HomeMy WebLinkAbout111-Recreation & Facilities.pdfC ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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RECREATION & FACILITIES DEPARTMENT
The Recreation & Facilities Department contributes to the quality of life in Saratoga through a wide
variety of diverse activities and programs for people of all ages through both the Recreation and Teen
Services divisions. In addition, the Department administers the Facility Rental program for community
groups and the public at the City’s parks, Community Center, Warner Hutton House, and Prospect Center
Buildings, as well as overseeing building maintenance for City facilities (City Hall, Corporation Yard,
Theatre, Community Center, Warner Hutton House and Prospect Center Buildings).
Recreational services provided by the department include classes, camps, trips, programs, and activities.
The benefits of these programs include building self-esteem in children and providing them opportunities
to build life skills for their future, adding more balance to the lives of residents, promoting physical
fitness, providing opportunities for social interaction, helping to reduce stress, enhancing or learning new
skills, helping to eliminate loneliness in older citizens, and promoting sensitivity to cultural diversity. By
offering a variety of classes, camps, trips, pre-school programs, youth and teen activities, dance programs,
and fee-based special events, the Department helps create a sense of community and provides
opportunities for residents to get to know their neighbors and live happier, healthier lives.
The Recreation & Facilities Department’s goal is to provide safe, high quality recreation services at
reasonable costs. While there is a paradox between the two interests, the City continues to make strides
toward reducing service costs in relation to revenues. Staff continues to assess program and activity costs
in relation to the community’s interests and needs. While some programs and activities are not cost
effective, it may be determined that community need is of greater importance. This is often the case with
teen programs.
BUDGET OVERVIEW
The Department’s FY 2010/11 budget reflects further sacrifices from last fiscal year’s austerity budget.
With the Council’s directive for the department to operate at a cost recovery rate which meets or exceeds
the Park & Recreation departmental statewide average (of approximately 65%), and with recreation
revenues continuing to stagnate in the weak economy, departmental expenditures were further reduced.
The most visible departmental reduction includes a vacant Recreation Coordinator position that will
remain de-funded in fiscal 2010/11, and an Account Clerk position that will be reduced from a 1.0 FTE to
a .90 FTE position. Recreation staff time was reviewed and re-allocated to better reflect program support
services in line with these planned reductions.
Building maintenance activities continue to be broken out from the recreation services and facility rental
activities and accounted for as an Internal Service Fund program, as these functions provide citywide
janitorial and building maintenance services that are now allocated by percentage to all departments. As
facility services represent a separate function and purpose from recreation services, the Building
Maintenance program is not included in the cost recovery analysis.
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R ECREATION & F ACILITIES DEPARTMENT
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2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - 10,150 9,150 10,150 10,150
Charge for Services 648,792 595,015 566,893 567,230 632,892
Rental Income 242,127 182,531 183,900 210,555 228,900
Other Sources 9,174 117 - 50 -
TOTAL REVENUES 900,093$ 787,813$ 759,943$ 787,985$ 871,942$
EXPENDITURES
Salaries and Benefits 722,028 756,414 628,144 589,416 680,841
Operating Expenditures
Materials & Supplies 29,549 24,268 28,700 29,075 28,613
Fees & Charges 19,044 22,610 16,600 16,840 14,925
Consultants & Contract Services 349,374 344,137 341,090 359,185 370,125
Meetings, Events & Training 4,427 4,081 3,100 361 2,100
Total Operating Expenditures 402,394 395,097 389,490 405,461 415,763
Fixed Assets - - - - -
Internal Service Charges 244,811 272,910 231,060 231,060 230,295
TOTAL EXPENDITURES 1,369,233$ 1,424,421$ 1,248,694$ 1,225,937$ 1,326,899$
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
GENERAL FUND
Recreation Services 941,212 981,619 888,392 888,213 929,173
