TOWN OF PALM BEACH Recreation Department

Transcription

1 TOWN OF PALM BEACH Recreation Department I. CALL TO ORDER & ROLL CALL Matthew Smith, Chair Nicholas Coniglio, Vice-Chair Alexandra Woodfield Amy Bahl Carla Termini Cove G. Ellen Howe Grier Pressley John Hartz, Jr. Kristen Schonwald-Vila Leslie Wytrzes RECREATION ADVISORY COMMISSION MEETING AGENDA January 7, 2019, 9:00 a.m. Town Hall - Council Chambers II. III. IV. PLEDGE OF ALLEGIANCE COMMENTS OF RECREATION ADVISORY COMMISSIONERS COMMUNICATIONS FROM CITIZENS V. APPROVAL OF AGENDA VI. VII. APPROVAL OF NOVEMBER 7, 2018 MEETING MINUTES OLD BUSINESS A. Status report on Seaview Park/Recreation Center projects VIII. NEW BUSINESS A. Annual Report to the Mayor and Town Council (January 8, 2019) B. FY18 Recreation Enterprise Fund Report IX. STAFF REPORT X. ANY OTHER MATTERS XI. Note: ADJOURNMENT Disabled persons who need an accommodation in order to participate in this meeting are requested to contact the Recreation Department at or through the Florida Relay Service by dialing for voice callers or for TDD callers, at least (5) working days before this meeting. If a person decides to appeal any decision made by this (Board, Council, Committee, Commission) with respect to any matter considered at this meeting or hearing, he/she will need a record of the proceedings, and that, for such purpose, he/she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based.

2 TOWN OF PALM BEACH Recreation Advisory Commission MEETING MINUTES OF THE RECREATION ADVISORY COMMISSION HELD ON WEDNESDAY, NOVEMBER 7, I. CALL TO ORDER AND ROLL The Recreation Advisory Commission Meeting was called to order on Wednesday, November 7, 2018 at 9:00 a.m. in the Town Council Chambers. John Hartz was not present. II. PLEDGE OF ALLEGIANCE Chair Smith led the Pledge of Allegiance. III. COMMENTS OF RECREATION ADVISORY COMMISSIONERS Chair Smith gave welcome back commentary. Vice Chair Coniglio spoke in regards to previous Recreation Department employee Mary Flynn, retired Tennis Facility Supervisor, had recently passed away. IV. COMMUNICATION FROM CITIZENS None. V. APPROVAL OF AGENDA Motion was made by Commissioner Cove and was seconded by Commissioner Howe, to approve the Agenda. On call for a vote, the motion passed unanimously. VI. MINUTES 1. May 2, 2018 Meeting Minutes Approval Commissioner Woodfield requested a change of the date in the May 2, 2018 minutes under the Call to Order heading. Motion was made by Commissioner Cove and was seconded by Commissioner Howe, to approve the Meeting Minutes of May 2, 2018 as modified. On call for a vote, the motion passed unanimously.

3 VII. OLD BUSINESS 1. Status Report on Seaview Park/ Recreation Center Projects Jay Boodheshwar, Deputy Town Manager Rod Gardiner, Assistant Director of Recreation Mr. Boodheshwar provided comments on the Recreation Center ground breaking. He also provided a high level overview of the Recreation Center Project s key events, improvements to Seaview Park and the status of the search for a new Director of Business Development and Operations. Discussion ensued regarding compliments to staff, the Town Docks, events at Bradley Park and clarifying the new Director s purview. VIII. NEW BUSINESS 1. Approval of 2019 Meeting Schedule Rod Gardiner, Assistant Director of Recreation Mr. Gardiner reviewed the memo for the recommended meeting schedule for Motion was made by Commissioner Woodfield and was seconded by Commissioner Howe, to approve the recommended meeting schedule for On call for a vote, the motion passed unanimously. 2. Town Docks Rod Gardiner, Assistant Director of Recreation Mr. Gardiner confirmed that this item no longer needs to be discussed due to earlier discussion with Mr. Boodheshwar. IX. STAFF REPORT Rod Gardiner, Assistant Director of Recreation Tony Chateauvert, Golf Manager & Head Professional Mr. Gardiner provided an overview on the Staff Report regarding Adult and Youth Programs at alternate locations, tennis court conditions, tennis court usage, tennis teams and programs. Brief compliments ensued from the Commission on facility cleanliness and the Pro Shop accommodating the participants. Mr. Chateauvert provided and overview on the Par 3 Golf Course which included a review of the revenue, new goals and expectations for sales & rentals, additions of new golf promotions/ programs and the great atmosphere that is being fostered. 2 P age

