08-14-2019 VC BWS-MSUMMARY MINUTES OF BUDGET WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
August 14, 2019
Present: Darryl C. Aubrey, Sc.D., Mayor
Mark Mullinix, Vice Mayor
David B. Norris, President Pro Tem
Susan Bickel, Councilmember
Deborah Searcy, Councilmember
Andrew D. Lukasik, Village Manager
Leonard G. Rubin, P.A., Village Attorney
Jessica Green, Village Clerk
ROLL CALL
Mayor Aubrey called the meeting to order at 7:00 p.m. All members of Council were present. All
members of staff were present.
PURPOSE OF THE MEETING
Mr. Lukasik provided an overview of the budgets for Parks and Recreation, Tennis and Pool
Operations, and the Country Club. He noted Parks and Recreation was going through an overhaul
as they update policies, procedures, and practices and pointed out that adjustments may need to
be made later to the Tennis and Pool budgets. The following items were reviewed:
• FY 2020 PARKS AND RECREATION STAFFING
• PARKS AND RECREATION PROGRAMS
• PARKS AND RECREATION YOUTH SPORTS
• PARKS AND RECREATION SPECIAL EVENTS
• PARKS AND RECREATION FACILITIES
• FY 2020 PARKS AND RECREATION KEY ISSUES
• FY 2020 PARKS AND RECREATION BUDGET SUMMARY
• FY 2020 TENNIS AND POOL OPERATIONS STAFFING
• FY 2020 TENNIS BUDGET HIGHLIGHTS
• TENNIS FEE SCHEDULE CHANGES
• FY 2020 TENNIS BUDGET SUMMARY
• FY 2020 POOL BUDGET HIGHLIGHTS
• FY 2020 POOL BUDGET SUMMARY
• FY 2020 COUNTRY CLUB STAFFING
• FY 2020 COUNTRY CLUB BUDGET SUMMARY (COMBINED)
• FY 2020 GOLF BUDGET HIGHLIGHTS
• GOLF FEE SCHEDULE CHANGES
• FY 2020 GOLF BUDGET SUMMARY
• FY 2020 FOOD AND BEVERAGE BUDGET HIGHLIGHTS
• FY 2020 FOOD AND BEVERAGE BUDGET SUMMARY
• FY 2020 COUNTRY CLUB ADMINISTRATION BUDGET SUMMARY
Village Council Workshop Session held August 14, 2019
Page 2 of 9
2020 PARKS AND RECREATION STAFFING
Director of Parks and Recreation Russ Ruskay provided an overview on Parks and Recreation
staffing. He outlined changes to staffing, including:
• Reassigning part-time staff to expand the Community Center morning hours and
activities
• Moving one employee into a position where she is better qualified
• Changing the culture by exploring new ways to plan and developing a "two employee
team" approach to each function, adding fresh sets of ideas
• Recreation Director meeting with the Public Works management team to better
coordinate operations and project planning
• Implemented weekly staff meetings
Summary FY 2020
Full -Time 5
Part -Time 16
FY 2019 Change
5 0
23 -7
Discussion ensued regarding the Parks and Recreation organizational chart and overall reduction
in staffing for the department.
PARKS AND RECREATION PROGRAMS
Mr. Ruskay provided an update on Parks and Recreation programs, including:
• Classes reorganized to have consistent fee structures/agreements, and preparing for the
Needs Assessment project
• Electronic surveys sent out after each program
• Evaluate current classes and determine the value to the community
• Place a stronger emphasis on promoting programs through social media outlets
• Staff collaboration with the Country Club on community programs to bring residents back
to the club, including a Club/Recreation calendar
• Have the capacity to add additional classes and programs
PARKS AND RECREATION YOUTH SPORTS
Mr. Ruskay provided an update on plans for youth sports, including:
• Declining numbers — plan to totally redevelop the youth sports function by focusing on the
younger age children in an effort to build a solid grassroots program moving forward with
specific branding
• Offer various sports clinics and promote youth sports programs at other Village events
• Promote the Village youth sports program with a focus on recreation and fundamentals as
opposed to competitive programs
• Expand the advertising of the programs through various social media avenues
• Have the capacity to add programs
Mr. Ruskay showed a chart of youth participation in sports from 2014 to 2019, showing a drop
off in participation in 2019 in soccer, basketball, and flag football. He stated all leagues are co-ed
and include ages 6.5 to 17.
Village Council Workshop Session held August 14, 2019
Page 3 of 9
Discussion ensued regarding factors going into the drop in enrollment, including area programs
that start at early ages, girls not wanting to participate in co-ed programs, and national trends.