Teen Services 123,487 121,343 64,236 58,213 67,087
Facility Rentals 304,534 321,459 296,066 279,511 330,640
TOTAL GENERAL FUNDS 1,369,233$ 1,424,421$ 1,248,694$ 1,225,937$ 1,326,899$
INTERNAL SERVICES FUNDS
Building Maintenance 612,189 700,207 741,379 729,015 741,161
TOTAL INTERNAL SERVICES 612,189$ 700,207$ 741,379$ 729,015$ 741,161$
TOTAL EXPENDITURES 1,981,422$ 2,124,628$ 1,990,073$ 1,954,952$ 2,068,060$
TOTAL DEPARTMENTAL EXPENDITURES BY PROGRAM
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Recreation Department Director 1.00 1.00 1.00 1.00
Senior Recreation Supervisor 1.00 1.00 1.00 1.00
Recreation Supervisor 2.00 1.00 1.00 1.00
Recreation Program Coordinator - 1.00 - -
Facility Coordinator 0.60 0.60 0.60 0.60
Office Specialist II/III 2.00 2.00 1.75 1.90
Facility Maintenance Supervisor 1.00 1.00 1.00 1.00
Facility Maintenance Lead 1.00 1.00 1.00 1.00
Facility Maintenance Worker I/II/III 2.00 2.00 2.00 2.00
Total FTEs 10.60 10.60 9.35 9.50
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Facility Attendents 1,700 1,700 1,200 1,362
Recreation Leaders 4,300 4,300 2,034 2,667
Total Annual Hours 6,000 6,000 3,234 4,029
RECREATION DEPARTMENT STAFF
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R ECREATION & F ACILITIES DEPARTMENT
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C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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RECREATION SERVICES
Recreation Services plans, organizes, schedules, promotes, supervises, and evaluates approximately 800
classes and activities per year. This includes managing over 100 independent contractors, overseeing
approximately 140 summer camps at 18 different parks and facilities, holding a holiday camp, planning
12 excursions and trips per year, conducting quarterly e-mail promotional campaigns, and publishing a
quarterly recreation program brochure that is mailed to all residents and non-resident users. Recreation
Services also provides a preschool program 5 days a week; works cooperatively with Redwood Middle
School and Saratoga High School for use of their facilities for Department programs; and provides a
Children’s Camp program with classes, workshops, demonstrations, and activities.
BUDGET OVERVIEW
The Recreation Services budget reflects a slight increase in revenues, a reduction and realignment of
staffing allocations, and a status quo budget for operational expenses. To obtain budget savings, a vacant
Recreation Coordinator position will remain de-funded in FY 2010/11, and an Account Clerk position
will be reduced from 1.0 FTE to .90 FTE. Staff allocations across service areas were re-aligned to better
reflect planned service changes.
The Recreation Services program has four revenue sources to support services. For FY 2009/10, this
includes $57,242 in camp fees, $80,000 in excursion fees, $588,250 from classes and special program
fees, and $10,150 from advertisements in the Recreation Guide. The addition of Saratoga School of
Dance program and the availability of the Saratoga Prospect Center Friendship Hall is expected to
generate additional revenue growth for this budget and will allow for future increases as class
programming develops. The implementation of “convenience fees” for credit card transactions performed
online is being considered to partially offset bank fees charged for the processing of credit card
transactions.
Notable ongoing expenditures in the Recreation Services budget include $300,000 for instructors,
$46,000 for excursions, $13,803 for camp materials and supplies, $13,500 for recreation brochure printing
and $10,213 for mailing costs, $13,000 for credit card fees, $1,000 for off-site facility rentals, and $4,300
for the Recreation Department’s RecTrac system support. Class revenue is tied directly to the cost for
instructors as each class contract identifies the proportion of class revenue the instructor receives. The
remaining ongoing expenditures are minor operational expenses and internal service charges.
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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RECREATION SERVICES
FY 2010/11 OBJECTIVES
Quality of Life – The Recreation Department strives to improve the quality of Saratoga life by providing
high quality, safe, affordable, and enjoyable activities that are convenient for residents and help to create
community. Staff plans a continuing audit and assessment of activities in FY 2010/11 to determine the
community’s desire for class offerings, inadvertent class duplication, and/or gaps in services.
