HomeMy WebLinkAbout2.A. 2009 Park and Recreation Budget
~.A.
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
. Mark McNeill, City Administrator
FROM: Jamie Polley, Director of Parks, Recreation & Natural Resources
SUBJECT: Park and Recreation Fee Study
DATE: August12,2008
Introduction
City Council is asked to review the recommendation of the PRAB regarding nonresident
rates and recommend that the changes be presented to the townships on August 18,
2008.
Backaround
Springsted completed a fee study for all City Recreation program activities in March
2008. The fee study determined the cost to provide each fee based activity. The cost
was then compared to the revenue received from that program based on 2007
participant numbers illustrating a surplus or a subsidy for the program. The cost of
providing each program included instructor costs, department overhead and supply
costs. The fee study indicated that $1,115,718.41 was received from fee based
activities. The 2007 Recreation Fund budget totaled $2,113,890.00. The subsidy from
the general fund to the Recreation Fund was therefore 47% in 2007. The 47% of the
Recreation Fund that is being subsidized includes non fee based activities that cannot
be directly related to a specific program. These activities include facility maintenance,
general customer service activities, general park maintenance and special events.
Discussion
General Fund SubsidY
The 2006 subsidy percentage was 60%, the 2007 subsidy percentage was 47% and the
anticipated 2008 subsidy is 52%. The subsidy from the general fund to the Recreation
fund has been consistently around 50%. The 2009 proposed Recreation Fund budget
totals $2,334,270. Revenue accounts for 47% of the budget or $1,100,600 and the
general fund subsidy accounts for 53% of the budget or $1,233,670.
The goal of the City Council as well as the Parks and Recreation Advisory Board is to
increase program use, eliminate the subsidy of nonresidents and decrease the subsidy
from the general fund. In order to decrease the subsidy, fees may have to be increased,
services decreased or a cO,mbination of changes.
The PRAB set a goal to reduce the general fund subsidy for 2009 by 7-10%. This
includes receiving increased revenue from the following areas: 3-4% increase in
program usage and 6-7% increase in revenue from increased fees. Program fees have
not been evaluated since 2002 however individual program fees are changed each year
to reflect the instructor and material costs only. The nonresident fees have not been
evaluated or raised in at least the past twelve years. The PRAB is considering a 5%
.
increase in all recreation fees based on the fee study results and inflation. A work
session is scheduled for September 13, 2008 to discuss the fee based activities and
evaluate the fee structure for 2009.
Nonresident Rates
2007 indicated that approximately 10% of the recreation program users are
nonresidents. The PRAB and staff evaluated the subsidy to nonresidents currently
utilizing the City's recreation programs. The amount of taxes paid by residents of
Shakopee for recreation programs is as follows:
The amount the tax payers are paying to the subsidy is as follows:
2007 Population = 32,300 2007 Tax Levy = 11,521,697 Subsidy = 1,108,770 (9.6%)
=$34.331/personlyear
2008 Population = 33,960 2008 Tax Levy = 12,975,000 Subsidy = 1,145,010 (8.8%)
=$33.721person/year
2009 Anticipated Population = 34,467
2009 Anticipated Tax Levy = 13,487,685 Subsidy = 1,233,670 (9.1%)
= $34.79/person/year
Nonresident participants are currently charged an additional $21.00 per program.
Louisville Township pays the $21 for all of their residents that utilize the recreation
programs and Jackson Township pays the $21 for their residents under 15 years old that
utilize our programs. Nonresidents living in Prior Lake or Savage that attend the
Shakopee School District pay a $5 nonresident fee. In 2006 the City received $16,625 in
nonresident fees, in 2007 the City received $16,219 in nonresident fees and it is
anticipated that the City will receive $17,000 in nonresident fees in 2008. If a nonresident
were to only take one recreation program class and pay the additional $21 nonresident
fee they would pay less than the tax payer that pays a one-time yearly fee of
approximately $35.00/person/year for recreation programs.
PRAB Recommendation
The PRAB recommends establishing a one-time nonresident fee of $36.00 for
nonresidents utilizing the City's recreation programs. This would be a per participant
charge and be charged at the time they register for their first recreation program of the
year. The fee would be good from January to December. In addition the PRAB
recommends continuing a resident/nonresident rate for each program.
The nonresident rate would be set by increasing the resident rate by 15%. The 15% is
the percentage established by the PRAB when taking into consideration the subsidies
for building maintenance and operating costs that are not included in our current fee
based activities. For example:
Program 2008 5%lnc 2009 15% Non- 2009 Non
Fees Resident Resident Resident
Fees Surcharge Fees
Swimming Classes $58.00 $2.90 $61.00 $9.15 $71.00
Micro Soccer Program $32.00 $1.60 $34.00 $5.10 $40.00
Therefore nonresidents would pay a one-time fee of $36.00 when they register for the
first class of the year and pay the nonresident rate of the program. They would then only
pay the nonresident rate when they register for the second and third classes.
The PRAB feels that the $36.00 equals the rate the city residents currently pay on their
taxes and they feel the additional 15% covers costs and activities that the city provides
through City tax dollars that are made available for use by residents and nonresidents. It
is the intention of the PRAB that a one-time larger fee will attract more users from the
townships to participate in our programs versus the $21.00 per activity. They also want
to keep the resident and nonresident rates at a rate that they feel the community can
afford in the current economy.
Summary
The revenue growth goal is 10%. This is anticipated to be achieved through rate
increases of 6.5% (including inflation increases and nonresident fee structure changes)
and participation increases of 4%. The 2009 proposed budget allocations would then
change to show revenue accounting for $1,210,660 or 52% and general fund subsidy
accounting for $1,123,610 or 48%.
Reauested Action
City Council, if concur, recommend the proposed nonresident fee structure and rates to
be presented to the townships on August 18, 2008.
,- ;l.It.
