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Home My WebLink About1C, Recreation Budget Discussion EN HILLS MEMORANDUM DATE: February 16, 2010 Item LC TO: Honorable Mayor and City Council Members Sue Iverson,Acting City Administrator FROM: Michelle Olson—Parks and Recreation Manager SUBJECT: Recreation Budget Discussion Background At the December 21, 2009 City Council Work Session, Council requested detailed information on the Recreation Budget. Staff included this update in the December 30, 2009 Administrator's Update. A detailed budget summary for 2007-2009 is attached for your review. Please note that the 2009 totals are through 12/30/09. The totals should be close but are not final. Below is the breakdown of overhead salary(indirect) costs versus direct costs. 2007 2008 2009 Total Expense $220,018 $2045856 $2015139* Total Income $ 86,846 $ 91,634 $ 87,757* Deficit $1331172 $113,222 $113,382 Indirect Costs $1075496.46** $ 7%368.10** $1111755** (salary/benefits/fica/etc...) Direct costs $1055296.28 $1255487.90 $ 89,384 *Through 12/3 0/09 **In 2008, indirect costs were less due to the Recreation Programmer (34 weeks) being a temporary employee (direct cost) and only 50% of the Parks and Recreation Manager's salary (indirect cost) was allocated from Recreation. In 2007, the Parks and Recreation Manager was at a 90% allocation from Recreation with the Recreation Programmer (24 weeks) being a temporary employee (direct cost). In 2009, the Recreation Programmer was upgraded to a full time regular position (indirect cost) at 80% allocation and the Parks and Rec Manager's was reduced to 35% (60% comes from Parks and 5% from Administration). See chart below: P:\Admin\Council\Agendas &Packet Information\2010\2-16-10 Worksession\Packet Information\1 C 011910 Recreation Budget Disussion.doc 2 Salary Allocation Chart for Recreation: City Office Receptionist PW Parks and Recreation FTE's Admin. Support Director Rec Mgr. Programmer 2007 1.75% 15% 35% 10% 90% 1.5 2008 1.75% 15% 35% 5% 50% 1.0675 2009 1.75% 15% 35% 5% 35% 80% 1.2 Please note that the Celebrating Arden Hills event expenses do not come out of the Recreation budget, with the exception of the Parks and Recreation Manager salary. There is currently no allocated portion of salary going to Celebrating Arden Hills. Up until 2007, the City was able to transfer a portion of charitable gambling funds to the Recreation Department. This amount varied but was usually between $35,000 and $40,000. After 2007, state law changed and did not allow this transfer. The Recreation Department revenues and expenses have remained fairly consistent for the last 8- 10 years. Recent demographic and economic changes have forced staff to adjust by offering more teen and senior programs and in addition, to cooperate with other Recreation Departments in the area. Staff currently works with the Parks and Recreation Departments in the Cities of Blaine, Columbia Heights, Lino Lakes, Mounds View (YMCA), New Brighton, Roseville, and Shoreview. Below is a summary of programs and trainings that we are currently cooperating on with one or more of the Cities listed above: Adult Sports, Adult (Senior) Programming, Teen Events and Activities, Safety Camp, School's Out Camps, Summer Field Trips, Summer Enrichment Camps, Summer Sport Camps, Team Tennis, After School Sports, Various Special Events, Summer and Fall Sport Leagues, a new Winter Volleyball League, Staff Trainings (First Aid/CPR) and Coaching Clinics. Recommendation Staff has provided this information for discussion purposes. P:\Admin\Council\Agendas &Packet Information\201 0\2-16-1 0 Worksession\Packet Information\1 C 011910 Recreation Budget Disussion.doc City of Arden Hills 2010 Budget Function: Parks and Recreation Department: Recreation AeRropriation Detail Account Actual Actual Budget Amended Actual Proposed Adopted %Change No. Activi FY 2007 FY 2008 FY 2009 FY 2009 12130/2009 FY 2010 FY 2010 09 vs 10 Personal Services 101-45120-41010 Regular Salaries $ 81,744 $ 58,389 $ 82,982 $ 82,982 $ 78,521 $ 820287 -0.84% 101-45120-41020 Overtime Salaries 0 - - #DIV/O! 101-45120-41040 Temporary Employees 491824 54600 33,000 33,000 29,767 32,000 -3.03% 101-45120-41110 Unused PTO 197 0 - - #DIV10l 101-45120-41130 ICMA Contr 2164 38 38 31324 38 0.00% - 101-4512041210 PERA Employer Expense 6,369 5383 5,394 6,394 5,259 5,760 6.79% .1.01-45120-41220 FICA Expense 100365 8739 80394 8,394 8,561 8,743 4.16% 101-45120-41300 Insurance Expense 11,179 6921 14,324 14,324 90375 .14,131 -1.35% 1 01-451 20-41 31 0 Life Insurance/SYDILTD 835 499 1,000 1,000 761 1,000 0.00% 101-45120-41410 Paid Unemployment Seneflts 721 0 - #DIV/01 101-45120-41510 Workers Comp Ins Premiums 1 550 2000 2,000 1,031 2,000 0,00% Total Personal Services 161,232 138,245 147,132 147,132 136,599 145,959 - -0.80% Materials and Supplfes 101-45120-42010 Supplies/Accessories 461 0 - #DIVI01 101-45120-42030 Printing 48 125 125 125 0.00% 101-45120-42170 Misc Program Supplies/Fees 8,128 8800 8,000 8,000 9,266 8,000 0.00% 101-45120-42172 Athletic Sports Supplies 51337 6143 7,500 71500 4,774 7,600 0.00% 101-45120-42175 Penny Carnival 803 650 650 669 650 0.00% 101-45120-42400 Small Tools/Equipment - - #DIV/O! Total Materials and Supplies 13,925 15,794 161275 16,275 14,709 16,275 0.00% - Other Services and Cha[ges 101-45120-43040 Legal Fees 65 0 - #DIV/0! 10145120-43070 Ir;struetor Fees 8,577 22037 191500 19,500 22,081 19,500 0.00% 101-45120-43080 Appl Software Support 974 974 21000 2,000 974 2,000 0.00% 101-45120-43100 Other Professional Service 17,041 6833 6,000 6,004 5,796 7,000 16.67% 101-45120-43210 Telephone/Cell Phone Charges 536 670 650 650 575 650 0.00% 101-45120-43220 Postage 2,697 2023 3,000 3,000 2,966 3,000 0.00% 101-45120-43540 Newsletters 10,780 10766 12,500 12,500 11,030 121500 0.00% 101-45120-43310 Mileage Reimbursement 784 2144 SOU 800 1,059 800 0,00% 101-45120-43810 Electricity/Gas 0 - #D1V/0! 101-45120-43840 SanitationlWaste Removal 2,641 2631 2,500 21500 3,061 2,500 0.00% 101-45120-44150 Rentals 2957 30500 3,500 1,531 41500 28.57% 101-45120-44325 Training/Subsistence 750 634 800 800 623 800 0.00% 101-45120-44330 Dues/Licenses 25 148 300 300 135 300 0.00% 101-45120-44370 Administrative Charges 0 - #DIV/O! 101-45120-44390 Miscellaneous Other - - #DJVIO! 101-45120.44901 Misc Community Projects - - #DIV/O! Other Services and Charges 44,860 60,817 511550 51,550 49,831 53,550 - 3.88% Total Operating Expenses 220,018 204,856 214,957 214,957 201,139 215,784 - 0.38% Capital Outlay 101-45120-45700 Office Equip Furnishings - - #QIV/0! Total Capital - - - - - - - #DIV/O! De artment.Total $ 220,018 $ 2041856 $ 214,957 $214,957 $ 201,139 $ 215,784 $ - 0.38% Fundin Source: General Fund Fundtion:Park and Recreation De artment:Recreation Appropriation Detail Account Actual Actual Budget Amended Actual Proposed Adopted %Change Na. Activit FY 2007 FY 2008 FY 2009 FY 2009 12/30/2009 FY 2010 FY 2010 09 vs 10 Char es for Services 101-45120-34730 Summer Playground Fees 12,878 14658 13,000 13,000 10,704 12,000 -7.69% 101-45120-34740 Summer Trip Fees 13541 1957 - 34 #DIV10! -` 101-45120-34781 Adult Programs 70 0 15,500 15,500 14,844 17,000 9.6a% 101-45120-34782 Youth Programs 421345 41236 42,500 42,500 42,786 42,000 - 101-45120-34785 Adult Softball 14,369 17085 - 1,840 #D IVIO! 101-45120-34790 After School Programs 13,247 13717 16,000 15,000 12,751 14,000 -6.67% 101-45120-34791 Special Events Programs 2,397 2981 3,000 3,000 4,298 3500 16.67% Total Charges for Services 86,846 91,634 89,000 89,000 87,257 88,500 - -0,56% Miscellaneous 101-45120-36230 Conttibutions&bonatlons - 500 #DIV/01 Total Miscellaneous - - - - 500 - - #DIVIO! Total Operating Revenues 86,84E 91,634 89,000 89,000 87,757 88,500 - -0.56% Other Financings Sources 10145120-39101 Sales of General Fixed Assets - #DIVIO! 101-45120-39203 Transfer 39,000 0 - #DIVIO! Total Other Financing Sources 39,000 - - - - - - #DIVIO! Department Total $ 125,846 $ 91,634 $ 89,000 $ 89,000 $ 87,757 $ 88,500 $ - -0.56% Funding Source: General Fund