Board Agenda Item September 25, 2013

Board Agenda Item
September 25, 2013
ADMINISTRATIVE – 1
Adoption of Minutes – September 11, 2013, Park Authority Board Meeting
ISSUE:
Approval of the minutes of the September 11, 2013, Park Authority Board meeting.
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the minutes of the
September 11, 2013, Park Authority Board meeting.
TIMING:
Board action is requested on September 25, 2013.
FISCAL IMPACT:
None
ENCLOSED DOCUMENTS:
Attachment 1: Minutes of the September 11, 2013, Park Authority Board meeting
STAFF:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
Barbara J. Gorski, Administrative Assistant
This page intentionally left blank.
Attachment 1
Fairfax County Park Authority
Board Meeting
September 11, 2013
The Chairman called the meeting to order at 7:42 p.m. at 12055 Government Center Parkway,
Room 941, Fairfax, Virginia.
Board Members:
William G. Bouie, Chairman
Kala Leggett Quintana, Secretary
Ken Quincy, Treasurer
Edward R. Batten, Sr.
Mary Cortina
Linwood Gorham
Faisal Khan
Harold L. Strickland
Richard (Rip) C. Sullivan, Jr.
Michael Thompson, Jr.
Frank J. Vajda
Anthony J. Vellucci
Staff Present:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
Barbara Gorski, Administrative Assistant
Judy Pedersen, PIO
Barbara Nugent
Todd Johnson
Cindy Walsh
David Bowden
Julie Cline
Brian Williams
Absent*
Guests: Cynthia Tianti, County Attorney
Ryan Wolf, County Attorney
Elizabeth Teare, County Attorney
CHANGE TO THE AGENDA
Mr. Bouie announced that Action Item-1 Scope Approval – Audrey Moore RECenter Natatorium
West Wall Repairs has been added to the agenda.
PUBLIC COMMENT: No speakers were present.
CLOSED SESSION
At 7:45 p.m. Ms. Quintana made a motion to enter into Closed Session for
(a) consultation with legal counsel and briefings by staff members or consultants
pertaining to actual or probable litigation, where such consultation in open meeting
would adversely affect the negotiating or litigating posture of the public body
pursuant to VA Code 2.2-3712.
(b) discussion of the acquisition or disposition of real property for a public purpose,
where discussion in an open meeting would adversely affect the bargaining position
or negotiating strategy of this public body.
The motion was seconded by Mr. Batten and approved by all members present.
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Minutes
•
•
-2-
September 11, 2013
Legal Matters – Update on Litigation FCPA vs. Voyten and Associates
Land Acquisition
CERTIFICATION OF CLOSED SESSION
Ms. Quintana made a motion that the Park Authority Board certify, to the best of each member’s
knowledge, only public business matters lawfully exempted from open meeting requirements
under Virginia Code 2.2-3712 and only such public business matters as were identified in the
motion by which the closed meeting was convened were heard, discussed or considered in the
meeting by the Board; seconded by Mr. Vajda. The motion carried unanimously.
C-1
FCPA vs. Voyten and Associates - Update
No action was necessary.
C-2
Add Property Located in the Springfield District to the Work Plan
Mr. Vajda made a motion to add property located in the Springfield District to the work
plan; seconded by Mr. Quincy. The motion carried unanimously.
ADMINISTRATIVE ITEMS
Adoption of Minutes, July 24, 2013, Park Authority Board Meeting
ADMIN-1
Mr. Vajda made a motion to approve the minutes of the July 24, 2013, Park
Authority Board meeting; seconded by Mr. Batten. The motion carried
unanimously.
ACTION
A-1 Scope Approval – Audrey Moore RECenter Natatorium West Wall Repair (Braddock
District)
Mr. Vellucci made a motion to approve the project scope to design and repair the west
wall of the natatorium and related work at the Audrey Moore RECenter; seconded by Ms.
Quintana and Ms. Cortina. The motion carried unanimously.
INFORMATION ITEMS
I-1
Trends - Demographic
No action was necessary.
CHAIRMAN'S MATTERS:
• Mr. Bouie recalled the tragedy of 9/11 and told the story of where he was on that day.
•
Mr. Bouie welcomed Judy Pedersen back stating that he was pleased she is doing better.
•
Mr. Bouie and the entire board congratulated Mr. Quincy on receipt of the VRPS
Distinguished Volunteer Award.
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September 11, 2013
•
Mr. Bouie attended the Board of Supervisors’ recognition of Kevin Fay. Mr. Fay was his
eloquent self until the end when he choked up a bit. MR. Fay was very pleased and took his
time to promote staff, the Park Authority’s mission, and the fact that he will always be there
to support Parks. Mr. Bouie indicated that he was sure Kevin would continue to be involved.
Mr. Batten added that Mr. Fay will be brought on to the Foundation Board as soon as
possible.
•
Along with Mr. Thompson and Mr. Strickland, Mr. Bouie attended the ceremony at
Braddock Park naming the softball complex in honor of Sharon Sealock. Messrs. Strickland
and Thompson expressed their appreciation for the work Ms. Sealock had done to make
things better for the county.
•
Mr. Bouie attended the opening of the new synthetic turf fields at South Lakes High School
adding that the five new fields which opened in the past week were part of the discussion of
the Synthetic Turf Task Force.
•
Each board member received a high school athletic pass from Schools. Mr. Bouie indicated
that he would send Mr. Curran a note of appreciation for the courtesy. Mr. Bouie encouraged
the board members to support their local teams.
•
A public meeting was held in the Hunter Mill District to discuss the Resident Curator
Program. The meeting was well attended by folks from the Hunter Mill District as well as
the neighboring area of Great Falls. There was a lot of interest as to what the program was
about, how they can get involved in the program, what the tangible elements are, and what
the term of the contract is.
•
Sad news! Michael the draft horse at Frying Pan Farm Park is being put down. It is ten
years past his life expectancy. It is not a happy moment. The folks at Frying Pan are worried
about Michael’s counterpart, Jesse, who is not in the best of health and age. Judy Pedersen
added that PIO was working on a blog piece and a farewell which will be live in a couple of
days.
•
Park Authority site and facility tours for the Park Board and Foundation Board begin on
Saturday, September 14, at 8:30 a.m. at Huntley Meadows Park. There is still room for
more, so he encouraged the board members to sign up if they had not already done so. (The
tour for September 14 was subsequently cancelled and the next tour will take place on
October 5. Details will be provided.)
•
At the Board of Supervisors’ meeting on September 10, Mr. Bouie presented Chairman
Bulova, County Executive Ed Long, and Deputy County Executive Rob Stalzer Park
Authority shirts.
•
With recent changes to the board, Mr. Bouie announced the need for a new group photo.
After brief discussion, the group photo will be delayed until October 23. He reminded the
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September 11, 2013
board that Clerk to the Court John Frey will attend the September 25 meeting to administer
the oath of office to Mr. Sullivan.
•
Mr. Bouie updated the board on the director’s recruitment process indicating that 256
resumes were received. Human Resources has categorized them into those meeting the
criteria, almost meeting the criteria, and may be interesting to look at. The Executive
Committee will discuss the resumes at its meeting following tonight’s board meeting. On
September 25 the Selection Committee which consists of the Executive Committee, Harold
Leff (Athletic Council President), Bruce McLeod (Park Foundation Board), and Rob Stalzer
(Deputy County Executive), will try to get the applicants down to a manageable level. The
entire Park Board will then spend a couple of complete days interviewing the candidates to
decide on the finalist. Mr. Bouie hopes that the board can make an offer by the end of
November. Mr. Bouie added that he will get the board some dates out in October within the
week to ensure that everyone is available.
DIRECTOR’S MATTERS:
• Cindy Messinger stated that after some well-deserved breaks by staff, they have been busier
than ever working on the budget developments, the strategic plan projects, and work plans.
•
Ms. Messinger commended staff on the presentation they put together for the capital
infrastructure financing committee held earlier in the day.
•
August was a great month. The weather was great. There were hundreds of programs with
hundreds of kids and participants. Park Services will provide an update later this fall once
the numbers are all in.
•
Resource Management had some spectacular events recently including the 4-H Fair at Frying
Pan Farm Park with 15,000 people and the Riverbend Virginia Indian Festival with 2,100
participants.
•
Everyone is looking forward to what’s ahead, are working hard to move everything forward,
and are looking forward to the board tours beginning on Saturday, September 25.
BOARD MATTERS:
• Mr. Strickland welcomed Mr. Sullivan and stated that he looks forward to hearing his
perspective.
He commended Mike Thompson for a job well-done at the Sharon Sealock dedication.
•
Mr. Sullivan indicated that he was thrilled to be on the Park Board and felt extremely
welcome when he attended the July 24 meeting, even though he was not a member yet. He
added that he would remain rookie status for a while and keep quiet, but he is not shy.
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September 11, 2013
•
Mr. Vellucci thanked Sousan Frankeberger and John Berlin for the Braddock Nights and the
Summer Concert Series overall.
•
Mr. Thompson thanked Mr. Vellucci and Mr. Batten for ensuring that he was invited to a
FLAP meeting, though he could not attend since two board members were already present.
Mr. Thompson commended staff for the Sharon Sealock dedication. It was an awesome
event. He was provided great remarks. Ms. Sealock was one of the people who fought early
on for Title IX issues. One of the reasons she became so involved with Braddock Park was
because women’s leagues were not getting good field time or good field space. Because of
her efforts his daughters can play on nice fields and he really appreciates that.
Mr. Thompson recommended that if anyone is ever at Braddock Park they should go the
center near the base of the softball diamond and view the sign with Ms. Sealock’s likeness on
it. When she saw this sign she cried.
He noted a number of staff attended the event including Cindy Messinger, Sara Baldwin,
Todd Johnson, and Barbara Nugent.
