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Home My WebLink AboutCAP 2012-04-23 Item 2C - Color 2011 Recreation Division RecapTUKWItA PARKS &RECREATIO .rc „cam; -t Y,e,4i 4 tso.. -t.• 1 l.. t” i.: -,.w u t t: �1 c, ...41 +t•.A)�,.G)'nR.m').?tl 4)Ai, 4)��.41Ai,: ��.41Au, 5� ��•�f Tukwila Community Center 12424 42nd Ave. S. Tukwila, WA 206 768 -2TCC www.tukwilawa.goAl �a t•„ t t Al "'i TUKWItA PARKS CAN and Recreation is a key contributor to livable communities and helps make Tukwila a place that people want to live and stay. Recreation programs and activities provide a wealth of positive benefits for people, their development, and overall community health. There are numerous studies citing these benefits, which include Physical Mental Health, Social Importance, Cultural Significance, and Economic Value. The City of Tukwila Parks and Recreation provides programs, activities, and services that are close -to -home, low -cost, and readily available. These programs and services improve a community's Quality of Life, meet the needs of the community, and offer the following advantages: Reduce Obesity and Diminish Risk of Chronic Disease Reduce Crime Unite Families Strengthen Community Improve Quality of Life Promote Stewardship Support Seniors Develop Youth 2011 was a challenging year for the City trying to recover from certain budget projections and adjusting to new ways of doing business. Through a lengthy and thorough budget process, City -wide reductions yielded a budget expenditure reduction of 14.2% for the Recreation Division. To achieve this, a number of cuts occurred including FTE reduction from 15.5 to 12 (22.5% reduction through 2.0 Administrative Support Assistants, 1.0 Recreation Program Specialist, and 0.5 Recreation Program Assistant); Extra Labor reduced by $73,939, Supplies reduced by $17,694, Other Services reduced by $5,517. Additionally, Recreation revenue expectations increased by over $165,000 (nearly 21 Combined Expenditure reductions and Revenue increase resulted in net impact of over $470,000. In response to Council Direction at the July 6, 2010 City Council Regular Meeting, the Recreation Division worked to implement 4 elements. First, the Division revised fees to increase Cost Recovery while recognizing the issue of pricing participants out of a program. The challenge to this is finding the price point that meets the Increased Cost Recovery benchmark while minimizing participant loss in a community where most Seniors are on fixed incomes and nearly 80% of students are on free /reduced lunch. It's worth noting that Recreation Budgeting differs from other Departments. When a program does not meet registration levels, it's cancelled and there are only minimal (or perhaps no) Direct Costs associated with the program. Similarly, no revenue is realized. Increased Cost Recovery can be achieved by reducing costs, increasing participation, increasing fees, or a combination of all three. Cost reduction was achieved through the budget process and on -going cost containment measures. Increasing participation is nearly always a goal in Recreation because that means that we are able to positively impact the lives of more people. In 2010, many programs were at or near capacity. In 2011, we found that many activities and programs had declining participation levels. Based on customer feedback, the primary factor in participant loss were fee increases that were implemented to increase Cost Recovery and meet revenue 'Leave fot- ex&-c/se i,7d goals. As a result of higher fees, fewer people are able to af- recreation which are asnecessaryasreading. ford the program or service, and subsequently, our programs wil /r ,3thersayrrrore necessarybecausehea /this served fewer people. Due to lower participation levels in 2011, there was less revenue and fewer expenditures, which worth more than /e arn i ng. resulted in the Recreation Division giving $110,000 in unspent ThomasJefferso/ expenditures back the General Fund. Secondly, Council Direction guided the Division toward a priority ranking of City subsidies for Recreation programs and services. It was recommended that Youth and Teen programs have the most subsidy (least Cost Recovery), followed by Senior Programs, General Programs, and finally Rentals to include as best effort to achieve Full Cost Recovery (see Figure 1). The report will show Cost Recovery rates for a couple of different measures. Please see page "Reference" on page 15 for description of different Cost Recovery levels. Rentals ral INIIIIIII��Illlllllll�llllllll� uth Illlllllllllllllllllllllllllllllllllllllllllllllllllllllllllll�i muuuuuuuuuuuuuuuuuuumuuuuumnttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttttpS� '1� Figure 1: Cost Recovery Model Next, Council indicated that Non Residents should pay more than residents for recreation programs and services. In 2011, the Recreation Division implemented a Non Resident Fee Schedule for programs and activities. It is