Mr. Ruskay noted the sports offerings would be expanded based on the Needs Assessment and
pointed out that there was no longer baseball in the community so Parks and Recreation would be
looking at filling the need.
PARKS AND RECREATION SPECIAL EVENTS
Mr. Ruskay provided an update on special events plans in FY 2020, including:
• Currently offering a well-planned series of 12 special events per year
• Goal to develop a more comprehensive sponsorship program to generate additional
revenue and promote business community participation
• Heritage Day — plan to form a resident event committee to enhance the efforts of the
Village Staff in the planning and operations
• Maintain the current number of trips (24)
• Current staffing level does not have the capacity to add events
Discussion ensued regarding sponsorship opportunities and community tie-ins.
PARKS AND RECREATION FACILITIES
Mr. Ruskay provided an update on plans for FY 2020 in facilities:
• Renovations
o Anchorage Park Dry Storage
o Volleyball courts at Anchorage Park
o Anchorage Park Dog Park
o Outdoor basketball courts at Community Center
• Continuation of the park equipment and furniture replacement program, with
standardization of benches, trash cans, signs, etc.
• Contracted with State certified playground inspector to do semi-annual inspections for
playground safety
FY 2020 PARKS AND RECREATION KEY ISSUES
Mr. Ruskay outlined key issues and projects for Parks and Recreation in FY 2020, including:
• Collaborate with residents regarding Lakeside Park operations and planning
• Update and develop a more efficient and transparent waiting list for the wet slips and dry
storage spaces
• Revised the pending Master Plan RFP to a Needs Assessment RFQ, bringing greater value
to the community for the amount currently budgeted
Discussion ensued regarding the dry storage and the number of people on the waiting list for
spaces to open up.
Village Council Workshop Session held August 14, 2019 Page 4 of 9
Mr. Ruskay stated it was his professional opinion that the Village should be looking at a Needs
Assessment, making a revision to the plan to create a Master Plan in the interest of getting more
resident and staff comment and getting the most value for the money. The Councilmembers
discussed the budget implications and long-term needs. They decided by consensus to follow Mr.
Ruskay's advice.
Mr. Lukasik outlined proposed changes to the Recreation Fee Schedule, including the adjustment
of the cost of the north floating docks to $3,300 per year. Discussion ensued regarding comparison
rates and the steps for implementation of the change. A consensus was reached to increase the cost
of the south dock slightly, as well.
Mr. Lukasik stated spots were being reserved for RVs to give options to those who were in
violation of the Ordinance and recommended a reduced rate for RVs in dry storage for FY 2020
only of $750. Discussion ensued regarding rates that were already lower than market and whether
the reduction represented positive goodwill or would result in frustration next year. The
Councilmembers and staff discussed upgrades needed in dry storage and what other locations were
charging. Consensus was to make adjustments based on area trends.
Mr. Lukasik reviewed notes on the FY 2019 and projected FY 2020 recreation revenues, noting
camp programs revenue was down due to no teen camp in 2019 and changes were budgeted to
reflect historical trends. Discussion ensued regarding holding a summer camp at the Country Club.
FY 2020 PARKS AND RECREATION BUDGET SUMMARY
% Increase/
$ Increase/
Category
FY 2020 Budget
FY 2019 Budget Decrease
Decrease
Salary &
Benefits
$6045062
$701,440 -13.88%
($975378)
Operating
$56700
$538,178 5.36%
$28,822
Total Expenses
$1,1715062
$1,239,618 -5.53%
($685556)
Discussion ensued regarding utility costs.
FY 2020 TENNIS AND POOL OPERATIONS STAFFING
Mr. Lukasik reviewed the Tennis and Pool staffing. He outlined changes to staffing, including:
• Reassigning a Recreation Supervisor to become Tennis Supervisor (name change only)
• Addition of a Pool Supervisor
• Addition of a part-time Camp Counselor (cost neutral) under Tennis Operations and two
(2) Recreation Assistants under Pool Operations
Summary FY 2020 FY 2019 Change
Full -Time 2 1 +1
Part -Time 22 19 +3
Instructor The number of instructors will vary based on program development.
Village Council Workshop Session held August 14, 2019 Page 5 of 9
FY 2020 TENNIS BUDGET HIGHLIGHTS
Mr. Lukasik reviewed the FY 2020 Tennis Budget highlights, including:
• Dues increased in line with competitors and offering
• Addition of Camp Counselor provides opportunities to grow camp program revenue
• Increase monthly events to drive revenue, membership, and camaraderie of community
• Resident card offers special rates for tennis, pool, and golf
• Staff focused on improving member/guest customer service and overall condition of
facility, minus capital infusion for FY 2020
Discussion ensued regarding growing the camp offerings.
