2016 Parks, Recreation & Forestry Organizational Chart · direction of the Department, ... Report....

CULTURE AND RECREATION ~ Administration

Residents of

West Bend

Common Council/Mayor

Director

Project

Manager

Parks & Forestry

Superintendent

Park Leadman

HorticulturistGrounds

Specialist

P & F

Maintenance (3)Mechanic

Seasonal

Staff

Forestry

Leadman

Arborist

(2)

Seasonal

Staff

Office Coordinator

Administrative Assistant I (.7)

Tourism & Events Coordinator

Recreation Supervisor

(Enterprise Fund)

Seasonal Staff

Conservation Supervisor

(.7)

LLC Volunteers

Park & Recreation Commission LLC Policy Board

2016 Parks, Recreation & Forestry Organizational Chart

PRFADM - 1


MISSION:

Provide and maintain essential, quality and affordable parks, recreation and forestry facilities and services for the community.

The Park, Recreation and Forestry Director is responsible for leading and supervising the overall vision and direction of the Department, and is responsible for acquiring and developing new and existing park land and facilities and working closely with community groups to help provide important park and recreation services.

The Landscape Architect is responsible for the planning and construction of new and existing park and forestry development including securing grants and donations, developing plans and budgets for projects, preparing contracts, supervising construction activities, and working with community support groups.

The front office staff is responsible for, but is not limited to: handling and/or directing all incoming phone calls and customer service; updating all class registration information and facility rental information for on-line and in-house registrations, registering and receiving payments for class participants; reserving and receiving payments for all rental facilities, athletic fields and courts; setting-up and revising of tri-annual activities booklets, and offering support to the Department.

The front office staff is responsible for maintaining Department financial records including invoicing, deposits, general ledger accounts, budgets, inventory, grant reimbursements, donations, payroll, reconciling daily beach deposits and maintaining employee files.

The front office staff is responsible for preparing agendas and attending all Park and Recreation Commission meetings and Lac Lawrann Wildlife and Conservancy Policy Committee meetings and maintaining records for these meetings.

The front office staff is responsible for coordinating the cleaning of all park facilities and restrooms.

VALUE TASK FORCE:

The Park, Recreation & Forestry Department has addressed all components of the Value Task Force Report. A substantial portion of the Value Task Force report focused on the Recreation Division. With our successful transition to a self-funded Enterprise Account, we have addressed all of those questions and recommendations.

Additionally, we have created a separate Special Events budget, requested additional training money, continue to work on energy efficient lighting for our parks and trails, answered questions on Quaas Creek Park and completed construction of the new courts, gained a greater on-line presence with our Activity Guide and worked collaboratively with numerous Departments and organizations for better marketing. The only item that we would still like to complete is a community needs assessment and satisfaction survey. We will complete some surveying and gather community feedback regarding the future direction of our Department this fall, but to do a full-fledged community survey, we would need additional funding.

PRFADM - 2


COMMUNITY VISION:

Our Department plays an integral part in 6 of the 9 platforms listed in the Community Vision.

Natural AssetsWe manage and maintain almost 1300 acres of Natural Assets, including much of the Milwaukee River shoreline.

Cultural AttractionsWe operate Regner Park which has many quality of life attractions and events. We also work closely with MOWA, Chamber of Commerce, parades, run/walks, festivals etc. to improve the quality of life in West Bend.

Downtown & Retail BaseWe strongly support the Downtown and are very involved in the planning and construction of the future Downtown Pedestrian Bridge, Vest Pocket Park and Riverwalk improvements, which will ensure the vibrancy of Downtown for many years to come.

Recreational ActivitiesWe operate a self-funded Recreation Enterprise account which provides essential recreational programs for thousands of participants each year.

Health & SafetyWe promote, encourage and conduct numerous healthy programs including fitness, sports, dance and gymnastics programs. The Dirty Ninja Mud Run for Kids event was developed to encourage children to improve their fitness and health, while having fun doing it.

Leadership/GovernanceWe are a leader in the community in public/private partnerships. Some of the many partners we work with include: Friends of Parks & Recreation, Friends of Lac Lawrann Conservancy, WB Athletic Association, WB Baseball Association, Regner Rejuvenation Group, Roots & Branches, Rotary, Kiwanis and Lions clubs, School District, K9 Friends, Disc Golf Club and numerous businesses and foundations.

