HomeMy WebLinkAboutCouncil Resolution 1359RESOLUTION NO.
CITY COUNCIL AGREEMENT TO SUPPORT OPERATIONS OF A
COMMUNITY CENTER
Recitals:
A. The City ol'Central Point conducted a master plan for a potential community center in
20012-13.
B. Costs for the Community center were established by a local architect.
C. City staff prepared a business plan that detailed the cost to operate the center at full build
out.
D. The business operations plan indicated a funding gap where additional public revenue
would be needed to support operations of the fully built out community center.
E. An Ad -Hoc committee was established in 2013 to review the phasing of the community
center and make recommendations on funding.
F. Ad-1-loc Committee recommended three funding levels for amenities and features in the
community center with operational needs for each.
G. The Ad -Hoc Committee recommends that if outside funding is obtained with any option
that additional community outreach and City Council approval of the operations plan be
completed prior to acceptance of any funds.
The Citv of Central Point resolves as follows:
Section 1. The City of Central recognizes three options for a Community Center based on
amenities, features and operational needs as detailed below.
Section 2. Each option requires a different funding level. If outside funding is obtained for any
of the three options, prior to acceptance of such funding,
A. The City will conduct additional community outreach.
B. Approval of the operations plan by City Council will be required.
A. Funding Level 1: 5 to 8 million dollars
Construction Costs:
Expected Operating Costs: $900,000 annually (Exhibit A)
Expected Operating Revenue: $650,000 annually (Exhibit A)
General Fund Contribution on Administration and other costs: $550,000
Utility fee: 0.00 to $1.00 (0.00 to $100,000), depending on annual operating costs.
E
Option 1
Feature
Cost
Circulation/HVAC
Engineerin/Arch
Administration
5 276,180
5
33,142
5
69,045
Large & Small Gym & Locker
$ 1,680,000
$
201,600
5
420,000
Aerobics/Yoga/Rac Ball
5 176,000
$
21,120
5
44,000
Family Pool
$ 605,000
$
72,600
$
151,250
Pool Admin/Storage/Seating
$ 855,350
5
102,612
$
213,838
Senior Center
$ 263,560
$
34,027
5
70,890
Pre-K/After School
$ 348,280
$
41,794
$
87,070
1 multipurpose rooms
$ 125,000
$
15,000
$
31,250
Catering Suite
5 189,000
5
22,680
$
47,250
Mech/Elec/Custodial
$ 92,400
$
11,088
5
23,100
Teen Room
$ 117,000
$
14,040
$
29,250
Parking Phase 1
$ 600,000
$
90,000
Site Development Phase 1
5 200,000
$
-
$
-
Sub -Total
$ 4,747,770
$
569,732
$
1,276,943
5 6,594,445
VA Suite
5 192,500
$
23,100
5
48,125
Hospital Suite
$ 600,000
$
72,000
$
150,000
Therapy Spa
5 210,000
$
25,200
$
52,500
Sub -Total
$ 1,002,500
$
120,300
$
250,625
$ 1,373,425
Total
$ 7,967,870
Expected Operating Costs: $900,000 annually (Exhibit A)
Expected Operating Revenue: $650,000 annually (Exhibit A)
General Fund Contribution on Administration and other costs: $550,000
Utility fee: 0.00 to $1.00 (0.00 to $100,000), depending on annual operating costs.