TENNIS FEE SCHEDULE CHANGES
Beth Davis, Country Club General Manager, outlined proposed changes to the Tennis Fee
Schedule and projected revenue increases totaling 34.47 percent. She noted upgrades to facilities
and programming had been made, but fees had not increased in five (5) years or more. Discussion
ensued regarding the tennis membership and benefits, and promotion of programming.
FY 2020 TENNIS BUDGET SUMMARY
% Increase/
$ Increase/
Category
FY 2020 Budget FY 2019 Budget
Decrease
Decrease
Salary &
Benefits
$555,834 $421,214
31.96%
$1345620
Operating
$170,700 $136,960
24.63%
$33,740
Total Expenses
$726,534 $558,174
30.16%
$168,360
Ms. Davis reviewed changes in each section of the Tennis budget, pointing out tennis instructors
were now part-time employees due to the advice from the IRS audit, and an increased materials
and supplies budget was to cover trees and sod for landscaping improvements and a shade
structure.
Councilmember Searcy asked about creating a children's section in the merchandise store.
Discussion ensued.
Mr. Lukasik clarified how budget shortfalls were handled, through transfer from General Fund in
order to allow the departments to continue to invest in themselves.
Tennis Supervisor Jackie Wheeler responded to questions from Councilmembers regarding
programming and options at nearby clubs, as well as the profits made from tennis lessons.
Village Council Workshop Session held August 14, 2019 Page 6 of 9
FY 2020 POOL BUDGET HIGHLIGHTS
Ms. Davis outlined highlights of the FY 2020 Pool Budget, including:
• Upgraded existing pool and added splash pad with interactive features to drive daily
revenue and memberships
• Addition of pool pump for operational efficiency
• 2019-2020 Farmer's Table NPB, LLC, provided Snack Bar service poolside
• Increase in special events and pool parties to drive food and beverage revenue, pool rentals,
membership dues, and daily fees to offset operating costs
• Multiple training classes offered through American Red Cross
Ms. Davis reviewed the Pool Fee Schedule and stated no changes were proposed except removal
of the tiki but charges, as the huts had been removed. Discussion ensued regarding raising the
daily and membership rates. The consensus was to revisit the matter later in the budget season.
FY 2020 POOL BUDGET SUMMARY
% Increase/
$ Increase/
Category
FY 2020 Budget FY 2019 Budget
Decrease
Decrease
Salary &
Benefits
$189,566 $69,354
173.33%
$120,212
Operating
$134,635 $95,575
40.87%
$39,060
Total Expenses
$324,201 $164,929
96.57%
$159,272
Ms. Davis reviewed changes, including one (1) full-time Pool Supervisor and two (2) part-time
Recreation Assistant positions which were previously in the Recreations Budget, the addition of
a pool maintenance contract, added funds for unforeseen repairs and maintenance costs throughout
the year, and rental for pool inflatables for various events throughout the year.
Discussion ensued regarding additional ways to market the pool to expand opportunities for
outside revenue streams.
FY 2020 COUNTRY CLUB STAFFING
Ms. Davis reviewed the organizational chart for the Country Club, explaining as General Manager
she also oversees the Pool and Tennis operations, which are budgeted in the General Fund. Ms.