•
Ms. Cortina thanked Sandy Stallman and Andi Dorlester for giving her a nice presentation on
the Urban Parks Standards and the Tysons Corner Master Plan.
•
While the county was still trying to find some space for the children’s museum, Park
property has been taken off the table. Ms. Cortina expressed appreciation for the Park
Authority’s efforts to try to accommodate the effort.
•
On behalf of her family, Ms. Cortina thanked everyone for the wonderful park experiences
they had this summer. They visited a number of sites, attended concerts, biked trails, and her
son attended a class and a camp. Staff at all the sites were incredible and she is proud to be
part of the agency. There is a need for a little maintenance here or there, which one can’t
help notice as a Park Authority Board member, but those parks were fantastic.
•
Ms. Quintana apologized for not being able to attend the July 24 board meeting as she was
hosting a public hearing for the money that Northern Virginia would be receiving from the
Department of Transportation in the future providing the Supreme Court rules in our favor.
She thanked everyone for supporting the resolution for Dr. Mittereder who retired as the
Director of Legislative Affairs. It is a well-deserved recognition and she wishes Dr.
Mittereder well in her endeavors.
Ms. Quintana and her family attended the 4-H Fair and had a great time. It was wonderful to
see all the children and young people show off their work with the animals. The 4-H Club is
a great asset to the community. A great job was done by staff.
She welcomed Mr. Sullivan to the board.
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September 11, 2013
Ms. Quintana stated that she is looking forward to the site and facility tour this weekend. It
is a great way for everyone to see the assets the Park Authority has.
Ms. Quintana also spent a lot of time visiting Green Spring Gardens, Clemyjontri Park, and
Burke Lake over the summer.
Recently her son was enrolled in a pre-K program at Ravensworth Elementary for special
needs for a speech related issue he has. She was heartened when she opened up the
introductory packet and found a flyer for our Special Harbor and for some of the programs in
the parks that we have that address kids with special needs. She does not know if this was
something a teacher happened to pull together or if this was a cross-agency effort but she
would like to see more of that and tie in the Park Foundation like the Joey Pizzano Memorial
Fund. Parks needs to find an opportunity to work with Schools to make sure the parents
know there are parks that serve special needs kids.
•
Mr. Quincy seconded Bill Bouie’s comments about the Resident Curator Program public
meeting adding that he was impressed by some of the suggestions and participation at that
meeting.
Mr. Quincy attended the ribbon cutting for the synthetic turf field at Oakton High School.
The field was beautiful. There was a good representation from the School Board as well as
fans. He received a lot of thanks for the Park Authority for its role in helping to provide
those fields.
He and Sara Baldwin met with consultants for Schools on the SLEEP initiative which has
been reborn. It was an informative meeting about the different sleep cycles of teenagers and
all the different clocks we have inside of us. It was very interesting.
Ms. Baldwin added that the contractors were hired by Schools to come up with options of
how they will delay the high start time to 8 o’clock or later. At this time they are looking at
three different options. One is flipping elementary and high schools, which is something
they looked at in 2008. Another is pushing everything forty minutes. The third option is to
keep elementary schools the same and do something different with different middle schools
depending on the area of the county they are in and pushing high schools past 8 o’clock.
Parks’ task from here is to take the three options, run some numbers and return to the
consultant with how this will impact the Park Authority. Staff is working on that now. The
next step will be for this contractor to get some key leaders together to look at the different
options that they have come up with. From there the stakeholders will review the options,
weigh the pros and cons, and then another set of options will be developed which will then
go out to public forums where the community will be able to weigh in on the options the
contractor has provided.
It was very clear in the discussions that the consultants’ role is to figure out how this can be
done, not whether or not it will happen.
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September 11, 2013
Mr. Quincy commented that this is the first step and it is obvious that Parks needs to look at
the impact of its recreational facilities and users.
Mr. Bouie noted that Parks spent a considerable amount of time discussing this when it came
up in 2008 and the impacts it had on Parks and Schools, and the impact it would have on
Parks’ customers.
Mr. Strickland remarked that in 2008 the Park Authority was very careful to provide factual
information and did not take a position, that’s the educators’ decision. He hopes that Parks
will do the same again.
Mr. Quincy indicated that that was the goal.
Ms. Baldwin mentioned that the report is due to the School Board on January 13 and from
there the School Board will vote.
Mr. Quincy informed the Board that he attended the VRPS Annual Conference for an
afternoon and evening. This is a very, very good conference. He spoke with several
participants and sat through one of the classes. Interestingly enough, one of the sessions was
on how to raise prices without making people mad. There was a good turnout of Park
Authority staff which was very beneficial and it was money well-spent for a conference of
this caliber. He hopes that this be considered in the future.
The Park Authority won two other awards as well. Historic Huntley received an award for
the Best New Renovation/Addition – Bricks and Mortar; and REI, Inc. received a
Distinguished Private Sector Award. Fairfax County was well-represented.
Mr. Quincy stated that he was very honored to receive his award, but it was especially
meaningful to learn that the nomination came from staff. That really means a lot to him. He
has heard staff often say that it means a lot to be recognized by the board, but as a board
member it means a lot to him to be recognized by staff.
•
Mr. Vajda welcomed Mr. Sullivan.
Supervisor Gross joins Mr. Vajda in thanking Sousan Frankeberger for an outstanding
program that she put together for the Summer Concert Series at Mason District Park and at
Ossian Hall.
On Tuesday, September 17, at 10 a.m. there is an All Hands meeting. As part of that meeting
the annual Trailblazer Awards will be presented. In addition to that, there will be an
additional award recognizing lifesavers that involves an incident that occurred at the
Providence RECenter. On the 24th of May about six or seven folks who were at the pool
area were involved. They were present when an observer at Providence pool fell and
sustained a traumatic injury. Mr. Sam Stulberg an 88-year-old male suddenly fell backward
from the bleachers to the tiled deck floor of the pool. All providers acted quickly and
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September 11, 2013
appropriately to assess Mr. Stulberg's injuries while maintaining pool safety for participants
until emergency personnel arrived. Mr. Damian Schlussel was a by stander that immediately
took Cspine control of the patient to prevent further injury while assessing Mr. Stulberg's
mental status. He retained that position throughout incident until Fire and Rescue personnel
secured the patient with a backboard and cervical collar. Mr. Stulberg is doing better.
This is a Fire Department Citizen Recognition Award for Outstanding First Aid Care,
Medical Care and Assessment, which will be very nice for the personnel at Providence
RECenter and the bystander, Mr. Schlussel.
Mr. Vajda offered fair warning to the respective board members Supervisors. Providence
RECenter was not originally in the Mason District, but in Providence. Supervisor Gross
thought Providence RECenter was an excellent facility and that she ought to start using it, so
she began working out and he believes she has been doing so for at least six months. It turns
out that during the month of July she led the women in weightlifting, in terms of the FitLinxx
equipment. She lifted a total of at least a million pounds in July. She led the women’s
group, the men out did her, but in August she lifted just under 1.4 million pounds. She was
the leader not only in the women’s group, but she also beat the men.
•
Mr. Batten welcomed Mr. Sullivan and looks forward to working with him.
Mr. Batten thanked Mr. Quincy for reminding him that Historic Huntley had received an
award at the VRPS conference. They have done some fantastic work at Historic Huntley and
the community is very supportive of what Parks has done. The community would to see us
do more as far as the Tenant House and things are concerned.
On Saturday, September 21, the Friends of Historic Huntley are going to host a Groveton
neighborhood gathering to celebrate the publication of Ms. Charlotte Brown’s book,
Groveton, which happens to be the community in which Supervisor McKay grew up. Ms.
Brown is dedicating all the proceeds from the sale of her book to the Friends of Historic
Huntley. Ed invited the board to come out. They are expecting a diverse and significant
attendance.
Mr. Batten congratulated Mr. Quincy again for the receipt of the VRPS Distinguished
Volunteer Award. As Mr. Batten noted in an email message to Mr. Quincy, he does not
think anyone deserves it more than him. He has committed a great deal to this organization
and to the community at large, Fairfax County, and metropolitan D.C.
Mr. Batten spoke with Ms. Longworth about the outcome of the USGA APL Tournament
and acknowledges and recognizes three significant public partners. One is the Fairfax
County Office of Public Private Partnerships, Vance Zavela; Visit Fairfax, Eric Kulczycky;
and, South County High School, John Caulfield, Head Golf Coach, Mike Plugrath, Assistant
Principal and Mary DeKanter Administrative Assistant. Ms. Longworth will work with Ms.
Pedersen to formulate the resolutions.
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September 11, 2013
Mr. Batten once again asked the board to offer up the names of individuals that would make
the kind of Park Foundation Board members the organization needs.
Mr. Batten told Mr. Thompson that the next time he wants to attend a FLAP meeting he
should let him know and he would not attend. Mr. Vellucci indicated that he would send Ms.
Gorski an email with the meeting dates to add to the board calendar to help eliminate any
confusion.
Mr. Batten indicated that Mr. Vellucci had probably already congratulated Mr. Hickey on
being selected as an Elly Doyle winner and that Channel 16 will attend the FLAP meeting on
September 12 to do some filming.
•
Mr. Gorham reported that South County HS defeated Mount Vernon HS 40-7; defeated
Hayfield HS 58-21 (none of which have turf fields), and the last school in the area South
County hasn’t played, Potomac, does not have a turf field.
Mr. Gorham congratulated Mr. Quincy on his VRPS award and on the turf fields he had just
done ribbon cuttings for. Mr. Gorham spoke of four fields that need to get turfed pronto and
asked that the board work with him to get that done.
Mr. Gorham thanked Ms. Frankeberger for not one, but two concert series in the Mount
Vernon District--one series, two locations. He asked the board to think about what she does.
He has seen all of them in the Mount Vernon District in the past three years and there has not
been a glitch in any of them, ever. Think about the details that she goes through to make that
happen. He thinks that perhaps she is not appreciated enough because she makes it look so
easy and is always so cordial and friendly to the board. She is truly a jewel.