CITY OF SHAKOPEE
MEMORANDUM
To: Mayor and City Council
Mark McNeill, City Administrator
From: Jamie Polley, Parks, Recreation & Natural Resources Director
Meeting Date: August 12, 2008
Subject: 2009 Recreation Fund Operating Budget Request
INTRODUCTION
This agenda item provides the first review of the Recreation Fund 2009 Budget Request.
DISCUSSION
Recreation Fund provides funding for the following services:
. Recreation Programs . Teen center
. Aquatics . Park Development (Reduced)
. Ice Arena . Development Review
. Community Center . Recreation Management
. Park Services
Much of the direct service is provided by a combination of approximately 95 ongoing and
seasonal part-time staff, as well as the following full-time positions:
. Recreation Supervisor - Athletic and Adult Activities
. Recreation Supervisor - Aquatics & Community Center
. Recreation Supervisor - Ice Arena
. Recreation Supervisor - Youth, Teen, and Senior Programs
. Park and Landscape Designer (eliminated in 2009)
. Office Service Worker
. Secretary
. Director
Continued level of Service Request
As directed, we have prepared the budget request with a reduced level of service (with
some limited growth in program participation and memberships) and no new
enhancements. The base budget request and history is as follows:
2006 Actual 2007 Actual 2008 2009 2008-2009
ReQuest . ReQuest % Change
Revenue 980,528 1,040,810 1,072,830 1,100,600 2.59%
Expenditures 2,116,434 2,206,295 2,217,840 2,334,270 5.25%
General Fund 1 ,287,110 1,108,770 1,145,010 1,233,670 7.74%
Transfer
End of Year 151,204 567,009 n/a n/a n/a
Fund Balance
The breakdown above includes the deduction of one full time employee. The
expenditures also include employee cost of living increases, a $72,000 increase in utilities
and an $110,450 increase in building rent. The revenue does not include an increase in
Parks and Recreation fees which will be discussed at an Advisory Board work session on
September 13th. The line items projected to have the most significant changes are as
follows:
Revenue
4635 Design Fees: Decrease resulting from the reduction of the Landscape
Architect and a limited number of projects.
4762 Memberships: Increase projected due to (1) additional Community Center
memberships resulting from health care fitness reimbursement
programs and (2) anticipated increased SandVenture
memberships with proposed waterslide enhancements.
4775 Ice Rental-Exempt: Increase projected due to increased hourly rates and a high
demand for ice time.
Expenditures
6002 Wages FT -Reg: Decreased the full time wages by eliminating the Landscape
Architect position.
6202 Operating Supplies: Decrease attributed to eliminating funds to purchase new fitness
equipment for 2009.
6315 Building Maint: Decrease based on expenses from previous years.
6360 Utilities: Increase attributed to higher energy costs.
6430 Building Rent Increase attributed to adjusting the rate charged to each
building to catch up to building value.
6336 Printing Decrease attributed to condensing the brochure to three
brochures a year versus four.
Other Considerations
One item that Council and the Advisory Board may want to discuss is the amount of
building rent charged to each building. The rent for 2009 was adjusted to reflect the rent
that should be charged to each building based on the current costs of the facility. The
Community Center and Ice Arena's building rent increased by 33% and the Aquatic
Facility building rent increased by 51% (this increase includes the new slide but the rent
was increased in 2008 to account for the new building).
An increase is necessary but as we are looking at tighter budgeting should the building
rent be increased all in one year or should the increases come over the next couple of
years to spread out the impact? Neither the Community Center, Ice Arena nor Aquatic
facility is scheduled for replacement or renovation within the upcoming years.
Budget Improvement Packages
There are several budget improvement package options detailed on the attached sheets
that the Advisory Board and Council may want to consider. They include:
. Ice Arena Lighting Enhancements $35,000 Building Fund
. Community Center Lighting Enhancements $27,000 Building Fund
. Point of Sale Software $20,400 Telecom?
. Additional Cameras and Memory Upgrade $10,000
. Concrete Curb Work at SandVenture $5,000
. I ncreased Desk Coverage $15,000
As City Council moves through the budget process, further consideration will need to be
given to whether any of these requests are funded.
REQUESTED ACTION
Review and provide direction to staff.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Project/Improvement:
Ice Arena lighting enhancements and Energy Savings
Prepared by:
Joshua Barrick
Arena Operations
Improvement Description:
To upgrade the lighting levels in the Ice Arena with brighter and more energy efficient T-5
lighting.
Description of Need:
Currently the Ice Arena has a lighting system that is 12yrs old and the type of lighting is a
400Watt metal halide technology. Although the current system is in working operation there is a
need to improve the efficiency of the lighting and the overall lighting levels. The chart below
indicates the lighting levels we currently have, the recommended lighting levels and the
proposed lighting levels. Lighting levels are measured in foot candles (FC) and recommend
lighting levels came form Illuminating Engineering Society of North America (IESNA).
Area Current Recommended Proposed
T -5 reDia cement
Ice Arena 52 FC 100 FC 100 FC
60 fixtures 60 fixtures
T -5 lamps are a very intense lighting source, which makes them a good choice for high-bay
direct lighting systems. The new T-5 technology is estimated at 50% more efficient than the
system we currently have. The T -5 fixtures hold eight amps and use ~ the kilowatts.
Costs:
To replace the sixty 400watt metal halide fixtures with sixty T-5 eight lamp fixtures with
installation included is $35,000. Rebates would likely be available but were not confirmed buy
SPUC at this time.
Anticipated Revenue:
There would be an energy saving of an estimated amount of $3,000-5,000 per year.
Impact on City Service Levels by Funding the Improvement:
The City would benefit form the energy savings and the increased lighting levels in Ice Arena.
The improved lighting would also help with video taping of high school games/youth games and
the over all appearance of the ice Arena.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5,000 or more, the following
information should be provided:
Project/Improvement:
Community Center lighting enhancements.
