FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #10
MEETING DATE: May 1, 2024
PREPARED FOR: Mayor and Town Council
PREPARED BY: Anne Mannes, Recreation and Community Services Manager SUBJECT: Receive Fairfax Department of Recreation and Community Services Quarterly Financial January to March report
RECOMMENDATION
Receive Recreation and Community Services Quarterly Report.
DISCUSSION
The attached summary report covers the January to March programs:
• Quarterly Financial (reviewed by Michael Vivrette)
• Revenue Detail and additional summary
The Recreation and Community Services Department serves the Fairfax population and beyond and provides all age groups affordable, fun programs, events, and opportunities to use Town facilities for gatherings and cultural events.
During the Winter quarter, the RCS Manager worked to plan for the upcoming spring and summer season, which involves schedule coordination with several individuals and partnerships. This work also includes setting up our Active Net registration system, generating updated information for the website and a recreation specific newsletter. Additionally, the department is responsible for producing, and distributing the Spring/Summer 2024 brochure to all Fairfax residents, approximately 150 nonresidents. Promotional work is ongoing. In this quarter, we successfully transitioned from a long time Age Friendly Yoga instructor and secured new instructor for popular classes for our senior population, article featured in Marin IJ.
While also hosting and supporting several ongoing classes, including a renewed partnership with Higgins Tennis, we hired spring and summer staff and independent contractors for our classes and camps which includes handling paperwork, such as, contracts and invoice processing. The Pavilion is a popular place after school and evening spot during the rainy season and we welcomed several smaller soccer and basketball groups this year in addition to our usual CYO partnership. We booked and received rental income for birthday parties, a memorial service (that brought in over 500 people) and more.
Additionally, during this quarter, Fairfax’s Events and Volunteer Coordinator, recruited two new members to PARC who were interviewed and appointed by the Town Council in February; allowing PARC to resume meeting after a two-month hiatus due to lack of quorum. Building on that momentum, we received an additional 3 applications from potential candidates to serve on PARC to fill one remaining vacancy; interviews to take place on May 1st. During this quarter’s PARC meetings, approval for memorial benches 2 for Dave MacDonald and Dirk Ooijkaas respectively were secured and we approved mosaic tile project proposal from AIR Sharon Virtue for background at the Art in the Parkade lot. We received a $4,000 donation from a community member to support the mosaic project. Clerical work included updating the Disaster Council directory and posting online agenda for Open Space Committee and the Emergency Preparedness.
In March, two popular community events took place, the Alice in Wonderland Tea Party on March 23rd with our largest audience yet of 76 participants and the Spring Egg Hunt on March 30th. These events require coordination efforts, such as, preparing the eggs and candy for the hunt, and booking children’s entertainment. Due to the popularity of the tea event, we are looking to host it in the Pavilion next year.
Department staff met with the Artist in Residence Collaborative to coordinate logistics and offer administrative guidance for current and upcoming events. We worked on budget, goals, and accomplishments for the upcoming budget season.
In calculating revenue for this quarter, we discovered that we doubled the revenue from this time last year, see May 2023 report. We attribute this to our recovery from the Pavilion closure in 2022, the relocation of the homeless on the Pavilion porch in 2023, and our ability to create new partnerships, programs, and opportunities for facility rentals.
FISCAL IMPACT
The attachments display the financial activity for Fairfax Recreation and Community Services.
