TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #6.e.
MEETING DATE May 7, 2025
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 - March report
STAFF RECOMMENDATION
Staff recommend that the Town Council receive and file the RCS Department Q1 Report for FY 2024-25
SUMMARY
The Q1 Report for FY 2024-25 covers the period from January 1 – March 31, 2025, detailing key programs, accomplishments and goals.
BACKGROUND
The RCS Department serves the Fairfax community by offering programs, events and facility rentals for all age groups. Revenue is generated through a mix of fee-for service, suggested donation, facility rentals, fundraising, and support from Measure A (parks) and Measure F (youth and senior programs).
During Q1, the RCS Manager (Anne) focused on preparing for the spring and summer seasons, including scheduling, staffing, and updating the Active Net registration system. Promotional efforts are ongoing and included the Spring and Summer 2025 Activity Guide, outreach, and developing marketing materials.
Several events happened throughout Q 1 including
• On February 28, a popular movie night with Age Friendly Fairfax called “Do I Need This? (70 attendees) and featured filmmaker Kate Schemerhorn and film guest Rudy Contratti (Public Works)
• On March 27 we did a partner book talk event (30 attendees) with Wayfinder bookstore and hosted local author Nina Schuyler who won an award for Climate Literature for her novel “In This Ravishing World”
• On March 30 the Parks and Recreation Commission sponsored the Electrification Fair (40 attendees)
In February, our Ross Valley Seniors received recognition at the California Park and Recreation Society (CPRS) District 1 event with an award for Community Services. The Ross Valley Seniors is a partnership between Town of Fairfax and San Anselmo and has been thriving for decades. To learn more about our Age Friendly Fairfax programs, you can view the 10 year anniversary video here.
The Pavilion is a popular place after school and evening spot during the rainy season and we welcomed several sports groups, including a larger rental agreement with Ross Valley Breakers. A new playgroup formed in Q1 that used the Pavilion space on Wednesday mornings which helped support the toddler families in their ability to connect and foster relationships. We booked and received rental income for birthday parties as well.
In this quarter, Anne and Maria worked together to advertise the Artist in Residence Request for Proposal for 30 days and received six applications as a result; six candidates were interviewed by town staff, and two PARC Commissioners; recommendations for the top three candidates were submitted in the staff report prepared by Anne for interviews at April 2nd Town Council meeting.
Additionally:
• Anne and Maria attended Sausalito’s Souper event in February to research and explore potential collaboration with Fairfax Chamber of Commerce for future programs • Worked with Fairfax Chamber of Commerce to plan road closures for block parties and holiday events in 2025
During Q1, the Special Events and Volunteer Coordinator (Maria) primarily focused on her duties with the Parks and Recreation Commission (PARC). She successfully received approval from the Town Council for PARC to begin the fundraising and planning phase for establishing a "tot lot" within the Peri Park playground, aimed at children aged 18 months to 3 years. The coordinator considered incorporating pickleball play at the tennis courts through PARC and received approval for the Electrification Fair scheduled for March 30 at the Women's Club, as well as the Earth Day event planned for April 20 in Bolinas Park (that subsequently got cancelled), both approved in the February PARC meeting. Furthermore, a music concert for June 21 at Peri Park was approved in the March PARC meeting.
Maria also worked on organizing vendor details for the picnic in September, incorporating input from the Chamber of Commerce regarding food sales. She established an onboarding packet for new PARC members to guide them in understanding their duties and responsibilities. In terms of funding, she applied for a grant from the United States Tennis Association (USTA) to resurface the tennis courts.
Q1 revenue has increased approximately 30% compared to the same period last year, primarily due to our new facility rental partnership with Ross Valley Breakers.