Prepared by:
Joshua Barrick
Improvement Description:
To upgrade the lighting levels in the gymnasium and fitness room/aerobics room with brighter
and more energy efficient T-5Iighting.
Description of Need:
Currently the gymnasium and fitness areas of the community center are poorly lit buy the
current lighting system. The poor lighting produces a dark unpleasant feeling in the effected
areas. The current system is 12yrs old and the type of lighting is a 400Watt metal halide
technology and although the current system is in working operation there is a need to improve
the efficiency of the lighting and the overall lighting levels. The chart below indicates the lighting
levels we currently have, the recommended lighting levels and the proposed lighting levels.
Lighting levels are measured in foot candles (FC) and recommend lighting levels came form
Illuminating Engineering Society of North America (IESNA).
Area Current Recommended Proposed
T -5 reDlacement
Gymnasium 20 FC 50 FC 52 FC
30 fixtures 30 fixtures
Aerobics / Fitness 16.5 FC 30FC 34 FC
8 fixtures 9 fixtures
T -5 lamps are a very intense lighting source, which makes them a good choice for high-bay
direct lighting systems. The new T-5 technology is estimated at 50% more efficient than the
system we currently have. The T -5 fixtures hold eight amps and use Y:z the kilowatts.
Budget Division and Costs:
7754-6315: To replace the thirty-eight 400watt metal halide fixtures with thirty-nine T-5 eight
lamp fixtures is $27,000. This includes all installation costs.
Anticipated Revenue:
There would be an energy savings of an estimated amount of $3,000-5,000 per year, which
would result in a 4-6 year pay back. Rebates may be available from Public Utilities as well,
although we have not been able to get a response from Utilities on what rebates could be
available.
Impact on City Service levels by Funding the Improvement:
The City would benefit form the energy savings and the increased lighting levels in both the
Gym and Fitness Room/Aerobics Room. The improvements would also help the overall
appearance of the Community Center.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5,000 or more, the following
information should be provided:
Project/Improvement: MaxSolutions Point of Sale Module
Prepared by: Sherry Dvorak, Recreation Supervisor
Improvement Deacription:
MaxSolutions Point of Sale will integrate front desk, admissions, pro shop, concessions,
registrations, memberships and more into one system.
Point of Sale will be located at Community Center, SandVenture Aquatic Park and the Ice
Arena.
Description of Need:
The addition of this application will stream-line the financial reporting for our department and
give us better financial accountability.
Costs:
All costs to support the improvement (inClude salary, benefits, training, equipment, and any
other costs). Please identify costs by item:
Purchase of system: $9800.00
Training: $1000.00
Equipment
(3) Partner Tech 5500: $6300.00
Supplies $ 300.00
Maintenance $3,000.00
Total Estimated Costs: $20,400
We hope to present this software purchase to the Telecommunications Commission for potential
funding assistance.
Anticipated Revenue:
This is not anticipated to bring in additional revenue but will improve our financial accounting
records.
Impact on City Service levels by Funding the Improvement:
Staff will be able to print daily reports that will detail all types of income from each business day.
All revenue from admissions, programs, rentals, concessions and pro-shop sales will be
included. It will no longer require staff to compile hand written daily reports from each
department and manually transfer to a single report.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5, 000 ormore, the following
information should be provided:
Project/Improvement:
Teen Center Carpet Replacement
Prepared by:
Brad Eller
Improvement Description:
Replace stained and worn Teen Center carpet.
Description of Need:
The Enigma Teen Center carpet (previously multi-purpose room) is permanently stained, is
worn and needs replacing. The room has been used as a wrestling practice space, as a
temporary library site and is currently a teen center. It has had significant public use and many
major furniture and fixture changes over time.
The room is utilized primarily as a teen drop in center and is open 7 days a week. It hosts live
band and DJ events every week. It also serves as an alternate program space for other
recreation programs and has become a staff meeting space. The room is available for private
rentals.
The maintenance staff has cleaned the carpets regularly, but stains and wear are evident.
Costs:
All costs to support the improvement (include salary, benefits, training, equipment, and any
other costs). Please identify costs by item:
$20,000 (based on an estimate of doubling the youth building carpet replacement).
Anticipated Revenue:
Anticipated additional revenue as a result of the improvement. Please identify additional
revenue by item:
The replaced carpet will provide a new clean look. Improving the appearance of the teen center
through carpet replacement will likely make it a more inviting location for alternative program
space, meetings and rentals. I believe that this may result in rental revenue increasing by $500-
$1500 per year.
Impact on City Service Levels by Funding the Improvement:
Facility will be presentable for users and will be in line with other flooring improvements that
have already been completed at the Community Center site in the past year or two.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5,000 or more, the following
information should be provided:
Project/Improvement: Additional Cameras and Memory Upgrade
Prepared by: Travis M. Karlen
Improvement Description: This project would add 2 additional cameras to the camera
network at the Shakopee Community Center. These cameras would cover the Skate Park
and area outside the Teen Center. Right now our recording time is about 4 days with our
system. With the addition of these cameras we will also need to upgrade that recording
time and memory to keep the quality of the recording.
Description of Need: The areas we are suggesting an upgrade for are our new problem
spots at the center. Because the service desk is so busy much of the evening, we are
unable to keep a constant monitor on the Skate Park. The same issue is apparent in the
area outside of the teen center. The police have had much success with the utilization of
our current system to identify individuals who are causing problems at the center
including the identification of a youth who stole a car from our parking lot.
Costs:
All costs to support the improvement (include salary, benefits, training, equipment, and any
other costs). Please identify costs by item:
$10,000
Anticipated Revenue:
Anticipated additional revenue as a result of the improvement. Please identify additional
revenue by item:
Revenue would not be increased, but customer safety would increase and we anticipate that
behavior issues may also be cut at the Community Center.
