trends & historical data information for 2016/2017 budget development july 30, 2015

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Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

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Page 1: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Trends & Historical Data Information for 2016/2017 Budget Development

July 30, 2015

Page 2: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Outline “Fee vs. Free” and “Existence Cost” Concepts Data by Program Area

Aquatics Tennis Camps Special Events Walker Nature Center

RA’s Benchmarking Practice Overall Cost Recovery Board Decision Points

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Page 3: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Programs & Events: Fee vs. Free

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Fee: “Pay to Play”

Members and non-residents must pay a fee to participate.

Direct program costs are covered in full or in part by

registration fees.

Examples:Swim and tennis lessons

CampsLeagues

One-time events and programs

Free:“Community Spirit”

Members participate for free.

Program costs are supported by the Annual Assessment.

Examples:Community Cookouts

Ice Cream SocialsSenior Movie Day

Multicultural Festival

Page 4: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Facilities & Amenities: Existence Cost Existence Cost: The cost

of owning, operating, maintaining, repairing and replacing a facility or amenity.

RA incurs “existence costs” for its facilities regardless of the program revenue earned at that facility and member usage of the facility.

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Existence Costs

Access Fees

Capital Repairs

Facility Maintenance

Utilities

Staff

Pool & Tennis Pass Sales

Page 5: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Data by Program Area Program Areas:

Aquatics Tennis Camps Special Events Walker Nature Center

Data presented for each program area: Program Area Summary 2016 Expenses, Revenues and Cost Recovery for Existence 2016 Expenses, Revenues and Cost Recovery for Programs

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Page 6: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Aquatics Summary

15 outdoor pools dispersed throughout the community One 50-meter pool, 2 heated pools Open season longer than most HOAs (early May – late Sep.)

Annual open swim visits ranging from 150,000-170,000 Programs (swim lessons, certification classes, parties, etc.)

serving approximately 1,300 participants annually Approximately 650 hours of pool rental time to local day care

operators and swim teams annually In 2014, over 24,000 pool passes sold (adult and child)

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Page 7: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Aquatics (Pools) Existence Costs Lifeguard staff &

management Pool maintenance/repair Utilities

Chemicals Signage & code compliance Pool pass printing

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Supported by Annual Assessment= $45.59 per Unit

Sales of Pool & Tennis Passes

Existence Costs Funding$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

$1,600,000

$1,800,000

$1,586,555

$600,969

$985,586

Aquatics Existence Costs

Page 8: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Aquatics Programs & Rentals Group Swim Lessons Private Swim Lessons Lifeguard Classes

Pool Parties Pool Rentals (day care &

swim teams)

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Expenses: Primarily staff-related (operators, instructors)

Net profitability of Programs = $18,960

Expenses Revenues$0

$50,000

$100,000

$150,000

$200,000

$250,000

$213,260 $232,220

Aquatics Programs & Rentals

Revenues = Registration/Rental Fees

Page 9: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Tennis Summary 52 tennis courts across 14 locations

26 lighted courts, 8 clay courts, & 6 courts designed for 8 and under play

Over 770 registrations for Junior Lessons (ages 3-17) Over 360 registrations for Adult Classes Tennis leagues serving over 350 people

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Page 10: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Tennis (Court) Existence Costs Staff: management,

maintenance, court monitoring

Court maintenance/repair Utilities Court monitoring

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Supported by Annual Assessment= $7.05 per Unit

Sales of Pool & Tennis Passes, equipment sales

Existence Costs Funding$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$261,108

$108,658

$152,450

Tennis Existence Costs

Page 11: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Tennis Programs & Rentals Group Tennis Lessons Private Tennis Lessons Leagues

Birthday Parties

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Expenses: Primarily staff-related (instructors)

Net profitability of Programs = $22,082

Revenues = Registration/Rental Fees

Expenses Revenues$0

$50,000

$100,000

$150,000

$200,000

$250,000

$202,007$224,089

Tennis Programs & Rentals

Page 12: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Camps Summary Over 1,600 camper registrations across 13 camps serving

children ages 3-16 Offered over 60 camp scholarships in 2014 What makes RA camps special?

Currently in 41st year of RA (formerly RHOA) camps Longest running camp program in Reston Staff to camper ratio of 1:6

Most other camps’ ratios are 1:10 - 1:12 Campers travel to multiple RA and non-RA destinations

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Page 13: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Camps Staff Van rentals Field trips

Program supplies Licensing fees & training

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Includes $29,460 in scholarships.

Expenses Revenues$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

$450,000

$500,000

$451,466$409,196

$42,270

Camps

Supported by Annual Assessment= $1.96

Page 14: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Special Events Summary Offer both “fee” and “free” events and programs for all ages Approximately 120 events and programs reaching 17,500

participants annually

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Fee Free

Children’s Events (e.g. Bruno’s Barnyard Bash, Pirate Parties, etc.)