FISCAL IMPACT
None
ATTACHMENT
January to March Reports 2025
Town of Fairfax
Recreation & Community Services
Quarterly Financial Report - Camps & Classes
1 Q Jan Feb March 2025
3rdQ 24 4thQ 24 1stQ 25 2ndQ 25 TOTAL
REVENUE
Camp fees * $ 17,560.00 $ 3,375.00 - $ 20,935.00
Classes * 2,575.00 6,425.00 $ 6,835.00 15,835.00
Partnership & Facility Rentals 300.00 1,898.00 16,386.00 18,584.00 Birthday Party Rentals 660.00 2,680.00 2,685.00 6,025.00 Donations and Fundraising 3,197.00 8,350.00 1,422.00 12,969.00 Total Revenues 24,292.00 22,728.00 27,328.00 74,348.00
EXPENSES
Personnel
RCS Staff 22,827.59 21,674.27 20,727.64 65,229.50
AIR Collaborative Stipends -
Camp Leader -
Counselor -
Counselor in Training (CIT) 300.00 300.00
Skate Camp -
Art and Nature 1,925.00 1,925.00
Spanish Camp -
Soccer Camp 700.00 700.00
Ballfax Camps 8,701.00 8,701.00
Toddler Music 624.00 768.00 1,392.00
Age Friendly Yoga 4,725.00 4,860.00 4,920.00 14,505.00
Age Friendly Dance -
Outdoor Yoga -
New Parents and Babies 720.00 660.00 720.00 2,100.00
Chi Gong 931.00 694.00 1,040.00 2,665.00
Full Body Fitness -
Dodgeball Nights -
Tot's Open Gym - - 733.00 733.00
Ballfax Sports Club/Adult Basketball 77.00 4,326.00 3,038.00 7,441.00 Family Days/Misc/Other 900.00 726.00 900.00 2,526.00
Teen Open Mic/Programs -
Total Personnel 42,430.59 33,708.27 32,078.64 108,217.50 Materials and Supplies
Art Supplies & Other 547.17 117.95 115.99 781.11
Event and Activity Costs 3,331.00 3,104.00 1,865.22 8,300.22 Camp t-shirts/other costs 696.00 696.00
Miscellanous 458.00 458.00
Active Net Fees (6.25%) * 1,258.44 612.50 427.19 2,298.13 Total Materials & Supplies 5,832.61 4,292.45 2,408.40 12,533.46 Total Expenses 48,263.20 38,000.72 34,487.03 120,750.95 Net Revenues/(Expenditures) (23,971.20) (15,272.72) (7,159.03) (46,402.95) Revenue Breakdown January February March 2025 FX REC
Hours of Service Date/Month FX Residents Non Residents Total Participants Total CLASSES - fee for service
Blue Butterfly Tot Open Play 24 January - March 18 2 20 $1,110 Ballfax Youth Rec Club 8 January - March 5 0 5 $580
Ballfax Club HW group 26 January - March 10 2 12 $3,500 Family Days w GFS 6 January - March 21 0 21 $160
ADULT programs - fee for service
Chi Gong 12 January - March 10 2 12 $1,485
PARTNERSHIP/RENTAL PROGRAMS
Age Friendly Fairfax Movie Night 2 February 70 $690
Wayfinder Book Talk w Nina 2 March 30 $36
Ross Valley Breakers (new) 258 January - March 105 $14,190 CYO, Futsal, other 27 January - March 40 $1,470
Party Rentals /Other 49 Jan - March 1000 $2,685
DONATIONS
Age Friendly Yoga Kelly class January - March $1,422
ARTIST IN RESIDENCE/PARC
Fairfax Photo Club 2 January 9 8 17
2 February 8 6 14
2 March 5 8 13
Art for the Heart with Sharon Virtue 2 January 35
Public Art in Parkade - Sam Parry 2 February 30
Electrification Fair 2 March 40
FREE RESOURCES
New Parents + 0-3 FX Resident Non Resident Total Participants 18 January - March 10 4 14
Ross Valley Senior Luncheon 2 January 22 22 43
2 February 23 23 46
2 March 36 36 72
Chair and Mat Yoga
Mat Yoga/Jan 16.5 26 2 28
Chair Yoga/Jan 12 2 2 4
Mat Yoga/Feb 13.75 23 2 25
Chair Yoga/Feb 11
32 5
Mat Yoga/March 16.25 282 30
Chair Yoga/March 1342
6 Hours FX Resident Non Resident Total Participants Total Revenue 532.5 245 123 1717 $27,328