a sliding scale based on the resident rate, with the non resident rate between 10 25% higher. Lastly, the Recreation Division was asked to consider Rental Rates and Policies for public, non profit, and other City department use of the Tukwila Community Center. To obtain the desired the Cost Recovery of near 100 most rental rates were increased. See page 12 for impact of modified rates. The Division implemented these elements with mixed success. In most cases, we have accomplished these goals, however, challenges remain. This report will recap 2011 in each program area and will attempt to show each program area's activities, changes that happened in 2011 as part of the cost reductions, cost recovery, and things we are looking forward to in 2012. A fun, safe place for chi /cjren 4,7d f roily to be everyfhing from ec1ucatioP,?1 sports, daycare, rvaterpark, movie nights, teen activity... l couldgo on and on. 01 AN t Al -0 P"WROMMI'm 'k Will ;a outh programs through Tukwila Parks and Recreation provide the community with excellent recreation activities that help unite families and improve the quality of life for our youth. With the increased youth obesity, participating in recreation programs helps combat this epidemic through active play. Our youth programs also provide positive youth development both personally and socially to every child that participates in our programs. 75% of our youth leaders are past participants who returned because of the value that recreation had in their life and their desire to pass that along and have a similar impact for the next generation. 2011 YOUTH PROGRAMS Before and Afterschool Program Camp Tukwilly (Summer Day Camp) Dr. Seuss Night No School Day Camps Playground Program Special Events Summer Sack Lunch Winter Break Camp Fright Night Parents Night Out Pre- School Spring Break Camp Summer Sports Camps Youth Teen Basketball League CHANGES IN 2011 Camp Tukwilly (Summer Day Camp) The Resident fees were increased by $15 /week (13% increase) along with the implementation of a new Non Resident fee. As a result of the fee increase, participation declined from an average of 94 kids /week in 2010 to only 69 kids per week in 2011 (27% decrease in participation). Fright Night The Free Fright Night event was eliminated from the 2011 budget. Due to the size of this event, Recreation worked with the Special Events division and Parks Commission to help make the event happen. Additionally, we charged a fee to help offset the cost of the event. This event typically sees attendance near 900 for a free event. In 2011, there were nearly 600 (33% decrease in participation). TUKWItA PARKS RECREATIO Preschool Due to union negotiations and budget reductions, the pre school instructor was laid of in August 2011. The Department did not have other FTE resources to trans- fer to the program and due to existing labor agreements we were unable to contract or hire extra labor and the Program was cancelled. Spring Egg Hunt The Free Spring Egg Hunt event was eliminated from the 2011 budget. Youth Teen Basketball Washington State Department of Revenue now requires that we charge sales tax for this activity. Budget reductions resulted in a number of measures to reduce costs we no longer provide coaches shirts, trophies or basketballs to each kid, and we reduced the number of games. Participation in the league is down by about 50 kids (13% decrease in participation). V c�0s R E R V 120% 100% DIRECT COST +PROGRAM +PROG. OH +DIV OH' REVENUE COST 80% $207,881 $315,676 $333,188 $535,702 $211,602 60% 102% I 67% 64% 44% I Cost Recovery I 40% DIRECT Cost Recovery for 2011 Youth Programs was 102 20% TOTAL Cost Recovery for 2011 Youth Programs was 40% 0% RESIDENT PARTICIPATION TOTAL RESIDENT 8,744 7,857 90% A0W °Parks and ReCAe�tion gives some Place fo,- the kids to enjoy theinselvesu LOOKING FORWARD TO 2012 Playground Program Because of the value this program has in the community, we are adding a 4th day of the week as well as 2 weeks. Camp Tukwilly (Summer Day Camp) Non Resident fees are expected to remain the same as 2011, and we are rolling back the Resident fee to 2009 rates to make the Camp more accessible to residents. Partnerships Continuing to partner with other organizations to provide programs, activities, and services for youth. These partnerships include other service organizations and the Tukwila School District. 