Economic Vitality – Recreation strives to contribute to the economic vitality of the community by
creating a desirable environment for businesses to locate and by providing residents an opportunity to
conduct revenue generating events, activities, and contract classes. With the goal of “better not bigger,”
staff plans to: 1) actively recruit service providers, solicit partnerships, and develop collaborations in FY
2010/11; 2) conduct activities that serve the needs of the residents of Saratoga based on the audit and
assessment of services; and 3) encourage economic development by providing facility space and
promotional assistance to recreation service providers.
Public Safety Partnerships – The Recreation Department acts as a partner in the public safety of Saratoga
residents by offering safe and secure places and positive choice activities for the youth of the community.
Staff will seek collaborations to assist in providing increased and improved after-school and school-break
activities that contribute to the developmental assets of the youth and middle school students.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - 10,150 9,150 10,150 10,150
Charge for Services 646,708 592,025 564,393 562,030 627,492
Rental Income - - - - -
Other Sources - - - - -
TOTAL REVENUES 646,708$ 602,175$ 573,543$ 572,180$ 637,642$
EXPENDITURES
Salaries and Benefits 469,144 506,975 429,548 412,422 447,870
Operating Expenditures
Materials & Supplies 27,129 21,012 26,250 27,300 26,713
Fees & Charges 19,044 22,610 16,600 16,840 14,925
Consultants & Contract Services 337,914 340,346 340,690 358,387 369,325
Meetings, Events & Training 2,927 2,218 2,400 361 900
Total Operating Expenditures 387,014 386,186 385,940 402,887 411,863
Fixed Assets - - - - -
Internal Service Charges 85,054 88,458 72,904 72,904 69,440
TOTAL EXPENDITURES 941,212$ 981,619$ 888,392$ 888,213$ 929,173$
GENERAL FUND REVENUES AND EXPENDITURES
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R ECREATION & F ACILITIES DEPARTMENT
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RECREATION SERVICES
Saratoga Prospect Center Programs - With the availability of the Prospect Center Friendship Hall and
Grace building, staff’s goals are to: 1) diversify select Recreation Service activities at the site to increase
convenience to the neighborhood; 2) accommodate overflow from the Community Center; and 3) increase
exposure to the facility in order to promote rentals.
KEY SERVICES
• Plan, organize, schedule, promote, supervise, and evaluate program classes, activities, and events for
all ages
• Publish a recreation activity guide 3 times a year
• Provide approximately 600 classes, 140 summer and holiday camps, and 22 excursions per year
• Provide a preschool program 5 days a week
• Provide a Children’s Camp program with age appropriate activities that build developmental assets
for youth that will give them life skills for the future
• Collaborate with local schools and community based organizations to provide activities
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Recreation Department Director 0.45 0.50 0.40 0.40
Senior Recreation Supervisor 0.90 0.90 0.90 0.90
Recreation Supervisor 1.55 0.80 0.75 0.75
Recreation Program Coordinator - 0.75 - -
Facility Coordinator - - - -
Office Specialist II/III 1.50 1.50 1.50 1.65
Facility Maintenance Supervisor - - - -
Facility Maintenance Lead - - - -
Facility Maintenance Worker I/II/III - - - -
Total FTE's 4.40 4.45 3.55 3.70
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Facility Attendents - - - -
Recreation Leaders 4,180 4,180 2,034 2,034
Total Annual Hours 4,180 4,180 2,034 2,034
RECREATION SERVICES STAFF
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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RECREATION SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Offer a variety of new and ongoing recreation activities:580 460 584 600
b.Percentage of recreation class participants which agreed
recreation activities contribute to healthy lifestyle and
personal growth:
Information
not available
Information
not available
Information
not available
95%
c.Number of Recreation Activity Guides published each
year which include "Healthy Lifestyle" educational
information:
4 4 3 3
2.
a.Number of independent instructors providing quality
recreation activities:
110 85 108 100
b.Saratoga "households" using online registration software
to register for recreation activites:
Information
not available
13%17%20%
c.Percentage of recreation class participants which agreed
activities met or exceeded expectations:
Information
not available
Information
not available
Information
not available 95%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 45,511 40,246 42,074 45,000
2 4,727,4,070 4,175 4,200
Number of recreation activity hours offered:
Number of participant registrations:
Promote healthy lifestyles and personal growth through
organized recreation activities.
