City of Ashland

PARKS AND RECREATION COMMISSION

STUDY SESSION
MINUTES

December 8, 2008

ATTENDANCE

Present:         Commissioners Eggers, Gardiner, Lewis, Noraas, Rosenthal; Director Robertson; Superintendents Gies and Teige

Absent:       City Council Liaison Navickas

CALL TO ORDER

Gardiner called the meeting to order at 7:00 p.m. at the Parks office, 340 S. Pioneer.

FEES AND CHARGES REVIEW – RECREATION PROGRAMS

Darex Family Ice Rink

Teige said FY ’07-’08 revenues of $45,744 were generated from open skate sessions, skate rentals, groups and hockey tournaments, skate lessons, concessions, hockey skating, punch cards, and adult recreation skate while expenses for part-time and full-time administrative staff, full-time maintenance staff, and equipment and supplies totaled $97,547. She said the program was subsidized with $51,803 and the recovery rates was 52%, the same rate as FY ’06-’07. She reported that revenues were down $5,000 over the prior year—possibly due to the lack of a cover and lost days of operation from sun exposure on the ice—and expenses remained the same as the prior year. Teige said fees had not been increased since 2006 and suggested a 30% increase in ice rink and skate rental fees for the coming year.

Daniel Meyer Pool

Teige said the commission approved, in February 2008, a fee increase toward achieving a 50% recovery rate, effective at the start of the 2008 swim season. She said revenues of $38,612 were generated from swim lessons and camps, open swim and punch cards, concessions, lap swim, pool rentals, water polo, and water aerobics, representing an increase of only $1,000 over the prior year. She said $119,883 in expenses included costs associated with part-time and full-time staff, pool equipment, and supplies. She said the program was subsidized with $81,268 and the recovery rate was 32%, down 2% over the prior year partially due to an increase in part-time contracted staffing services of $10,000 and a decrease in pool usage. Teige outlined pool rates and proposed revenues for increases of 30-50% and proposed an increase of at least 30% for the coming year.

Adult Recreation Programs

Teige said ’07-’08 revenues of $92,577 were generated from adult recreation activities including language, dance, photography, fitness, and painting and drawing classes, up from $63,181 the previous fiscal year, attributing the increase to a wider selection of program offerings. She said expenditures increased from $68,683 to $100,335 and the program was subsidized with $7,758, bringing the recovery rate to 92%. She recommended moving from a 75% / 25% instructor/ Parks split toward a 70% / 30% split for all classes.

Youth Recreation Programs

Teige said ’07-’08 revenues of $5,275 were generated from youth recreation activities including rafting, kayaking, tennis, and the All Comers Track program, down from $17,605 the previous fiscal year, with the decrease resulting from a smaller selection of program offerings due to declining participation. She said expenditures decreased from $55,109 to $15,264 and reported that the program was subsidized with $9,989, bringing the recovery rate to 34%. She recommended moving from a 75% / 25% instructor/ Parks split toward a 70% / 30% split for all programs.

Ashland Senior Program

Teige said ’07-’08 revenues of $10,545 were generated by grants from RVCOG and Soroptimist International while expenditures were $103,410, down from $122,018 the previous year due to a 3-month staffing decrease. She said the program was subsidized with $92,865 and the recovery rate was 10%. She said revenues from the facility rental were placed into the facilities revenue fund and not attributed to the Senior Program. Teige recommended no changes in fees for the next fiscal year.

North Mountain Park Nature Center

Teige said ’07-’08 revenues of $41,389 were generated from community classes and events along with school programs, down from $47,007 the previous fiscal year, with the decrease attributed to adjustments in programming. She said expenditures decreased from $305,982 to $235,323 and the program was subsidized with $193,934, bringing the recovery rate to 17.5%, a 2.5% increase from the prior year resulting from a cutback on expenditures. She reported ongoing discussions with the school district about sharing costs for school programs and recommended a 50/50 split. She said the school district was scheduled to pay $20,000 for school programs in the current fiscal year, putting them at 38%. Other suggestions for increasing revenues included renting the outdoor pavilion for birthday parties, selling interpretive materials when available, and charging both resident and non-resident rates for school program participants. Further recommendations included continually increasing the percentage for school district program participation and focusing on revenue-generating activities.

Special Events

Teige said Special Event revenues in ’07-’08 totaled $34,088 while expenditures (for contracted and full-time staff, ongoing expenses such as helmet and bike safety classes, and payouts to AWTA and Phoenix and Ashland High Schools) were $61,912, representing a 55% recovery. Teige said this was the first year in which special events involving the Bike Swap, 4^th of July Run, and the Mt. Ashland Hillclimb Run would be listed as a separate budget category. She said the programs previously were maintained and managed through balance accounts, but the auditors requested including them in the actual budget. Earth Day and Salmon Festival were not included under Special Events, as their funding was generated from local sponsorships, with donations and expenses paid into and out of the Ashland Parks Foundation checking account.

Administrative Costs

Teige said Recreation Division administrative costs of $159,220 were used as follows:

§         80% of Recreation Superintendent salary

§         20% of Parks and Recreation Director salary

§         50% of Promotions Coordinator salary

§         100% toward recreation program guide mailings

Teige said administrative staff assistance for programs and facilities (by percentage and cost) included:

§         Ice rink – 10.5% = $16,718

§         Daniel Meyer Pool – 10.5% = $16,718

§         Oak Knoll Golf Course – 10.5% = $16,718

§         Parks and Recreation facilities – 10.5% = $16,718

§         Youth Programs – 10.5% = $16,718

§         Ashland Senior Center – 10.5% = $16,718

§         North Mountain Park Nature Center – 10.5% = $16,718

§         Special Events – 10.5% = $16,718

§         Calle Guanajuato – 5.5% = $8,757

Discussion Among Commissioners

Commissioners provided feedback and offered suggestions for generating additional revenues or reducing spending. Suggestions included providing an opportunity for community skate participants to contribute to the rink, “getting creative” with adult programming, adding an amenity (example: water slide) at the pool, placing a donation jar at the Senior Center, and “dialing back” on Earth Day and Salmon Festival involvement.

Commissioners thanked Teige for her efforts in preparing the presentation.

ADJOURNMENT – By consensus, Gardiner adjourned the meeting at 8:12 p.m.

Respectfully submitted, Susan Dyssegard, Ashland Parks and Recreation