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Home My Public Portal AboutRecreation DepartmentGENERAL FUND FY2018 FY2019 RECREATION FY2017 DEPT HEAD TOWN ADMINISTRATOR % CHANGE YR / YR $ CHANGE YR / YR EXPENDED EXPENDED APPROPRIATED REQUEST #1 RECOMMENDED WAGES: Full-time 64,292$ 65,974.22 $ 119,164 $ 123,383 3.5% $ 4,219 Temp/Seasonal 54,079$ 57,420.53 $ 60,938 $ 65,356 7.2% $ 4,418 Longevity 300$ 450.00 $ 600 $ 750 25.0% $ 150 SUB TOTAL 118,671.00 123,844.75 180,702$ 189,489$ -$ 4.9% $ 8,787 GENERAL EXPENSES; R & M Ballfields 385$ $ - $ - Facility Maintenance 1,767$ 2,971.85 $ 1,500 $ 1,000 -33.3% $ (500) Skateboard Park -$ $ - $ - Meetings/Conferences 425$ 820.00 $ 300 $ 250 -16.7% $ (50) In-State-Travel 488$ 188.54 $ 150 -100.0% $ (150) Summer Rec 1,040$ 1,223.86 $ 1,000 -100.0% $ (1,000) Office 1,462$ 163.07 $ 300 $ 300 0.0% $ - Youth Soccer 1,600$ $ - $ - Youth Basketball 2,500$ $ - $ - Boat Maintenance 104$ 1,200.33 $ 800 $ 300 -62.5% $ (500) Seasonal Certifications 137$ 0.00 $ 1,100 $ 500 -54.5% $ (600) Swim 395$ 606.81 $ 600 $ 600 0.0% $ - Office Maintenance 744$ $ - $ - Advertising 687$ 665.58 $ 500 $ 295 -41.0% $ (205) Softball Expenses 1,188$ $ - $ - Youth Sports -$ 5,564.21 $ 6,700 $ 5,750 -14.2% $ (950) SUB TOTAL 12,922.00 13,404.25 12,950$ 8,995$ -$ -30.5% $ (3,955) GRAND TOTAL 131,593.00 137,249.00 193,652$ 198,484$ -$ 2.5% $ 4,832 FY2020 Recreation 2/22/2019 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 FY 20 BUDGET QUESTIONS DEPARTMENT: 1. What are the differences between the FY19 and FY20 proposed budget? In FY20 we will be managing a significant state minimum wage increase. When reviewing where necessary increases would be, the Recreation Commission and I unanimously agreed to focus any increases on our staff and supporting those wage increases. It is a competitive market for seasonal staff on the Cape and in our region. Retaining our staff is a major focus each year in our department. By not limiting our wage increases by the 2.5% guideline, the line items in our general expenses absorbed those increases. We removed the allocation in the line item In-State-Travel ($150) because with the acquisition of our department truck, mileage reimbursement has significantly decreased. We also removed the allocation in the line item Summer Rec ($1,000). This is by far our largest program and the actual costs of the program are between $20,000 and $24,000 per year. The allocation from the general fund did not represent a significant portion of the program costs. 2. What are the reasons for any increases or decreases? The biggest increase is in our Temp/Seasonal wage request (7.2%) due to the updated state minimum wage laws and projected raises. 3. Are you adding/reducing any personnel or programs? Any new programming or staff additions would be supported through the Department’s Revolving Account funds. The Recreation Commission and Department would like to hire a part-time Program Coordinator in FY20. This individual would be less than 20 hours per week and would focus on evening and weekend programming. $16.00/hr wages, 19 hr week: $304 weekly, $15,808 annually. This position in included with the FY20 Revolving Acct projection, see attached. 