Impact on City Service Levels by Funding the Improvement: City Service Level would
increase by surveillance of some of our problem areas.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5, 000 or more, the following
information should be provided:
Project/Improvement: Concrete Curb work around water area at SandVenture Aquatic
Park
Prepared by: Travis M. Karlen
Improvement Description: This project would take out old concrete areas around the
curb of the pool and replace with new curbs. There are some portions of the curb that
are cracked, missing, present tripping hazards, or safety concerns.
Description of Need: There are portions of the curb around the pool that need to be
replaced. The needs are anywhere from fixing cracked areas to completely replacing
sections.
Costs:
All costs to support the improvement (include salary, beneftts, training, equipment, and any
other costs). Please identify costs by item:
$5,000.00
Anticipated Revenue:
Anticipated additional revenue as a result of the improvement. Please identify additional
revenue by item:
No added revenue, but a safer area for users.
Impact on City Service Levels by Funding the Improvement: Less maintenance in
regards to patching and fixing by City Staff.
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5, 000 or more, the following
information should be provided:
ProjecUlmprovement: Desk Coverage at Shakopee Community Center during open
hours.
Prepared by: Travis M. Karlen
Improvement Description: Currently the desk is covered portions of the day by full time staff
that are pulled away from other duties to do so. Both of our administrative assistant staff have
many job duties that do not get accomplished or are delayed due to their receptionist duties at
the service desk.
Description of Need: Currently it is in the budget for a part time staff to cover a few of the AM
periods of opening, a % staff who covers the 8am - 12:00 shift and staff that cover the 4:30 -
10pm shift. We are still in need of a service desk staff who can cover some of the AM times and
cover the 12 - 4:30 times at the service desk.
Costs:
All costs to support the improvement (include salary, benefits, training, equipment, and any
other costs). Please identify costs by item:
$12, 300 (Cost of Afternoon Staff including training and other costs)
$2, 700 (Cost of AM Staff including training and other costs)
Total: $15,000
Anticipated Revenue:
Anticipated additional revenue as a result of the improvement. Please identify additional
revenue by item:
The revenue added would potentially increase because of the quality of coverage and marketing
this person could do at the service desk. The quality of customer service would also increase.
Impact on City Service Levels by Funding the Improvement: City service level would
increase. We would be able to help our customers more effectively.
~.
CITY OF SHAKOPEE
RECREATION FUND
2009 BUDGET
MISSION STATEMENT:
TO provide, develop, protect, and enhance excellent park and
recreation services, open spaces, and natural resources that
contribute to a high-quality of life for our residents.
ACTIVITY:
The Recreation Fund provides resources for the administration of
comprehensive leisure services, recreation facilities, and park design
and construction administration. This includes the coordination and
scheduling of park and athletic field use; coordinating youth, adult,
and senior programs and special event activities; managing the
operation of the Community Center, Ice Arena, Aquatic Park, and Youth
Building; and conducting park land acquisition and development.
GOALS:
1. Effectively promote and coordinate park facilities, athletic
complexes, Aquatic Park, Ice Arena, and community Center, ensuring
quality experiences while maximizing use potential.
2. Assess resident's recreation programming needs and focus continued
program development on meeting those needs.
3. Develop comprehensive preventative maintenance program to ensure
longevity of facilities and equipment.
4. Work wi th residents and developers to. plan and design parks that
meet the needs of the neighborhood and the community.
MEASUREMENT OF GOALS:
1. Total use of the park facilities, Aquatic Park, Ice Arena, and
Community Center, with an increase of 15% use in each area for
2009.
2. Increase program participation for 2009 by 5% through increased
registration and new program development.
3. Develop comprehensive preventative maintenance and replacement
programs for Aquatic Park, Ice Arena, and Community Center.
OBJECT DESCRIPTION: Description of lines items:
Salaries (Full-Time) :
Parks & Recreation Director; Recreation Supervisor - Athletics,
Adult Activities, and Summer Programs; Recreation Supervisor -
Aquatics and Community Center Operations; Recreation Supervisor -
Youth, Teen, and Senior Programs; Recreation Supervisor - Ice Arena
Operation; Facility Maintenance Worker (Mike-Aquatics, Ice Arena &
Community Center) ; Custodian (Russ- Community Center); Parks and
Recreation Secretary; and Office Service Worker, Park and Landscape
Designer(only in Rec09-updated-2) ($550,650) .
Salaries (Part-Time) :
Lifeguards and Water Safety Instructors (45) ; Recreation Program
Activity Leaders (25) i Community Center Staff (15) , Ice Arena Staff
(10) ; Teen Center Staff (10) , and Outdoor Rink Attendants (10) .
($424,810) .
1
Operating Supplies (6202) :
Items used in the daily operation of the Aquatic Park, Ice Arena,
and Community Center, park development, natural resources
including: pool chemicals; paper products; uniform; : cleaning
supplies; cooling tower chemicals; fitness equipment; skates for
rental; park design materials; wristbands ($55,600) .
Office supplies (6210) :
office supplies; replacement computers (3) ; Arcview support
($11,250) .
Recreation Supplies (6211) :
Items used to conduct sports and recreation activities, including
sports equipment, arts and crafts supplies, teaching aids, etc.
($40,750) .
Motor Fuels (6222) :
Gasoline and propane ($6,750).
Building Maintenance Supplies (6230) :
Pool filtration systems; doors and door closures; paints and
supplies; TV replacements; arena glass and board replacement;
replacement arena flooring material; hockey goal; lights and
fixtures; plumbing fixtures and mirrors; gym floor resurfacing
materials ($32,700) .
Equipment Maintenance Supplies (6240) :
Fitness and weight room equipment parts; volleyball net and pole
repairs; air filters; ice resurfacer parts and supplies; floor
scrubber/sweeper/extractor maintenance ($8,050).
Merchandise (6250) :
Aquatic Park concessions; arena pro shop ($13,750) .