01 1q t TUKWItA 's, a PARKS RECREATION W ashington State Department of Health reports that in 2008, 25% of 10th graders were either obese or overweight. The activities offered by Tukwila Parks and Recreation help to combat this growing epidemic by getting teens active and moving around. We provide teens with creative and uplifting activities that offer a constructive alternative to crime and develop teens into positive community members. We serve as advocates, mentors, and role models for teens that lead to a strengthened community, and improved quality of life. 2011 TEEN PROGRAMS Adventure Camp (Summer Day Camp) Counselor -In- Training Friday Late Night Special Pops Program Summer Kick -off Festival Teens for Tukwila The kid pt-ograt775,v-egre4 twol keep Teen Summer Camp my sore on his best hehaviot-" Up All Night Hoop Tournament CHANGES IN 2011 Adventure Camp The Resident fees were increased by $15 per week (12% increase) along with implementation of a new Non Resident fee. As a result of the fee increase, the participation declined from an average of 34 kids per week in 2010 to only 19 kids per week in 2011 (44% decrease in participation). Friday Late Night Funding for Friday Late Night was reduced in 2011 by nearly 45 The Raikes Grant and level of volunteer involvement has allowed us to continue running this program at the same service level. Although the fee increased to $2, participation in this program is at an all -time high. Teen Summer Camp During the budget process, funding for Teen Summer Camp was reduced in 2011 by nearly 85 As a result, staff had to get creative in programming. Rather than offer a full 5 day per week program for teens, we took the best and most popular component of the 2010 camp and programmed for a 2 day per week trip camp. To meet the Cost Recovery and Revenue goal, the fee was increased. The fee proved to be too high and only 2 of the 20 trips went. The participation decreased from an average of 23 kids per week in 2010 to 1.4 kids per week in 2011 (94% decrease). Revenue declined in 2011 by $27,381 compared to 2010. �s DIRECT Cost Recovery for 2011 Teen Programs was 69 TOTAL Cost Recovery for 2011 Teen Programs was 16% RESIDENT PARTICIPATION TOTAL I RESIDENT I 2,923 I 2,094 I 72% No 70% 60% 50% 40 l0 30% 20% Zo% 0% LOOKING FORWARD TO 2012 Survey —based programming We surveyed Tukwila Teens to help us with our summer programming. We received great feedback with 126 responses, 93.7% residents. Based on the survey results, we are making plans to extend our Friday Late Night program into the Summer months, as well as adding some Wednesday evening activities. TeenVenture Camp We have re- structured our Summer Camp Program to be more responsive to the needs of the community. TeenVenture Camp is a re -brand of Adventure Camp. Adventure Camp was for grades 5 -6. The new TeenVenture Camp is for 6 -8. Teen Room Re- programming some of the rooms at Tukwila Community Center will lead to the ability for the Division to offer a Teen Room. Teen activities are becoming a greater community need and we are experiencing record level of participation in the Friday Late Night, and input from teens for more activities. 6 a' V, 0 01 AN t Al -Y TUKWItA PARKS RECREATIO variety of programs and services are offered by the City that contributes to the quality of life for adults over 50 years old as they age in our community. These programs and services reduce obesity and diminish risk of chronic disease through health, fitness, and wellness activities. They strengthen community by offering socialization and life -long friendships. They provide life -long learning experiences, information and assistance, and in some cases, life or death services. 2011 SENIOR PROGRAMS Classes Friday Van Service Hikers Pet Food Bank Red Hat Volleyball League Duwamish Curve Cafe Health Nurse Meals on Wheels Pinochle /Bridge Trips Events "You h ?ve,3 gre .3t senior center with good activities" CHANGES IN 2011 Duwamish Curve Cafe Due to budget reductions, the service level of this program was reduced from 3 days to 2 days, and meets on the 2 most popular days of the week Tuesday and Thursday. Co -Ed Softball Resident participation has dwindled over the years as residents either move away from Tukwila or pass along. Due to lack of resident participation and budget reductions, this activity is no longer funded through the general fund. Staff worked to secure team sponsorships to enable them to continue to enjoy the activity. Men's Softball Tukwila has had a team in the Puget Sound league since 1981, and has had as many as 4 teams in this league. Although many players have since moved away from Tukwila, they still wanted to represent Tukwila. They compete all over the U.S. in tournament play, all with Tukwila proudly on their uniform. However, due to lack of resident participation and budget reductions, the activity is no longer funded through the general fund. Staff worked with the teams to secure sponsor funding to enable them to continue to enjoy the activity, albeit no longer representing Tukwila. Square Dance Due to low attendance, lack of resident participation, and budget reductions, this activity was eliminated. Spring Volleyball Tournament Due to lack of resident participation, this activity was eliminated. Staff worked with a group of player volunteers who organized and ran the event themselves. Staffing As part of the 2011 budget process, 1.OFTE Recreation Program Specialist was eliminated from the Senior Program. Trips Events In 2009 and 2010, we offered 56 trips events per year. Due to budget reductions for 2011, we offered 32 trips events, a 43% reduction in service. c0scir RECOVERV DIRECT COST +PROGRAM +PROG. OH' +DIV OH' REVENUE COST $108,938 $172,670 $185,962 $298,991 $51,414 47% 30%.''