E
B. Funding Level 2: 8 to 12 million dollars
Construction Costs:
Total
Expected Operating Costs: $1,400,000 annually
Expected Revenue: $900,000 annually
General Fund Contribution on Administration and other costs: $550,000
Potential Utility fee: $1.00 to $2.00 ($100,000-200,000)
3
$ 6,724,595
$ 1,373,425
$ 3,597,760
$11,695,780
Option 2
Feature
Cost
Circulation
Engineerin/Arch
Administration
5 276,180
$
33,142
$
69,045
Large & Small Gym & Locker
$ 1,680,000
$
201,600
$
420,000
Aerobics/Yoga/Rac Ball
$ 176,000
$
21,120
$
44,000
Family Pool
5 605,000
$
72,500
$
151,250
Pool Admin/Storage/Seating
$ 855,350
$
102,642
$
213,838
Senior Center
$ 283,560
5
34,027
5
70,890
Pre-K/After School
$ 348,280
$
41,794
$
87,070
2 multipurpose rooms
$ 220,000
$
26,400
$
55,000
Catering Suite
S 189,000
$
22,680
S
47,250
Mech/Elec/Custodial
$ 92,400
$
11,088
$
23,100
Teen Room
S 117,000
$
14,040
$
29,250
Parking Phase
$ 600,000
$
90,000
Site Development Phase 1
$ 200,000
$
-
Sub -Total
$ 4,842,770
$
581,132
$
1,300,693
VA Suite
$ 192,500
S
23,100
$
48,125
Hospital Suite
$ 600,000
$
72,000
$
150,000
Therapy Spa
$ 210,000
5
25,200
5
52,500
Sub -Total
$ 1,002,500
$
120,300
5
250,625
Competition Pool
$ 1,800,000
$
216,000
$
450,000
Spectator Viewing
5 248,000
$
29,760
5
62,000
Parking Phase
$ 600,000
$
72,000
$
90,000
Site Development Phase 2
$ 30,000
Sub -Total
$ 2,678,000
$
317,760
$
602,000
Total
Expected Operating Costs: $1,400,000 annually
Expected Revenue: $900,000 annually
General Fund Contribution on Administration and other costs: $550,000
Potential Utility fee: $1.00 to $2.00 ($100,000-200,000)
3
$ 6,724,595
$ 1,373,425
$ 3,597,760
$11,695,780
C. Funding Level 3
Feature
Administration
Large & Small Gym & Locker
Aerobics/Yoga/Rac Ball
Family Pool
Pool Admin/Storage/Seating
Senior Center
Pre-K/After School
2 multipurpose rooms
Catering Suite
Mech/Elec/Custodial
Teen Room
Parking Phase 1
Site Development Phase 1
Sub -Total
VA Suite
Hospital Suite
Therapy Spa
Sub-Totaal
Competition Pool
Spectator Viewing
Parking Phase 2
Site Development Phase 2
Sub -Total
Fitness Center
Running Track
Child Watch/Support
2nd Story Locker Rooms
Aerobic/Dance/Yoga Room
Elevator
3 classrooms
Parking Phase 3
Site Development Phase 3
2nd Viewing Deck
Sub -Total
Total
12 - 18 Million
Option 3
Cost
$
276,180
$ 1,680,000
$
176,000
$
605,000
$
855,350
$
283,560
$
348,280
$
220,000
$
189,000
$
92,400
$
117,000
$
600,000
$
200,000
$ 4,842,770
$
192,500
$
600,000
$
210,000
$ 1,002,500
$ 1,800,000
$
248,000
$
600,000
$
30,000
$ 2,678,000
$
280,500
S
216,000
$
102,600
$
336,000
$
264,000
$
50,000
$
264,000
$
700,000
$
120,000
$
248,000
Operational Costs: $1,760,000
Revenue: $1,130,000
$ 2,581,100
Circulation/HVAC
$ 33,142
$ 201,600
$ 21,120
$ 72,600
$ 102,642
$ 34,027
$ 41,794
$ 26,400
$ 22,680
$ 11,088
$ 14,040
$ 72,000
$ 653,132
$ 23,100
$ 72,000
$ 25,200
$ 120,300
$ 216,000
$ 29,760
S -
$ 245,760
$ 33,560
$ 25,920
$ 12,312
$ 40,320
$ 31,680
$ 6,000
$ 31,680
5 29,760
$ 211,332
General Fund (Current Recreation & DJ) $550,000
rd
Engmeenn/Arch
$ 69,045
$ 420,000
5 44,000
$ 151,250
$ 213,838
5 70,890
$ 87,070
$ 55,000
$ 47,250
$ 23,100
$ 29,250
$ 90,000
5
7
1,300,693
23,100
72,000
25,200
120,300
216,000
29,700
90,000
335,760
33,660
25,920
12,312
40,320
31,680
6,000
31,680
105,000
29,760
316,332
$ 6,796,595
5 1,243,100
$ 3,259,520
$ 3,108,764
$14,407,979
Potential Utility Fee: $1.50 to $3.00 ($150,000-300,000)
P ssed b the Council and signed by me in authentication of its passage this 5 day of
, 2013.