Mr. Vellucci added Mr. Berlin to the accolades.
Mr. Gorham welcomed Mr. Sullivan and asked him not to sit and watch too long before he
speaks up as he is interested to hear a fresh perspective.
•
Mr. Khan welcomed Mr. Sullivan to the board and also looks forward to working with him.
Mr. Khan congratulated Mr. Quincy for his achievement noting that it is very well-deserved.
He added that he is honored to be on the board with Mr. Quincy and expects much more
good work from Mr. Quincy in the future as usual.
Mr. Khan thanked Mr. Bowden for coming out to observe his cricket game recently. He
hopes that one day all the board members will attend a game.
Before going into the August recess, Mr. Khan made a personal commitment to get out on at
least one trail. He went out to Lake Accotink, walked the trail and enjoyed it thoroughly.
Mr. Khan announced that he finished his Red Cross First Aid certification during August.
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September 11, 2013
Mr. Bouie reported that he received a request for a fee waiver earlier in the day from Ms.
Hammond, a former park staffer and now the director of the Animal Shelter. She would like
to hold an event to recognize rescue partners and would like to use Frying Pan Farm Park
Visitors Center on a Sunday afternoon or evening in October or November. Bill indicated he
would pass this along to Cindy.
ADJOURNMENT
There being no further business and without objection, Mr. Bouie called the meeting to a close at
9:34 p.m.
____________________________________
Kala Leggett Quintana
Minutes Approved at Meeting
on September 25, 2013
____________________________________
Cindy Messinger, Acting Director
Park Authority Board Minutes prepared by
____________________________________
Barbara J. Gorski, Administrative Assistant
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Board Agenda Item
September 25, 2013
Revised 9/18/13
ACTION – 1
Approval – Park Revenue Funds Financial Management Plan - FY 2014 – FY 2015
ISSUE:
Approval of the Park Revenue Funds Financial Management Plan FY 2014 – FY 2015
as a planning guide for budget management and administration.
RECOMMENDATION:
The Park Authority Acting Director recommends Park Authority Board approval of the
Park Revenue Funds Financial Management Plan FY 2014 – FY 2015.
TIMING:
Board action is requested on September 25, 2013.
BACKGROUND:
The Park Revenue Funds Financial Management Plan is typically prepared annually
prior to the start of the budget development process for the following fiscal year.
The FY 2014 – FY 2015 Financial Management Plan has been abbreviated from the
prior year plans. Much of the static information has been removed and will become a
part of the Comprehensive Annual Financial Report. Central to the plan are the
Financial Management Principles, key assumptions, considerations and operational
challenges for upcoming years. The FY 2014 – FY 2015 Financial Management Plan
outlines projections through FY 2017 and is used for short and long range planning and
funding decisions for the Park Revenue Fund and Capital Improvement Funds.
The Board of Supervisors approved a one-time discretionary bonus for all County Merit
Employees at the September 10, 2013 meeting. The Department of Management and
Budget confirmed that it has been a standing Board of Supervisors policy that all
agencies with Revenue Funds are required to facilitate personnel compensation. The
impact of this one-time bonus to the overall County General Fund is $10 million dollars.
The impact to the Park Revenue Fund is $224,181 and subsequently the projected net has
decreased by that same amount. This change is now reflected in the Financial
Management Plan and Park Revenue Fund statement.
Board Agenda Item
September 25, 2013
FISCAL IMPACT:
Projections developed in the FY 2014 – FY2015 Financial Management Plan show
moderate growth in gross revenue and favorable net revenue projections through FY
2017.
ENCLOSED DOCUMENTS:
Attachment 1: Park Revenue Funds Financial Management Plan FY 2014 – FY 2015
(Revised 9/18/13)
STAFF:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
Barbara Nugent, Director, Park Services
Cindy Walsh, Director, Resource Management
Peter Furey, Manager, Golf Enterprises
Michael P. Baird, Fiscal Administrator
Attachment 1
Fairfax County Park Authority
Park Revenue Funds
Financial Management Plan
FY 2014-FY 2015
September 25, 2013
Fairfax County Park Authority
Park Revenue Funds Financial Management Plan – FY 2014–FY 2015
TABLE OF CONTENTS
1.0
Page
Introduction ............................................................................................... 3
2.0
Financial Management Principles ................................................................ 4
3.0
Planning Assumptions and Considerations ................................................. 5
3.1 Revenue Generation through Fees ................................................................ 5
3.2 Debt Service .............................................................................................. 5
3.3 Business Performance in the Current Economy .............................................. 6
3.4 Health Care Benefits .................................................................................... 7
3.5 Employee Compensation – Market Adjustment Rate ....................................... 8
3.6 Leave Payoffs.............................................................................................. 8
3.7 Cost Recovery ............................................................................................ 8
4.0
Management Strategies .............................................................................. 9
4.1 FY 2014 Management/Operations ................................................................. 9
4.2 Capital Strategies ...................................................................................... 11
5.0
Schedules .................................................................................................. 13
5.1 Base Assumptions for FY 2016 – FY 2017 Projections ................................... 13
5.2 Revenue/Expenditure – Summary .............................................................. 15
5.3 Projected Revenue by Cost Center .............................................................. 16
5.4 Projected Expenditures by Cost Center........................................................ 17
5.5 Fund Statement – Fund 80000 (170) .......................................................... 18
5.6 Fund Statement – Fund 80300 (371) .......................................................... 19
Attachments .............................................................................................. 20
A-1 FY2015 Budget Guidelines and Brief Description of Park Authority Funds ....... 20
A-2 PAB Financial Schedule for FY 2014 ............................................................ 21
2
1.0
Introduction
The Park Revenue Funds Financial Management Plan (“Plan”) is a key component
of the Fairfax County Park Authority’s (“Authority”) overall financial and business
management strategy. The Plan provides financial projections and principles for
the management of the Fairfax County Park Authority Revenue Funds and
related issues. The Plan is updated annually, concurrent with the budget
planning cycle. Based on the current year status, the adopted budget and future
plans, along with a set of revenue and expenditure assumptions, staff formulates
a schedule that models revenue and expenditure estimates into the future.
These projections in turn drive short and long range decisions in fund
management. Key to the Revenue Fund management decisions are the eight
point Financial Management Principles which were adopted by the Park Authority
Board. These guidelines draw on and conform to the county’s “Ten Principles of
Sound Financial Management.” The Plan is also influenced by the Park Facilities
Bond Debt Service requirements. Bonds represent a long term debt obligation to
the Authority and, coupled with the Financial Principles, act as the basis for
Revenue Fund decisions by the Authority.
The Plan’s guiding directions are derived from the Authority’s Financial
Sustainability Plan (FSP) an overarching plan, which was approved by the Park
Authority Board in December 2011. The purpose of the FSP is to create a ‘road
map’ to enable the Authority to stabilize its operations and position itself to
better serve and meet the needs of the citizens of Fairfax County through a
business model that will improve financial sustainability.
As with any large successful business operation, analysis is conducted regularly
at multiple levels to assess the status of the Park Revenue Fund. A crossdivisional team of staff meets regularly to review the Authority’s financial position
and work together on reviewing targets, cost containment actions, potential
revenue opportunities, and overall net revenue year-end strategy.
The Park Authority Board approves Fund 80000 (170) and Fund 80300 (371)
budget submissions each September. Staff provides a first, second, and third
quarter financial status of all funds and the Carryover package at the end of each
fiscal year. The annual budgets and Financial Management Plan are prepared at
the staff level, reviewed by senior staff and the Board’s Administration,
Management and Budget Committee and presented to the Park Authority Board
for approval.
3
2.0
Financial Management Principles
Park Authority Revenue Fund
The Park Authority Board and staff have fiduciary responsibility for the Park
Revenue Fund. The Financial Management Principles will form the basis for
policy decisions affecting the Fund.
•
Financial planning for the Park Revenue Fund will be consistent with the goals
and objectives of the Authority and support the initiatives and strategies as
reflected in the Authority’s approved plans. Likewise, the Authority’s goals
and objectives which affect the Park Revenue Fund will be consistent with
fund availability and financial projections.
•
The Authority will develop a financial management plan for the Park Revenue
Fund with a minimum of three out-year projections. The Plan will be updated
at least annually and will be used as the basis for the development of budgets
and revenue/fee schedules.
•
The Authority budget will be developed as a program based budget, ensuring
the highest possible accuracy of revenue projections and the review and
evaluation of budget expenditure requirements. Annual budget plan
submittals will meet all Fairfax County Department of Management and
Budget requirements. All efforts will be made to optimize productivity for
improved service delivery at the lowest possible cost levels to the fund.
•
The annual operating budget will project and produce a positive cash balance
for each fiscal year. A cost recovery ratio for the budget-planning year will be
developed and integrated into the financial management plan.
•
Management of the Park Revenue Fund for budgeting purposes will be at
cost/profit center level so that each program and function is reviewed
annually both for revenue projections and expenditure needs. Where
possible, each cost center will produce net revenue and keep expenditures to
the lowest possible levels.
•
A Managed Reserve will be maintained at a sufficient level to allow for yearly
cash flow requirements and to provide for financing unforeseen needs of an
emergency nature. The cash flow portion of the reserve will be a minimum
of three percent of the approved annual expenditure budget minus debt. The
emergency portion of the reserve will be at least two percent of the approved
annual expenditure budget of the Park Revenue Fund. The Managed Reserve
shall be adjusted annually at the time the budget is adopted.
4
3.0
•
Net revenue generated from the fiscal year, above that needed to sustain the
reserves, will be committed as approved by the Park Authority Board.