Sales Tax (6290) :
Tax on general admission, memberships, pro shop, concessions, and
facility rentals ($13,650) .
Building Maintenance Professional Services (6315) :
Ongoing maintenance and operation of buildings, including
mechanical service contracts for heating, cooling, electrical,
refrigeration equipment, elevators, rug service, rodent control,
fire alarm and security system monitoring and testing, seal coat
parking lot ($42,500).
Equipment Maintenance (6316) :
Copier service contract ($4,000) .
Transportation Professional Services (6324) :
Bussing for youth trips, senior trips, and ski club ($9,000).
Performers Professional Services (6325) :
Performers for Concerts in the Parks, Teen Center, and special
events ($26,900) .
2
Other Professional Services (6327) :
Admissions for senior and youth trips; admission for ski club;
Sports camps contract fees; WSI fees; ADA consulting ($28,900) .
Postage (6332) :
postage for mailings ($5,250) .
Telephone (6334) :
Phone service for the Community Center, Ice Arena, Aquatic Park,
and Tahpah Park, and cellular for select staff ($6,450).
Printing/Publishing (6336) :
Publication of program catalog in conjunction with Community
Education; printing of flyers, forms, letterhead, maps, brochures
and envelops for recreation programs, registration, and community
center memberships; park development; special park and trail map
and community center brochure ($26,000) .
Advertising (6338) :
Advertising in newspaper and publications for department activities
and staff recruitment ($12,000) .
Insurance (6352-6256) :
Insurance for Recreation Programs, Community Center, Ice Arena, and
Aquatic Park ($56,800) .
Utilities (6360) :
Water, sewer, natural gas, electricity, and storm sewer for the
Aquatic Park, Ice Arena, and Community Center ($252,000) .
Equipment Rental (IS Fund) (6425) :
Rental for ice resurfacers (2) and department vehicles (2 )
($17,090) .
Building Rentals (IS Fund) (6435) :
Building fund rental charges for Aquatic Park, Ice Arena, and
Community Center ($366,410)
Conferences/Schools/Training (6472) :
Registration for association conferences, seminars, and training
sessions ($6,250).
Travel (6475) :
Mileage for use of personal vehicles; travel expenses for attending
association meetings, conferences, and seminars ($2,300) .
Dues (6480) :
Professional association dues ($3,650).
Subscriptions and publications (6490) :
Magazine, newspaper, and trade publication subscriptions ($400) .
Credit Card Fees (6650) :
Service charge for credit card fees ($6,750) .
3
CITY OF SHAKOPEE
RECREATION FUND
2009 BUDGET
BUDGET SUMMARY
2006 2007 2008 2009
Actual Actual BudQet Proposed
Revenue
Taxes $ ~ $ - $ - $ -
Licenses & Permits 2,420
Intergovernmental
State Aid
Charges for Service 922,564 972,113 1,030,330 1,019,600
Miscellaneous
Rentals 12,000 12,000 18,250 24,000
Interest 39,745 54,606 20,000 50,000
Contributions 654 2,086 1,000 2,500
Miscellaneous 3,116 5 3,250 16,500
Total Revenue 980,499 1,040,810 1,072,830 1,112,600
Expenditures
Personal Services 1,219,877 1,226,097 1,227,270 1,255,760
Supplies & Services 896,213 928,795 990,570 1,068,190
Capital 51,403 - -
Total Expenditures 2,116,090 2,206,295 2,217,840 2,323,950
Excess(Oeficiency) of
Revenues over Expenditures (1,135,591) (1,165,485) (1,145,010) (1,211,350)