Partner with the community to improve the quality of life for
children, teens, adults, and families.
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R ECREATION & F ACILITIES DEPARTMENT
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TEEN SERVICES
The Teen Services program includes the Youth Commission that the City Council established in 1988 to
play a key role in all City-sponsored programs for Teens in Saratoga. The Teen Services staff and Youth
Commission work together to: sponsor high school-aged concerts; administer the Youth Commission
training; provide oversight to the saratogateen.com website; and sponsor three to four special events each
year. Teen Services also provides supervision and oversight of teen volunteer opportunities.
The goal of the Teen Services program is to provide education, community involvement and recreation
for all teens in Saratoga, regardless of school or district. The connection with the Youth Commission
helps to provide an opportunity and training ground for teens to serve as positive role models in the
community, to encourage teens throughout the City to become active, contributing citizens, and to
develop leadership skills to train future community leaders.
BUDGET OVERVIEW
Revenues for the Teen Services program comes from the events conducted. The FY 2010/11 Teen
Services budget reflects a continued reduced staffing level from last year, including de-funding the
department’s recreation coordinator position and redistributing the Recreation Supervisors and office
support staffing assignments. With the shift of all recreation class revenues and expenses to the
Recreation Services program last year, Teen Services staffing levels were reduced from a total of .90 FTE
to .40 FTE to reflect staff support for Youth Commission activities only. Operating expenses were also
reduced.
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R ECREATION & F ACILITIES DEPARTMENT
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TEEN SERVICES
FY 2010/11 OBJECTIVES
Collaboration – The Teen Services program will collaborate with the neighboring Monte Sereno and Los
Gatos’ Youth Commissions during FY 2010/11 in sponsoring special events for local teens.
Expansion in Representation – Teen Services will increase efforts to reach out to young Saratogans; to
bring a wider representation of schools to Youth Commission sponsored events.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services 2,084 2,991 2,500 5,200 5,400
Other Sources 9,174 117 - 50 -
TOTAL REVENUES 11,258$ 3,108$ 2,500$ 5,250$ 5,400$
EXPENDITURES
Salaries and Benefits 96,325 97,280 50,982 45,934 54,788
Operating Expenditures
Materials & Supplies 886 1,679 1,550 1,275 775
Fees & Charges - - - - -
Consultants & Contract Services 10,568 3,499 - - -
Meetings, Events & Training 1,500 1,863 700 - 1,000
Total Operating Expenditures 12,954 7,040 2,250 1,275 1,775
Fixed Assets - - - - -
Internal Service Charges 14,208 17,023 11,004 11,004 10,524
TOTAL EXPENDITURES 123,487$ 121,343$ 64,236$ 58,213$ 67,087$
GENERAL FUND REVENUES AND EXPENDITURES
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R ECREATION & F ACILITIES DEPARTMENT
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TEEN SERVICES
KEY SERVICES
• Provide activities and special events for pre-teens and teens in the community
• Provide opportunities and a training ground for teens to learn leadership skills and become
contributing citizens to the community
• Liaison with Youth Commission to communicate the interests of the youth population to the City
• Build the developmental assets of the youth of Saratoga
• Evaluate and assess the needs of local teens to determine new programming
• Provide supervision and oversight of teen volunteer opportunities
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Recreation Department Director 0.15 0.10 0.10 0.10
Senior Recreation Supervisor 0.10 0.10 0.05 0.05
Recreation Supervisor 0.45 0.20 0.25 0.25
Recreation Program Coordinator - 0.25 - -
Facility Coordinator - - - -
Office Specialist II/III 0.25 0.25 - -
Facility Maintenance Supervisor - - - -
Facility Maintenance Lead - - - -
Facility Maintenance Worker I/II/III - - - -
Total FTE's 0.95 0.90 0.40 0.40
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Facility Attendents - - - -
Recreation Leaders 120 120 - -
Total Annual Hours 120 120 - -
TEEN SERVICES STAFF
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R ECREATION & F ACILITIES DEPARTMENT
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TEEN SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Percentage of time Recreation staff member attends Youth
Commission meetings:
Information
not available
Information
not available
Information
not available
100%
b.Percentage of teens in satisfaction survey which agree
recreation activities met or exceeded expectations in
improving quality of life:
Information
not available
Information
not available
Information
not available
95%
c.Provide teen volunteer opportunity hours:Information
not available
Information
not available
Information
not available
400
2.
