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Austin Parks and Recreation Department Financial Services Division PARB Finance Committee Presentation March 9, 2021 FISCAL YEAR 2021 CURRENT YEAR ESTIMATE 2 CURRENT YEAR ESTIMATE (CYE) • The level of revenue, expenditures, or performance data projected to be received, spent, or achieved by the end of the current fiscal period • Conveys financial status to City Council, City management, and residents; presented in monthly fund summaries and Annual Budget Documents • The CYE is a critical factor in determining what a department will need in the future; helps guide decisions and informs the budget process 3 Parks and Recreation Department CURRENT YEAR ESTIMATE EXPENDITURES FY 2021 Operating Budget Current Budget $109,807,598 Year To Date Expenditures through Dec 2020 $8,019,972 Current Year Estimate $104,042,699* Assumptions: • Current status of business operations will continue for remainder of the fiscal year • Projected savings due to vacancies, perm and temp *FY2021 includes required COVID response cost saving 4 Parks and Recreation Department CURRENT YEAR ESTIMATE EXPENDITURES Yearly Comparison of Expenditures Budget Expenditures % Budget Spent FY 2018 $91,747,535 $89,405,355 97% FY 2019 $100,013,335 $98,945,659 99% FY 2020 $106,426,274 $96,084,058* 90% FY2021 Est. $109,807,598 $104,042,699* 95% * includes required COVID response cost saving 5 Parks and Recreation Department CURRENT YEAR ESTIMATE EXAMPLE Barton Springs Pool FY 2021 Operating Budget Current Budget Year To Date Expenditures through Dec 2020 Current Year Estimate FY 2020 Actual FY 2019 Actual $1,427,595 $234,392 $1,127,595 $1,109,467 $1,256,412 6 Parks and Recreation Department CURRENT YEAR ESTIMATE Revenue FY 2021 Revenue Current Budget Year To Date Revenue through Dec 2020 $23,300,178 $4,468,065 Current Year Estimate $14,426,919 Assumptions: • Current status of business operations will continue for remainder of the fiscal year • Projected loses due to COVID-19 related closures 7 Parks and Recreation Department CURRENT YEAR ESTIMATE Revenue Yearly Comparison of Revenue Budget Revenue % Revenue FY 2018 $20,693,173 $20,888,217 101% FY 2019 $22,456,208 $22,438,188 100% FY 2020 $23,306,095 $13,896,162 60% FY2021 Est. $23,300,178 $14,426,919 62% 8 Parks and Recreation Department CURRENT YEAR ESTIMATE EXAMPLE Barton Springs Pool FY 2021 Revenue Current Budget Year To Date Revenue through Dec 2020 Current Year Estimate FY 2020 Actual FY 2019 Actual $2,829,854 ($560) $544,432 $194,496 $3,065,236 9 FISCAL YEAR 2022 DIVISION BUDGET SUBMITTALS 10 The Operating Budget Cycle Mid-Aug: Budget Adoption Oct 1: Start of Fiscal Year May-Jul: Proposed Budget Nov-Dec: Goal Setting Jan-Apr: Forecast Process 11 PARD Approved Budget and Full Time Employees (FTE) FY2011 – FY2021 t e g d u B d e v o r p p A $120,000,000 $110,000,000 $100,000,000 $90,000,000 $80,000,000 $70,000,000 $60,000,000 $50,000,000 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Approved Budget $53,368,585 $55,114,946 $62,821,869 $71,922,427 $83,462,865 $86,794,375 $94,635,682 $98,260,951 $101,015,988 $106,426,274 $109,727,598 FTE 577.25 578.25 594.75 663.75 681.75 693.75 695.75 694.75 719.25 734.75 744.75 Approved Budget FTE 800 750 700 650 600 550 500 ) E T F ( s e e y o p m E e m T i l l l u F FINANCIAL FORECAST DIVISION SUBMITTAL PARAMETERS BASE COST DRIVER DEFINITION: General Fund and Support Services departments must develop a forecast with only baseline requirements. In other words, the only increases allowable are those necessary to accommodate items previously authorized by Council. Examples of acceptable forecast items that increase the Department’s budget are: • Costs of a new facility that will be opened part-way through FY 2022 • Costs related to annexations or new facilities • Lease increases, legislative directives, contractual commitments 13 DIVISION SUBMITTAL FORM Divisions Submit Requests with the following: • AS-IS State: What is the current situation? • TO-BE STATE: Why do you need an increase in funding/staff? • PARD Goals & SD23 impact • Proposed estimated expenditures 14 DIVISION SUBMITTAL EXAMPLE APPROVED FY2020 • Montopolis Recreation Center Renovation • Dove Springs Recreation Center Expansion • Recycling Initiative • Increases in support of Operations & Maintenance FY2021 • Contract Increases Department-wide • Forestry Services for Parkland Acquisitions 15 DIVISION SUBMITTAL EXAMPLE SUMMARY Montopolis Recreation & Community Center • Conceived as part of the 2012 Bond, for which voters approved $15.5 million • Joint-use facility for the Austin Public Health and Parks and Recreation Departments • FY20 approved division submittal: $495K (5 FTEs) • PARD Full-year operating budget is $1.2 million (includes 9 positions) 16 BUDGET REVIEW RESOURCES Available to the Public 17 OPEN BUDGET ATX Open Budget ATX 18 OTHER RESOURCES Open Budget ATX http://budget.austintexas.gov/#!/year/default Austin Finance Online – Annual Budgets Archive https://www.austintexas.gov/financeonline/finance/ Council Budget Questions City of Austin – Council Budget Questions | AustinTexas.gov SpeakUp Austin! https://www.speakupaustin.org/budget-2022 19 KEY DATES Mar 12 Mar 23 Apr 9 Apr 16 May 7 Jul 9 Dept Forecast deliverables due to Budget Office Parks and Recreation Board Meeting Boards and Commission Recommendations Due Forecast Report delivered to Council by Budget Office Dept Proposed Budget deliverables due to Budget Office Proposed Budget Presentation by Budget Office Jul 22/Jul 29 Budget Hearings Jul 27/Aug 3 Council Budget Work Session Aug 11 Tax Rate Hearing & Budget Readings 20