Transfer In 1,287,110 1,108,770 1,145,010 1,211,350
Transfer Out
Asset Transfer Out
Excess (Deficiency) Of Revenues
and Other Sources Over
Expenditures and Other Uses 151,519 (56,715) - -
Fund Balance January 1 257,858 409,377 352,662 352,662
Fund Balance December 31 $ 409,377 $ 352,662 $ 352,662 $ 352,662
4
R5509BUD LOGIS005 CITY OF SHAKOPEE
Fiscal Period: 6 / 8 Budget Report
Level Of Rollup 7
2005 2006 2007 6/30/2008 2008 2009
Actual Actual Actual YTD Final Requeste(
Object Code / Description Amount Amount Amount Actual Budget Budget
07500 RECREATION FUND
75 RECREATION PROGRAMS
6000 EXPENDITURES
6001 WAGES & BENEFITS
6002 WAGES 506,612 587,544 573,565 294,351 565,200 544,
6005 OVERTIME-FT 7.033 7,799 9,755 2,005 5,250 4,
6015 WAGES - PART TIMElTEMP 345,141 390.958 427,563 174,362 413,470 424,
6017 OVERTIME-PART TIMEfTEMP 7,548 8,236 9,012 2,541 6,500 3,
6002 WAGES 866,334 994,538 1.019.895 473,259 990,420 976,
6100 BENEFITS
6122 PERA 35,500 43,198 42,722 23,390 50,700 51,
6124 FICA 65,567 74,174 75,052 34,615 75,760 74,
6135 HEALTH 58,236 61,376 60,679 30,240 56,450 74,
6139 POST EMPLOYMENT HEALTH PLAN 3,096 3,348 3,086 1,415 2,850 2,
6140 L1FE/LTD 2,455 2,783 2,607 1,231 2,690 2,
01 6145 DENTAL 3,471 3,979 3.703 1,816 3,650 4,
6160 UNEMPLOYMENT 22 3,150 3,780 11,000 11,
6170 WORKERS COMPENSATION 18,287 21,965 24,592 7,422 20,350 27.
6180 COMPENSATED ABS/OPEB 20,104 14.516 9,389- 13,400 30.
6100 BENEFITS 206,739 225,340 206,202 103,908 236,850 279
--
6001 WAGES & BENEFITS 1,073,073 1,219,877 1,226,097 577,167 1,227,270 1,255
6200 SUPPLIES AND SERVICES
6201 SUPPLIES & SERVICES
6202 OPERATING SUPPLIES 60,908 77,649 63,351 34,382 78,200 55
6210 OFFICE SUPPLIES 13,802 9,965 7,913 5,960 16,950 11
6211 RECREATION SUPPLIES 39,835 40,205 37.720 15,462 48,380 40
6212 UNIFORMS/CLOTHING 1,493
6215 MATERIALS 1,156
6222 MOTOR FUELS & LUBRICANTS 4,002 6,300 6.144 3,555 5,750 6
6230 BUILDING MAINT SUPPLIES 31,830 39,526 21.194 14,650 40,250 32
6240 EQUIPMENT MAINTENANCE 2,891 4,555 9,208 487 7,850 8
6250 MERCHANDISE 12,596 11,916 21,124 7,688 16,000 13
6290 SALES TAX 14,150 13
6201 SUPPLIES & SERVICES 165,865 190,117 167,809 83,677 227,530 182
6300 PROFESSIONAL SERVICES
6310 ATTORNEY 1,582 3,484 6,340 1,977
R5509BUD LOGIS005 CITY OF SHAKOPEE
Fiscal Period: 6 / 8 Budget Report
Level Of Rollup 7
2005 2006 2007 6130/2008 2008 2009
Actual Actual Actual YTD Final Requestec
Object Code / Description Amount Amount Amount Actual Budget Budget
6312 ENG1NEER1NG CONSUL TNTS 11,015 2,690
6314 COMPUTER SERVICES 3,249 1,228 4,228 4,000 15,300 4,:
6315 BUILDING MAINT. 54,679 83,310 45,751 15,316 64,600 42,
6316 EQUIPMENT MAINTENANCE 4,538 3,318 1,002 4,157 4,600 4,'
6318 FILING FEES 146 116 613
6324 TRANSPORTATION 6,238 8,005 8.084 7,100 10,100 9,
6325 PERFORMERS/INSTRUCTORS 5,454 13,270 40,388 24,633 19,700 26,
6327 OTHER PROF SERVICES 49,176 59,450 68,744 22,006 29,050 28,
6300 PROFESSIONAL SERVICES 124,916 183,226 177,344 79,801 143,350 115,
6330 COMMUNICATIONS
6332 POSTAGE 6,916 5,453 5,707 1,991 6,230 5,
6334 TELEPHONE 5,376 7,843 7,289 2,480 6,890 6,
6336 PRINTING/PUBLISHING 13,945 13,268 23,494 8,194 31,000 26,
6338 ADVERTISING 8,176 10,238 8,620 5,206 12,200 12,
6330 COMMUNICATIONS 34,412 36,802 45,109 17,872 56,320 49,
a>
6350 INSURANCE
6352 LIABILITY 22,883 22,253 26,614 28,500 33
6354 PROPERTY 7,812 7,342 12,098 18,350 23
6356 AUTO 1,152 990 772 800
6350 INSURANCE 31.847 30,585 39,484 47,650 56
6360 UTILITY SERVICE 90 180,000 252
6362 ELECTRIC 94,042 104,691 144,239 43,791
6364 WATER 9,859 12,311 4,232 1,182
6365 GAS 57,888 46.821 46,683 54,892
6366 SEWER 3,051 2,750 3,360 1,073
6368 STORM 3.721 3.802 3,702 1,690
6360 UTILITY SERVICE 168,561 170,374 202.305 102,629 180,000 252
6400 RENTALS
6410 LOGIS/SOFTWARE 16,822 10,986 10,892 1,890 4
6420 EQUIPMENT RENT 4,917 4,808 5,975 2.284 5,680 4
6425 EQUIPMENT RENT (IS FUND) 9,372 10,514 10,644 8,544 17.110 17
6430 BUILDING RENT (IS FUND) 237,024 244,322 253,740 143,640 287,280 36E
6435 OTHER RENT 71 38 500
6400 RENTALS 268,206 270,667 281,751 156,358 310,070 39.
6470 DUESffRAININGffRAVEL
R5509BUD lOGIS005 CITY OF SHAKOPEE
Fiscal Period: 6 / 8 Budget Report
level Of Rollup 7
2005 2006 2007 6/30/2008 2008 2009
Actual Actual Actual YTD Final Requested
Object Code / Description Amount Amount Amount Actual Budget Budget
6472 CONFERENCElSCHOOVTRAINING 5,243 4,535 2,825 2,018 8,250 6"
6475 TRAVEUSUBSISTENCE 1,295 1,268 1,362 301 5,000 2"
6480 DUES 2,227 3,362 4,672 3,701 5,300 3,t
6490 SUBSCRIPTIONS/PUBLICATIONS 250 288 321 501 350 ,
6470 DUESfTRAININGITRAVEl 9,015 9,452 9,180 6,520 16,900 12,1
6200 SUPPLIES AND SERVICES 802,823 691,223 922,982 446,857 983,820 1,061,'
6500 DEPRECIATION
6501 DEPRECIATION EXPENSE
6600 MISCEllANEOUS
6640 DESIGNATED MISCELLANEOUS
6650 CREDIT CARD FEES 3,728 5,336 5,812 4,146 6,750 6-
6660 CASH SHORT-OVRlBANK FEES 10 2- 1 86
6640 DESIGNATED MISCELLANEOUS 3,739 5,334 5,813 4,232 6,750 6'-
6600 MISCELLANEOUS 3,739 5,334 5.813 4,232 6,750 6'-
......
