Board of Trustees

MEETING NOTICE Village of Scarsdale A Work Session of the Scarsdale Village Board of Trustees is scheduled for 5:00 PM on Tuesday, September 20, 2022. The meeting will be held in Village Hall. Members of the public wishing to participate in the meeting remotely can do so via online link at https://zoom.us/j/93183703358, or call into the meeting using 1-929-436-2866 and entering the Meeting ID 931 8370 3358.* Upon opening the Work Session in public, it is anticipated that the Village Board will act upon a motion to convene in Executive Session for agenda item #1 below. At the close of the Executive Session the Village Board will convene for agenda item #2 below. 1. Executive Session - Personnel - 5:00 PM 2. Pre-budget Discussion – Recreation Fees and Charges - Rutherford Hall - 6:00 PM CS: 09-15-22 E-MAIL: Journal News (Lohud) Scarsdale 10583 Scarsdale Hamlet Hub Scarsdale Inquirer The Daily Scarsdale cc: Lobby Bulletin Board *For a brief Zoom tutorial or to troubleshoot a problem, see here: https://support.zoom.us/hc/en- us/articles/205566129-Raise-Hand-In-Webinar. For other user questions, please visit the Zoom Help Center: https://support.z-oom.us/hc/en-us. Village of Scarsdale Fees & Charges – Policy Discussion  Goals for Tonight’s Discussion 1. Establish a policy for the Department of Parks, Recreation and Conservation to adhere to with respect to the desired percent of return to expenses per fiscal year 2. Create a guideline for determining annual program fee increases * Increase fees based off previous year’s CPI increase? * Standard increase across the board based off a fixed percentage? * Review each program offered and propose a fee increase based off staff/contractor discussions Traditional Budget Parks, Recreation and Conservation 5% 5% of Budget 95% 65% of cost covered by revenue Village Budget PRC Budget Percentage of Return to Expenses Fiscal Year 2022/23 Proposed Budget = 65% revenue return to expenses REVENUE EXPENSE % RETURN ADMINISTRATION $0 $705,967 0% YOUTH CAMPS $921,740 $880,950 105% WEINBERG NATURE CENTER $157,000 $173,371 90% FACILITIES/PARKS $85,000 $612,217 14% RECREATION $659,435 $633,589 104% SENIOR CITIZENS $4,850 $67,490 7% TENNIS $513,685 $569,030 90% DEPARTMENT TOTAL $2,341,710 $3,617,986 65% PRC BUDGET WITHOUT ADMINISTRATION AND PARKS Revenue producing Cost Centers TOTAL $2,256,710 $2,324,430 97%  % Return – Municipal Comparison Scarsdale Department of Parks, Recreation and Conservation Directive has traditionally been to achieve a percent of return ranging from 62%-67% FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 21/22 Proposed / Actual Proposed / Actual Proposed / Actual Proposed / Actual Proposed / Actual 68% / 70% 70% / 70% 68% / 61% 65% / 60% 62% / 73% Municipality Briarcliff Cortlandt Croton Eastchester Greenburgh Hastings Mamaroneck Rye Yorktown Does your Board of Trustees set a goal of NO NO NO NO NO NO NO NO NO percentage of return on expenses? What percentage of return are you expected N/A N/A N/A N/A N/A N/A N/A N/A N/A to meet? Varies: Based on How do you determine sometimes by Reviewed municipal annual fee increases for municipal Parks and Rec. Annual Program Annual Program Annual Program with comparison Annual Program Annual Program the programs offered by comparison and commission review review review comptroller expenses, staff, review review your Recreation other times adjusts pricing each year operating Department? based on budget affordability Department of PRC Recommendations 1. Continue establishing annual budgets for ALL Cost Centers (excluding the Pool Enterprise Fund) of the Department of PRC with a goal rate of return of revenue to expenses ranging from: 62-67% 2. Prepare annual budgets for revenue producing cost centers (excluding Administration and Facilities/Parks), with a goal rate of return of revenue to expenses ranging from: 90-95%  Discussion Does the Board desire to apply a percent of return approach to expenses for the Department of Parks, Recreation and Conservation?  How do we establish program fees? SCARSDALE Average cost per contract hour: range of $20-$30 Percentage of payment to vendor: either 25/75% or 30/70% depending on program Municipality Briarcliff Cortlandt Croton Eastchester Greenburgh Hastings Mamaroneck Rye Yorktown Does your municipality contract out with for- profit vendors to run YES YES YES YES YES YES YES YES YES your recreation programs? What is agreement for Village 20% Town 20% Village 10-20% Town 10-25% City 20% Village 20% Town 30% City 20% Town 30% payment to vendors? Vendor 80% Vendor 80% Vendor 80-90% Vendor 75-90% Vendor 80% Vendor 80% Vendor 70% Vendor 80% Vendor 70% $20 per hour Widely varies Varies: class from $12 - $32 What is the average program fees per hour per cost per contact hour are not based N/A N/A N/A N/A N/A N/A Average class per program? participant, on this that runs over depending on formula 8 weeks is vendor $160  Youth Camp Fees – Municipality Comparison Municipality Briarcliff Cortlandt Croton Eastchester Greenburgh Hastings Mamaroneck Rye Yorktown SCARSDALE 5 weeks 6 weeks 6 weeks 6 weeks 6 weeks 6 weeks 6 weeks 6 weeks 5 weeks 5 weeks # of weeks and cost? $1,200 $1,060-$1,175 $945 $1,000 $860 $725 $1,150 $1,200 $500 $1,350 # of staff hired 100 80 30 153 170 100 N/A 108 meet ratio 158 Do you pay equivalent to no no no no no YES no YES no YES minimum wage Do you offer swimming? yes yes yes yes yes yes yes yes yes yes # of days swimming per 3 to 5 5 2 to 3 2 to 3 5 5 2 2 to 3 5 5 week Free Swim, Lessons, or both both free swim free swim both both free swim both free swim both both # of additional staff hired 12 0 0 10 15+ 15 8 3 8 30 for swimming Do you offer transportation to/from no no no no YES no no no no YES camp? $216 first child Cost of transportation? n/a n/a n/a n/a n/a n/a n/a n/a $400 $108 siblings Department of PRC Recommendations 1. Continue Department of PRC practice of proposing program fees after Department Staff performs annual program evaluations. 2. Fees will be proposed in accordance with anticipated future programmatic expenses, while meeting the goal of the established percent of return of revenue to expenses.  Discussion ⁕ What are the guidelines for annual program fee increases? ⁕ Should we increase fees using CPI increase? ⁕ Do we use a fixed percentage increase across the board? ⁕ Should each individual program offered be evaluated based on staff/contractor discussions? (proposed recommendation)