5 1
4 DATE: December 18, 2023
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Derek Schweigart, Parks and Recreation Director
Tiffany Oren, Recreation Manager
DEPARTMENT: Parks and Recreation
SUBJECT: SUPPLEMENTAL APPROPRIATION OF $123,286 TO ACCOUNT NUMBER 003-0534-451-4251 IN FY 2023-2024 FOR YOUTH
CAMPS CONTRACT SERVICES
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the supplemental appropriation of $123,286 to Account Number 003-0534-451-4251 for Youth Camps Contract Services for Fiscal Year 2023-24 for youth camps and enrichment programs.
EXECUTIVE SUMMARY
As per the original budget for Fiscal Year 2023-24, the Recreation Division budgeted $430,668 in total for the Youth Camp program, with $63,200 earmarked specifically for contract services. However, there has been a significant increase in the demand for enrichment contract services since the pandemic as well as an increase in camp- related costs. Projected program revenue is adequate to cover these additional costs, however, the appropriation for youth camp contract services has been exceeded, which necessitates the appropriation of an additional $105,286 for enrichment instructors and $18,000 for camp contract expenses (total $123,286).
BACKGROUND/ANALYSIS
The Recreation Division provides afterschool care, youth camps, and enrichment programs to students in Foster City through its Youth Camps Program. For Fiscal Year
5 1
4 2023-24, the Recreation Youth Camps budgeted $63,200 for youth contract services based on participation at the time of the budget preparation and prior years’ average costs and services.
Foster City's youth programs play a crucial role in providing childcare, fostering development, and enhancing the available services for students within the city.
Specifically, our Wednesday afterschool enrichment program caters to 1st-5th graders in all public Foster City elementary schools during the school year. These enrichment classes are offered on minimum school days, providing parents with a valuable option for their children to engage in educational, sports, or recreational activities after school.
This fiscal year there has been a significant increase in participation in these classes.
The program was also on a two-and-a-half-year hiatus during the Covid-19 pandemic.
Staff did not anticipate the sudden increased popularity and demand for the program due to the uncertainty of the market at the time the budget was formulated. The cost for contract instructors to expand class sizes has exceeded the budget appropriation for this line item, which necessitates additional funding to cover the cost. The Session 1 expense for enrichment instructors was $35,531. Staff anticipates an additional $105,286 will be necessary to fund the remainder of the school year for enrichment and $18,000 for seasonal camp contract expenses. This amount should be more than offset by revenue: Sessions 1 and 2 of enrichment so far total $99,364; the total from Sessions 3 and 4 is expected to meet or exceed this.
FY 22/23 Enrichment Revenue FY 23/24 Enrichment
Revenue
Session 1 $18,341 Session 1 $49,498
Session 2 $33,393 Session 2 $49,866
Session 3 $33,190 Session 3 $53,811*
Session 4 $82,688 Session 4 $53,811*
Total $167,612 Est. Total $208,364
*Anticipated revenue based on average of past 4 sessions FY 22/23 Camp Revenue FY 23/24 Camp Revenue
Total $290,060 YTD Total $42,229**
**Reflects revenue received July 1-August 30, 2023 only. Most of the FY 2023-2024 camp revenue will be collected in March to June 2024.
Staff evaluated three options, as noted below, for fully funding, modifying, or pausing the enrichment program. Staff believes Option 1 is the optimal solution since the 5 1
4 program is still generating revenue for the City and will continue to be a major revenue source when the Recreation Center closes. Seasonal youth camps and enrichment classes are popular programs with families in Foster City as they provide supplemental childcare and educational opportunities.
Option 1
Approve an appropriation for an additional $123,286 to account number 003-0534-451- 4251 for Youth Programs Contract Services for Fiscal Year 2023-24 to continue to offer the program at current levels and capacity.
Option 2
Modify the enrichment program to reduce overall expenditures by putting a cap on the number of students who can register for enrichment classes. This option would not meet the current demand for afterschool programming and could potentially result in the loss of contractors willing to provide instructors for classes based on the reduced opportunity to generate program revenue. Reduce appropriation amount to $70,643 ($52,643 for enrichment classes and $18,000 for camp expenses).
Option 3
Pause enrichment program for remaining school year and resume in fall 2024, reduce appropriation request to $18,000 to fund camp expenses only.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
The additional appropriation of $123,286 is expected to be offset 100% by increased camp and enrichment program revenues in Fiscal Year 2023-24. Therefore, no additional burden on the General Fund is expected due to this additional appropriation.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Staff Empowerment and Operational Excellence
ATTACHMENTS:
Attachment 1 - Resolution