0-
144 -Al 1<
Mayor Hank Williams
Exhibit A
Southern Oregon Regional Rehabilitation, Recreation, and Community Center
Proposed Operating Budget
January 2012
Operating Budget
The operational budget planning for the Southern Oregon Regional Rehabilitation, Recreation,
and Community Center uses a conservative approach to estimating reasonable expenses and a
moderate approach to projecting revenues and is based on an understanding of the conceptual
project, the best available market area information, and the current practices of the City of
Central Point.
A line item operation budget is provided below. While this initial budget provides a baseline, it is
anticipated that revenues during the first year of operation may exceed these projections for these
reasons:
• Leading up to, and during the first year of operation, marketing and promotion efforts
and costs will be elevated to attract an expanded population.
• Particularly in year one and two, the attraction of the facility will be higher than in
subsequent years when the "newness" of the spaces declines and interest in participation
weakens.
There is no guarantee that the estimates and projections will be met, and there are many variables
that cannot be accurately determined during this conceptual planning stage or are subject to
change during the actual design and implementation process.
Expenditures and revenues have been developed based on the typical costs that occur in the
operation of a community center type facility. Expenses and revenues are based on the overall
size of the facility, the specific components within the building and the projected hours of
operation. Actual costs were utilized whenever possible and estimates for other expenses were
based on similar facilities in other areas. All expenses and revenues were calculated as
accurately as possible though actual cost may be more or less as final component design occurs
and facility begins operation.
Site Description
As initially conceived, the Southern Oregon Regional Rehabilitation, Recreation, and
Community Center will have the following components: a large and small gymnasium, group
exercise room, community pool, competition pool, therapy pool, racquetball courts,
weight/cardiovascular area, track, senior center, commercial kitchen, class rooms,
hospital/medical offices, Veterans Administration therapy suite, preschool classrooms,
lobby/lounge/vending area, locker rooms and administrative area. Approximately 91,895
square feet.
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Pronosed Oneratinv RudQet Pane 1
Budget Summary
Parks and Recreation User Fee
Although, as is shown in the Budget Summary above, cost recovery is estimated to be relatively
high at 90%, there will need to be a mechanism to make up for the difference between expected
revenues and expenditures. Staff suggests the implementation of a $3.00 a year Parks and
Recreation user fee that will offset this operational deficit. The fee will be analyzed yearly,
during the budget process, to ensure that the fee is accurate and meets the needs of the Southern
Oregon Regional Rehabilitation, Recreation, and Community Center.
Expenditures
Expenses are based on the overall size of the facility, the specific components within the building
and the projected hours of operation. Actual costs were utilized whenever possible and estimates
for other expenses were based on similar facilities in other areas. All expenses were calculated
as accurately as possible though actual cost may be more or less as final component design
occurs and facility begins operation. Generally, personnel costs make up the single highest
expense for most multi-purpose recreation facilities, often 60% of the operational budget. For the
Southern Oregon Regional Rehabilitation, Recreation, and Community Center personnel costs
are projected to be around 61 %. An estimate of staff levels is provided below.