ATTACHMENTS
January to March Reports 2024
Town of Fairfax
Recreation & Community Services
Quarterly Financial Report - Camps & Classes
1st Q 2024 January - March
3rdQ 23 4thQ 23 1stQ 24 2ndQ 24 TOTAL
Revenue
Camp fees * $ 14,475.00 $ 14,475.00
Classes * 1,444.00 $ 6,310.00 $ 7,891.00 15,645.00
Partnership rentals - 2,417.00 3,850.00 6,267.00
Birthday Party Rentals 2,365.00 3,050.00 5,415.00
Donations and Fundraising 3,002.00 6,687.00 5,776.00 15,465.00 Total Revenues 18,921.00 17,779.00 20,567.00 - 57,267.00 Expenses
Personnel
RCS Staff 22,308.88 19,946.43 20,140.37 - 62,395.68
AIR Collaborative Stipends 4,500.00 4,500.00
Camp Leader -
Counselor -
Counselor in Training (CIT) 400.00 400.00
Skate Camp 630.00 630.00
Art and Nature - -
Spanish Camp 2,704.00 2,704.00
Tennis Camp 1,575.00 1,575.00
Special teacher -
Toddler Music - -
Age Friendly Yoga 3,648.00 3,990.00 4,317.00 11,955.00
Age Friendly Dance 150.00 100.00 250.00
Outdoor Yoga 605.00 634.00 495.00 1,734.00
New Parents and Babies - 450.00 550.00 1,000.00
Chi Gong 567.00 627.00 609.00 1,803.00
Full Body Fitness 189.00 200.00 389.00
Dodgeball Nights -
Tot's Open Gym -
Ballfax Sports Club/Adult Basketball 254.00 3,507.00 4,939.00 8,700.00 Family Days/Misc/Other 900.00 600.00 900.00 2,400.00
Teen Open Mic/Programs -
Total Personnel 38,430.88 30,054.43 31,950.37 100,435.68 Materials and Supplies
Art Supplies & Other 1,017.19 56.77 994.71 2,068.67
Event and Activity Costs 1,254.51 758.10 2,995.00 5,007.61 Camp t-shirts/other costs 882.77 882.77
Miscellanous 2,352.39 67.30 2,419.69
Active Net Fees (6.25%) * 994.94 394.38 493.19 - 1,882.50 Total Materials & Supplies 6,501.80 1,209.25 4,550.20 - 12,261.24 Total Expenses 44,932.68 31,263.68 36,500.57 - 112,696.92 Net Revenues over Expenditures (26,011.68) (13,484.68) (15,933.57) - (55,429.92) Revenue Breakdown January February March 2024 FX REC
CLASSES for fee FX Residents Non Residents Total Participants Total Ballfax Youth Rec Club (36 hours) January 0 7 7 $1,120
February 0 12 12 $1,920
March 0 6 6 $960
Ballfax Training Sessions (48 hours) January 0 4 4 $800 February 0 3 3 $600
March 0 3 3 $600
Family Days w GFS (6 hours) January 4 2 6 $50
February 10 4 14 $86
March 6 4 10 $71
Middle and High School Programs
ADULT programs (for fee)
Full Body Fitness (4 hours ) January 5 0 5 $75
Chi Gong (12 hours) January 6 0 6 $345
February 6 0 6 $270
March 6 0 6 $255
Adult Basketball (12 hours) January 6 10 16 $359
February 4 8 12 $250
March 4 7 11 $130
PARTNERSHIP PROGRAMS
CYO, Futsal, other (70 hours)
January - March $3,850
Party Rentals /Other (52 hours)
Jan - March - Pavilion only $3,050
Memorial Service March 500
DONATIONS
* from Tamela/Kelly class January - March $1,265
Donation for Mosaic project AIR March $4,000
EVENTS
Fairfax Photo Club (6 hours) January 10 15 25
February 8 16 24
March 6 6 12
Fairfax Craft Club (3 hours) February 10 0 10
March 8 0 8
Wall Property - Art Shows (3 hours) January 200
FTC Tea Party (3 hours) 23-Mar 76 $480
Egg Hunt (3 hours) 30-Mar 150
FREE RESOURCES
New Parents + 0-3 (16 hours) FX Resident Non Resident Total Participants January 12 10 22
February 12 10 22
March 12 6 18
Outdoor Yoga (4 hours)
January 4 0 4 $31
February 7 1 8
Valentine's Arts Playshop February 0 0 0
Chair and Mat Yoga (72 hours)
Mat Yoga/Jan 22 8 30
Chair Yoga/Jan 11 4 15
Mat Yoga/Feb 23 0 23
Chair Yoga/Feb 12 0 12
Mat Yoga/March 23 0 23
Chair Yoga/March 11 0 11
Hours FX Resident Non Resident Total Participants Total Revenue 350 248 146 1320 $20,567