HomeMy Public PortalAbout11-19-01 - KB Community Operations/00/
Key Biscayne Community
Operations
Pro -Forma
MISSION STATEMENT 'TO PROVIDE A SAME, QUALITY Co mtNFCY }NVIRONMF T R)R ALL WANDERS THROUGH RESPONSIBLE GOVERNMENT"
Key Biscayne, Community Center Operations Pro -forma
Key Biscayne Community Center Operations Pro -Forma
Pro -forma Assumptions:
1. The facility will be operated by the Village of Key Biscayne. However most of
the maintenance and custodial services will be contracted as will most of the
programming taking place in the facility.
2. The center will be a membership based operation serving the residents (and
second homeowners) only. Some limited guest passes will be available.
3. The island has a permanent population of approximately 10,000, plus a seasonal
second homeowner and resort visitors. There are approximately 6,375
households. There is a strong youth population on the island as well.
4. Provisions for the operation of an outdoor pool have been factored into this pro -
forma.
Ballard*King and Associates
Key Biscayne Community Center Operations Pro -forma
Operating Expenditures
Expenditures have been formulated based on the costs that were designated by the staff of
the Village of Key Biscayne to be included in the operating budget for the facility. The
figures are based on the size of the center, the specific components of the facility and the
projected hours of operation. Actual costs were utilized wherever possible and estimates
for other expenses were based on similar facilities in other areas of the country. All
expenses were calculated as accurately as possible but actual costs may change based on
the final design, operational philosophy, and programming considerations adopted by
staff. A cost scenario has been developed for the facility as noted below
Community Center- with a gymnasium, aerobics/dance room, weight/cardiovascular
area, activity rooms, craft room, multi -purpose rooms, kitchen, climbing wall,
teen/game room, indoor playground, drop -in child care room, senior lounge area,
snack bar, lobby/lounge area, locker rooms, outdoor lap pool and administrative area.
Approximately 41,000 sq.ft.
Operation Cost Model:
Category Facility Budget
Personnel
Full-time
138,600
Part-time 427,627
Total $566,227
Commodities
Office supplies 8,000
(forms, ID film)
Chemicals 14,000
(pool/mech.)
Maint./repair/mat. 10,000
Janitor supplies 10,000
Rec. supplies 15,000
Uniforms 2,000
Printing/postage 10,000
Ballard*King and Associates 2
Key Biscayne Community Center Operations Pro -forma
Category Facility Budget
Pro Shop 2,000
Food (concessions) 20,000
Other 1,000
Total $92,000
Contractual
Utilities* 122,500
(gas & elec.)
Water/sewer 10,000
Insurance 20,000
(prop.& liab.)
Communications 4,500
(phone)
Contract services** 137,640
Rent equip. 3,000
Advertising 5,000
Training 4,000
(staff time)
Conference 1,500
Membership/dues/subscriptions 2,000
Bank charges 10,000
Trash pickup 2,000
Other 3,000
Total $325,140
Capital
Replace. fund
$10,000
Grand Total $993,367
Ballard*King and Associates 3
Key Biscayne Community Center Operations Pro -forma
Note: Line items not included in this budget are exterior site maintenance and vehicle
costs. These items are being paid from other central sources.
* Rates are $2.50 sq.ft., plus $20,000 for operation of the outdoor pool.
** Contract services covers maintenance contracts, control systems work, and contract
labor ($20,000) and $.20 per square foot per month for contract cleaning ($98,400),
plus $19,240 for climbing wall management.
Ballard*King and Associates 4
Key Biscayne Community Center Operations Pro -forma
Staffing Levels:
Positions
Facility Budget
EXISTING FULL-TIME
Recreation Director 1
Sports Coordinator
Senior Coordinator
Administrative Assistant
1
I
NEW FULL-TIME
Assistant Director 1
($40,000)
Youth Services Coordinator 1.
($35,000)
Front Desk Manager I
($30,000)
Salaries $105,000
Benefits (32% of salary) $33,600
Total New Full -Time Personnel $138,600
New F.T.E. 3
(full-time equiv.)