PRFADM - 3


ADMINISTRATION ~ Expenditures

01553101.50100 SALARIES:

Director 82,414

Parks Project Manager 49,490

Office Coordinator 43,592

Administrative Assistant 23,938

199,434$

5% of Directors and 20% of Parks Project Manager Salary paid by Park Trust

Total Gen Fund Water Sewer TIF Capital Cable Park Trust

2015 208,167 168,527 - - - - 39,640

2016 199,434 199,434 - - - - -

01553101.50200 FRINGE:

0.50201 WRS 13,163

0.50203 FICA 15,257

0.50205 Life Insurance 598

29,018$


2015 31,309 25,660 - - - - - 5,649

2016 29,018 29,018 - - - - - -

01553102.51600 TELEPHONE:

Internet Service 2,992

VOIP Phones 622

448

Centrex 825

4,887$

4 Centrex phones ~ 2 at workshop, bathhouse and LLC, 11 VOIP users, 11 Internet users

40% of Parks Project Manager expenses paid by Park Trust


2015 5,075 4,746 - - - - - 329

2016 4,887 4,887 - - - - - -

01553102.51700 POSTAGE:


2015 692 692 - - - - - -

2016 730 730 - - - - - -

2016 Department Detail Information

Cell Phones

PRFADM - 4




01553102.52000 MEMBERSHIP AND DUES:

ASCAP 353

Volunteer Center of Washington County 75

National Arbor Day Foundation 15

Southeast Park and Recreation Council 30

National Recreation and Park Association 360

Washington County Convention and Tourism Bureau 200

Wisconsin Park and Recreation Association 380

1,413$



2015 1,748 1,673 - - - - - 75

2016 1,413 1,413 - - - - - -

01553102.52200 SEMINARS AND TRAINING:

State Conference and Training 2,097$



2015 1,947 1,578 - - - - - 369

2016 2,097 2,097 - - - - - -

01553102.53500 OFFICE AND OPERATING:

Paper 848

Copy Machine Supplies 243

General Office and Computer Supplies 850

Toshiba Color Laser Costs 775

2,716$



2015 2,516 1,970 - - - - - 546

2016 2,716 2,716 - - - - - -

PRFADM - 5




01553102.54300 GAS AND OIL

2,900$

Decrease due to projected cost of fuel.


2015 3,608 3,244 - - - - - 364

2016 2,900 2,900 - - - - - -

01553102.55500 CREDIT CARD EXPENSE

Department accepts credit card payments for class registrations and facility reservations.

Receipts for 2012 ~ $115,540/$4,547 expense, 2013 ~ $138,538/$5,032, 2014 $172,477/7,033

Anticipated credit card receipts in 2015 are $175,000 x 4%.


2015 5,445 5,445 - - - - - -

2016 7,000 7,000 - - - - - -

01553102.55600 EQUIPMENT MAINTENANCE

Auto Cad Annual Maintenance Contract 946

ESRI - GIS Software Maintenance 1,200

Cityworks Maintenance Contract 6,030

RecTrac/WebTrac Software Maintenance Support 1,473

WebTrac Software Maintenance Support 1,673

Copy Machine Copies 844

Microsoft Licensing 2,652

Antivirus 180

Motor Vehicle Supplies 2,063

17,061$



2015 16,962 14,846 - - - - - 2,116

2016 17,061 17,061 - - - - - -

Office vehicles - $2.88/gallon (approx. 1007 gallons)