Expenditures
Costs
Operating
Facility Size in Square Feet
91,895
Revenue All
Operational
Cost per
Subsidy/
Cost
Facility Size
Sources
Expenses
Square Foot
Investment
Recovery
91,895 SF
$1,579,615
$1,758,588
$19.14
$178,973
90%
Parks and Recreation User Fee
Although, as is shown in the Budget Summary above, cost recovery is estimated to be relatively
high at 90%, there will need to be a mechanism to make up for the difference between expected
revenues and expenditures. Staff suggests the implementation of a $3.00 a year Parks and
Recreation user fee that will offset this operational deficit. The fee will be analyzed yearly,
during the budget process, to ensure that the fee is accurate and meets the needs of the Southern
Oregon Regional Rehabilitation, Recreation, and Community Center.
Expenditures
Expenses are based on the overall size of the facility, the specific components within the building
and the projected hours of operation. Actual costs were utilized whenever possible and estimates
for other expenses were based on similar facilities in other areas. All expenses were calculated
as accurately as possible though actual cost may be more or less as final component design
occurs and facility begins operation. Generally, personnel costs make up the single highest
expense for most multi-purpose recreation facilities, often 60% of the operational budget. For the
Southern Oregon Regional Rehabilitation, Recreation, and Community Center personnel costs
are projected to be around 61 %. An estimate of staff levels is provided below.
Expenditures
Costs
Notes
Facility Size in Square Feet
91,895
Personnel Service
Full -Time Recreation Salaries
(w/benefits)
$345,000.00
Part -Time Recreation Salaries
$735.746.00
Subtotal Personnel
$1,080,746.00
Utilities, Supplies, Repairs
Operational Supplies
$25,000.00
Utilities
$ 150,000.00
Maintenance Supplies
$ 25,000.00
Equipment Repair
$10,000.00
Aquatics Supplies
$30,000.00
Subtotal Supplies
$240,000.00
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Proposed Operating Budget Page 2
Programs
General Recreation
$125,000.00
General operating funds
KidVenture
$7,350.00
excluding salaries
Discover Afterschool
$24,526.00
excluding salaries
Scholarships
$25,000.00
Fitness & Specialty Classes
$16,000.00
Exercise supplies other than
equipment
Subtotal Services
$197,876.00
Contracted Service /Miscellaneous
Bank card, printing, contracted services
$43,000.00
Advertising, dues, telephone,
equipment rental
$48,800.00
Janitorial Services
$96,945.00
Subtotal Services
$188,745.00
Ca tial
Buildings & Improvements
$34,147.34
Budgeted at 2% of operating
budget
Machinery & Equipment
$17,073.67
Budgeted at I% of operating
budget
Subtotal Capital
$51,221.01
Grand Total Expenditures
$1,758,588.01
Operating cost per square foot
$19.14
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Proposed Operating Budget Page 3
Facility Rentals &
Concessions
Locker rentals, towels, etc.
$12,600.00
Facility Rentals
$62,400.00
Aquatic Rentals
$20,280.00
Drop -In Daycare
$21,960.00
Subtotalfacility operations
$117,240.00
Programs/Classes
KidVentures
$72,900.00
Discovery Afterschool
$172,625.00
Specialty Classes
$6,000.00
Fitness Classes
$65,160.00
Aquatic Lessons
$93,600.00
Subtotal programs
$410,285.00
Leased Space
Concessions & Vending
$ 9,600.00
Lease @ $800
per month
Hospital
$90,000.00
@ $1.50 per sq.
ft. per month -
5000 sq. ft.
Veterans Administration
$14,400.00
Utilities only
Sub total leased s ace
$114,000.00
City of Central Point
City of Central Point
$450,000.00
City
Contribution
GRAND TOTAL
REVENUE
$1,579,615.00
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Proposed Operating Budget Page 5
Proposed Hours of Operation
Daily operational hours do not reflect hours for rentals of meeting rooms, after hour activities,
etc. These hours will be agreed upon time beyond hours open to the public. The facility is closed
eleven holidays and may also have reduced hours on the eves of some holidays. We expect that
the center will also be closed seven days per year for annual maintenance and deep cleaning.