Note: Pay rates were determined based on the Village of Key Biscayne's job
classifications and wage scales. The positions listed are necessary to ensure adequate
staffing for the center's operation. The wage scales for both the full-time and part-
time staff positions reflect an anticipated wage for 2002. It is assumed that existing
full-time staff members will have extensive center responsibilities as well. Existing
fall -time staff position salaries have not been included in this operations pro -forma since
they are already budgeted in existing expenditure budgets.
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Key Biscayne Community Center Operations Pro -forma
Positions Facility Budget
PART-TIME
Front Desk Attend. 164hrs/wk
($9.00hr.)
Lifeguard 150hrs/wk
($10.00hr.)
Head Lifeguard 801irs/wk
($11.00hr.)
Gym Attendant* 37hrs/wk
($8.00hr.)
Weight Room Attendant 87hrs/wk
($8.00hr.)
Playground Attendant 61 hrs/wk
($8.00hr.)
Concessions Attendant 111hrslwk
($8.00hr.)
Babysitter 102hrs/wk
($8.00hr.)
Youth/Game Room Attendant 37hrs/wk
($8.00hr.)
Custodian 36hrs/wk
($8.00hr.)
Program instructors**
Aquatics -0-
(contracted)
General -0-
(contracted)
Salaries $388,752
Benefits (10% of wages) $38,875
Total Part -Time Salaries $427,627
*Position (and hours) is six months (26 weeks) only, due to heavier use of the facility
during the winter months.
** It is assumed that most if not all program instructors will be contract labor, splitting
gross revenues with the Village receiving 30%.
Note: It is assumed that the climbing wall will be operated under a private contract.
Ballard*King and Associates 6
Key Biscayne Community Center Operations Pro -forma
Position Descriptions: The following is a brief description of the job responsibilities for
each position assigned to the community center's operation.
Full -Time
Assistant Director - This individual has direct responsibility for the operation and
supervision of the community center. This person should report directly to the director of
the department. He/she manages and schedules the other full-time staff, develops
specific center policies and procedures, prepares, monitors and reports on the center
budget, determines facility maintenance requirements, develops and administers the
center's marketing plan and develops and administers the staff training program. This
individual must have strong administrative, organization and communications skills as
well as marketing and staff training abilities. Sports and other recreation program
experience is a must. Minimum requirements: degree. in recreation or closely related
field, and at least three years full-time experience in direct management of a multi -use
recreation center or athletic club.
Youth Services Coordinator - This person will assume overall center responsibility in
the absence of the Assistant Director. Is responsible for all youth/teen program areas
within the center including pro -shop operations. This individual must have strong
supervisory, organization and communications skills as well as special event and
customer service abilities. Minimum requirements: degree in recreation or closely related
field, and at least two years of full-time experience in supervision of various aspects of a
multi -use recreation center or athletic club. At least two years previous experience with
sports and athletic programming. Must be willing to work evenings, weekends and some
holidays.
Building Maintenance Worker - This person is directly responsible for all maintenance
and custodial activities occurring at the center. Supervises the part-time
maintenance/custodial staff, and manages the other contracted maintenance services
necessary for the center's operations. This individual schedules all maintenance staff,
develops specific maintenance policies and procedures according to manufacturers
standards, monitors and reports on the center's overall physical condition, develops and
administers the center's equipment inspection program and develops and administers the
maintenance staff training program. Is also responsible for cleaning areas of the center on
a daily basis and for conducting other light maintenance duties as needed. This
individual must have strong supervisory, organization and communications skills as well
as staff training abilities. Must be in good physical condition and capable of lifting heavy
objects and performing manual labor. Minimum requirements: High school graduation,
GED or related vocational training. At least one year previous experience in
maintenance work and previous experience supervising custodial operations. This person
should be housed at the center and should be under the control and supervision of the
Center Manager.
Front Desk Manager - He/she manages and schedules the front desk and the part-time
staff associated with its operation, administers specific center policies and procedures,
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Key Biscayne Community Center Operations Pro -forma
prepares and monitors the facility's schedule including building rentals, assists with
facility maintenance needs. This individual is also directly responsible for the daily
financial accounting of center revenues and expenditures. CPR and First Aid
Certification required. At least one year previous experience inrecord keeping and must
possess extensive experience with computers. Must be at least 18 years of age and
willing to work evenings, weekends and holidays.