Reston Multicultural Festival

Senior & Family Bus Trips Bike to Work Day

Community Yard Sale July 4th Celebration

Senior Wine Tasting Senior Movie Day

Wine & Design Event Community Cookouts

Appraisal Road Show Bicycle Safety Rodeo

Totally Trucks!

Page 15: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Special Events Event and program supplies Refreshments Bus rentals

Entry fees for special trips (e.g. museum or theater tickets)

Event signage

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Revenues = Ticket sales and registration fees

Supported by Annual Assessment= $5.64 per Unit

Expenses Revenues$0

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

$160,000

$180,000

$160,659

$38,720

$121,939

Special Events

Page 16: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Walker Nature Center Summary 72-acre property, including demonstration gardens, a

wildlife pond, 1 mile of trails, wildlife management and a LEED-Gold Certified Nature House

Over 360 programs annually, including school/SOL field trips, scout/youth programs, adult classes and workshops.

Serves over 26,000 program participants and visitors annually, including walkers, bikers, wildlife watchers and native plant observers

Facility rentals (multipurpose room, campfire ring)

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Page 17: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

2016 Walker Nature Center Staff Facility maintenance Grounds maintenance

Program supplies Exhibits, displays, and

learning materials

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Revenues = Program, event, and class registrations, facility rentals,

donations,

Expenses Revenues$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

$350,000

$400,000

$450,000

$411,202

$83,346

$327,856

Walker Nature Center

Supported by Annual Assessment= $15.17 per Unit

Page 18: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Benchmarking ProcessHow often? At a minimum, every 2 years. Also done from time to

time when a new program is piloted, or when a program is doing especially well or poorly.

Who? Some of the organizations we benchmark against include Fairfax County Park Authority, Herndon & Reston Community Centers, Loudoun County, Arlington County, and the City of Alexandria.

What? We benchmark specific program details such as price, length of time, number of participants per program, age range, and time of day for all our main program categories.

Results? Changes to program design and fee structures.

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Page 19: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Preliminary Conclusions from Biennial Benchmarking Examples of new, tweaked, and scratched programs in

2015: NEW: Pilot program for Triathlon Camp and Pop Golf Camp NEW: Special short-court tennis class for seniors called 60’s Tennis TWEAKED: Half day Hug-a-Tree is now full day Junior Day Camp TWEAKED: Increased fees for Junior Team Tennis, Tennis Leagues and

Tennis Lessons SCRATCHED: Tennis ball machine rental

COMING: Additional conclusions from GMU Parks & Recreation Survey

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Page 20: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Cost Recovery Benchmarking How does RA compare to other recreation

service providers in terms of cost recovery?

Note: Overall, Reston Association has a high number of facilities per person compared to other local recreation service providers.

Recreation Service Provider Budgeted 2014 Cost Recovery

Arlington County Parks & Recreation 22.7%

Reston Association Parks & Recreation (All Departments) 26.9%

Vienna Parks & Recreation 40.0%

City of Fairfax Parks & Recreation 41.0%

Fairfax County Park Authority 58.8%

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Page 21: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Recreation Programming Cost Recovery for 2016 Aquatics:

$833,189 Revenues $1,799,815 Expenses 46.3% Overall Cost Recovery (Existence & Programming)

Tennis: $332,747 Revenues $463,115 Expenses 71.9% Overall Cost Recovery (Existence & Programming)

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Page 22: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Recreation Programming Cost Recovery for 2016 Camps:

$409,196 Revenues $451,466 Expenses 90.6% Overall Cost Recovery

Special Events: $38,720 Revenues $160,659 Expenses 24.1% Overall Cost Recovery

Walker Nature Center: $83,346 Revenues $411,202 Expenses 20.27% Overall Cost Recovery

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Page 23: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

Scholarships Who?

Program participants who meet standard eligibility requirements, i.e. Free/Reduced Lunch, Tax Relief, etc.

What? Camp enrollment Swim lessons Tennis lessons

How much? Over $36,400 in 2016

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Page 24: Trends & Historical Data Information for 2016/2017 Budget Development July 30, 2015

RA Board Decision Points Is the Board comfortable with operating and maintaining the current

number of pool and tennis facilities we have?

Is the Board willing to increase pass fees to shift a greater share of the costs to the actual users?

Is the Board willing to reduce the number of facilities to reduce operating and capital costs?

At what level does the Board wish to fund scholarships for camps, swim lessons and tennis lessons?

What is the ideal role for the Friends of Reston in fundraising for scholarships?

Should the board collapse its Non-Resident offerings to draw in more non-resident revenue?

To increase sales of Non-Resident passes, should the board decrease fees?24