PRFADM - 6




01553102.57700 CONTRACTUAL SERVICES

Includes preparation, printing, promotion and distribution of Activity Booklets


2015 4,000 4,000 - - - - - -

2016 4,000 4,000 - - - - - -

01553102.59500 ADMINISTRATION/SPECIAL PURPOSE

Memorial Day Ceremonies 650

Flag Display Contract 4,500

Volunteer Appreciation 300

Work Permits 250

Senior Newsletter 200

Job Postings 300

Office carpeting 6,000

12,200$


2015 6,000 6,000 - - - - - -

2016 12,200 12,200 - - - - - -

PRFADM - 7


CULTURE & RECREATION - Administration ~ Summary

2014 2015

Budget Budget 2016 Gen. Fund Park Trust

Salaries 256,046$ 208,167$ 199,434$ 199,434 -

Fringes 38,727$ 31,309$ 29,018$ 29,018 -

Telephone 5,481$ 5,075$ 4,887$ 4,887 -

Postage 1,004$ 692$ 730$ 730 -

Memberships 1,579$ 1,748$ 1,413$ 1,413 -

Seminars 1,722$ 1,947$ 2,097$ 2,097 -

Supplies 5,429$ 2,516$ 2,716$ 2,716 -

Gas & Oil 3,608$ 3,608$ 2,900$ 2,900 -

Credit Card 4,600$ 5,445$ 7,000$ 7,000 -

Equip Maint 12,044$ 16,962$ 17,061$ 17,061 -

Contractual 4,000$ 4,000$ 4,000$ 4,000 -

Adm/Sp 25,000$ 6,000$ 12,200$ 12,200 -

Grand Total 359,240$ 287,469$ 283,455$ 283,455 -

Total Sal/FB 294,773$ 239,476$ 228,451$ 228,451 -

Total Other Exp. 64,467$ 47,993$ 55,004$ 55,004 -

Grand Total 359,240$ 287,469$ 283,455$ 283,455 -

2015 Budget Grand Total Gen. Fund Park Trust

Salaries 208,167$ 208,167$ 168,527 39,640

Fringes 31,309$ 31,309$ 25,660 5,649

Telephone 5,075$ 5,075$ 4,746 329

Postage 692$ 692$ 692 -

Memberships 1,748$ 1,748$ 1,673 75

Seminars 1,947$ 1,947$ 1,578 369

Supplies 2,516$ 2,516$ 1,970 546

Gas & Oil 3,608$ 3,608$ 3,244 364

Credit Card 5,445$ 5,445$ 5,445 -

Equip Maint 16,962$ 16,962$ 14,846 2,116

Contractual 4,000$ 4,000$ 4,000 -

Adm/Sp 6,000$ 6,000$ 6,000 - Grand Total 287,469$ 287,469$ 238,381 49,088

Total Sal/FB 239,476$ 239,476$ 194,187 45,289

Total Other Exp. 47,993$ 47,993$ 44,194 3,799

Grand Total 287,469$ 287,469$ 238,381 49,088


PRFADM - 8

CULTURE AND RECREATION ~ Public Areas


PUBLIC AREAS ~ Expenditures

01552101.50100 SALARIES:

Superintendent of Parks 68,635 Seasonal Laborers:

Horticulturist - JD 51,705 Ridge Run LT 12,600

Arborist - DF 51,320 Athletic Fields 4,680

Arborist 47,570 Athletic Fields 4,680

Grounds Specialist - CJ 48,469 Athletic Fields 4,680

Mechanic - TP 46,591 Grounds Maintenance 4,680

Park & Forestry Maint. - SB 44,857 Grounds Maintenance 4,680

Park & Forestry Maint. - CH 39,915 Grounds Maintenance 4,680

Park & Forestry Maint. - RM 51,791 Horticulture 4,680

Parks Leadman - KL 52,542 Horticulture 4,680

Forester - RG 52,713 Forestry 4,680

556,108$ Forestry 4,680

Regner/LLC Attendants 4,810

Regner/LLC Attendants 4,810

Grounds/Forestry 4,810

Renovation 4,810

Custodian PT 3,653

82,293$

Total Gen Fund Water Sewer TIF Capital Cable

2015 631,334 631,334 - - - - -

2016 638,401 638,401 - - - - -

01552101.50110 OVERTIME SALARIES:

Forester 1,919

Arborist (2) 3,705

1,922

Grounds Specialist 1,913

Mechanic 1,920

Park & Forestry Maintenance (4) 7,517

18,896$


2015 18,709 18,709 - - - - -

2016 18,896 18,896 - - - - -

Horticulturist

PRFPA-9




01552101.50200 FRINGES:

Full Time Fringe benefit rate at 14.25%

0.50201 WRS 37,950

0.50203 FICA 43,988

0.50205 Life Insurance 2,504

84,442$

Part Time Fringe benefit rate at 7.65%

0.50203 FICA 6,295$


2015 91,444 91,444 - - - - -

2016 90,738 90,738 - - - - -

01552102.52000 MEMBERSHIP AND DUES:

International Society of Arborists 650

Wisconsin Arborists Association 150

Wisconsin Sports Turf Managers Association 75

Wisconsin Park and Recreation Association 125

1,000$


2015 900 900 - - - - -

2016 1,000 1,000 - - - - -

01552102.52200 SEMINARS AND TRAINING:

Wisconsin Arborist Association Conference 825

Park Section Workshop 350

Staff Training 625

1,800$


2015 1,400 1,400 - - - - -

2016 1,800 1,800 - - - - -

PRFPA-10




01552102.53500 SUPPLIES:

Landscape materials 9,159

Playground supplies 7,000

Athletic field supplies 18,777

Construction materials 4,740

Pesticides 8,108

Recreation supplies 1,650

Portable restroom rentals 2,131

Swim pond management 8,434

Grounds maintenance supplies 6,138

Vandalism repair 3,800

Hardware 2,850

Lumber and steel 3,600

Paints and stains 2,150

Signs 1,500

Welding supplies 550

Miscellaneous 740

Cleaning supplies for all park buildings 5,500

86,827$

Ridge Run addition.