Part -Time
Front Desk Attendant - These individuals have the day to day responsibility of handling
operations at the front desk. Front desk functions include taking daily admissions,
issuing equipment, selling extended passes, registering people for classes and other
programs (many not even taking place at the center), answering all incoming calls, and
supervising activity spaces in the center available for drop -in use. CPR and First Aid
Certification required. Must be at least 18 years of age and willing to work evenings,
weekends and holidays.
Head Lifeguard - This individual has the direct responsibility for making sure that the
pool area is being sufficiently guarded and supervised. They determine the guard rotation
schedule and are expected to work themselves into the schedule as well. They are the on -
deck supervisor of the pool and in charge of aquatic operations in the absence of the
aquatics coordinator. They also handle some pool maintenance including monitoring the
pools mechanical systems. Must have CPR, Lifeguard and WSJ certification.
Lifeguard - These people axe responsible for guarding the pool and monitoring the deck
activity areas, as well as cleaning the decks and pool area. Must have CPR and
Lifeguard certification.
Gym Attendant - This seasonal position is responsible for monitoring participant use of
the gym. Enforcing drop -in rules, use schedules and settling participant disputes are the
primary job functions. This individual will work weekday evenings and weekend
afternoons during the busy use times of the year. Must have CPR certification.
Weight Room Attendant - This person monitors use in the fitness/weighticardiovascular
area and will help those patrons who need assistance in the proper use of the equipment.
Will make sure that all safety guidelines are being followed. This individual will work
afternoons and evenings during the high use times for the weight room. Must have CPR
certification and extensive knowledge of weight training principles and equipment.
Playground Attendant - This position is responsible for monitoring participant use of
the indoor playground. Enforcing drop -in rules, use schedules and dealing with
participant behavior problems are the primary job functions. This individual will work
weekday afternoons and early evenings and weekend afternoons during the busy use
times of the year. Must have CPR certification.
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Key Biscayne Community Center Operations Pro -forma
Concessions Attendant - This position is responsible for the operation of the building's
concessions operation including food preparation, product sales, inventory, money
handling, and daily equipment cleaning. This individual will work weekday evenings
and weekend afternoons during the busy use times of the year. Must have CPR
certification.
Babysitter -- These individuals are responsible for caring for young children on a drop -in
basis at the center. Monitors baby-sitting area, children's play, check in and release
process, and children's individual needs. They must have a strong background in child
care. These individuals will work weekday mornings and evenings and Saturday
mornings. Must have CPR certification.
Youth/Game Room Attendant - This position is responsible for monitoring participant
use of the youth/game room area. Enforcing drop -in rules, use schedules and dealing
with participant behavior problems are the primary job functions. This individual will
work weekday afternoons and early evenings and weekend afternoons during the busy
use times of the year. Must have CPR certification.
Custodian - This person(s) responsibility is early evening and weekend cleaning of the
facility and especially the locker rooms. They are to make sure that the facility is kept in
top operating condition between the time it opens and closes. They will also fill in for the
full-time maintenance staff when necessary. Must have CPR certification.
It is critical that thorough job descriptions are developed for each position and areas of
responsibility clearly defined. The center must be staffed at a level that provides for the
safety of the user and allows the visitor to have a positive leisure experience. Key staff
must be hired and trained well in advance of the center's opening. The suggested hiring
dates for personnel are:
Assistant Director - 12 months
Youth Coordinator - 6 months
Maint. Worker - 3 months
Front Desk Man. - 2 months
Part time staff - 1 month (minimum)
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Key Biscayne Community Center Operations Pro -forma
Revenues
The following revenue projections were formulated from information on the specifics of
the project and the demographics of the service area as well as comparing them to
national statistics, other similar facilities and the competition for recreation services in
the area. Actual figures will vary based on the size and make up of the components
selected during final design, market stratification, philosophy of operation, fees and
charges policy, and priorities of use. All revenues were calculated as accurately as
possible. Four different revenue models have been developed using different fee
structures.