4. What are your top budgeting priorities for FY20? As previously mentioned, our budgeting priorities for FY20 was the temp/seasonal staff wages. We also want to increase our year round, part time staffing (revolving fund). Office of: Select Board Town Administrator 5. Are there any expenses that could be deferred? What would be the impact? N/A 6. Recap of revenues and their sources? Please see attached review of the Revolving Account Summary of revenue and expenses. 7. Are any pricing/fee changes proposed? N/A - General Fund. See Question 9 regarding Revolving Fund. 8. If your budget was level funded what would be a few major impacts to your operations? If level funded, our department would likely still focus on our temp/seasonal staff, which would mean our general expense line items would be severely impacted. We would likely have to cut financial support for the Finch Skate Park which is managed by Brewster, Orleans and Eastham. We would remove all advertising funding and make significant cuts to the programming budget. It would likely cause our program registration fees to increase a higher amount. Our programs are considered by many families an essential community service, particularly our Summer Rec program. Higher prices may lessen the ability for the majority of our families to afford the registration fees, making our programming less accessible. Long term, it may affect the number of people registering for programs and ultimately our revenue. 9. Are any revolving fund or receipts reserve changes proposed and for what reason? The Recreation Commission will be increasing fees by 5% in the upcoming fiscal year to help cover the decreased amounts in our general fund line items, in addition to covering the rising costs of running programs. For instance, basketball referees were paid $30 per game in 2010, but now they are paid $50, and we are still charging the same $30 fee. The Recreation Department, in general, has not increased the cost of programming in over ten years. (Some programs, specifically those that are contracted, have increased due to provider costs). Programs that are highly dependent on seasonal staff such as sailing and tennis may see a higher increase due to increasing costs that may be higher than 5%. Line Item Revenue Expenses Youth Sports 11,307$ (3,388)$ Asst. Programs 14,791$ (15,793)$ Summer Programs 11,886$ (10,954)$ Field Rental/Maint 2,390$ Special Events 852$ (1,001)$ Asst. Dir. (Wages/Benefits)(9,365)$ Wages (Misc PT/Seasonal)(15,803)$ Office Misc Credit Card (1,302)$ Budget Encumbered 89,233$ Totals 130,459$ (57,606)$ Line Item Revenue Expenses Revenue Expenses Youth Sports 17,000$ (2,994)$ 17,850$ (2,994)$ Asst. Programs 24,000$ (19,110)$ 34,200$ (19,110)$ Summer Programs 71,000$ (31,123)$ 74,550$ (31,123)$ Field Rental/Maint 6,000$ (4,152)$ 6,300$ (4,152)$ Special Events 1,400$ (2,476)$ 1,470$ (2,476)$ Asst. Dir. (Wages/Benefits)(8,975)$ (8,975)$ Wages (Misc PT/Seasonal)(23,599)$ (38,599)$ Office Misc (5,416)$ (5,416)$ Credit Card (2,566)$ (2,566)$ Budget Encumbered 89,233$ 108,222$ Totals 208,633$ (100,411)$ 242,592$ (115,411)$ FY 19 (To Date 2/19) Rec Dept Revolving - FY19, To Date Feb 2019 FY19 Projection FY20 Projection Rec Dept Revolving - FY19, FY20 Projections Line Item Revenue Expenses Revenue Expenses Revenue Expenses Revenue Expenses Revenue Expenses Youth Sports 17,838$ (1,781)$ 18,407$ (1,977)$ 17,313$ (901)$ 17,208$ (4,088)$ 17,828$ (4,707)$ Asst. Programs 39,463$ (32,625)$ 23,666$ (20,659)$ 25,736$ (13,322)$ 24,242$ (8,557)$ 26,023$ (19,492)$ Summer Programs 103,415$ (26,081)$ 92,787$ (30,690)$ 92,802$ (43,612)$ 90,491$ (40,792)$ 81,640$ (26,279)$ Field Rental/Maint 5,015$ (67)$ 5,380$ 6,206$ (6,280)$ 5,935$ (7,344)$ 7,075$ (5,869)$ Special Events 2,270$ (4,108)$ 489$ (1,879)$ 1,420$ (1,612)$ 989$ (2,326)$ 1,158$ (1,393)$ Asst. Dir. (Wages/Benefits)46,533$ (52,730)$ 57,669$ (57,667)$ 60,823$ (63,721)$ 63,971$ (54,220)$ (48,077)$ Wages (Misc PT/Seasonal)(28,911)$ (20,908)$ (25,984)$ (19,063)$ (20,259)$ Office Misc (8,433)$ (2,826)$ (3,194)$ (6,095)$ (2,406)$ Credit Card (2,836)$ (2,557)$ (2,800)$ (2,969)$ (2,788)$ Budget Encumbered 66,217$ 65,542$ 63,945$ 42,840$ 92,422$ Totals 280,751$ (157,572)$ 263,940$ (139,163)$ 268,245$ (161,426)$ 245,676$ (145,454)$ 226,146$ (131,270)$ Recreation Department Revolving Account Rev/Exp FY 14 FY 15 FY 16 FY 17 FY 18 Recreation Department - Fiscal Year 2020 Recreation Department Operating Budget Full Time Wages This line item includes wages for the two full time department employees, Director and Assistant Director. Temp/Seasonal/Lifeguard This line item will supplement our temporary/seasonal employees. Temporary/Seasonal/Lifeguard Wages - FY 20 1. Summer Rec Program Positions No. of Positions No. of Weeks Wages/ Hour Hours/ Week Individual Weekly Wages Total Wages Director 1 7 $20.00 22 $440 $3,080 Asst. Director 1 7 $17.00 22 $374 $2,618 Head Counselors 7 7 $16.00 147 $2,352 $16,464 Jr Counselors 5 7 $12.00 105 $1,260 $8,820 Counselors 8 7 $14.00 168 $2,352 $16,464 Playground Program Total: $47,446 2. Lifeguard Program Positions No. of Positions No. of Weeks Wages/ Hour Hours/ Week Individual Weekly Wages Total Wages Head Lifeguard 1 9 $16.00 40 $640 $5,760 Lifeguard 3 9 $15.00 60 $900 $8,100 Lifeguard Total: $13,860 3. Swimming Program Positions No. of Positions No. of Weeks Wages/ Hour Hours/ Week Individual Weekly Wages Total Wages Instructors 3 6 $15.00 45 $675 $4,050 Swimming Program Total: $4,050 Overall Totals $65,356 Facility Maintenance This line item helps to support basic maintenance on the office, fields, buildings (sheds/garages), and recreational facilities around the town. Locations include the Rec Dept Office at the Eddy Elementary School, Freemans Way Recreational Fields, Town Hall Fields, Gage’s Field, Jean Finch Skate Park, Brewster Tennis Courts, Long Pond Beach, and Upper Mill Pond. Meetings/Conference With this line item, our department pays for membership dues and conference fees for professional associations, such as Mass Parks and Recreation Assoc. Office Supplies This budget covers office supplies needed for the daily operations of the Recreation Office. Boat Maintenance This line item supports the costs of maintaining our fleet of sail boats and motor boat (utilized by our summer sailing program). We cover the cost of parts and scheduled repairs. Seasonal Certifications This line item covers the costs of making sure our staff is current on certifications such as first aid and CPR, lifeguard certifications, Water Safety Instructor certifications, Archery Certification, etc. Swim This allocation supports purchasing supplies for our swim lessons and lifeguard safety equipment. Advertising This line item supplements our cost to run advertisements, etc. Youth Sports This line item supplements costs of the department’s soccer, basketball and softball/baseball programs (ages 3 – 12). We have costs of field maintenance (paint, goals, etc), uniforms, soccer balls, basketballs, baseballs, referees, gym supervision, etc. Recreation Department Employees Director – 1 