4 Discussion ensued regarding merchandise, most profitable days and new golf professionals being added. X. ANY OTHER MATTERS None. XI. ADJOURNMENT Chair Smith asked for a motion to adjourn the meeting. Motion was made by Commissioner Howe and seconded by Commissioner Cove to adjourn the meeting. On call of a vote, the motion passed unanimously. The Recreation Advisory Commission meeting adjourned at 10:07 am. APPROVED: ATTEST: Kathleen Dominguez, Town Clerk Date Matthew Smith Chair 3 P age

5 TOWN OF PALM BEACH Information for Recreation Advisory Commission Meeting on: January 7, 2019 To: Recreation Advisory Commission From: Jay Boodheshwar, Deputy Town Manager Rod Gardiner, Assistant Director of Recreation Re: FY2018 Information Wrap-Up Date: January 2, 2019 GENERAL INFORMATION The following unaudited Fiscal Year 2018 Recreation Enterprise Fund year-end report includes a FY2017 and FY2018 comparison with some FY2018 highlights and FY2019 priorities for the Recreation Department. This includes the Department s Productivity Indicators, which includes measurable outcomes such as cost recovery rates, resident/nonresident ratios, and overall participation levels at our recreation facilities. (FY2018 financial results determined as of December 24, 2018.) Fiscal Year 2017 and 2018 Operating Expenses & Revenue Comparison Overall, operating expenses were up 1.1%. Tennis expenses were up due to several unexpected light pole replacements at Seaview Park Tennis Center, while the Town Docks increase is related to some maintenance projects and upgrades, and Administration is the result of employee compensated absences (death of employee payout). The Recreation Center was down due to limited repairs and replacements once demolition of the building was confirmed to take place. Operating Expenses FY17 FY18 FY17/18 Difference FY17/18 Variance % Administration (311) $433,648 $444,535 $10, % Tennis Programs & Facilities (312) $339,853 $354,308 $14, % Recreation Center (313) $616,575 $583,560 -$33, % Marina (509) $906,357 $941,331 $34, % Par 3 Golf Course (620) $1,477,449 $1,491,997 $14, % Total $3,773,882 $3,815,731 $41, % Overall, gross revenue was up 8.1%. It was a record year for the Par 3 Golf Course and the Marina. Recreation Center revenue was affected by the closing of the building in July 2018, offering only summer camp and no summer enrichment programs, and the limited fall programs offered off-site. Tennis was affected by the closing of Phipps Ocean Park Tennis Center for 1

6 several weeks following Hurricane Irma in the fall of 2017 (annual Passes were extended an extra 2 months through the end of November from the previous year, thus diminishing the total revenue received as they are pro-rated), and construction in Seaview Park beginning in July. Revenue FY17 FY18 FY17/18 Difference FY17/18 Variance % Tennis Programs & Facilities $234,907 $229,140 -$5, % Recreation Center* $354,199 $305,340 -$48, % Marina $3,649,775 $4,084,684 $434, % Par 3 Golf Course $2,110,125 $2,245,084 $134, % Total $6,349,005 $6,864,248 $515, % FY2018 Operating Cost Recovery Results All divisions exceeded their cost recovery goals for FY2018. See below for details. Program Area FY18 Expenses FY18 Revenue Difference Cost Recovery Administration $444,535 $0 -$444, % Tennis Programs & Facilities (Goal: 60%) $354,308 $229,140 -$125, % Recreation Center (Goal: 50%) $583,560 $305,340 -$278, % Marina (Goal 350%) $941,331 $4,084,684 $3,143, % Par 3 Golf Course (110%) $1,491,997 $2,245,084 $753, % Total $3,815,731 $6,864,248 $3,048, % Productivity Indicators Productivity indicators are key statistics which provide an important synopsis of the Department s focus and workload, and are critical in the decision making process for future budget years. Included with the productivity indicators are a few highlights from FY2018, and some priorities for FY2019. Tennis Centers Effectiveness/Output Measures FY2015 Actual FY2016 Actual FY2017 Actual FY2018 Actual Annual Passes Sold Play Passes Sold Tournaments/Special Events League Teams Hosted Lesson Participation 4,909 4,019 4,144 4,188 Clinic Participation 4,149 4,170 3,401 3,490 Daily Youth Participation 4,410 4,143 3,456 3,525 Daily Adult Participation 22,302 22,499 23,069 23,299 Resident/Nonresident ratio 65/35 61/39 60/40 63/37 Operating Cost Recovery 64.0% 64.8% 69.1% 64.7% 2