Revenue Projection Models:
Category Option 1 Option 2 Option 3 Option 4
Fees
Admissions 282,188 353,281 415,625 487,813
Monthly 19,175 22,568 25,745 31,140
Annuals* 173,625 202,250 234,000 295,025
Corporate/Group 5,000 5,000 5,000 5,000
Rentals 20.000 20,000 20.000 20,000
Total $499,988 $603,099 $700,370 $838,978
Programs**
Contract (30% of gross) $120,000 $120,000 $120,000 $120,000
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Key Biscayne Community Center Operations Pro -forma
Category Option 1 Option 2 Option 3 Option 4
Other
Pro -shop 2,500 2,500 2,500 2,500
Spec. events. 3,000 3,000 3,000 3,000
Vending 4,000 4,000 4,000 4,000
Concessions 80,000 75,000 70,000 65,000
Photo ID 3,000 3,000 3,000 3,000
Total $92,500 $87,500 $82,500 $77,500
Grand Total S712,488 5810,599 $902,870 $1,036,478
* Figures are based on an active program to promote the sale of annual passes.
** Figures are based on an aggressive estimate of contract classes being priced at the
high end of the market and paying 30% of the gross revenues to the Village.
General programs consist of fitness, instructional classes and other programs.
Aquatics includes learn to swim, aqua fitness, and other
programs.
Ballard*King and Associates 11
Key Biscayne Community Center Operations Pro -forma
Expenditure - Revenue Comparison
Category Option 1 Option 2: Option 3 Option 4
Expenditures S993,367 $993,367 $993,367 $993,367
Revenues $712,488 $810,599 $902,870 $1,036,478
Difference -$280,879 -$182,768 -$90,497 +43,11.1
Recovery % 72% 82% 91% 104%
Future Years: Expenditure - Revenue Comparison: Expenses for the first year of
operation should be slightly lower than projected with the facility being under warranty
and new. Revenue growth in the first three years is attributed to increased market
penetration and in the remaining years to continued population growth. In most
recreation facilities the first three years show tremendous growth from increasing the
market share of patrons who use such facilities, but at the end of this time period revenue
growth begins to flatten out. Additional revenue growth is then spurred through increases
in the population within the market area, a specific marketing plan to develop alternative
markets, the addition of new amenities or by increasing user fees.
This:operationspro-forma was,completed based on the•best infothration availablerand a
basic understanding of`the prolcct. However, therc:is;no guarantee that the -',expense. and
revenue projections outlined'ab;ove w I be inet:•as;;there are many variabls.. that:.affe°ct
such estimates that etler cannot be accurately measured or are npt::consistent in their
influence.,on:the- budgetary . p rote s s :
Ballard*King and Associates
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Key Biscayne Conmaunity Center Operations Pro -forma
Fees and Attendance
Projected Fee Schedule: The fee schedule has been figured with a resident only fee
structure. Revenue projections and attendance numbers were calculated from this fee
model. The monthly rate listed in parenthesis is the cost of an annual pass broken down
into twelve equal payments and does not represent an additional form of admission.
Option 1 - Below Market
Category Daily Monthly Annual
Res. / Guest
Adults $7.50 $11.00 $25.00 $200.00
Youth $5.00 $7.50 $9.50 $75.00
(under 16)
Senior $6.00 $9.00 $17.00 $135.00
(55+)
Couple N/A $34.50 $275.00
Sr. Couple N/A $25.00 $200.00
Family* N/A $47.00 $375.00
Option 2 - At Market
Category Daily Mon th Iv Annual
Res. / Guest
Adults $10.00 .$15.00 $33.00 $265.00
Youth $7.50 $11.50 $14.50 $115.00
(under 18)
Senior $8.50 $13.00 $24.00 $190.00
(55+)
Couple N/A $44.00 $350.00
Sr. Couple N/A $34.50 $275.00
Family* N/A $62.50 $500.00
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Key Biscayne Community Center Operations Pro -forma
Option3 - Above Market
Catezory Daily
Res. / Guest
Adults $13.00 $19.50
Youth
(under 18)
Senior
(55+)
Couple
$10.00 $15.00
$11.50 $17.00
N/A
Sr. Couple N/A
Family* N/A
Option 4 - Operational Self Sufficiency
Category Daily
Res. / Guest
Adults $17.00 $25.50
Youth
(under 18)
Senior
(55+)
Couple
$14.00 $21.00
$15.50 $23.50
N/A
Sr. Couple N/A
Family*
* Includes 2
additional
Corporate*
N/A
Monthly
$44.00
$19.00
$31.50
$56.50
$44.00
$81.50
Monthly
$60.00
$26.00
$45.00
$75.00
$60.00
$110.00
Annual
$350.00
$150.00
$250.00
$450.00
$350.00
$650.00
Annual
$500.00
$210.00
$350.00
$625.00
$500.00
$900.00
adults and 2 children each additional adult and child would be charged an
fee based on 50% of the regular fee.