. 28% $7% I„ Cost Recovery DIRECT Cost Recovery for 2011 Senior Programs was 47 TOTAL Cost Recovery for 2011 Youth Programs was 17% RESIDENT PARTICIPATION TOTAL RESIDENT 7,031 3,128 44% 1, love the Senior progr .7ms especially the lunch prvgr�m and voll eyb.311 50% 45% 40% 35% 30% 25% 20% 15✓ 5% 0% LOOKING FORWARD TO 2012 Survey -Based Programming We have surveyed Senior program participants to help us program future activities. We have received great feedback and will be using the results to help guide future programming Vial of Life We are working with Tukwila Rotary, a local Senior, and Medic One to provide a Vial of Life to all Senior program participants to log medication for emergency personnel. Partnerships Continuing to partner with other organizations to provide programs, activities, and services for adults over 50. These partnerships include other Senior Centers and Cities for trips, sports leagues, and services. Resident participation of 44% is attributed to these partnership that we have with other cities Tukwila runs the volleyball league which attracts participants from surrounding cities. 01 AN t TUKWItA Al S RECREATIO 4 ccording to the Washington State Department of Health, 62% of Washington adults are either overweight or obese in 2009. The programs offered by Tukwila Parks and Recreation provide a great opportunity for adults and all ages to participate in healthy activities, improve quality of life, learn new skills, and strengthen community by bringing together folks from different backgrounds. 2011 GENERAL PROGRAMS Adult Sports Leagues Classes for all ages (Dance, Fitness, Cultural, Special Interest, Martial Arts) Fitness Room Open Gym Basketball Open Gym Volleyball Racquetball "Parklan Recreation providesgreatand low -cost 6tV ly ,id vrties all year round My daughter loves ft' CHANGES IN 2011 Co -Ed Softball League (Adult) As a result of budget reductions and lack of resident participation, this league was eliminated. Fitness Room /Racquetball The Fitness Room and Racquetball Courts are available to the public during the normal operating hours of the Community Center. Due to overall funding and staffing reductions, the operating hours at the Tukwila Community Center were reduced by 1.25 hours per weekday, and 2 hours on Saturday (seasonally) for a total of 8.25 hours per week. Therefore, the Fitness Room and Racquetball Courts are available for fewer hours. Sports for Hunger Volleyball Tournament Due to budget reductions, this program was eliminated. Turkeyball Tournament Due to budget reductions, this program was eliminated. Volleyball League (Adult) Adult Volleyball League plays during normal operating hours at the Tukwila Community Center. Due to the reduction in Operating Hours (see Fitness Room /Racquetball above), the league has been re- structured and fees adjusted accordingly. TV CO S7 RECOVERY RESIDENT PARTICIPATION TOTAL RESIDENT I 23,703 14,099 I 59% LOOKING FORWARD TO 2022 Offer new activities such as Kickball, Indoor Tennis Lessons, more fitness activities. Partnerships Continuing to partner with other organizations to provide programs, activities, and services. These partnerships include working with Starfire on a soccer program, Sports Authority for special offers for our league participants, and other. i 01 AN t TUKWItA 's, a PARKS RECREATION w a5 t )Rental programs offered by Tukwila Parks and Recreation provides managed and maintained spaces for the community, visitors, and businesses. Wonderful opportunities exist to unite families, strengthen their community, improve business relations, and promote stewardship of community resources. In 2011, there were: 1,522 rental bookings at Tukwila Community Center 11 event /trade shows 664 small meetings 339 large meetings /receptions Nearly 500 other type events. 130 rental bookings for Athletic Fields 101 rental bookings for Picnic Shelters 24 bookings for Pea Patch plots 2011 RENTAL PROGRAMS Athletic Field Rentals Pea Patch Program at Riverton Park Picnic Shelter Rentals Tukwila Community Center Rentals Tukwila Community Center Operations "Thank you for you,- excellent ,-ecotd keeping and effo,-ts to keep out- costs low so that we cin p.ss that along to our caregivers" 201f DSHS C.7regivers Conference CHANGES IN 2011 Processes We have streamlined our rental set -up process to be more efficient. Rental Use Policies Based on council direction, rental policies for non profit and other City Department use of TCC were reviewed and updated. Service Level on Saturday Due to budget and FTE staffing reductions, we no longer provide rental booking services on Saturday. Booking space at TCC is limited to Monday— Friday. Staffing As part of the 2011 budget reductions, 3.OFTE assigned to the