a.Percentage of teens participating in satisfaction survey
which agreed recreational activities contributed to
healthy lifestyle and personal growth:
Information
not available
Information
not available
Information
not available
95%
b.Practice and contribute to "Developmental Assets" for
teens as measured by survey:
Information
not available
Information
not available
Information
not available
95%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
Information
not available
Information
not available
145
2 Information
not available
Information
not available
Information
not available
24
Number of teen-age volunteer service hours offered:
Number of teen-age volunteers supervised:
Promote healthy lifestyles and personal growth through
organized recreation activities.
Partner with the community to improve the quality of life for
teens.
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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FACILITY RENTALS
The Facility Rentals program provides the community with facilities for private individuals, non-profit, or
profit-based groups to use for receptions, parties, events, meetings, workshops, or other activities. The
Facility Rental Program reflects only those revenues and expenditures related to the cost of renting and
operating City facilities.
BUDGET OVERVIEW
Revenues for this program are expected to bring in about $95,000 for Community Center rentals, another
$16,500 for Senior Center rentals, and $8,000 for the Warner Hutton House. The Civic Center Theater
will bring in approximately $45,000 and the Prospect Center buildings another $40,000. Revenue
projections for the Prospect Center reflect an expected increase in income after the Friendship Hall
building becomes more recognized for rental. Blaney Plaza banner rentals will bring in approximately
$7,000, the Community Garden Plot at El Quito Park another $2,400, and rentals from the City’s parks
(exclusive of sport user agreements) will bring in around $15,000 over the year.
Expenditures for this program reflect staffing by the Facility Coordinator, whose function is to market and
rent the facilities, and portions of other Recreation Department staff to assist with oversight and facility
duties, and temporary facility attendant staff for overseeing use of the facilities during evening and
weekend events.
Over time, temporary staffing expenses are anticipated to increase in this program as the need for facility
attendants to supervise activities at the Prospect Center increases.
Direct costs for this program are minimal, with $2,205 budgeted for operational supplies. The largest
expense is the internal service charge as the Facility Rentals program accounts for a large percentage of
building maintenance expenses. Ongoing costs are expected to grow minimally in future years.
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FACILITY RENTALS
FY 2010/11 OBJECTIVES
Prospect Center Building Rentals - With the availability of the Prospect Center Friendship Hall building
for the entire FY 2010/11, staff will focus on increasing exposure of the facility in order to promote
rentals.
Place to Recreate - The Recreation Department’s goal is to create community and improve the quality of
life in Saratoga by providing high quality, safe, affordable, clean, and enjoyable facilities that are
convenient to residents for meetings, parties, receptions, and gatherings.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services - - - - -
Other Sources - - - - -
Rental Income 242,127 182,531 183,900 210,555 228,900
Pass-Through Accounts - - - - -
TOTAL REVENUES 242,127$ 182,531$ 183,900$ 210,555$ 228,900$
EXPENDITURES
Salaries and Benefits 156,559 152,159 147,614 131,060 178,183
Operating Expenditures
Materials & Supplies 1,534 1,578 900 500 1,125
Fees & Charges - - - - -
Consultants & Contract Services 892 293 400 799 800
Meetings, Events & Training - - - - 200
Total Operating Expenditures 2,426 1,871 1,300 1,299 2,125
Building Maint Projects - - - - -
Fixed Assets - - - - -
Internal Service Charges 145,549 167,429 147,152 147,152 150,332
TOTAL EXPENDITURES 304,534$ 321,459$ 296,066$ 279,511$ 330,640$
GENERAL FUND REVENUES AND EXPENDITURES
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R ECREATION & F ACILITIES DEPARTMENT
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FACILITY RENTALS
KEY SERVICES
• Provide pleasant and clean facilities for use by the general public
• Provide pleasant and clean facilities for use for key City services (e.g. meetings)
• Support tenant needs in the leased buildings