The total operating hours per week equal 96.5 and the operating budgets are based on staffing for
these hours. Additional hours will be available for programs, rentals, special events, etc.
Facilities are intended to be designed to allow after hour rentals of components that are in high
demand such as conference/banquet rooms, multi -use courts, while having the ability to
minimize staffing and control access to unused parts of the center.
Hours ofOneration
Operational Hours
Public/Pro ram Hours
Total Hours
Monday — Friday
5:30 am to 9:00 pm
77.5
Saturday
7:30 am to 6:30 pm
I 1
Sunday
10:00 am to 6:00 pm
8
Total hours of operation per week
96.5
Estimated Staffing Levels
The construction and operation of the Central Point Community Center will require the addition
of fulltime and several part-time personnel to supplement staffing needs. The details of the
staffing plan and schedule are below. New positions have been bold/italicized. Personnel costs
are budgeted at 61% of the total community center budget. Please note that potential hospital
and VA staffs are not included below.
Full Time Staff
Title
Description
Wa es
Facility/Aquatics
Responsible for overall operation and management of
$80,000
Manager
the facility.
Facility Coordinator
Coordinate staff and activities, schedule rentals, and
$70,000
have supervision responsibilities and limited
management responsibilities. This position will work
an opposing schedule from the Program Coordinator,
providing nearly around the clock full time supervision
and management for the Community Center.
Program Coordinator
Coordinate Community Center programs and work in
$70,000
conjunction with the Facility Coordinator to provide
supervision and management for the Community
Center.
Aquatics Coordinator
Coordinate with staff and activities in the aquatics
$60,000
portion of the facility, schedule aquatic rentals and
have supervision responsibilities and limited
management responsibilities.
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Proposed Operating Budget Page 6
Maintenance
Coordinate all site maintenance and janitorial
$65,000
Coordinator
activities. May also be responsible for special event
$49,500
Lie Guards
coordination and maintenance.
$119,100
Total Full Time Salaries $345,000
Part Time Staff
Title
Number of Positions
Wages for all
positions
Guest Service/Receptionist
4+
$49,500
Lie Guards
15
$119,100
Head Lie Guards
4+
$61,020
Maintenance Sta
2+
$39,700
Instructors
20-30
$144,000
Fitness Trainers
4+
$72,000
Senior Coordinator
1
$24,816
Preschool Teachers
8+
$64,750
Discovery After School Staff
10-12
$160,860
Total Part Time Salaries
$735,746
'These positions could be outsourced. National average for wages is $10 to $14 per hour.
National average for wages is $12 to $50 per hour depending on certification
Total Staf/<np
Positions
Wages/Salaries
Total Full Time 5
$345,000
Total Part Time 69
$717,556
Grand Totals 74
$1,080,746
Southern Oregon Regional Rehabilitation, Recreation,
and Community Center - Proposed Operating Budget Page 7
Southern Oregon Regional Rehabilitation, Recreation, and Community Center
Organization Chart
Facilities
Manager/Coordinator
1FTE
Aquatics Manager
(1)
1 FTE
Head Lifeguard
(3-4 PT)
Part Time
Lifeguards
(10-15 PT)
Parks & Public
Works Director
Facilities / Aquatic
Director
1 F"fE
Maintenance Staff
Lead (I PT)
Workers (2 PT)
Program
Manager/Coordinator
1FTE
Childcare/ Preschool
(preschool 6-8 PT)
(afterschool 8-12 PT)
Preschool Teachers
(4 PT)
Preschool Helpers
(4 PT)
After School
Teachers (4 PT)
After School
Helpers (4 PT)
Fitness/Recreation
Instructors
(15-25 PT)
Southern Oregon Regional Rehabilitation, Recreation.
and Community Center - Proposed Operating Budget Page 8