7 FY2018 Highlights Achieved cost recovery of 64.7% (60% goal) Town revenue generated from teaching services increased by 4.53% from previous fiscal year The purchase of daily passes increased by 14.6% from FY17 The tennis centers hosted six (6) competitive men s and women s tennis teams through the Palm Beach County Women s Tennis Association, Palm Beach County Senior Tennis League, and Palm Tennis League FY2019 Priorities Increase public awareness and knowledge of tennis opportunities for residents and visitors and minimizing construction impacts on Seaview Park tennis participants Continue to engage with participants to incorporate feedback and ideas in programming services and facilities Implement enhanced staff training opportunities focusing on customer service Recreation Center Effectiveness/Output Measures FY2015 Actual FY2016 Actual FY2017 Actual FY2018 Actual* Family Special Events Participation 1,190 1,200 1,240 1,300 Youth Enrichment/Athletics Participation 3,541 3,610 4,208 2,927 Youth Camps/After School Participation 10,192 10,064 9,708 9,628 Adult Enrichment/Fitness Participation 1,599 1,575 1,760 1,599 Number of Unique Programs Offered Number of Sessions Offered Resident /Nonresident ratio Youth 38/62 38/62 35/65 33/67 Resident /Nonresident ratio - Adult 83/17 71/29 85/15 90/10 Operating Cost Recovery 49.9% 57.0% 57.4% 52.3% *No summer enrichment sessions and limited fall 2018 session due to new Recreation Center construction FY2018 Highlights Achieved cost recovery goal of 52.3% (50% goal) Construction of new Mandel Recreation Center began in July 2018 Offered 225 programs, serving over 14,100 participants 3

8 FY2019 Priorities Take necessary steps to keep the completion of the new Mandel Recreation Center moving forward and evaluating programs and instructors for deployment after opening Work with CMAR Hedrick Brothers Construction to keep construction on task Offer limited recreational opportunities throughout the construction at alternate sites Update staffing and operation plan to provide higher level of customer service Town Docks Effectiveness/Output Measures FY2015 Actual FY2016 Actual FY2017 Actual FY2018 Actual Annual and Seasonal Occupancy 100% (83) 100% (83) 99% (82) NA Annual Occupancy 87% (72) 90% (75) 93% (77) 94% (78) Total Transient Vessels Total Transient Nights 1,921 2,176 1,822 2,089 Transient Average Nights of Stay Lease Retention 83% 83% 83% 80% Operating Cost Recovery 379.7% 392.7% 402.6% 433.9% FY2018 Highlights Achieved cost recovery of 433.9% (350% goal) Achieved 94% annual occupancy Generated the most revenue in Town Docks history (more than $4,084,000) Completed selection process for consultant (W.F. Baird & Associates) to develop a master plan for the Town Docks and accessory structures and selected engineering services and environmental permitting contractors (Edgewater Resources LLC) FY2019 Priorities Increase transient revenue Engage with patrons and community groups to incorporate feedback and ideas in developing the master plan Implement enhanced staff training opportunities focusing on customer service Par 3 Golf Course Effectiveness/Output Measures FY2015 Actual FY2016 Actual FY2017 Actual FY2018 Actual Total Lessons/Clinics Participation 2,227 1,695 1,528 1,363 Range Buckets Sold 17,139 15,450 11,678 18,552 Total Rounds of Golf 35,379 36,861 36,757 38,089 Tournaments/Outings Hosted Resident/Nonresident Ratio 15/85 20/80 18/82 19/81 Operating Cost Recovery 151.7%* 149.4% 132.3% 150.5% 4

9 FY2018 Highlights Achieved cost recovery of 150.5% (110% goal) Generated the most revenue in the Par 3 s history (more than $2,245,000) Projects completed included: Clubhouse - painted inside and outside, subway tile installed in both restrooms, replaced AC air condensers, upgraded Wi-Fi; Golf Course - laser leveled 18 tees, removing portion of cattails from the west lake, replaced synthetic turf on the driving range, trimmed all trees and mangroves on property in-house, verti-cut tees and fairways Hosted 93 tournaments and outings FY2019 Priorities Enhance quality of the Par 3 Golf Course experience through improved maintenance at the Clubhouse and on the Golf Course and adding additional teaching pros Implement staff training opportunities focusing on customer service Continue to engage with participants to incorporate feedback and ideas in programming services and facilities As a reminder, starting with the FY2019 budget, the Palm Beach Par 3 Golf Course and Town Docks are in two separate independent business enterprise funds, while Recreation Administration, Recreation Center and Tennis have been moved to the General Fund. Overall, the Recreation Department had a good year in FY2018 and is situated for an exciting and successful future. c: Tony Chateauvert, Golf Course Manager Michael Horn, Dockmaster 5