10% discount 5 or more mon./annuals
15% discount 10 or more mon./anneals
20% discount 15 or more mom/annuals
* Available to businesses located within the Village of Key Biscayne
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Key Biscayne Community Center Operations Pro -forma
Rentals
$40/hr aerobics room/class/activity room
$60/hr multi -purpose (per section, non -prime time)
$450/4hr multi -purpose (all sections, 4 hour minimum, prime time)
$70/hr indoor playground
$50/hr 1/2 gym
$100/hr full gym
$150/hr pool
$450/hr full facility
Baby-sitting $2.00/per hour (if offered)
Note: Annual passes require a monthly automatic withdrawal option from the holder's
bank account to encourage sales.
Admission Rate Comparisons: The above rates were determined based on the
competition in the area (public) and the rates paid at similar facilities in other areas of the
country. The rates paid for other recreational activities in the Key Biscayne area were
also considered when establishing these rates.
Ballard*King and Associates
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Key Biscayne Community Center Operations Pro -forma
Attendance Projections: The following attendance projections are based on the revenue
figures that were identified earlier in this report. The admission numbers arc affected by
the rates being charged for residents, the facilities available for use and the competition
within the service area. The figures are also based on the performance of other similar
facilities in other areas of the country. These are averages only and the yearly figures are
based on 350 days of operation.
Yearly
Paid admissions Option 1 Option 2 Option 3 Option 4
Daily 35,000 31,500 28,000 24,500
(# daily admiss.) 100 90 80 70
Monthly* 7,200 6,480 5,760 5,040
(# sold annually) 600 540 480 420
Annual* 62,400 56,160 49,920 43,680
(# sold annually) 600 540 480 420
Total Yearly [04,600 94,140 83,680 73,220
Total Daily 299 269 239 209
Note: Option 1 monthly and annual pass numbers are based on capturing 10% of the
approximate 6,500 households on the island, option 2, 9%, option 3, 8% and option 4,
7%.
* Admissions for pass holders were figured based on 12 visits per month and 104 visits
per year. Family and couple admissions are counted as one single admission.
Note: Attendance for other events, programs, and spectator functions is more difficult to
predict but a best guess estimate is approximately 2.5 times the number of paid
admissions. Recreation centers are traditionally the most busy from November to March
and mid -June to mid -August and are slow from April to early June and again from mid -
August to the end of October. Weekdays between the hours of 5pm and 8pm are the
busiest times of the week and weekends are also very busy during the winter months. In
contrast mid -morning and early afternoon on weekdays are usually slow as well as
weekends during the summer months (especially Sundays).
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Key Biscayne Community Center Operations Pro -forma
Hours of Operation: The projected hours of operation of the community center are as
follows:
Monday - Friday 6:00am to 10:00pm
Saturday 8:00am to 8:00pm
Sunday 8:00am to 8:00pm
Hours per week: 104
Hours usually vary some with the season (longer hours in the winter, shorter during the
summer), by programming needs, use patterns and special event considerations. The
outdoor pool will have different hours. It will open at 6:OOam during the summer and
8:00am during the rest of the year and close at 8:00pm year round.
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Key Biscayne Community Center Operations Pro -forma
Part -Time Staff Hours:
Front Desk - 2 scheduled to work any hours that the center is open. One full-time front
desk manager will handle 40 hrs of the work schedule.
Time Hours Employees Days Total Hours Per Week
Gym Attendant
Mon. -Fri.
