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HomeMy WebLinkAbout2011/12/06 Item 18CITY COUNCIL AGENDA STATEMENT ~~,~ cinr of CHULA VISTA DECEMBER 6, 2011, Item ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2011/2012 RECREATION BUDGET BY APPROPRIATING $390,030 TO REFLECT ADDITIONAL RECREATION CLASSES AND PROGRAMS TO BE OFFSET BY GRANTS, DONATIONS, AND UNANTICIPATED RECREATION FEES AND APPROVING A TRANSFER OF $37,500 WITHIN THE ENERGY CONSERVATION FUND FjC ~V2 BUCK Mf~zT+~II SUBMITTED BY: DIRECTOR OF REC ATION REVIEWED BY: CITY MANAGER ASSISTANT CITY. ANAGER ~~ 4/STHS VOTE: YES ~X NO SUMMARY Since the adoption of the FY2011-12 City Budget, the Recreation Department has received unanticipated donations and grants to fund specific programs. In addition, the Department has the opportunity to provide greater public service via revenue-generating classes and programs during the days added at all recreation centers for critical hours' after-school programs. ENVIRONMENTAL REVIEW The Development Services Director has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because it involves administrative and fiscal activities that will not result in direct or indirect physical changes to the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. RECOMMENDATION Council adopt the resolution. 18-1 DECEMBER 6, 2011, Item ~g Page 2 of 6 BOARDS/COMMISSION RECOMMENDATION At its November 17, 2011 meeting, the Parks and Recreation Commission reviewed the proposed budget adjustments and voted to approve and recommend the Recreation budget adjustments. DISCUSSION Since the adoption of the FY2011-12 budget, the Recreation Department has received some grants and donations for new programs and classes. In addition, as a result of the Kaizen event the Department held in September to increase afterschool critical hours and days, new fee-based classes and programs will be offered to the public on the added days at every recreation center. Lastly, two current aquatics programs were underfunded, but are covered by increased revenues in the department. At the October 6, 2011 Council workshop on Recreation Department Services and Programs, the Department indicated that it would be bringing forward budget amendments to appropriate revenues and expenditures for new and unbudgeted classes, programs, and rentals. Listed below is a summary of these added programs and classes. Programs funded by Donations Extended Summer Hours at Recreation Facilities The Department expanded hours of operation at all recreation facilities during the six week summer semester break. The expanded hours were funded from donations from the Friends of Chula Vista Parlcs and Recreation, Las Primeras, the South Bay Expressway and the Police Activities League (PAL). Recreation centers were open Monday -Friday, from 12:00 noon to 5:00 pm. The two aquatic centers opened for recreational swimming two days per week. The costs and revenues of $14,500 were not added to the budget due to timing. Intercession Camps The Department has received funding from the Police Activities League (PAL) to run low-cost intercession camps for children ages 6-12 during the fall, winter, and spring school breaks. The intent is to keep the children physically engaged during the school intercessions. The fall camp was held at Harborside Park. The winter and spring camps will be held at Harborside and Lauderbach parks, respectively. The cost is $15,900. Mobile Recreation The Department provided hourly staff and the mobile recreation van at the Harbor Days and Founders' Day celebrations to provide recreation activities for families, and provide information about recreation classes and programs. The $1,246 cost will be reimbursed from the deposit accounts set up for these two special events. Evening Programming at Norman Park Center The West family has donated $9,600 to the Friends of Recreation to fund programs and hours on Tuesday and Wednesday evenings from 4-9pm through October 2012. The Friends will donate these funds to the Department in the amount of $4,800 for this fiscal year and next fiscal year to fund the hourly staff costs. 