Assistant Direction – 1 Referees/Umpires – 3 Sailing Director – 1 Asst Sailing Director – 1 Sailing Instructors – 4 Head Lifeguard – 1 Lifeguard – 3 Swim Director – 1 WSI – 3 Playground Director – 1 Asst Playground Director – 1 Head Counselor – 8 Counselor – 8 Jr Counselor – 4 Tennis Director – 1 Tennis Instructor – 1 Program Coordinators – 3 Seasonal volunteer coaches – 25 Youth Leader Volunteers – 40 Recreation Department Functions  Cover Office Hours, M-F, 8:30am – 4:00pm  General customer service: answering phone calls, returning emails, forwarding questions to appropriate departments.  Process Program registrations, on-going throughout the year.  Daily revenue reconciliation  Prepare and submit cash/check deposits to the Treasurer’s Office  Prepare monthly credit card deposits to the Treasurer’s Office  Research and Develop seasonal programming: Winter, Spring, Summer, Fall  Facilitate programs on a year round basis  Manage volunteer coaches for sports programs. Approximately 20-25 per season.  Manage a youth leader volunteer program in the summer with approximately 40 8th/9th grade students.  Advertise, interview, hire approximately 35 summer seasonal staff.  Organize and facilitate employee training for seasonal staff.  Maintain an Archery Instructor Certification  Maintain CPR/First Aid/AED certification  Submit Bi-weekly payroll  Research grant opportunities for facility improvements and equipment purchases.  Set up management software/website for each program on a seasonal basis  Manage program equipment inventory.  Pay the Department’s bills on time, generally a weekly submittal.  Attend quarterly Mass Park and Rec Regional Meetings.  Attend Annual State Conference for Mass Park and Rec Assoc.  Prepare yearly Budget  Prepare yearly Capital Plan  Prepare yearly Annual Report  Organize and post agendas monthly Recreation Commission Meetings. Prepare all meeting document packets.  Submit minutes from the Recreation Commission meetings.  Regular cleanings of our office, storage areas, including floors and restrooms.  Apply for all necessary food permits, when applicable.  Paint athletic field lines for soccer, baseball, softball, lacrosse and flag football fields.  Regular posting of Tennis Court reservations.  Attend meetings with Lower Cape Rec Departments to organize sports leagues and regional programs. Brewster Recreation Programs and Events January 2018 – December 2018 Below, please find a description of our events and programs this year, including the number of participants. Basketball, Soccer and Baseball/Softball are funded by both the Operating Budget line items and the Recreation Department’s Revolving Fund. All other programs are supported by the Revolving Fund. Senior Striders: 12 Skippers: 24 Basketball, ages 5-6: 37 Basketball, ages 7-8: 33 Basketball, grades 3-6: 71 Basketball, ages 3-4: 15 2 Yoga Classes Floor Hockey: 17 Cape Codder Trip: 40 Dodgeball: 20 Bloom Run: 205 Senior Tennis: 55 GPS clinic: 32 MS futsal: 12 Tennis, adult: 12 Tennis, spring: 30 Spring soccer: 49 Softball, grades 3-6: 39 Farm league baseball: 35 Archery, spring: 10 Archery, summer: 26 T-Ball: 92 Mens Basketball, 36 Whitecaps baseball: 44 Summer Rec: 260 Youth Leader: 44 Sailing: 79 Swimming Lessons: 114 Tennis, youth summer: 100 Tennis, summer adult: 15 Stand Up Paddleboard: 3 Summer Skippers: 12 Golf, summer: 10 Golf, fall: 8 Soccer: summer: 22 Movie Night Kayak Rentals Breakfast