4pm - 9pm 5 1 5 25
Sat. -Sun.
12pm - 6pm 6 1 2 12
Total 37 hours
Note: This position is 26 weeks only during the winter months.
Weight Room Attendant
Mon. -Fri.
8am — 1pm 5 1 5 25
l pm — 4pm 3 1 5 15
4pm - 9pm 5 1 5 25
Sat.
Sam —noon 4 1 1 4
12pm-7pm 7 1 1 7
Sun.
8am — noon 4 1 1 4
12pm - 7pm 7 1 1 7
Total 87 hours
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Key Biscayne Community Center Operations Pro -forma
Playground Attendant
Mon. -Fri.
8aial - 1pm 5
4pm - 8pm 4
Sat.
10am - 6pm 8
Sun.
10am — 6pm 8
1
1
1
1
5 25
5 20
1 8
1 8
Total 61 hours
Concession Attendant
Summer Season (June, July, August & Holidays -14 wks)
Mon. -Fri.
lam - 12pm 5
12pm — 6pm 6
Sat.
8am - 5pm 9
Sun.
8am - 5pm 9
1
2
1
1
5 25
5 60
9
1 9
Total 103 hours
Fall, Winter, & Spring Seasons (September - May-38wks)
Mon. -Fri.
lam - 1pm 6 1 5
4pm — 8pm 4 2 5
Sat.
8am - 7pm 11 2 1
Sun.
8am-7pm 11 2 1
30
40
22
22
Total 114 hours
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Key Biscayne Community Center Operations Pro -forma
Babysitter
Ivion.-Fri.
Sam - 1pm 5 2
4pm - 8pm 4 2
Sat.
loam - 4pm 6 2
Total
Youth/Game Attendant
Mon. -Fri.
3pm - 8pm 5 1
Sat. -Sun.
12pm - 8gm 8 1
Total
Custodian
Mon. -Fri.
4pm - 8pm 4 1
Sat. & Sun.
loam- 6pm 8 1
Total
5
5
5
5
2
50
40
12
102 hours
25
16
41 hours
20
16
36 hours
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Key Biscayne Community Center Operations Pro -forma
Pool Guards
Summer Season (June, July, August and holidays -15 wks)
Time Hours Guards Days Total Hours Per Week
Mon. -Fri.
5:30am - 9am 3.5 1 5 17.5
9am - 1pm 4 1 5 20
1pm - 6pm 5 3 5 75
6pm - 8pm 2 2 5 20
Sat.
7:30aria - 9am 1.5 1 1 1.5
9am - 1pm 4 1 1 4
1pm - 6pm 5 3 1 ' 15
6pm - 8pm 2 2 1 4
Sun.
7:30am - 9am 1.5 1 1 1.5
9am - 1pm 4 1 1 4
1pm - 6pm 5 3 1 15
6pm - 8pm 2 2 1 4
Total 181.5 hours
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Key Biscayne Community Center Operations Pro -forma
Fall, Winter & Spring Seasons (September through May-37wks)
Time Hours Guards Days Total Hours Per Week
Mon. -Fri.
7:30 - 11:30am 4 1 5 20
11:30am - 1pm 1.5 1 5 7.5
Ipm - 3pm 2 2 5 20
3pm - 6pm 3 2 5 30
6pm - 8pm 2 2 5 20
Sat.
7:30am - 9am 1.5 1 1 1.5
9am - 1pm 4 1. 1 4
1pm - 6pm 5 2 1 10
6pm - 8pm 2 2 1 4
Sun.
7:30am - 9am 1.5 1 1 1.5
9am - l pm 4 1 1 4
1pm - 6pm 5 2 1 10
6pm - 8pm 2 2 1 4
Total 136.5 hours
Note: These schedules are based on a guard rotation concept and on utilizing the Head
Guard in the rotation schedule (approximately 80 hrs. a week additional). Based on the
pool's basic configuration, schedule and estimated use patterns, this level of lifeguard
staffng will be necessary to ensure adequate protection for swimmers. This is an
estimate of anticipated guard hours only and actual needs could vary depending on the
final pool design, actual use patterns, and hours of operation.
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