Funding priority will be given to the repair and renovation requirements of
the Park Revenue Fund’s facilities and for support of revenue generating
programs. At the Board’s direction, all, or a portion of the net revenue, will
be appropriated annually to the Park Capital Improvement Fund for future
needs associated with the repair and renovation of Park Revenue Fund
facilities and programs. Funding requirements will be reviewed and updated
annually.
•
These Financial Management Principles will be reviewed by the Park Authority
Board annually.
Planning Assumptions and Considerations
3.1 Revenue Generation through Fees
Fees generated from Park Revenue Fund operations pay for personnel
expenses and operating costs at all Authority-operated golf courses and
RECenters, at lake parks for fee-sustained facilities and program operations,
and for rental facilities, programs and store sales at nature centers, visitor
centers, historic sites and other parks. Sustained revenue growth is
essential to support the Park Revenue Fund and to offset increases in
operating expenses. Growth is assumed to come from multiple sources,
including new facility improvements and expansions, program participation
growth, new facility users, cost management and fee increases. As a
matter of practice, comparatively small and regular fee increases are
preferred over less frequent, but larger increases. Due to continuing
economic pressures, coupled with flattening or even slight declines in key
revenue-generating services, a very modest set of small fee increases will
be proposed for the FY 2014 process. Through the Marketing and
Communication Plan initiatives, more aggressive discounting and marketing
of services is being planned to generate increased overall participation.
3.2 Debt Service
Sufficient revenue must be produced annually to meet long-term debt
service obligations for park facility revenue bonds, which are repaid with
revenues from user fees. Debt obligations include the Facilities Revenue
Bonds Series 1995, Refunding 2013A and the Laurel Hill Public Facilities
Projects, Laurel Hill Golf Course note payable to Fairfax County. Park
Revenue Fund debt payment obligations were $1,517,067 in FY 2013 (due
to one-time savings associated with the 2012 Laurel Hill Refunding),
$923,340 (due to one-time savings associated with the 2013A Refunding of
5
the Facilities Revenue Bond Series 1995) in FY 2014, and $1,576,890 in
FY 2015, $1,602,082 in FY 2016, and $1,631,183 in FY 2017.
3.3 Business Performance in the Current Economy
General market conditions that will influence future business performance
are mixed. A synopsis of key indicators is as follows:
3.3.1 Modest inflationary growth continued in the first five months of 2013,
according to figures from the U.S. Department of Labor. June 2013
data shows that the Washington-Baltimore consumer price index
(CPI) grew 1.5% in the first five months of calendar 2013 compared
to the same time period the previous year. The WashingtonBaltimore region has experienced cumulative CPI growth of 3.7%
since the beginning of 2012, and 7.0% since the beginning of 2011.
3.3.2
Other measures of the current condition of the local economy that
are typically noted in this plan include trends in the unemployment
rate and sales tax receipts for retail sales. The plan also tracks
national confidence in the economy by reporting recent trends in the
national consumer confidence index developed by The Conference
Board. For the current plan, this data comes from the Fairfax County
Economic Indicators Report (April 2013), the Virginia Employment
Commission and the Conference Board.
Unemployment – The local unemployment trend continues to
improve steadily. April 2013 unemployment for Fairfax County was
3.6%, down from 3.9% in the same month last year.
Retail Sales – Local retail sales, as reflected in sales tax receipts, also
continue to trend modestly upward. Total sales tax receipts for the
first nine months of FY2013 rose 2.4% compared to FY 2012.
Consumer Confidence – Recently released findings from the June
2013 Conference Board consumer confidence survey show that the
index has increased for the third consecutive month and presently
rests at its highest level since January 2008.
3.3.3 Summary of General Impacts on Park Authority Business
Of the primary Park Authority revenue businesses, golf rounds play
continues to be negatively impacted by the sluggish economy. Both
national and regional rounds played performance has been negative
during FY 2013 with Park Authority rounds played and local market
rounds played both down 15% year to date. Total rounds played for
Park Authority courses in FY 2013 fell 6.1% with 276,759
rounds. Although there were marginally better economic conditions
6
in FY 2013 poor weather conditions during the second half of the
year had a negative impact on operating days and
performance. Golfers continue to respond to challenging economic
conditions with judicious belt tightening – employing more frequent
discount seeking, and shifting play to less expensive courses and offpeak times when possible. Course operators continue to respond
with aggressive discounting to fill tee sheets. The addition of the
Twin Lakes Oaks Room and replacement of the Burke Lake
Clubhouse and Driving Range expansion will enhance use and
revenue production.
RECenter attendance declined somewhat in FY 2013, over 4%
overall, even though revenue increased over 3%. There is some
concern that prices for membership passes and general admissions
are at or very near market tolerance levels in the current
environment, while program revenue continues to hold up well,
increasing over 5% and now generating over 51% of RECenter
revenues. In the near term, RECenter revenue will increase due to
facility expansions at Oak Marr and Spring Hill and adding more offsite program offerings where possible, but growth will likely not
come from fee increases.
The Resource Management Division has continued to capitalize on its
niche of stewardship education and programming. Revenue
continues to increase at a healthy rate of 6% from FY12 to FY13.
Most of the growth is in programs which continue to grow at 8% per
year as new sites and programs are offered and new audiences
reached. Recent service expansions include a new classroom at
Green Spring Gardens, outdoor education/picnic shelters at Huntley
Meadows Park and Hidden Oaks and interpretive train rides and
wagon rides at alternative sites across the county, including lakefront
and RECenter parks.
3.4 Health Care Benefits
In response to Federal health care legislation, the Park Revenue Fund
began absorbing health care benefit costs for eligible seasonal employees in
FY 2012. The cost of this benefit in FY 2013 was approximately $63,000.
Healthcare expenses continue to increase; however, premiums for the
county’s self-insured plans are estimated to increase less than three (3)
percent in 2014, which would increase cost for the Revenue Fund an
additional $47,000 per year.
7
3.5 Employee Compensation - Market Adjustment Rate
For FY 2013, a 2.18% market rate adjustment was granted, effective July
2012, with a projected full-year impact of $480,134. Also, a 2.5%
performance-based scale and salary increase for merit staff effective
January 2013 added an additional annual expense of approximately
$275,000 to the Revenue Fund. Employee compensation is again frozen in
FY 2014. Budget guidance for FY 2015 includes compensation that is based
on a formula-based Market Rate Adjustment, for planning purposes, that
amount is estimated at 2% which would equate to an increase of $436,425.
For FY 2014, the Board of Supervisors approved a one-time discretionary
bonus on September 10, 2014 that will impact the FY 2014 Budget
projections for the Park Revenue Fund by $224,181.
3.6 Leave Payouts
The Authority, as well as the general county, will be facing an increased
number of retirements as baby boomers prepare to exit the work force. In
FY 2014 the Authority will have 63 Merit employees eligible for retirement,
21 of those are in the Revenue Fund. An additional 25 employees become
eligible in FY 2015, 8 of which are in the Revenue Fund. When an
employee retires from merit service, the employee is paid for the balance of
their annual leave, and any compensatory time up to 240 hours. The
Revenue Fund incurred $94,000 in leave payouts in FY 2013 and that
amount is expected to increase in the coming years. The estimated DROP
payout for FY 2014 is projected at $1,254, $74,488 in FY 2015, and
$101,251 in FY 2016.
3.7 Cost Recovery
FY 2013 Actual Net Revenue was $1,741,299. FY 2014 Revised Net
Revenue is currently budgeted at $353,485. One of the major reasons for
the decrease in net revenue is the introduction of $775,000 “Indirect Cost
Transfer to the General Fund” that was assessed to the Revenue Fund for
the first time in FY 2014. Additional factors include revenue adjusted down
by $810,000 for Oak Marr RECenter fitness room expansion and
expenditures adjusted down by $874,847 to reflect the Twin Lakes debt
refinancing. The primary use of net revenue is for reinvestment into
projects such as ParkNet, General Park Improvements, and the Facilities
and Services Reserve. The FY 2015 net projection was submitted as
$1,207,992.
8
4.0
Management Strategies
4.1 FY 2014 Management/Operations Strategies
In order to maintain financial stability and meet Revenue Fund goals and
targets, many of the prior year business management philosophies in
managing costs as well as new initiatives for FY 2014 will be implemented.
4.1.1 General:
• Staffing resources will continue to be evaluated and
reallocated/reassigned as positions become vacant. DROP and
retirement attrition at Golf Courses, Lakefronts and RECenters will
be closely reviewed before proceeding to fill. New staffing
models will continue to be defined as necessary and appropriate.
• Vacant Merit positions will be carefully reviewed before filling.
• Restructuring options and redeployment of staff in off seasons
to gain efficiencies and maximize vacancy management savings
potential, including movement away from merit positions where
warranted, will continue to be considered.
• Budgeted Capital Equipment expenditures will be monitored
carefully.
• The sustainable model will be applied to all program services
and offerings that do not have a minimum of $0 net revenue
will have a plan in place to secure accompanying revenue to the
extent possible or be eliminated.
4.1.2
Golf Enterprises – Will continue to incorporate initiatives
identified in the Golf System Operational Analysis conducted by
National Golf Foundation Consulting (NGF Consulting) to include
such things as:
• All full-time hires will be reviewed within the NGF Consulting
recommendations with emphasize on reallocation or leveling of
personnel opportunities throughout the golf system.
• Continued reduction of seasonal staff hours during the shoulder
seasons at all courses as appropriate.
• The addition of a golf-specific Marketing Specialist position that
reports directly to the Golf Enterprise Manager will be filled in
FY 2014.
• Anticipate selection and start-up of golf oriented POS and
customer management system with robust marketing
capabilities in FY 2014.
• Increased partnering with the lessons program provider to
transition those new to the game of golf to increased range use
as well as golf course utilization.
• Continue to expand and refine golf retail program at all courses.
9
•
•
•
•
Upgrade Audio/Visual capabilities at Laurel Hill and Twin Lakes
clubhouses.
Transition to token-less ball dispensers.