18-2 DECEMBER 6, 2011, Item Page 3 of 6 Grant-Funded Programs Mobile Recreation Program This program has received a grant from San Diego Gas and Electric via Conservation Services' Energy Conservation Fund. The grant is for $75,000 and ends December 2012. The grant will fund hourly employee costs, supplies, and equipment to run the outdoor after-school critical hours programs at Otay and Heritage recreation centers. It will also fund outreach programs at selected parks and City events during the year. The funds are already allocated in the Energy Conservation Fund. The Personnel Services cost of $37,500 needs to be transferred between budget categories in order to fund the hourly staff costs. CaliforniaVolunteers Planning Grant The Department's Aquatic Supervisor III was involved in the planning efforts by the City and health and human service providers to receive an AmeriCorps grant to fund a community health program. This effort was spearheaded by Wanda Bailey, the City's Chief Service Officer. The City received a planning grant from CaliforniaVolunteers to develop the grant proposal. The staff time involved in the planning will be reimbursed from the planning grant. The Department will be reimbursed $6,400, which needs to be budgeted to cover the hourly staff costs incurred to cover the aquatic supervisor's time away from the aquatic centers to work on the grant proposal. Fee-Based Programs Tint/ Tots Prog_am This long-standing prekindergarten program for 3-5 year olds and parents was proposed to be eliminated during the FY2011-12 budget preparation. However, the community came to City Council to voice their concerns, and, as a result, Council encouraged staff to look at ways to save the program. Staff met with parents and came up with a new fee structure to cover costs. The program is offered at five recreation centers (Parkway, Loma Verde, Veterans, Salt Creek, and Montevalle) for four sessions per year. Funding of $114,515 is needed for hourly staff costs and supplies. Mueller Charter School Rental at Parkway Center Mueller Charter School has established a satellite campus at Parkway Center and Gym five days a week in the daytime for middle school children. Students are studying city government, community policing, recreation, health and fitness, conservation, and urban development, among other topics. The Department and school have a rental contract for the year for $30,000, which is funding the hourly staff costs for building coverage as well as the critical hours' afterschool programs. Spring and Early Summer Swim Classes The Department has traditionally offered swim classes at both aquatic centers during spring and early summer, based on public demand. The funding for these classes was not submitted as part of the budget and needs to be added. The $32,302 cost is for hourly part-time staff to teach the mix of Parent-Tot, Tiny-Tot, and Learn-to-Swim swim classes. 18-3 DECEMBER 6, 2011, Item Page 4 of 6 New Classes and Programs at Recreation Centers During the Department's Kaizen event held in September, the Department looked at ways to increase critical hours after school at the recreation centers, per City Council direction. The Department was able to increase critical hours by 100%, to an average of four days per week. When the Department shared this information with Council at the October 6, 2011 Council workshop, the Department indicated that it would be adding revenue- generating classes and programs during those added days. Recreation center staff will be adding a combination of hourly-staff taught classes, contractor classes, and rentals during the added days, starting with the winter class session. The cost of $96,382 will be covered by fees paid by the public attending these programs. Adult Athletics The estimated revenue from adult athletics programs is expected to be higher than was budgeted. The $24,000 in additional revenue will cover the cost of hourly staff involved in running the activities, as well as tournaments. Underfunded Aquatics Programs Elementary Learn to Swim Program This popular program is funded by the Kaiser Foundation and the Friends of Recreation. This collaboration has allowed the City to provide swim lessons to an estimated 6,500 disadvantaged fourth graders since 2006. Due to a budget oversight, the Kaiser Foundation funding of $26,195 was budgeted in revenues without the corresponding $26,195 in expenditures for hourly staff to teach the classes. The Department has unanticipated revenue in other areas to cover this $26,195 in expenses. Rentals at Loma Verde Aquatic Center The two full-time staff at this facility are providing the pool coverage during a majority of the rentals at this facility. However, some of the rentals occur during the early mornings and late evenings, beyond the work hours of this staff. Hourly part-time staff are having to cover these times, which was not included in the budget. Funds of $23,790 are needed for this hourly staff and are offset by unanticipated revenues throughout the Department. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. CURRENT YEAR FISCAL IMPACT There is no net fiscal impact to the General Fund. Approval of the resolution will result in a General Fund appropriation of $390,030 offset by a combination of grants donations, and unanticipated revenue. The appropriations are as follows: $307,018 for hourly part- time employees in Personnel Services; and $83,012 in Supplies and Services for materials related to the provision of the classes and programs. 18-4 DECEMBER 6, 2011, Item ~t~ Page 5 of 6 In addition to the changes requested in the General Fund, staff is also requesting a transfer of $37,500 in the Energy Conservation Fund. The transfer will move $37,500 from the Other Expenses category to the Personnel Services category. The following table summarizes the requested changes. Recreation Ex enditures Program Extended Summer Hours Expenditure Cate~ory Personnel Services Fundin $10,000 Intercession Camps Mobile Recreation -Special Events Personnel Services Personnel Services $13,474 $1,144 Norman Park Center Programs Personnel Services $4,800 Planning Grant Staff Time Reimbursement Tiny Tots Program Mueller Charter School Rental Personnel Services Personnel Services Personnel Services $6,400 $109,515 $30,000 S ring and Summer Swim Classes New Classes and Programs Personnel Services Personnel Services $32,302 $27,518 Adult Athletics Programs Elementary Learn to Swim Program Loma Verde Aquatic Center Rentals TOTAL PERSONNEL SERVICES Personnel Services Personnel Services Personnel Services $21,880 $26,195 $23,790 $307,018 Extended Summer Hours Supplies and Services $4,500 Intercession Camps Supplies and Services $2,426 Mobile Recreation -Special Events Supplies and Services $102 Tiny Tots Program New Classes and Programs Supplies and Services Su plies and Services $5,000 $68,864 Adult Athletics Programs and Tournaments TOTAL SUPPLIES AND SERVICES Supplies and Services $2.120 $83,012 TOTAL EXPENDITURES $390,030 Recreation Revenue Donations $36,446 Grants Fee-Based Classes and Programs $6,400 $297,199 Unanticipated Department Revenues TOTAL REVENUES NET''COST=-=TO THE GENERAL FUND $49.985 $390,030 SO Ener Conservation Fund Ex enditures Mobile Recreation Personnel Services $37,500 Ener Conservation Fund Revenues Grant $37,500 NET`COST TO THE GRANT FUND $0 18-5 DECEMBER 6, 2011, Item /~ Page 6 of 6 ONGOING FISCAL IMPACT There is no ongoing fiscal impact. Staff will re-evaluate these classes and programs during the preparation of the FY2012-13 budget. ATTACHMENTS None Prepared by: Buclc Martin, Director of Recreation 18-6 RESOLUTION NO.2011- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2011/2012 RECREATION BUDGET BY APPROPRIATING $390,030 TO REFLECT ADDITIONAL RECREATION CLASSES AND PROGRAMS TO BE OFFSET BY GRANTS, DONATIONS, AND UNANTICIPATED RECREATION FEES AND APPROVING A TRANSFER OF $37,500 WITHIN THE ENERGY CONSERVATION FUND WHEREAS, the City of Chula Vista Recreation Department has received unanticipated donations and grants to fund specific programs; and WHEREAS, the City of Chula Vista Recreation Department has an opportunity to provide greater public service via revenue-generating classes and programs during the days added at all recreation center for critical hours' after-school programs; and WHEREAS, the- City of Chula Vista Recreation Department is underfunded in two aquatics programs that can be offset by unanticipated revenues to the Department; and WHEREAS, this funding will pay for part-time hourly staff and supplies and services to provide programs and classes to the community. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Chula Vista approves an amendment to the Fiscal Year 2011-2012 Recreation Budget by appropriating $307,018 to Personnel Services and $83,012 to Supplies and Services, offset by $390,030 in donations, grants, fee-based classes and programs, and authorizing a transfer of $37,500 in the Energy Conservation Fund from the Other Expenses category to Personnel Services. Presented by Approved as to form by Buck Martin, Director Recreation Department .~~ :~!~- Glen R. Googins ~~ ~ ~ ~ ~~ City Attorney 18-7