6700 CAPITAL OUTLAY
6740 EQUIPMENT 51,403 5,377
--
6700 CAPITAL OUTLAY 51,403 5,377
6800 DEBT SERVICE
6000 EXPENDITURES 1.879,635 2,116,434 2,206,295 1,033,633 2,217,840 2,323,
75 RECREATION PROGRAMS 1,879.635 2.116,434 2,206,295 1,033,633 2,217,840 2,323,
07500 RECREATION FUND 1,879,635 2,116,434 2,206,295 1,033,633 2,217,840 2.323,
Recreation
2009 Budget 7500 7751 7752 7753 77504 7755 7756 7757 7758 7761
Object Description Rec Fund Gen. Rec. Aquatics Ice Arena ClvCntr Pk Service. Teen Park Dev Facilities Rec Mgmt Tolal
Operating Revenue
4635 Design Fees S
4762 Memberships 60,000 150,000 210,000
4766 Daily Admissions 55,000 4,000 30,000 6,000 25,000 120,000
4770 Lessons 90,000 25,000 115,000
4774 Ice Renlat- Taxable 60,000 60,000
4775 Ice Rental - Exempt 168.000 168.000
4780 Youth Activities 164,500 164,500
4795 Adult Activities 48,000 10,000 56,000
4796 Room Rentats 10,000 2,000 12,000
4798 Park Facility Rental 17,000 17,000
4799 Park Field Rental 2,500 2.500
4800 Skate Sharpening 2,000 2,000
4810 Concession Stand 32,000 1,500 2.000 35,500
4812 Vending Concession Commission 4,500 6,500 5,600 3,500 20,100
4814 Non-resident Fee 9,000 9,000
4816 Township Conlributions 11 ,000 11 ,000
4817 Arena Advertising 5,000 5,000
4818 Other Rec. Fees 1,500 2,500 4.000
4833 Interest 50,000 50,000
4640 Rents 12,000 12,000
4845 Contributions 500 2,000 2,500
4850 Miscellaneous 500 12,000 1,000 3,000 16,500
Total Operaling Revenue 50,000 232,000 237,500 292,500 230,500 26,000 37,600 6,500 1,112,600
Operating Expenses
6002 Wages FT . Reg. 142,190 53,300 72,730 100,360 24,500 33,840 13,950 71,200 32,580 544,650
6005 Wages FT - OT 4,000 4,000
6015 Wages - PTfTemp 60,810 150,000 72.500 100.000 7,500 34.000 424.810
6017 Wages - PT - OT 1,000 1,000 1,000 3.000
6122 PERA 11,660 8,700 7,390 10.460 1.900 3.430 940 4,810 2,200 51.480
6124 FICA 15,530 15.630 11,180 15,710 2.440 5,190 1,070 5,450 2,490 74,690
6135 Health 74,200 74 .200
6139 PEHP 2,700 2,700
6140 LlfelL TO 2,750 2,750
6145 Dental 4,320 4.320
6,160 Unemployment 11,000 11,000
6170 Workers Comp 27,560 27,560
6180 Compensated Absences 30,600 30,600
Total Personnel 230,180 228,630 164,800 231,530 36,340 76,460 26,960 81,460 179.400 1,255,760
6202 Operating Supplies 1.000 17,000 13,750 20,000 2,500 500 250 350 55,350
6210 Office Supplies 2,500 2,500 1,000 4,500 250 250 250 11,250
6211 Recreation Supplies 28,700 3,000 500 1,500 7,000 50 40.750
6222 Motor Fuels 4.400 350 2,000 6,750
6230 Building Maint Supplies 2.500 20,200 10,000 32,700
6240 Equipmenl Maintenance 500 2,550 5,000 8,050
6250 Merchandise 13,000 750 13,750
6290 Sales Tax 8,000 650 5,000 13,650
6314 Computer Services 300 4,000 4.300
6315 Building Maintenance 2,500 12,000 28,000 42,500
6316 Equipment Maintenance 1,500 400 400 1,500 200 4,000
6324 Transportation 9,000 9,000
6325 Performers 11.400 1,500 12,000 2,000 26,900
6327 Other Prof Services 9,900 500 300 200 3,000 15,000 28,900
6332 postage 1,000 750 500 2.000 300 200 500 5,250
6334 Telephone 2,000 1.300 750 '1,000 600 300 500 6,450
6336 Printing/Publishing 4,000 1,500 2,000 3,500 1,000 500 1,000 12,500 26,000
6338 Advertising 1,600 2,500 500 5,000 1,500 1,000 12,000
6352 Liability Insurance 8.000 4,600 3,500 6.500 10,900 33.500
6354 Property Insurance 8,280 3,910 10,810 23,000
6356 Auto Insurance 300 300
6360 Utilities 22,000 115,000 115,000 252,000
6410 LOGIS/Software 2,250 2,250 4,500
6420 Equipmenl Rent 1,000 1,000 1,020 750 720 4.490
6425 Equipment Rent (IS Fund) 280 13,940 280 2,590 17 ,090
6430 Building Rent (IS Fund) 136,360 92,020 138.030 366,410
6472 ConferencelSchoolfTraining 1,000 750 750 1,750 2,000 6.250
6475 TraveVSubsistence 500 300 400 100 1,000 2.300
6480 Dues 400 200 650 1,650 750 3,650
6490 Subscriptions/Publications 50 150 200 400
6502 Depreciation
6650 Credit Card Fees 5,500 500 250 500 6,750
Total Supplies & Services 89,450 233,470 290,820 63,900 19,100 12,670 4,750 301,640 52,190 1,068,190
Capital Expenditures
Total Expenses 319,630 462.100 455,620 295,430 55,440 89,130 31,710 383.300 231,590 2,323,950
Net Income $ 50,000 $ (87,630) $ (224,600) $ (163,120) $ (64,93O) $ (29,440) $ (51,530) $ (31,710) $ (383,300) $ (225,090) $ (1,211,350)
8
Recreation Fund 2009 With eOl Inc
Title/Description Step 3.0% FICA PERA
Facility & Rec Director E 89,428 $ 6,841 $ 6,036
Rec Supervisor A 67,684 5,178 4,569
Ree Supervisor A 67,684 5,178 4,569
Rec Supervisor A 67,684 5,178 4,569
Ice Area Supervisor A 67,684 5,178 4,569
Secretary A 50,768 3,884 3,427
Office Service Worker A 46,152 3,531 3,115
Landscape Designer A - -
Car Allowance N/A 3,600 275 243
Charge in Park Maint N/A 3,000 230 203
Charge In - Clerk 50% N/A 19,070 1 ,459 1,287
Charge In - Facilities N/A 71,200 5,447 4,806
Charge Out - Nat Res N/A (9.300) (711 ) (628)
Total Ree Fund (General) $ 544,654 $ 41,668 $ 36,765
9
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5,000 or more, the following
information should be provided:
Project/Improvement: MaxSolutions Point of Sale Module
Prepared by: Sherry Dvorak, Recreation Supervisor
Improvement Description:
MaxSolutions Point of Sale will integrate front desk, admissions, pro shop, concessions,
registrations, memberships and more into one system.