Continue to monitor the results of third party partnering with
Golf Now at Laurel Hill, Greendale, and Twin Lakes.
Maximize penetration into the 55+ year-old golfer
demographic through promotional fees and specials.
4.1.3
Resource Management Division – Will build on the growth in
stewardship education and services:
• Continue to capitalize on success of current programs:
o Expanding tours, programs, events and camps at
unmanaged parks using staff from managed parks and
roving interpreters
o Expanding stewardship programming and events at
lakefront parks
o Continue countywide expansion of the scout program
based on the surge of interest and identification of new
groups
o d. Evaluate new and existing programs to ensure they
are cost
effective
• Begin to implement recommendations from the Garden Plot
sustainability plan that will move the operation to full cost
recovery in the next two years.
• Sully Visitors Center will add additional program space,
improved admissions area, and room for store expansion as well
as free up space for new programs in the existing visitor center
space.
4.1.4
Park Services – Division Marketing and Communications
Plan
• Primary Revenue Fund-related marketing and communications
plan focus areas for FY 2014 include the following:
• RECenter passes – continue to support primary annual pass
promotions and grow new pass promotions established in FY
2012; focus on pass holder retention; re-initiate regular
customer survey.
• Golf – continue to support and grow spring pass sale initiative;
obtain new golf information system with enhanced e-marketing
capabilities; develop golf member database in conjunction with
implementation of new information system; continue application
of effective price discounting/yield management to maximize
purchase of unused tee times.
10
•
•
•
Programs – support continued program growth through further
growth in Parktakes subscriptions; creation of camp-specific
brochure, development of enhanced Parktakes Online 2.0
content, awareness-building for the newly introduced Parktakes
Online mobile application.
Facility expansion – support planning for golf, RECenter and
Water Mine facility expansions.
Continuation of expediting scope and project work wherever
possible on new revenue facilities as approved in the FY2013
Planning and Development Work Plan.
4.2 Capital Strategies
As the Authority becomes increasingly reliant on revenue generation and
cost recovery to sustain its overall mission and operations, allocation of
capital dollars will play a critical role in how that is accomplished. And while
general obligation bonds have traditionally funded major revenue facility
construction and renovations, those dollars are also becoming scarcer
especially as our assets age.
The following projects are continuing and have been approved with the FY
2014 Planning and Development Work Plan and/or with the FY 2013
Carryover Budget in July 2013 by the Park Authority Board.
Capital Projects in Support of Revenue Generating Facilities
Park
Oak Marr
RECenter
Spring Hill
RECenter
Burke Lake Club
House
Twin Lakes Golf
Course
Lake Fairfax Park
Fitness Expansion
300-C30400
Targeted
Completion
FY15
Fitness & Gymnasium Expansion
300-C30400
FY15
Replacement
300-C30400
FY15
Oaks Room Expansion
300-C30400
FY15
Water Mine Expansion
300-C30400
FY16
Colvin Run Mill
The restoration of non-functioning
mill components
Reconstruction of the lower pond
dam embankments and irrigation
replacement
Construction of a 615 sf picnic
300-C30400
FY14
300-C30400
800-C80300
FY14
800-C80000
FY14
Pinecrest Golf
Course
Turner Farm
Project Description
11
Fund
Picnic Shelter
shelter to generate rental income
Sully Historic Site
Construction of 1,600 sf modular
visitors center with utilities and
supporting infrastructure
Project Description
Park
Oak Marr and
Twin Lakes Golf
Course
Oak Marr Golf
Course
RECenters and
Golf Courses
Agency Wide
Agency Wide
Providence, South
Run, Mount
Vernon, and Lee
RECenter
Audrey Moore
RECenter
Great Falls Grange
ADA
Lee District
RECenter
George
Washington
RECenter
Mount Vernon
RECenter
RMD
Laurel Hill Golf
Course
Twin Lakes Golf
Course
Twin Lakes Course
Jefferson Golf
Course
300-C30400
800-C80300
300-C30400
800-C80300
Upgrade current token based ball
dispensing
800-C80300
Targeted
Completion
FY14
Upgrade driving range lighting
800-C80300
FY14
Provide Wi-Fi capability for all
customers and enhance security
camera capability at RECenters
Customer Service Satisfaction
Survey
Internal Employee Survey
Design ADA repairs for four
RECenters
800-C80300
FY14
800-C80300
FY14
800-C80300
300-C30010
FY14
FY14
Repair the west Natatorium wall
300-C30400
800-C80300
300-C30010
FY15
800-C80300
FY14
Replace pool spa
800-C80300
FY14
Replace Ice Rink Warming floor
800-C80300
FY14
Purchase second trackless train
and trailer
Repair geo-thermal
800-C80300
FY14
800-C80300
FY14
Heating & AC replacement
800-C80300
FY14
Bunker renovation
Install equipment wash station for
grounds maintenance equipment
800-C80300
800-C80300
FY14
FY14
Design and construct ADA repairs
for the building and site
Replace pool spa
12
Fund
FY14
FY14
5.0
Schedules
5.1 Base Assumptions for FY 2016 – FY 2017 Projections
FY 2016
PROJ
Program
Growth
FY 2017
PROJ
Inflation
Factors
REC ACTIVITIES
CLASSES
PASSES
ADMISSION
OTHER
PARKS
SUBTOTAL
1.03
1.03
1.01
1.01
1.02
1.03
1.03
1.03
1.02
1.02
GOLF
PASSES
GREENS FEES
OTHER *
SUBTOTAL
1.03
1.01
1.01
1.03
1.01
1.01
ADMINISTRATION
1.00
1.00
RESOURCE MANAGEMENT
Programs
Rental
Resale
Other
1.08
1.08
1.01
1.01
1.08
1.08
1.01
1.01
*OTHER includes R.W. Jones
Project (Pleasant Valley Golf)
1.00
1.03
1.02
1.03
1.03
1.00
1.02
1.03
1.03
1.00
1.02
1.02
1.03
1.00
1.02
1.02
1.03
1.00
REVENUE FACTORS
EXPENDITURE FACTORS
REC ACTIVITIES
FULL-TIME SALARIES
LIMITED-TERM SALARIES
OPERATING EXPENSES
CAPITAL EQUIPMENT
SUBTOTAL
GOLF COURSES
FULL-TIME SALARIES
LIMITED-TERM SALARIES
OPERATING EXPENSES
CAPITAL EQUIPMENT
13
SUBTOTAL
ADMINISTRATION
FULL-TIME SALARIES
LIMITED-TERM SALARIES
OPERATING EXPENSES
CAPITAL EQUIPMENT
SUBTOTAL
1.02
1.02
1.00
1.00
1.02
1.02
1.00
1.00
RESOURCE MANAGEMENT
FULL-TIME SALARIES
LIMITED-TERM SALARIES
OPERATING EXPENSES
CAPITAL EQUIPMENT
SUBTOTAL
1.02
1.09
1.05
1.00
1.02
1.09
1.05
1.00
Notes:
• FY 2015 is considered the baseline.
• It is assumed that the annual contribution to the General Fund Indirect Charges
will stay at $775,000.
• Actual Capital equipment expenditures will be determined annually based on
need.
14
5.2 Revenue/Expenditures – Summary
FY 2011
FY 2012
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
ACTUAL
ACTUAL
ACTUAL
REVISED
SUBMISSION
PROJ
PROJ
$39,950,190
$42,465,008
$42,957,894
$43,435,269
$46,285,055
$47,402,546
$48,639,537
PERSONNEL SERVICES
$25,162,007
$25,036,827
$26,544,817
$27,054,794
$27,870,698
$28,573,074
$29,296,728
OPERATING EXPENSES
12,646,060
13,112,259
12,924,528
13,956,598
14,308,242
14,721,205
15,147,056
CAPITAL EQUIPMENT
124,346
154,231
257,013
593,000
543,000
543,000
543,000
TOTAL EXPENDITURES
$37,932,413
$38,303,317
$39,726,358
$41,604,392
$42,721,940
$43,837,280
$44,986,785
NET REVENUE BEORE DEBT
$2,017,777
$4,161,691
$3,231,536
$1,830,877
$3,563,115
$3,565,266
$3,652,752
DEBT SERVICE
$1,892,103
$1,915,973
$1,516,766
$926,573
$1,580,123
$1,605,315
$1,634,416
$0
$0
$0
$775,000
$775,000
$775,000
$775,000
NET REVENUE AFTER DEBT
$125,674
$2,245,718
$1,714,770
$129,304
$1,207,992
$1,184,951
$1,243,336
1/ DEBT SERVICE RATIO
1.07
2.17
2.13
1.98
2.25
2.22
2.23
2/ COST RECOVERY
1.053
1.109
1.081
1.044
1.083
1.081
1.081
3/ COST RECOVERY - includes
1.003
1.056
Bond Interest & Debt Service
3/ $345,013 for Providence and $565,000 FY 02 approved carryover.
1.042
1.021
1.045
1.043
1.043
OPERATING REVENUE
EXPENDITURES:
INDIRECT COST
1/ Debt Service Ratio is calculated by dividing Net Revenue Before Debt by Debt
Service
2/ Cost Recovery is calculated by dividing Operating Revenue (not including Bond Interest) by Total Expenditures (not including Debt
Service).
3/ Cost Recovery-including Bond Interest and Debt Service is calculated by dividing Total Revenue (Including Bond Interest) by Total Expenditures
plus Debt Service.