daily front desk operations was reduced to 1.OFTE. This led to a reduction in operating hours by 1.5 hours per day Monday through Friday, and minor re- organization of division. TCC Rental Fees Based on council direction, the Rental Fees were reviewed and updated. In most cases, the fees increased. As a result, we had 15% less bookings at TCC. Based on customer response, the primary reason for groups and events selecting to rent at another facility was based on the fee. c0scir RECOVERV DIRECT COST +PROGRAM +PROG. OH +DIV OH' REVENUE COST $123,773 $131,860 $184,995 $297,437 $286,138 231% 217 15,5%' 96% CostRecovery DIRECT Cost Recovery for 2011 Rental Programs was 231% TOTAL Cost Recovery for 2011 Rental Programs was 96% RESIDENT PARTICIPATION TOTAL RESIDENT 85,899 38,291 45% 250% 200% LOOKING FORWARD TO 2012 Implementation of rental survey to measure satisfaction results along with encouraging return use. Survey will also capturing economic impact information on rental events (hotel stays, etc.). Implement additional revenue generating services, such as chair service and linen service. T3" 01 AN t �1 c� tea Al -0 '�1ii"lktt. ki?- �Y�`&SAt�t';?flF« �,aYRYAti�� @t� TUKWItA PARKS RECREATIO stagy«, �tt�5ttt�t !lAi�,�n�twt.rr�,,�,dJ' "t`�til'S�1�4'�;s�a�kn creation Division has implemented the strategies to reduce expenses as outlined earlier (budget reductions, etc.). Additionally, the Division has attempted to meet Council direction by revising fees to increase Cost Recovery while recognizing the issue of pricing participants out a program. Figure 2 below compares the Cost Recovery Model as outlined by Council vs. both the actual Direct Cost Recovery and Total Cost Recovery. MODEL DIRECT COST TOTAL COST 250% zooi 150% 61flr 100 utli1 I si...... 50% ft a 1, 0% Youth Teen Senior General Rentals Total Figure 2: Cost Recovery Information 120% 100% 80% 60% 40% 20% 0% Youth Teen Senio, General Rentals Total The Non Resident Fee Schedule was implemented, and the Division has reviewed and evaluated rental rates, and implemented new fees and policies. The Division has attempted to contain costs, and reduce the liability to the General Fund Subsidy. Figures 3a 3b below shows the reduction in spending, and historical information on expenditures, General Fund Subsidy and Cost Recovery (CR) since 2007. As you can see from the figures below, the Recreation Division's General Fund Subsidy has decreased 25% since 2007, and Cost Recovery has increased. Figure 3b: Historical Data Graph Iq REVENUE EXPEND. GF SUBSIDY CR $2,500,000.00 2007 814,447.65 2,050,322.94 I 1,235,875.29 39.7% 2008 803,362.38 2,008,482.67 1,205,120.29 40.0% 52,000,000.00 2009 772,535.93 1,991,394.61 I 1,218,858.68 38.8% $1,500,000.00 2010 818,958.77 1,932,307.43 I 1,113,348.66 42.4% REVENUE 1 2011 1 718,390.44 1 1,644,620.36 926,229.92 43.7% EXPEND. $1,000,000.00 GF SUBSIDY Figure 3a: Historical Data $500,000.00 2007 2008 2009 2010 2011 Figure 3b: Historical Data Graph Iq Total Resident Participation across all Programs is 51 and can be attributed to a Program I Res couple of things. First, the perception for many people is that Tukwila is considered a Youth I 90% regional Park and Recreation system. The factors that contribute to this include the close proximity of Tukwila to surrounding neighborhoods and cities, the influx of Teen I 72% employees into Tukwila during the daytime based on the business opportunities, and Senior I 44% the fact that Tukwila is located at the confluence of two of the largest freeways in the General I 59% State. Secondly, we have intentionally partnered with other Cities to offer programs, Rentals 45% such as Special Populations Program and Senior Volleyball. Additionally, our Senior TOTALI 51% resident participation rate has changed as folks move away from Tukwila but return for Senior Recreation Programs as these activities tend to be more relationship- based. Resident Participation As a result you get more non residents attending programs The Recreation Division takes great pride in representing the City's Mission and Core Values, particularly in preserving and enhancing a vibrant and healthy quality of life by providing caring, effective and efficient service. The challenge is to meet the needs of the community while recovering costs. Increasing Cost Recovery has led to higher fees which has resulted in lower participation as families are not able to afford programs and therefore we are reaching less of the community. REFERENCES 1 Direct Cost includes all direct cost to run an activity (extra labor, supplies, professional services, and FT implementation) Z +Program Cost in addition to Direct Cost, includes FT planning and FT evaluation 3 +Program OH in addition to Program Cost, includes meetings, trainings, and other program overhead costs 4 +Total Cost in addition to Program Overhead, includes FTE leave (sick, vacation, jury, etc.), costs associated with registra- tion, marketing, division administration