Point of Sale will be located at Community Center, SandVenture Aquatic Park and the Ice
Arena.
Description of Need:
The addition of this application will stream-line the financial reporting for our department and
give us better financial accountability.
Costs:
All costs to support the improvement (include salary, benefits, training, equipment, and any
other costs). Please identify costs by item:
Purchase of system: $9800.00
Training: $1000.00
Equipment
(3) Partner Tech 5500: $6300.00
Supplies $ 300.00
Maintenance $3,000.00
Total Estimated Costs: $20,400
We hope to present this software purchase to the Telecommunications Commission for potential
funding assistance.
Anticipated Revenue:
This is not anticipated to bring in additional revenue but will improve our financial accounting
records.
Impact on City Service levels by Funding the Improvement:
Staff will be able to print daily reports that will detail all types of income from each business day.
All revenue from admissions, programs, rentals, concessions and pro-shop sales will be
included. It will no longer require staff to compile hand written daily reports from each
department and manually transfer to a single report.
10
Shakopee Parks and Recreation
2009 Budget Improvement Package
Instructions - for any improvement that results in an increase of $5, 000 or more, the following
information should be provided:
Project/Improvement:
Community Center lighting enhancements.
Prepared by:
Joshua Barrick
Improvement Description:
To upgrade the lighting levels in the gymnasium and fitness room/aerobics room with brighter
and more energy efficient T-5lighting.
Description of Need:
Currently the gymnasium and fitness areas of the community center are poorly lit buy the
current lighting system. The poor lighting produces a dark unpleasant feeling in the effected
areas. The current system is 12yrs old and the type of lighting is a 400Watt metal halide
technology and although the current system is in working operation there is a need to improve
the efficiency of the lighting and the overall lighting levels. The chart below indicates the lighting
levels we currently have, the recommended lighting levels and the proposed lighting levels.
Lighting levels are measured in foot candles (Fe) and recommend lighting levels came form
Illuminating Engineering Society of North America (IESNA).
Area Current Recommended Proposed
T -5 replacement
Gymnasium 20 FC 50 FC 52 FC
30 fixtures 30 fixtures
Aerobics I Fitness 16.5 FC 30 FC 34 FC
8 fixtures 9 fixtures
T-5 lamps are a very intense lighting source, which makes them a good choice for high-bay
direct lighting systems. The new T -5 technology is estimated at 50% more efficient than the
system we currently have. The T -5 fixtures hold eight amps and use ~ the kilowatts.
Budget Division and Costs:
7754-6315: To replace the thirty-eight 400watt metal halide fixtures with thirty-nineT-5 eight
lamp fixtures is $27,000. This includes all installation costs.
Anticipated Revenue:
There would be an energy savings of an estimated amount of $3,000-5,000 per year, which
would result in a 4-6 year pay back. Rebates may be available from Public Utilities as well,
although we have not been able to get a response from Utilities on what rebates could be
available.
Impact on City Service levels by Funding the Improvement:
The City would benefit form the energy savings and the increased lighting levels in both the
Gym and Fitness Room/Aerobics Room. The improvements would also help the overall
appearance of the Community Center.
11
Shakopee Parks and Recreation
2009 Budget Improvement Package
Project/Improvement:
Ice Arena lighting enhancements and Energy Savings
Prepared by:
Joshua Barrick
Arena Operations
Improvement Description:
To upgrade the lighting levels in the Ice Arena with brighter and more energy efficient T-5
fighting.
Description of Need:
Currently the Ice Arena has a lighting system that is 12yrs old and the type of lighting is a
400Watt metal halide technology. Although the current system is in working operation there is a
need to improve the efficiency of the lighting and the overall lighting levels. The chart below
indicates the lighting levels we currently have, the recommended lighting levels and the
proposed lighting levels. Lighting levels are measured in foot candles (FC) and recommend
lighting levels came form Illuminating Engineering Society of North America (IESNA).
Area Current Recommended Proposed
T.5 replacement
Ice Arena 52 FC 100 FC 100 FC
60 fixtures 60 fixtures
T-5lamps are a very intense lighting source, which makes them a good choice for high-bay
direct lighting systems. The new T-5 technology is estimated at 50% more efficient than the
system we currently have. The T-5 fixtures hold eight amps and use ~ the kilowatts.
Costs:
To replace the sixty 400watt metal halide fixtures with sixty T-5 eight lamp fixtures with
installation included is $35,000. Rebates would likely be available but were not confirmed buy
SPUC at this time.
Anticipated Revenue:
There would be an energy saving of an estimated amount of $3,000-5,000 per year.
Impact on City Service Levels by Funding the Improvement:
The City would benefit form the energy savings and the increased lighting levels in Ice Arena.
The improved lighting would also help with video taping of high school games/youth games and
the over all appearance of the ice Arena.
12