15
5.3 Projected Revenue by Cost Center
FY2011
FY2012
FY2013
FY2014
FY2015
FY2016
FY2017
ACTUAL
ACTUAL
ACTUAL
REVISED
SUBMISSION
PROJ
PROJ
REC ACTIVITIES
CLASSES
12,464,478
13,210,668
13,880,905
13,065,000
15,050,000
15,501,500
15,966,545
PASSES
6,334,448
6,596,446
6,747,261
6,908,000
7,370,000
7,591,100
7,818,833
ADMISSION
1,978,322
1,945,960
1,874,564
2,060,000
2,063,000
2,083,630
2,146,139
OTHER
3,700,125
3,694,080
3,781,057
3,912,500
3,923,000
3,962,230
4,041,475
PARKS
2,787,339
3,332,554
3,190,397
3,491,200
3,353,700
3,420,774
3,489,189
$27,264,712
$28,779,708
$29,474,184
$29,436,700
$31,759,700
$32,559,234
$33,462,181
PASSES
1,250,147
1,442,078
1,493,859
1,383,600
1,537,100
1,583,213
1,630,709
GREENS FEES
5,071,156
5,331,668
4,959,922
5,565,200
5,565,200
5,620,852
5,677,061
OTHER *
3,582,908
3,817,073
3,688,463
3,807,705
4,112,605
4,153,731
4,195,268
SUBTOTAL
$9,904,211
$10,590,819
$10,142,244
$10,756,505
$11,214,905
$11,357,796
$11,503,038
$776,396
$849,595
$961,188
792,054
786,188
786,188
786,188
SUBTOTAL
GOLF
ADMINISTRATION
RESOURCE MANAGEMENT
Programs
$1,272,274
$1,473,092
$1,598,090
1,644,478
1,698,718
1,834,615
1,981,385
Rental
$385,612
$364,177
$393,099
393,323
441,610
476,939
515,094
Resale
$277,886
$278,259
$265,516
263,177
252,861
255,390
257,944
$69,099
$129,358
$123,573
149,032
131,073
132,384
133,708
$2,004,871
$2,244,886
$2,380,278
2,450,010
2,524,262
2,699,328
2,888,130
$39,950,190
$42,465,008
$42,957,894
$43,435,269
$46,285,055
$47,402,546
$48,639,537
Other
SUBTOTAL
TOTAL
16
5.4 Projected Expenditures by Cost Center
FY2011
ACTUAL
FY2012
ACTUAL
FY2013
ACTUAL
FY2014
REVISED
FY2015
SUBMISSION
FY2016
PROJ
FY2017
PROJ
REC ACTIVITIES
FULL-TIME SALARIES/BENEFITS
8,922,908
8,651,162
9,233,813
9,312,284
9,793,891
9,989,768
10,189,564
LIMITED-TERM SALARIES
8,495,809
8,648,575
9,212,472
9,314,307
9,694,979
9,985,829
10,285,404
OPERATING EXPENSES
8,417,593
8,854,254
8,562,698
9,381,578
9,653,040
9,942,632
10,240,911
22,761
20,706
165,207
330,000
280,000
280,000
280,000
$25,859,071
$26,174,697
$27,174,190
$28,338,169
$29,421,910
$30,198,229
$30,995,878
FULL-TIME SALARIES/BENEFITS
4,759,727
4,587,500
4,663,806
5,182,567
5,006,463
5,106,592
5,208,724
LIMITED-TERM SALARIES
1,193,972
1,270,888
1,467,168
1,183,079
1,309,923
1,336,121
1,362,844
OPERATING EXPENSES
3,119,571
2,971,285
3,090,932
3,213,803
3,280,800
3,379,224
3,480,601
101,585
120,935
72,261
263,000
263,000
263,000
263,000
$9,174,855
$8,950,608
$9,294,167
$9,842,449
$9,860,186
$10,084,938
$10,315,169
FULL-TIME SALARIES/BENEFITS
183,687
293,193
326,056
201,881
214,493
218,783
223,159
LIMITED-TERM SALARIES
238,533
161,441
161,584
170,000
173,400
176,868
180,405
OPERATING EXPENSES
650,519
756,609
768,091
875,444
875,444
875,444
875,444
0
0
0
0
0
0
0
$1,072,739
$1,211,243
$1,255,731
$1,247,325
$1,263,337
$1,271,095
$1,279,008
FULL-TIME SALARIES/BENEFITS
710,504
703,438
793,798
1,049,719
991,653
1,011,486
1,031,716
LIMITED-TERM SALARIES
656,867
720,630
686,120
640,957
685,896
747,627
814,913
OPERATING EXPENSES
458,377
530,111
502,807
485,773
498,958
523,906
550,101
0
12,590
19,545
0
0
0
0
$1,825,748
$1,966,769
$2,002,270
$2,176,449
$2,176,507
$2,283,019
$2,396,730
$37,932,413
$38,303,317
$39,726,358
$41,604,392
$42,795,391
$43,837,280
$44,986,785
CAPITAL EQUIPMENT
SUBTOTAL
GOLF COURSES
CAPITAL EQUIPMENT
SUBTOTAL
ADMINISTRATION (excluding debt)
CAPITAL EQUIPMENT
SUBTOTAL
RESOURCE MANAGEMENT
CAPITAL EQUIPMENT
SUBTOTAL
TOTAL
17
5.5 Fund Statement – Fund 80000 (170)
FY 2011
Actual
Beginning Balance
Revenue:
Interest on Bond Proceeds
Park Fees
Interest
Donations
Total Revenue
FY 2012
ACTUAL
FY 2013
ACTUAL
FY 2014
REVISED
FY 2015
SUBMISSION
$5,846,982
$5,174,181
$7,419,898
$5,490,879
$4,120,183
$230
39,417,440
32,617
499,904
$39,950,191
$15,465
41,625,541
26,469
802,384
$42,469,859
$8,331
$42,196,499
$32,381
$720,682
$42,957,893
$18,363
42,906,005
129,481
381,420
$43,435,269
$12,497
45,761,658
129,481
$381,419
$46,285,055
Total Available
Expenditures:
Personnel Services
Operating Expenses
Recovered Costs
Capital Equipment
Subtotal
Debt Service:
Fiscal Agent Fee
Accrued Bond Interest
Payable
$45,797,173
$47,644,040
$50,377,791
$48,926,148
$50,405,238
$26,030,996
12,626,361
(868,991)
124,347
$37,912,713
$25,985,902
13,038,009
(948,850)
148,141
$38,223,202
$27,304,950
$12,924,528
($760,030)
$257,012
$39,726,460
$28,108,109
13,956,598
(1,053,315)
593,000
$41,604,392
$28,924,013
14,308,243
(1,053,315)
543,000
$42,721,941
$3,233
3,232
$3,232
1,061,058
1,059,428
$2,854,169
$3,233
180,206
$3,233
806,541
Total Expenditures
Transfers Out:
General Fund (10001)
County Debt Service (200)
$38,977,004
$39,285,862
$42,583,861
$41,787,831
$43,531,715
$0
$827,813
$0
$853,313
$0
$453,169
$775,000
$743,134
$775,000
$770,349
800,000
$1,627,813
$40,604,817
0
$853,313
$40,139,175
1,849,882
$2,303,051
$44,886,912
1,500,000
$3,018,134
$44,805,965
0
$1,545,349
$45,077,064
$5,192,356
$1,937,368
3,109,613
$7,504,865
$1,915,974
1,957,666
$5,490,879
$735,211
2,017,969
$4,120,183
$743,134
2,053,518
$5,328,174
$770,349
2,136,097
0
0
$145,375
1,246,804
53,737
$2,330,684
1,246,804
1,490,895
$0
1,246,804
76,727
$0
1,246,804
1,174,924
$0
Park Capital Improvement
Fund (371)
Total Transfers Out
Total Disbursements
Ending Balance
Debt Service Reserve
Managed Reserve
Donation/Deferred Revenue
Reserve
Set Aside Reserve
Unreserved Ending Balance
18
5.6 Fund Statement – Fund 80300 (371)
FY 2011
ACTUAL
Beginning Balance
FY 2012
ACTUAL
FY 2013
ACTUAL
FY 2014
REVISED
FY 2015
SUBMISSION
$32,287,582
$25,479,593
$25,275,611
$28,698,966
$4,780,337
$131,311
$87,378
$83,260
$0
$0
$0
$0
$2,761,128
$2,892,439
$0
$0
$2,318,385
$2,405,763
$0
$0
$5,111,131
$5,194,391
$0
$0
$0
$0
$0
$0
$0
$0
$800,000
$800,000
$0
$0
$1,849,882
$1,849,882
$1,500,000
$1,500,000
$0
$0
$35,980,021
$27,885,356
$32,319,884
$30,198,966
$4,780,337
Expenditures:
Transfers Out:
General County
Construction
Total Disbursements
$10,547,917
$2,704,415
$3,620,918
$24,133,629
$0
$0
$10,547,917
$0
$2,704,415
$0
$3,620,918
$1,285,000
$25,418,629
$0
$0
Ending Balance
$25,432,104
$25,180,941
$28,698,966
$4,780,337
$4,780,337
$1,507,926
$700,000
$2,146,292
$1,507,926
$700,000
$2,153,576
$1,507,926
$700,000
$2,565,983
$1,507,926
$700,000
$2,572,411
$1,507,926
$700,000
$2,572,411
$21,077,886
$20,819,438
$23,925,057
$0
$0
Revenue:
Interest
Capital Grants and
Contributions
VDOT Revenue
Other Revenue
Total Revenue
Transfers In:
Park Revenue Fund (170)
Total Transfer In
Total Available
Lawrence Trust Reserve
Repair and Replace Reserve
Facilities and Services Res
Unreserved Ending
Balance
19
Attachments
A-1 FY 2015 Budget Guidelines and Brief Description of Park Authority
Funds
•
FY 2015 Budget Guidelines
The county’s current forecast for FY 2015 projects that expenditure
requirements will exceed available revenues. The county’s FY 2015 Budget
Development Guidelines for the General Fund include:
o 2% increase in compensation due to Market Rate Adjustment Factor
o No Budget Reductions
o FY 2015 operating expenditures funding level maintained at the FY 2014
Adopted Budget level.