with Santa: 250 Soccer, grades 3-6: 77 Soccer, ages 3-8: 142 Field Hockey: 36 Flag Football: 20 Tennis, fall adult: 9 Tennis, fall youth: 29 SBES Sports Month: 12 Fall Archery: 17 Pickleball: 36 Pickleball Clinics: 107 Running Club: 24 Spring Baseball: 12 Ultimate Frisbee: 16 Family Fishing Clinic: 24 Dance: 32 Sports Squirts: 5 Mad Science: 9 Gentle Flow Yoga: 19 Recreation Department Revolving Budget Summary The Brewster Recreation Revolving Account allows us to raise revenue through fees and charges for a specific purpose and to use the revenue without the necessity of a town meeting appropriation to support the services necessary to run the department. Contracted instructors, seasonal staff wages, program coordinator wages and private facility usage fees are funded through this account, which are all crucial to the success of the Recreation Department. Without these items the department would not be able to provide such diverse programs to the community. In FY20, the Recreation Commission and Department would like to hire a part time Program Coordinator to expand evening and weekend programming. $16.00/hr wages, 19 hr week: $304 weekly, $15,808 annually The local business network the department has established provides an economic impact within the community amounting to thousands of dollars in consumer spending. Finally, the Department is able to employ 30 young adults during the summer programs, providing jobs to the local community. These positions provide stable work environments and financial support to families with costs of supporting children. SPECIAL REVENUE FUND FY2017 FY2020 TOWN ADMINISTRATOR % CHANGE YR / YR $ CHANGE YR / YR EXPENDED EXPENDED BUDGETED BUDGETED RECOMMENDED WAGES: Full-time 48,898$ 50,000$ $ - $ - $ - $ - Temp/Seasonal 20,259$ $ 45,122 $ 40,000 -11.4% $ (5,122) Longevity 638$ -$ $ - $ - Health Insurance 16,156$ 32$ $ - $ - Retirement -$ -$ $ - $ 11,427 $ 11,427 Medicare Tax $ 650 $ 670 3.1% $ 20 SUB TOTAL 65,691$ 70,292$ 45,772$ 52,097$ -$ 13.8% $ 6,325 GENERAL EXPENSES; $ - R & M Ballfields -$ 5,315$ $ 1,500 ` $ (1,500) Adult Fitness 19$ $ - $ - Facility Maintenance 7,344$ 556$ $ 35,000 $ 5,000 -85.7% $ (30,000) Baseball / Softball 586$ 2,853$ $ 400 -100.0% $ (400) Meetings/Conferences $ 500 -100.0% $ (500) Summer Rec Programs 21,007$ 19,335$ $ 23,000 $ 31,000 34.8% $ 8,000 Office Expense 1,875$ 2,407$ $ 3,000 -100.0% $ (3,000) Office & Rec Supplies 4,222$ $ 6,000 $ 6,000 0.0% $ - Youth Soccer 767$ 1,080$ $ 1,500 -100.0% $ (1,500) Youth Basketball 1,433$ 775$ $ 1,000 -100.0% $ (1,000) Boat Maintenance $ 300 -100.0% $ (300) Seasonal Programs 8,539$ 19,492$ $ 12,000 $ 20,000 66.7% $ 8,000 Swim 3,015$ 2,475$ $ 3,000 -100.0% $ (3,000) Office Maintenance $ - $ - Credit Card Expense 2,970$ 2,788$ $ 2,800 $ 3,000 7.1% $ 200 School Vacation Expense $ 2,500 $ (2,500) Special Events 2,327$ 1,394$ $ 7,000 $ 2,500 -64.3% $ (4,500) Summer Tennis 8,198$ 3,651$ $ 3,000 -100.0% $ (3,000) Sailing Program 24,165$ 714$ $ 500 -100.0% $ (500) Yoga 3,474$ 106$ $ 1,500 -100.0% $ (1,500) Youth Sports 1,304$ $ - $ 3,000 $ 3,000 SUB TOTAL 91,243$ 62,941$ 104,500$ 70,500$ -$ -32.5% $ (34,000) GRAND TOTAL 156,935$ 133,233$ 150,272$ 122,597$ -$ -18.4% $ (27,675) FY2017 FY2018 FY2019 FY2020 "spending limit""spending limit""spending limit""spending limit" $200,000 $169,032 $150,272 $200,000 RECREATION - MGL Chapter 44 S 53 E1/2 FY2018 FY2019 FY2020 Other Special Revenue 2/26/2019