AGENDA #2k(1)

 

MEMORANDUM

 

 

TO:                              W. Calvin Horton, Town Manager

 

FROM:                        Kathryn Spatz, Director of Parks & Recreation

 

SUBJECT:                   Possible Cuts in the Parks and Recreation Department

 

DATE:                         May 17, 2000 

 

 

The approved FY 1999-00 and recommended FY 2000-01 Operating and Capital portions of the Parks & Recreation Department budgets are: 

 

Operating/Capital Budget 1999-00 *           Proposed Operating/Capital Budget 2000-01 **

 

               $521,559                                                             $575,488

 

 

* This number reflects the subtraction of $40,000 from the base budget. The $40,000 was a one-time expenditure for development of the upcoming Parks & Recreation Comprehensive Master Plan. The base budget with the one-time expenditure was $561,559.

 

** The $53,929 difference is caused by two factors: the addition of $40,000 in irrigation and electricity utility costs, primarily at Homestead Park and a transfer of $14,000 from the Athletics temporary personnel line (Personnel) to the contract services line (Operations) at no increase to the overall Department budget. The latter is for athletic league officials. This $14,000 appears as an increase in the operations budget, but it is a decrease in the Personnel budget, with no impact on the bottom line.  In the past, the Department has hired temporary employees, who do not earn benefits and are not included in the classification plan, to officiate play. We would like to contract with an officials’ association to schedule and oversee officials for all adult leagues. We believe this is a more efficient use of the funding.

 

Relationship of Revenues to Expenses

We have listed potential areas of reduction only if they do not simultaneously reduce revenues by a significant amount. Most Parks & Recreation Department programs recover 100% of direct program costs. The only programs, which are included in the cut options, are those that are either free or are heavily subsidized.

 

Options for a 2% Reduction to Operating/Capital Portion of the Budget

 

A 2% cut in the FY 1999-2000 Operating/Capital budget would equal $10,400. Following are several potential options for attaining this figure:

 

 

 

Option 1 (Administration and Supplies)

Reduce staff training

$4,000

Reduce professional association dues and subscriptions

$1,000

Eliminate mailings including receipts for mail-in registration, brochures, etc.  

$4,000

Reduce supply budgets all areas

$1,400

 

 

Total

$10,400

 

Implications

Staff Training: This would result in reduced training for professional and contract staff and the advisory board members.

 

Professional Association Dues and Subscriptions: The Department would reduce memberships in State and National Associations for staff and advisory board members.

 

Mail: We could reduce postage costs by eliminating the mailing of receipts to customers who use the mail to register, brochures and information, and notices of public meetings. Eliminating these services would likely result in an increase in complaints.

 

·        The Department currently mails a receipt to all customers who register for programs by mail. We would anticipate a significant increase in telephone and drive up traffic to the Department to confirm receipt of funds and learn status of registrations.

·        We currently mail information to patrons in order to promote programs and facilities. Patrons would be required to drive to the Department, Library, or other facilities for information.

·        The Department mails notices to neighbors and interested parties related to new park and trail projects, long range plans, and special committee meetings. We do not have an advertising budget to promote such activities. We would rely solely on public service announcements.

 

Supply Budgets: We would reduce all supply budgets by varying amounts. This would result in somewhat reduced service levels in all program areas.

 

 

Option 2 (Maintenance)

Eliminate 1 day per week janitorial service all buildings

$10,400

 

Implications

Janitorial Service: With this proposal we would eliminate janitorial service in all buildings, one day per week. This proposal would likely result in increased complaints from the public and staff. We believe that the current janitorial service levels are the bare minimum for such heavily used buildings.

 

 

Option 3 (Eliminate Free or Subsidized Programs)

$10,400

 

Implications

Eliminate Programs: This option would eliminate or reduce a selection of programs, which are held either free of charge or are heavily subsidized. Free or subsidized programs include all summer camps, Hargraves afterschool program, Street Scene teen programs, 4th of July event, and various Hargraves Center art and cultural programs. At this time, we cannot recommend which programs would be best to eliminate. If the Council indicates its desire to eliminate programs we would report back with a specific list of recommended program cuts.