•
Brief Description of Park Authority Revenue Funds
o Park Revenue Fund – annual funds received from user fees and
charges such as general admissions, passes, retail sales, equipment and
facility rentals, classes and events at RECenters, Golf Courses,
Lakefronts, Historic Sites and Nature Centers. Fees are generally applied
in areas serving an individual’s benefit. Funds include personnel,
operating and capital equipment. The Park Board has fiduciary control
over this fund. The fund is guided by the Financial Management
Principles which are found in the annual Financial Management Plan.
The Park Revenue Fund must operate on a cost recovery basis and
currently does not provide for capitalization costs. (80000)
o Park Capital Improvement Fund – a Capital Fund that is used to
finance repairs, renovations or development of revenue generating
facilities and programs. It can receive revenue from year end transfers
from the Park Revenue Fund, donations, telecommunications, and
proffers and is considered a special fund to be appropriated and
expended solely by the Authority. These funds are either designated and
restricted for specific use or managed by project that the Park Board
approves and aren’t generally used for day-to-day operating expenses
unless specifically designated. Since these funds are mostly used for
capital projects which typically span multiple years, funding is carried
forward each fiscal year and ending balances may fluctuate depending
upon Carryover. (80300).
__________________
*For more Financial/Budget related information please see the Comprehensive Annual Financial
Report for additional definitions and debt service requirements or the quarterly financial reports
prepared for the Park Authority board to monitor current year budget goal progress.
20
A-2 FY 2014 PAB Financial Schedule
July 1, 2013
FY2014 Budget Year begins
July 10
AMB Committee reviews: FY 2013 Carryover Budget Review for 10001,
30010, 30400, 80000, 80300 and Purchasing Resolution changes
July 24
PAB approves FY 2013 Carryover items
September 11
Admin Management and Budget reviews the FY 2015 Budget Submission
and FY 2014-FY 2015 Financial Management Plan (FMP)
September 25
PAB approves FY 2015 Budget and FMP
October 9
Admin, Management and Budget Committee Reviews 2014 Fee Calendar
November 6
Admin Management and Budget Committee, reviews First Quarter update,
Review of potential fee adjustments for FY 2014
December 4
Admin Management and Budget Committee, Advertised Fee Proposal
Package for FY 2014 and confirms the public meeting date (late January);
January 8
PAB approves Public Meeting date for fees
February 25
County Executive presents the FY 2015 Proposed Budget and CIP
February 26
Admin Management and Budget Reviews, Second Quarter update and
Third Quarter Budget items and the FY 2014 Fee Adjustment Package
March 2014
Planning Commission hearings on FY 2015 – 2019 CIP
March 4
BOS meeting – Third Quarter Budget discussion
March 12
PAB receives the FY 2015 Advertised Budget Plan Memorandum and
approves the FY 2014 Fee Adjustments
April 9, 10 & 11 BOS Public hearings on proposed FY 2015 Budget
April 22
BOS FY 2014 Third Quarter approved, FY 2015 Budget Mark up
April 29
BOS Formal Adoption of the FY 2015 Budget
May 14
Admin Management and Budget reviews Policies, FY 2015 Adopted
Budget, FY 2014 Third Quarter Budget Adjustments, FY 2014 Third
Quarter Status Report
Draft FY 2015 –FY 2016 Financial Management Plan
June 30
FY 2014 Closes
July 1
FY 2015 Begins
21
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Board Agenda Item
September 25, 2013
REVISED 9/19/13
ACTION – 2
FY 2015 Annual Budget Submission, Fund 80000 (Fund170), Park Revenue Fund
ISSUE:
Approval of the FY 2015 Park Revenue Fund (Fund 80000) Annual Budget Submission
to the Department of Management and Budget.
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the FY 2015 Park Revenue
Fund (Fund 80000) Annual Budget Submission.
TIMING:
Board action is requested on September 25, 2013, and the submission is due to the
Department of Management and Budget on September 27, 2013.
BACKGROUND:
The FY 2015 budget submission for total revenue is projected at $46,285,055 as
compared to $44,245,269 in the FY 2014 Adopted Budget Plan, an increase of
$2,039,786 or 4.6% based on strong FY 2013 actuals, Oak Marr fitness room expansion
and the new gym and fitness room expansion at Spring Hill RECenter. FY 2015 reflects
a total expenditure submission of $45,077,063 as compared to $43,956,631 in the FY
2014 Adopted Budget Plan, an increase of $1,120,432, or 3% to cover market rate
adjustment and expanded contracted programs.
The Board of Supervisors approved a one-time discretionary bonus for all County Merit
Employees at the September 10, 2013 meeting. The Department of Management and
Budget confirmed that it has been a standing Board of Supervisors policy that all
agencies with Revenue Funds are required to facilitate personnel compensation. The
impact of this one-time bonus to the overall County General Fund is $10 million
dollars. The impact to the Park Revenue Fund is $224,181 and subsequently the
projected net has decreased by that same amount. This change is now reflected in the
Financial Management Plan and Park Revenue Fund statements.
Board Agenda Item
September 25, 2013
FISCAL IMPACT:
The Park Revenue Fund (Fund 80000) for FY 2015 will have a Net Revenue of
$1,207,992 resulting from total revenue of $46,285,055 and total expenditures of
$45,077,063.
ENCLOSED DOCUMENTS:
Attachment 1: FY 2015 Park Revenue Fund (Fund 80000) Budget Request
Attachment 2: Fund Statement (Revised September 19, 2013)
STAFF:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
Michael P. Baird, Fiscal Administrator
Susan Tavallai, Senior Budget Analyst
Attachment 1
FAIRFAX COUNTY PARK AUTHORITY
FY 2015 PARK REVENUE FUND (Fund 80000)
BUDGET REQUEST
AGENCY MISSION:
To set aside public spaces for, and assist citizens in, the protection and enhancement of environmental values,
diversity of natural habitats and cultural heritage to guarantee that these resources will be available to both present
and future generations; to create and sustain quality facilities and services that offer citizens opportunities for
recreation, improvement of their physical and mental well-being and enhancement of their quality of life.
CATEGORY
FY 2013
ACTUAL
FY2014
ADOPTED
BUDGET PLAN
FY2014
REVISED
BUDGET PLAN
FY2015
REQUEST
245/245
245/245
245/245
REVENUE
$42,957,893
$44,245,269
$43,435,269
Personnel Services - Character 20
Operating Expenses - Character 30
Capital Equipment - Character 60
Bond Costs - Character 70
Bond Costs (Laurel Hill)
Indirect Costs
Subtotal Expenditures
$27,304,862
$12,924,528
$257,012
$1,063,898
$453,169
$0
$42,003,469
$27,883,928
$13,956,598
$593,000
$1,058,286
$743,134
$775,000
$45,009,946
$28,108,109
13,956,598
593,000
183,439
$743,134
$775,000
$44,359,280
$28,924,013
$14,308,243
$543,000
$809,774
$770,349
$775,000
$46,130,378
($760,030)
($1,053,315)
(1,053,315)
(1,053,315)
EXPENDITURES
$41,243,440
$43,956,631
$43,305,965
$45,077,063
Net Revenue before
Reserves and Deferred
Revenue
$1,714,453
POSITION/STAFF YEARS
Recovered Cost - Character 40
FY2013
ACTUAL
$288,638
FY2014
ADOPTED
BUDGET PLAN
$129,304
FY2014
REVISED
BUDGET PLAN
245/245
$46,285,055
$1,207,992
FY2015
REQUEST
REVENUE SUMMARY BY COST CENTER
Administration
Golf Enterprises
REC Activities
Resource Management
$961,186
$10,142,245
$29,474,184
$2,380,278
$792,054
$10,756,505
$30,246,700
$2,450,010
$792,054
$10,756,505
$29,436,700
$2,450,010
$786,188
$11,214,905
$31,759,700
$2,524,262
REVENUE
$42,957,893
$44,245,269
$43,435,269
$46,285,055
$1,255,730
$9,294,182
$27,174,190
$2,002,270
$1,063,898
$453,169
$0
$1,233,600
$9,769,243
$28,217,385
$2,159,982
$1,058,286
$743,134
$775,000
$1,247,325
$9,842,445
$28,338,169
$2,176,452
$183,439
$743,134
$775,000
$1,263,336
$9,860,186
$29,421,910
$2,176,507
$809,774
$770,349
$775,000
$41,243,440
$43,956,631
$43,305,965
$45,077,063
Administration
Golf Enterprises
REC Activities
Resource Management
($1,811,611)
$848,063
$2,299,994
$378,008
($3,017,966)
$987,262
$2,029,315
$290,028
($2,156,844)
$914,060
$1,098,531
$273,558
($2,832,272)
$1,354,719
$2,337,790
$347,755
Net Revenue before
Reserves and Deferred
Revenue
$1,714,453
EXPENSE SUMMARY BY COST CENTER
Administration
Golf Enterprises
REC Activities
Resource Management
Bond Costs
Bond Costs (Laurel Hill)
Indirect Costs
TOTAL
EXCESS INCOME OVER EXPENDITURES
9/19/2013
$288,639
$129,304
$1,207,992
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Attachment 2
FUND STATEMENT
Fund 80000, Park Revenue Fund
FY 2014
Beginning Balance
FY 2014
FY 2015
FY 2013
Adopted
Revised
Request
Actual
Budget Plan
Budget Plan
Budget Plan
$7,419,898
$6,198,260
$5,490,878
$4,120,182
Revenue:
Interest on Bond Proceeds
Park Fees1
Interest
$8,331
$18,363
$18,363
$12,497
$42,196,499
$43,716,005
$42,906,005
$45,761,658
$129,481
$32,381
$129,481
$129,481
$720,682
$381,420
$381,420
$381,419
Total Revenue
$42,957,893
$44,245,269
$43,435,269
$46,285,055
Total Available
$50,377,791
$50,443,529
$48,926,147
$50,405,237
Personnel Services
$27,304,950
$27,883,928
$28,108,109
$28,924,013
Operating Expenses
$12,924,528
$13,956,598
$13,956,598
$14,308,243
Recovered Costs
($760,030)
($1,053,315)
($1,053,315)
($1,053,315)
Capital Equipment
$257,012
$593,000
$593,000
$543,000
Donations
Expenditures:
Debt Service:
Fiscal Agent Fees
$3,233
$3,233
$3,233
$3,233
Bond Payments2
$2,854,169
$1,055,053
$180,206
$806,541
Subtotal Expenditures
$42,583,862
$42,438,497
$41,787,831
$43,531,714
Transfers Out:
General Fund (10001)3
$0
$775,000
$775,000
$775,000
$453,169
$743,134
$743,134
$770,349
$1,849,882
$0
$1,500,000
$0
$2,303,051
$1,518,134
$3,018,134
$1,545,349
$44,886,913
$43,956,631
$44,805,965
$45,077,063
$5,490,878
$6,486,898
$4,120,182
$5,328,173
$735,211
$1,801,420
$743,134
$770,349
Managed Reserve6
$2,017,969
$2,068,975
$2,053,518
$2,136,097
Donation/Deferred Revenue7
$1,246,804
$1,246,804
$1,246,804
$1,246,804
Set Aside Reserve8
$1,490,894
$1,369,699
$76,726
$1,174,923
$0
$0
$0
$0
County Debt Service (20000)4
Park Capital Improvement Fund (80300)
Total Transfers Out
Total Disbursements
Ending Balance5
Debt Service Reserve2
Unreserved Ending Balance
11 Revenue
In order toisaccount
and of
expenditures
the2014
proper
year,
anRECenter
audit adjustment
in thetemporary
amount of closure
$11.96 due
has been
reflected as an increase
reducedfor
byrevenue
the amount
$810,000 ininFY
duefiscal
to Oak
Marr
fitness room
to renovation/expansion.
