1.0% 0.0% Tree inspections outside of Parks 1.3% 0.0% Coordination of tree maintenance, trimming and removals 0.5% 0.0% Coordination of forestry code enforcement and tree abatements 1.3% 0.0% Percent of Annual Hours 4.2% 0.0% Recreation Program Organizes, plans and implements recreation programs 3.9% 7.9% Review and Recommends fee structure for recreation programs 3.9% 7.1% Managing invoices, fees and billing for recreation programs 5.2% 6.5% Attendance and supervison of recreation programs 1.3% 13.1% Development of new programs 7.6% 16.2% Coordination of processing of registration forms 0.5% 0.8% Newsletters, recreation guide and social media content for Rec Programs 3.9% 13.1% 50% of PTRC meeting coordination and attendance 2.9% 0.5% 50% of time to attend City Council meetings 0.3% 0.0% Assistance in preparing recreation operating budget and CIP items 0.8% 0.5% Recruitment, supervison, and management of seasonal rec employees 1.3% 11.8% Coordination of volunteer groups for Parks 1.3% 2.6% Percent of Annual Hours 33.0% 80.1% Grant Opportunity Monitoring and Applications Park and Trail Improvement Grants 1.0% 0.0% Recreation Program Delivery Grants 0.8% 0.0% Public Works Infrastructure (Streets and Utilities) Grants 1.6% 0.0% Percent of Annual Hours 3.4% 0.0% Future Duties Surface Water Management Support for MS4 Permit Management and Implementation 2.1% 0.0% Rice Creek Watershed Coordination 0.5% 0.0% Support for water quality planning and CIP budget development 0.5% 0.0% Percent of Annual Hours 3.1% 0.0%