• Provide affordable and safe venues for community use at the Saratoga Community Center, Senior
Center, and Prospect Center facilities
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Recreation Department Director 0.40 0.20 0.10 0.10
Senior Recreation Supervisor - - 0.05 0.05
Recreation Supervisor - - - -
Recreation Program Coordinator - - - -
Facility Coordinator 0.60 0.60 0.60 0.60
Office Specialist II/III 0.25 0.25 0.25 0.25
Facility Maintenance Supervisor - - - -
Facility Maintenance Lead 0.10 0.10 0.10 0.10
Facility Maintenance Worker I/II/III 0.15 0.15 0.15 0.15
Total FTE's 1.50 1.30 1.25 1.25
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Facility Attendents 1,700 1,700 1,200 1,200
Recreation Leaders - - - -
Total Annual Hours 1,700 1,700 1,200 1,200
FACILITY RENTALS STAFF
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R ECREATION & F ACILITIES DEPARTMENT
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FACILITY RENTALS
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.According to facility rental survey, the percentage of
visitors who felt their visit to the facility was clean,
comfortable and safe:
Information
not available
Information
not available
Information
not available
95%
c.Percentage of customers which agreed facilities met or
exceeded expectations:
Information
not available
Information
not available
Information
not available
95%
2.
a.Percentage of surveyed visitors which agreed the facility
was clean, comfortable and safe:
Information
not available
Information
not available
Information
not available
95%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
Information
not available
Information
not available
4,000
2 Information
not available
Information
not available
Information
not available
8,000
3 Information
not available
Information
not available
Information
not available
1,200
Number of fee-based facility rental hours for public use:
Number of no-charge facility service hours for City meetings,
events, etc.:
Provide safe, functional and attractive City buildings for
the provision of City services.
Number of facilty rental applications processed:
Provide safe, functional and attractive City buildings for
community use and enjoyment of the public.
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
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BUILDING MAINTENANCE FUND
Building Maintenance provides services to ensure City facilities are safe and functional for the general
public and employee use. This program is a citywide support function for custodial, maintenance, repair
services, and building improvements for all facilities at the Civic Center and North Campus, and supports
the needs of the tenants of City leased buildings as defined in lease agreements. Building Maintenance
staff plans, schedules, and manages minor and major building facility maintenance, repair, and
improvement projects.
The Building Maintenance staff ensures the City’s facilities are in a clean and usable condition at all
times for employees and the general public. Custodial services such as vacuuming, trash removal,
window washing, restroom cleaning, carpet cleaning, and floor stripping and sealing, are all on a regular
schedule. Regular maintenance services are also on a schedule, which includes items such as painting,
roof maintenance, pest control, emergency generator and HVAC servicing. Other maintenance repair
services such as electrical and plumbing repairs are contractually provided on an as needed basis. The
Building Maintenance program monitors citywide facility expenses such as utilities, maintenance and
janitorial supplies. City departments are charged an allocated amount to recognize the cost associated
with the custodial and building maintenance to more fully account for operational expenses associated
with providing these services.
BUDGET OVERVIEW
Effective with the FY 2007/08 budget, the Building Maintenance program incorporated staffing and
expenses associated with facility custodial and maintenance services, as well as the revenues earned from
charging back to the departments. With three years of history-based data on the actual expenses, minor
revisions are included in the FY 2010/11 budget to better reflect actual amounts.
Program expenditures include ongoing facility supplies, building expenses, and contract services for
maintenance and repairs. The addition of the Prospect Center Friendship Hall for the entire year resulted
in increased maintenance costs. Continued efforts to “go green” are also reflected in the costs of
maintenance supplies and equipment. Planned facility projects are located in the Capital Improvement
Plan.