to FY 2012 Interest on
2 Debt
service represents principle and interest on Park Revenue Bonds which supported the construction of the Twin Lakes and Oak Marr Golf Courses. In addition, it reflects the amount of
$1,077,130 that was taken from the Debt Service Reserve in order to pay down Twin Lakes/Oak Marr debt obligations as part of the 2013 A series refunding. The FY 2014 Revised Budget
Plan amount reflects the actual Debt Service payment required for FY 2014 after the refunding.
3 Funding
in the amount of $775,000 is transferred to the General Fund to partially offset central support services supported by the General Fund which benefit Fund 80000. These indirect
costs include support services such as Human Resources, Purchasing, Budget and other administrative services.
4 Debt
service payments which support the development of the Laurel Hill Golf Club are made from Fund 20000, County Debt Service.
The Park Revenue Fund maintains fund balances at adequate levels relative to projected operation and maintenance expenses, as well as debt service requirements. These costs change
annually; therefore, funding is carried forward each fiscal year, and ending balances fluctuate, reflecting the carryover of these funds.
5
6 The
Managed Reserve includes set aside cash flow and emergency reserves for operations as a contingency for unanticipated operating expenses or a disruption in the revenue stream.
7 The
Donation/Deferred Revenue Reserve includes donations that the Park Authority is obligated to return to donors in the event the donation cannot be used for its intended purpose. It also
includes a set aside to cover any unexpected delay in revenue from the sold but unused Park passes.
8
The Set Aside Reserve is used to fund renovations and repairs at various park facilities as approved by the Park Authority Board.
This page intentionally left blank.
Board Agenda Item
September 25, 2013
ACTION – 3
FY 2015 Budget Submission, Fund 10001 (Fund 001), General Fund
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the FY 2015 General Fund
(Fund 10001) Budget Submission as presented to and reviewed by the Administration,
Management and Budget Committee on September 11, 2013.
The General Fund impact of the one-time discretionary bonus for FY 2014 is $301,750.
ACTION – 4
FY 2015 Annual Budget Submission, Fund 30010 (Fund 303), General County
Construction Fund
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the FY 2015 General
County Construction Fund (Fund 30010) Budget Submission as presented to and
reviewed by the Administration, Management and Budget Committee on September 11,
2013.
This page intentionally left blank.
Revised 9/13/13
Board Agenda Item
September 25, 2013
ACTION – 5
Scope Approval – Colvin Run Mill Restoration (Dranesville District)
ISSUE:
Approval of the project scope to complete the restoration of the milling equipment at
Colvin Run Mill.
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the project scope to
complete the restoration of the milling equipment at Colvin Run Mill.
TIMING:
Board action is requested on September 25, 2013, to maintain the project schedule.
BACKGROUND:
Colvin Run Mill, constructed c. 1811, is the sole surviving example of a 19th century mill
in the Washington, DC metropolitan area. Purchased by the Fairfax County Park
Authority in 1965, the mill underwent significant restoration beginning in 1968 and
opened to the public in 1972. Although the mill is operational, funding was not available
during the initial restoration efforts to implement the full plan as developed by Oliver
Evans in his Young Mill-wright and Miller’s Guide. This project will complete the
restoration by including the missing elements from Evan’s plan.
The project to completely implement the plan developed by Oliver Evans for the mill
equipment at Colvin Run Mill was approved by the Park Authority Board as part of the
2004 Park Bond Program. The Park Authority recently was approved to receive a
$75,000 grant from the National Trust for Historic Preservation for the project. The Park
Authority has received $37,500 and will receive the remaining $37,500 following
completion of the project. Staff is planning to use an existing Fairfax County Open-End
Contract to procure the services of a qualified millwright to complete the work.
A project team was assembled with representatives from Resource Management and
Planning and Development divisions to establish the project scope in accordance with
the approved FY 2013 Planning and Development Division Work Plan.
The project scope recommended by the project team is depicted in Attachment 1 and
includes the following:
Board Agenda Item
September 25, 2013
MILL EQUIPMENT RESTORATION
1.
2.
3.
4.
5.
6.
7.
Replace counter shaft to power French buhr stones
Design and install Grain Cleaning Equipment
Supply mechanical driven power for grain elevator system
Design, manufacture, and install a rolling screen for cleaning of wheat
Complete flour system delivery to hopper boy and bolting reels
Complete internal rope hoist system
Repair of existing mill equipment
The scope cost estimate for the renovation of the mill equipment at Colvin Run Mill is
$397,000 (Attachment 2). The work will be accomplished without causing any impacts
to the park’s regularly scheduled programs.
The proposed timeline for completing the project is as follows:
Phase
Scope
Design
Construction
Start
June 2013
October 2013
January 2014
Complete
September 2013
December 2013
October 2014
FISCAL IMPACT:
Based on the scope cost estimate, funding in the amount of $397,000 $402,000 is
necessary to fund this project. Funding is currently available in the amount of $322,003
in PR-000011-008 Colvin Run Mill Renovation in Fund 300-C30400, Park Authority
Bond Construction. The National Trust for Historic Preservation grant in the amount of
$75,000 will be appropriated in Non-Profit Grants in Fund 300-C30400 from the National
Trust for Historic Preservation.
ENCLOSED DOCUMENTS:
Attachment 1: Mill Interior drawing
Attachment 2: Scope Cost Estimate
STAFF:
Cindy Messinger, Acting Director
Sara Baldwin, Deputy Director/COO
Cindy Walsh, Director, Resource Management Division
David R. Bowden, Director, Planning and Development Division
John Lehman, Director, Project Management Branch
Timothy Scott, Branch Manager, Project Management Branch
Rich Fruehauf, Project Manager, Project Management Branch
6
5
4
3
2
7
Repair existing equipment
MILL EQUIPMENT RESTORATION
1. Replace counter shaft to power French buhr stones
2. Design and install Grain Cleaning Equipment
3. Supply mechanical driven power for grain elevator system
1
7. Repair of existing mill equipment
Colvin Run Mill
Attachment 1
4. Design, manufacture, and install a rolling screen
for cleaning of wheat
5. Complete flour system delivery to hopper boy and bolting
reels
6. Complete internal rope hoist system
This page intentionally left blank.
Attachment 2
SCOPE COST ESTIMATE
Colvin Run Mill Renovation
Design/Build
• Preparation of Design Drawings for New Equipment
• Acquire Materials and Fabricate New Equipment
• Install New Equipment
• Repair Existing Equipment
• Travel Expenses/Lodging
Subtotal
$ 12,000
$265,000
$ 86,000
$ 8,000
$ 10,000
$361,000
Construction Administration
• Contingency
• Administration
Subtotal
$ 25,400
$ 15,600
$ 36,000 $41,000
Total Project Estimate
$397,000 $402,000
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Board Agenda Item
September 25, 2013
ACTION – 6
Scope Approval – Audrey Moore RECenter Natatorium West Wall Repairs (Braddock
District)
RECOMMENDATION:
The Park Authority Acting Director recommends approval of the project scope to design
and repair the west wall of the natatorium and related work at Audrey Moore RECenter
as presented to and reviewed by the Planning and Development Committee on
September 11, 2013.
ACTION – 7
Approval - Westgrove Park Master Plan (Mount Vernon District)
RECOMMENDATION:
The Park Authority Acting Director recommends that the Park Authority Board approve
the Westgrove Park Master Plan as presented to and reviewed by the Planning and
Development Committee on September 11, 2013.
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Board Agenda Item
September 25, 2013
INFORMATION – 1
FY 2015 Budget Submission, Fund 30400, Park Authority Bond Construction
As presented to and reviewed by the Administration, Management and Budget
Committee on September 11, 2013.
INFORMATION – 2
FY 2015 Budget Submission, Fund 80300 (371), Park Capital Improvement Fund
As presented to and reviewed by the Administration, Management and Budget
Committee on September 11, 2013.
INFORMATION – 3
Quarterly Project Status Report
As presented to and reviewed by the Planning and Development Committee on
September 11, 2013.
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