10 Town of Palm Beach Recreation Department RECREATION CENTER STAFF REPORT Recreation Advisory Commission Meeting January 7, 2019 Seaview Park The construction of the Mandel Recreation Center remains on-schedule, with completion expected in the fall of With the concrete poured and some concrete blocks up, the building is beginning to take shape. Those who wish may follow the progress online with construction photos posted regularly at palmbeachrecreation.com, Recreation Center Project. Adult and Youth Programs The fall session wrapped up with programs held at the Palm Beach Day Academy, Palm Beach Public School, Bethesda-By-The-Sea Episcopal Church and the Palm Beach Central Fire Rescue Station EOC Conference Room. Additionally, we offered a small winter camp at Palm Beach Day Academy. We will be utilizing the same spaces for the winter 2019 session. Youth programs offered will include Indoor Soccer, Fencing, Communications Arts Prep, Boys & Girls Lacrosse and Story Time Soccer at various locations of the Palm Beach Day Academy campus and the Palm Beach Public School. Adult programs offered will include language classes Italian I & II, French I & II, Spanish I & Advanced Beginners, Painting/Drawing, Toning, Digital Photography, and Stretching. These will be offered at the Palm Beach Central Fire Station EOC Conference Room and Bethesda-By-The-Sea. TENNIS CENTERS Court Conditions and Usage Many participants have commented on the high quality and playability of the courts. This is due to the juggling of full and part-time staff members schedules to allow for a bit more on-court maintenance time most days. Participants at Seaview Park seem adjusted to the new entrances, occasional court down-time and parking constraints due to construction. Phipps Ocean Park is very busy in the mornings, with the regular mixers and general play increasing as we near the height of season. Play at both centers was strong in October and November, combined with the busy December it seems to be a solid kick-off to the new year. Team Tennis Due to the construction at Seaview Park, impacts to parking as well as the lack of amenities such as the viewing pavilion, Town teams will play most of their matches at Phipps Ocean Park

11 Staff Report Recreation Advisory Commission Meeting 11/7/17 Tennis Center this winter. Practices normally held at Seaview will remain there. The Town will host the following teams during the winter: PBC Women s Tennis Association Open Division PBC Women s Tennis Association Division 1 PBC Women s Tennis Association Division 6 Palm League Team Queens III PBC Senior Tennis League, Men s PBC Senior Tennis League, Women s Teaching Services Head Pro Dejan Minic, USPTA/PTR and Assistant Pros Sean Bianca Lee, PTR, Armand Segodo, USPTA, Mickael Barziza, USPTA, and Ivo Ljubobratic, PTR, are geared up for a season of programs, clinics, lessons and leagues. Dejan anticipates a very busy season. The winter Junior Jams Camp was so popular that a wait was necessary. PAR 3 GOLF COURSE Golf Rounds The Palm Beach Par 3 continues to set records each year and 2018 was no exception. With more than 38,000 rounds and over $2.2 million in revenue, it was again a record year. FY19 is off to a terrific start and we are well ahead of last year s numbers. Comparison of FY17 to FY18, October 1- November 30 Par 3 Golf Course FY 2018 FY 2019 Variance Total Rounds of Golf 5,255 6, % Course and Clubhouse Conditions With the clubhouse seeing so much traffic year round, we have staff dedicated to keeping the clubhouse and surrounding areas clean and attractive. Prior to season, the clubhouse and walkways were power washed; door hinges fixed and touch up paint applied where needed! TripAdvisor again rates us at 4.8 out of 5 stars. The golf course is in excellent shape going into our high season as rounds of golf continue to increase. Upcoming Season January of 2018 was a bad weather month and had a negative effect on rounds of golf. Looking forward, we are hoping this January to be slightly better and steadily gain rounds over this winter. Teaching Services We have expanded the teaching program to include 8 highly acclaimed teaching professionals. Once again, we will offer a free clinic to introduce our professionals and get them teaching. We have added to the clinic programs, which offer affordable instruction, and now includes afternoon sessions on certain dates. Page 2 of 2