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R ECREATION & F ACILITIES DEPARTMENT
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BUILDING MAINTENANCE FUND
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCE OF FUNDS
Beginning Fund Balance
Undesignated (15,618) 101,360 208,841 208,841 189,039
Total Beginning Fund Balance (15,618)$ 101,360$ 208,841$ 208,841$ 189,039$
Revenues
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services - - - - -
Other Sources 203 604 - 5,213 -
Internal Service Charges 728,964 807,083 704,000 704,000 725,000
Total Revenues 729,167$ 807,687$ 704,000$ 709,213$ 725,000$
Operating Transfers In
Transfer In from General Fund - - - - -
Transfer In from Library Deposit - - - - -
Total Operating Transfers In -$ -$ -$ -$ -$
TOTAL SOURCE OF FUNDS 713,549$ 909,047$ 912,841$ 918,054$ 914,039$
USE OF FUNDS
Expenditures
Salaries and Benefits 336,358 376,636 429,475 416,011 438,696
Operating Expenditures
Materials & Supplies 42,040 40,009 37,600 37,600 36,040
Fees & Charges 122,706 131,751 144,800 145,400 146,800
Consultant & Contract Services 70,343 86,175 69,500 69,500 60,400
Meetings, Events & Training 271 972 500 1,000 1,000
Building Maint Projects 14,000 - - - -
Fixed Assets (30,075) - - - -
Internal Service Charges 56,546 64,663 59,504 59,504 58,225
Total Expenditures 612,189$ 700,207$ 741,379$ 729,015$ 741,161$
Operating Transfers
Transfer Out to General Fund - - - - -
Total Operating Transfers -$ -$ -$ -$ -$
Ending Fund Balance
Undesignated 101,360 208,841 171,462 189,039 172,878
Total Ending Fund Balance 101,360$ 208,841$ 171,462$ 189,039$ 172,878$
TOTAL USE OF FUNDS 713,549$ 909,047$ 912,841$ 918,054$ 914,039$
SOURCE & USE OF FUNDS
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
C - 131
BUILDING MAINTENANCE FUND
FY 2010/11 OBJECTIVES
Facility Improvement Project Management – Facility staff will oversee services to undertake the
planned facility improvement projects for FY 2010/11. These include climate control and audio-visual
improvements to the Friendship Hall at the Prospect Center, design projects for ADA compliant reception
counters at Recreation and Planning; a new facility access control system at City Hall; and smaller
ongoing energy savings projects.
Library Building Repairs – Staff will work with Santa Clara County Library staff to design and build
improvements to the Library including: shade covering for the outside book drop area, and a new hold
and self check area in the lobby.
KEY SERVICES
• Provide buildings that are clean, safe, and usable for the general public and employees
• Maintain facilities on a regular schedule to provide efficient and cost effective maintenance
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Recreation Department Director - 0.20 0.20 0.20
Senior Recreation Supervisor - - - -
Recreation Supervisor - - - -
Recreation Program Coordinator - - - -
Facility Coordinator - - - -
Office Specialist II/III - - - -
Facility Maintenance Supervisor 1.00 1.00 1.00 1.00
Facility Maintenance Lead 0.90 0.90 0.90 0.90
Facility Maintenance Worker I/II/III 1.85 1.85 1.85 1.85
Total FTE's 3.75 3.95 3.95 3.95
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Facility Attendents - - - -
Recreation Leaders - - - -
Total Annual Hours - - - -
BUILDING MAINTENANCE STAFF
C ITY OF SARATOGA
R ECREATION & F ACILITIES DEPARTMENT
C - 132
BUILDING MAINTENANCE FUND
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Percentage of surveyed visitors who agreed the facility
was clean, comfortable and safe:
Information
not available
Information
not available
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not available
90%
2.
a.Quarterly preventative maintenance of all City HVAC
systems:
Information
not available
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not available
Information
not available
100%
b.Six-day per week cleaning of all City facilities including
emptying trash, vacuuming, mopping and cleaning
windows, etc.
Information
not available
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not available
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not available
100%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
Information
not available
Information
not available
2,000
2 Information
not available
Information
not available
Information
not available
2,000
Number of work orders received:
Number of work orders completed:
Provide safe and functional, City buildings using
environmentally sensitive and cost-effective practices.
Provide safe, functional, and attractive City buildings for
the enjoyment of the public and to house the provision of
City services.