Davis outlined changes to staffing, including:
• Addition of a part-time Administrative Coordinator
• Addition of a full-time Trades Mechanic
• Shifting from First and Second Assistant Golf Professionals to two (2) Assistant Golf
Professionals
• Replacement of a Sales and Marketing Rep with a Golf -Merchandising Assistant
Summary FY 2020 FY 2019 Change
Full -Time 7 6 +1
Part -Time 28 27 +l
Village Council Workshop Session held August 14, 2019
FY 2020 COUNTRY CLUB BUDGET SUMMARY (COMBINED)
Revenue
Personnel Costs
Operating Costs
Capital Outlay
Debt Services
Reserves
Total Expenses
FY 2020 Budget
$3,987,588
$1,006,219
$2,547,680
0
$433,689
0
$3,987,588
Page 7 of 9
% Increase/ $ Increase/
FY 2019 Budget
Decrease
Decrease
$298809256
38.45%
$191079332
$828,298
21.48%
$177,921
$1,618,269
63.52%
$929,411
0
0
0
$43309
0
0
0
0
0
$298809256
38.45%
$191079332
FY 2020 GOLF BUDGET HIGHLIGHTS
Allen Bowman, Director of Golf, outlined highlights of the Golf Budget, including:
• Upgrade new Golf POS System to Golf -frac 3.1
• 25% dues increase, in line with main competitor
• True fiscal year for golf dues to match Village's fiscal year
• Nominal increase in other fees to include cart, walking, and resident card
• Change in guest policy will eliminate non-residents gaming the system and protect the
integrity of offering
• Addition of Golf Merchandising Assistant to help increase merchandise revenue
• Hire outside marketing vendor to increase national exposure
• New golf course maintenance vendor resulted in increase in contract labor and enhanced
condition of the course and range
GOLF FEE SCHEDULE CHANGES
Mr. Bowman outlined a proposed fee schedule change, with a 25 percent increase in all areas
except Corporate Membership. He reviewed projected revenues and discussion ensued regarding
management of guests and visitors and the costs. Consensus was to review the fees further before
finalizing for FY 2020
FY 2020 GOLF BUDGET SUMMARY
% Increase/
$ Increase/
Category
FY 2020 Budget FY 2019 Budget
Decrease
Decrease
Salary &
Benefits
$793,618 $596,460
33.05%
$197,158
Operating
$2,429,425 $1,535,700
58.20%
$893,725
Total Expenses
$3,656,732 $2,565,849
42.52%
$1,090,883
Mr. Bowman reviewed changes and broke down line items for further explanation, including:
• Addition of full-time Trades Mechanic position
• Several vacant positions were not budgeted in FY 2019 due to the course being closed
• Marketing firm vs. budgeted position under advertising and marketing
• Increased business resulting in an increase in the charge card fee
• Increases in contractual services including the golf maintenance contract, landscaping, and
j anitorial
• Increases to expenses for trees and sod, golf supplies, and range balls
Village Council Workshop Session held August 14, 2019 Page 8 of 9
• Increase in merchandise
• Repairs and maintenance increased for incidental repairs and maintenance on clubhouse,
holiday lighting, exterminating, tree trimming, and irrigation
• Utility expenses for new building consolidated into one budget
Discussion ensued regarding utilities and expenses.
FY 2020 FOOD AND BEVERAGE BUDGET HIGHLIGHTS
Mr. Lukasik outlined highlights in the Food and Beverage budget, including:
• Lease established with Farmer's Table NPB, LLC, for $100,000 annually
• $5 million food and beverage gross revenue projected year one (1), with five (5) percent
of gross over $2 million going to the Village
• Operator to reimburse 50 percent of utility costs
• Operator to pay up to $12,000 for property tax assessment
• All facility upgrades and FF&E remain with the Country Club
• Operator responsible for all food and beverage staffing and payroll related costs
• Farmer's Table works directly with Club GM to ensure smooth flow of operation and
member -service focus
FY 2020 FOOD AND BEVERAGE BUDGET SUMMARY
Description FY 2020 Revenue Comment
Lease $215,000 8 -month lease in first year, assumes $5
million in sales
Reimbursement to Village $114,500 50% of utility costs and up to $12,000
for property tax assessment
Total Revenue $3299500
% Increase/ $ Increase/
Category FY 2020 Budget FY 2019 Budget Decrease Decrease
Salary &
Benefits 0 0 0 0
Operating $5000 $12,314 306.04% $37,686
Total Expenses $50,000 $12,314 306.04% $375686
Mr. Lukasik explained the operating costs for FY 2020 included reimbursement of the Food and
Beverage Broker commission per the lease agreement and property tax assessment, $12,000 of
which was reimbursable by the operator.
FY 2020 COUNTRY CLUB ADMINISTRATION BUDGET SUMMARY
% Increase/
$ Increase/
Category
FY 2020 Budget
FY 2019 Budget
Decrease
Decrease
Salary &
Benefits
$212,601
$231,838
-8.30%
($19,237)
Operating
$21,700
$23,700
2.11%
($2,000)
Total Expenses
$280,856
$302,093
-7.03%
($21,237)
Village Council Workshop Session held August 14, 2019
Page 9 of 9
FY 2020 BUDGET HEARING AND WORKSHOP DATES
Mr. Lukasik outlined the Budget Workshop dates and stated hearings would be scheduled for
t
September 12 and 26. He explained the Council would be discussing the Police, Fire Rescue, and
Community Development Budgets at the next meeting on August 21.
ADJOURNMENT
With no further business to come before the Council, the meeting adjourned at 9:49 p.m.
Jes ica Green, MM i lage Clerk