2015 75,827 75,827 - - - - -

2016 86,827 86,827 - - - - -

01552102.54200 SMALL TOOLS AND IMPLEMENTS:


2015 2,250 2,250 - - - - -

2016 2,750 2,750 - - - - -

01552102.54300 GAS AND OIL:

Diesel $3.37 5,540 gallons 18,670

Unleaded $2.88 8,550 gallons 24,624

Natural Gas $2.59 525 gallons 1,360

44,654$


2015 44,668 44,668 - - - - -

2016 44,654 44,654 - - - - -

PRFPA-11




01552102.55600 EQUIPMENT MAINTENANCE:

Park furniture 10,390

Recreational apparatus and equipment 7,764

Electrical apparatus 1,899

Fencing and barriers 750

Plumbing and irrigation 2,375

Equipment rentals 950

Regner Park Well maintenance 1,400

Quaas Creek repaint restrooms & interior 3,000

Ridge Run Well & septic maintenance 2,000

Motor vehicle supplies 50,527

81,055$

Minor capital budget items moved to budget.


2015 64,055 64,055 - - - - -

2016 81,055 81,055 - - - - -

01552102.56400 SAFETY EQUIPMENT/UNIFORMS:

Staff uniforms 525

Safety equipment 1,960

First Aid supplies 945

Biohazard medical supplies 460

3,890$


2015 3,690 3,690 - - - - -

2016 3,890 3,890 - - - - -

PRFPA-12




01552102.56800 FUEL AND HEATING:

Ridge Run 5,000 units 5,480

Riverside Park 3,335 units 3,655 Regner Park (park workshop) 12,988 units 14,235

Quaas Creek 1,229 units 1,347

24,717$

Nautual gas usage 2012 ~ $13,350, 2013 ~$16,996, 2014 ~$19,571 (.96% increase anticipated in 2016)


2015 17,552 17,552 - - - - -

2016 24,717 24,717 - - - - -

01552102.56900 LIGHT AND POWER:

Ridge Run 7,000

Riverside Park 1,148

Regner Park 28,583

Quaas Park 15,339

Royal Oaks Park 218

Decorah Hills Park 793

Barton Park 1,010

Muenk Park 348

Wingate Park 1,011

Ziegler Park 1,349

Forest View Park 195

Kuester Parking Lot 1,634

Clark Station 314

Prairie Drive 146

Riverwalk 5,573

64,661$

Electricity at various park buildings and locations

2012 ~ $50,220, 2013 ~ $52,637, 2014~57,212 (1.8% increase anticipated in 2016)


2015 53,390 53,390 - - - - -

2016 64,661 64,661 - - - - -

PRFPA-13




01552102.56900 WATER:

Ridge Run -

Riverside Park 1,050

Regner Park 25,680

Quaas Park 6,947

Barton Park 1,341

Auburn Road 503

Wellington 201

6th and Elm 201

Portable Hose Meter 321

Kenny Park 692

206 N Main 302

Birchwood Drive 335

37,573$

Water and Sewer at various park buildings/locations and athletic fields

2012~41,630, 2013 ~ 37,541, 2014~25,707 (0% anticipated increase in 2016)


2015 37,573 37,573 - - - - -

2016 37,573 37,573 - - - - -

01552102.57700 CONTRACTUAL SERVICES:

Mowing Contract ~ Special Areas 9,540

Parks Crack Filling 5,000

Facility Cleaning 27,150

41,690$

5% increase anticipated in 2016


2015 32,649 32,649 - - - - -

2016 41,690 41,690 - - - - -

01552102.59500 ADMINISTRATION/SPECIAL PURPOSE:

Random Drug Testing 400

Parking lot striping supplies 600

1,000$


2015 850 850 - - - - -

2016 1,000 1,000 - - - - -

PRFPA-14


PUBLIC AREAS ~ Summary

2014 2015

Budget Budget Gen. Fund

Salaries 594,689$ 631,334$ 638,401$ 638,401

OT Salaries 18,343$ 18,709$ 18,896$ 18,896

Fringes 83,880$ 91,444$ 90,738$ 90,738

Memberships 735$ 900$ 1,000$ 1,000

Seminars 1,000$ 1,400$ 1,800$ 1,800

Supplies 64,327$ 75,827$ 86,827$ 86,827

Small Tools 2,250$ 2,250$ 2,750$ 2,750

Gas/Oil 40,811$ 44,668$ 44,654$ 44,654

Equip. Maint. 12,528$ 64,055$ 81,055$ 81,055

Uniforms 3,390$ 3,690$ 3,890$ 3,890

Fuel/Heating 13,617$ 17,552$ 24,717$ 24,717

Light/Power 51,526$ 53,390$ 64,661$ 64,661

Water 41,630$ 37,573$ 37,573$ 37,573

Contractual 27,814$ 32,649$ 41,690$ 41,690

Adm/SP 850$ 850$ 1,000$ 1,000

Grand Total 957,390$ 1,076,290$ 1,139,652$ 1,139,652

Total Sal/FB 696,912$ 741,486$ 748,035$ 748,035

Total Other Exp. 260,478$ 334,804$ 391,617$ 391,617

Grand Total 957,390$ 1,076,290$ 1,139,652$ 1,139,652

2015 Budget Grand Total Gen. Fund

Salaries 631,334$ 631,334$ 631,334

OT Salaries 18,709$ 18,709$ 18,709

Fringes 91,444$ 91,444$ 91,444

Memberships 900$ 900$ 900

Seminars 1,400$ 1,400$ 1,400

Supplies 75,827$ 75,827$ 75,827

Small Tools 2,250$ 2,250$ 2,250

Gas/Oil 44,668$ 44,668$ 44,668

Equip. Maint. 64,055$ 64,055$ 64,055

Uniforms 3,690$ 3,690$ 3,690

Fuel/Heating 17,552$ 17,552$ 17,552

Light/Power 53,390$ 53,390$ 53,390

Water 37,573$ 37,573$ 37,573

Contractual 32,649$ 32,649$ 32,649

Adm/SP 850$ 850$ 850

Grand Total 1,076,290$ 1,076,290$ 1,076,290

Total Sal/FB 741,486$ 741,486$ 741,486

Total Other Exp. 334,804$ 334,804$ 334,804

Grand Total 1,076,290$ 1,076,290$ 1,076,290

2016


PRFPA-15

CULTURE AND RECREATION ~ Revenue

PARK, RECREATION AND FORESTRY ~ Revenue

2014 2015

Actual Budget

014524.452300 Damages 2,838$ 2,964$ 2,200$

014674.467440 Facility Rental 45,673$ 36,880$ 44,465$

014684.468240 Contract Copy Fees 110$ 464$ 50$

014684.468210 Lac Lawrann 11,767$ 12,208$ 11,738$

Total 60,388$ 52,516$ 58,453$

Account 014524.452300 ~ Damages 2964 2200

Damage revenue stems from fees collected for restitution of damage to park property and trees.

Account 014674.467440 ~ Facility Rental

Barton Park Shelter 1200 1100

Regner Park Band Stand 1800 2000

Regner Park Kiwanis Building 700 1200

Regner Park Rotary Building 1300 1000

Regner Park Pavilion 2025 1790

Regner Park Camp Lodge 6750 5000

Regner Park Centennial Shelter 2550 2300

Riverside Park Pavilion 11250 11500

Quaas Creek Community Building 2500 3500

Picnic Groves 1925 2100

Softball Fields 280 2800

Baseball Fields 2000 3000

Soccer/Football Fields 1200 375

Sound Permits 400 800

Silver Lining Stage 1000 1000

Ridge Run Park 5000

Account 014684.468240 ~ Contract Copy Fees 464 50

Copy fees collected for the printing of various contracts throughout the year.

Account 014684.468210 ~Lac Lawrann

Junior Naturalist Camp 1500 900

Preschool 220 275

Group/school trips - spring 1200 1500

Group/school trips - fall 600 600

Adult Education Trip 525 525

Public Programs - summer 485 485

Public Programs - school year 375 375

Hike-a-Doodle-Doo 195 0

Contribution from Friends of LLC 7108 7078


2016

PRFREV -16

2016 Parks, Recreation & Forestry Organizational Chart · direction of the Department, ... Report....

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