Change Readiness Guide Portland Parks & Recreation Fall Budget Monitoring Submittal Fiscal Year 2012-13 Letter from Commissioner-in-Charge Budget Amendment Request Report - (A9) BUDGET AMENDMENT REQUEST Portland Parks & Recreation PERIOD Fall BuMP FISCAL YEAR FY 2012-13 PK_001 - Beginning Fund Balace Adj. This package is to adjust the beginning fund balances for Parks funds to align with the CAFR. Dollar Amount: $10,499,393 Type: Technical Adjustment Resources: Bureau Contingency PK_002 - Fall - Technical Adjustments Technical Adjustments between major object categories, cost center and/or commitment items that do not impact fund size or contingency. Dollar Amount: $0 Type: Technical Adjustment Resources: Internal Transfer PK_003 - Fall - New Revenue Requests New Revenues (or changes to fund size through contingency adjustments): $ 5,862,398 Capital Improvement Fund Project True-Up Adjustments $ 4,930,545 SDC Project True-Up Adjustments $ 3,000 Trust Fund Adjustments - Summer Concerts revenues General Fund Revenues Summarized as: $ 88,715 City Nature Donation and Program Revenues $ 288,000 Madison Street Dock agreement non Park use permit $ 31,200 Non-park use permit - Ed Benedict $ 10,000 7PKTR0FOTM01 -tree trimming services around traffic signs $ (85,000) BES - ESA Interagency Cut $ 403 Multnomah Art Center Lease Rate Increase $ 333,318 Total General Fund $11,129,261 Grand Total Dollar Amount: $11,129,261 Type: New Request Resources: New Revenues 9/30/12 9:27 Page 1 of 4 sap_b_bump_r6 BUDGET AMENDMENT REQUEST Portland Parks & Recreation PERIOD Fall BuMP FISCAL YEAR FY 2012-13 PK_004 - Encumbrance Carryover Request This package is to request carryover funding from purchase orders containing balances as of 6/30/12 that were of one-time funding in nature, and the receipt and/or payment of purchases were make in FY 2012-13. $ 2,950 Enc. Carryover - Grant Pool Shower - Paid 8/15 - Inv. #5100264377 $10,942 Forest Park Trail Study - GF 1-Time Package Enc. Carryover for Study $ 8,509 Enc. Carryover - Tabor Yard Remodel - GRIR done 7/30 - Inv. #5000212140 $ 3,592 Enc. Carryover - Charles Jordan CC re-naming Signage - Paid 8/9 - Inv. #5100263430 $ 21,678 Enc. Carryover - Lovejoy Repair - Paid 9/18 - Inv #5100270739 $ 3,270 Enc. Carryover - Lovejoy Fountain Shad Structure - Paid 7/9 - Inv #5100256846 $ 3,484 Enc. Carryover - Tabor Yard Remodel - Paid 7/16 - Inv. #5100258202 $ 4,599 Enc. Carryover - Replace Main 13th Floor Printer - Paid 7/9 - Inv #5100256846 Total: $59,024 Dollar Amount: $59,024 Type: Carryover Request Resources: General Fund Discretionary PK_005 - Grant Carryover This Package is to recognize grant carryover adjustments. Amount: Grant: ($100,000) Multnomah County DD Employment Alternatives ($315,667) Waud Bluff Trail ($80,276) Willamette Greenway Trail: North Columbia Blvd $223,943 Columbia Slough Trail $ 65,875 Washington Monroe EDI $ 1,600 Lighting Retrofits ARRA Grant $ 37,205 McLoughlin Blvd Bridge Staircase $ 5,732 Afterschool Child Wellness Practices St Johns CC $ 4,250 Urban Bird Testing $ 43,425 Willamette Park Boat Ramp Improvements $ 5,732 Afterschool Child Wellness Practices Charles Jordan CC Total: ($108,181) Dollar Amount: ($108,181) Type: Resources: PK_006 - Position Request This package converts a limited term position in Parks Capital fund to permanent, and cleans up a position that should have been abolished in the budget process. Dollar Amount: $0 Type: Technical Adjustment Resources: Internal Transfer 9/30/12 9:27 Page 2 of 4 sap_b_bump_r6 BUDGET AMENDMENT REQUEST Portland Parks & Recreation PERIOD Fall BuMP FISCAL YEAR FY 2012-13 PK_007 - Additional Security in PP&R Facilities In light of increased criminal and gang activity occurring within parks’ this summer, the following measures were taken to improve the security of youth and families within PP&R parks and facilities. Security Cameras Several community centers and pools have inadequate camera coverage (or none at all). Areas that lack coverage are day care rooms, front desk areas, and/or entry/exit doors. This lack of camera coverage compromises our ability to aid police in the investigation of criminal activity. To address this gap, central services and security staff identified and prioritized the installation of cameras within each center. Radios In emergency situations, community centers and summer playground program staff lack the necessary equipment to communicate efficiently with each other in the event of an emergency. PP&R is purchasing two-way, long-range radios that will enable staff to effectively coordinate lock down procedures and secure areas within the park in the event of an emergency. Park Rangers PP&R hired additional Park Rangers to provide increased park patrol and provide a greater presence within parks, community centers that were also identified by PPB as gang hot-spot areas. Total Cost Security Cameras: $64,110 Radios: $41,400 Rangers for Playground Coverage: $60,300 Rangers for Community Centers: $78,000 Total Costs: $243,810 Dollar Amount: $243,810 Type: New Request Resources: General Fund Discretionary PK_008 - Fall - Vacancy Savings This package is to reduce General Fund Discretionary per the Vacancy Savings memo. Dollar Amount: ($366,995) Type: Mid-Year Reductions Resources: General Fund Discretionary 9/30/12 9:27 Page 3 of 4 sap_b_bump_r6 BUDGET AMENDMENT REQUEST Portland Parks & Recreation PERIOD Fall BuMP FISCAL YEAR FY 2012-13 PK_009 - Fall – Vacancy Savings – Commissioner Exceptions This package is to add back Vacancy Savings in which the Commissioner has requested an exception to the policy as the positions required immediate replacements due to business needs. They are: 40001684 - Parks Technician - The swing shift/weekend position created to maintain Director Park and support Saturday Market is vacant due to the retirement of Bill Daniels and the subsequent bidding process which then filled the retired position in the East Zone but resulted in a vacancy for this West Zone position. Director Park is unique in the bureau in that it is managed to be heavily programmed with events and activities to support the visitors, tourists, employees and residents that frequent the downtown core. Daily park usage, along with attendance at the many events and activities that take place within the park require a high level of maintenance well into the evening hours and throughout every weekend. The vacant position is dedicated to the care; maintenance and cleaning of this park during the high use evening and weekend hours and is an integral position in the safe and effective management of this park. The added support that this position provides to the Saturday Market in Waterfront Park makes this position even more critical. Seasonal Staff cannot independently cover this vacancy, and evening/weekend coverage is needed to support the management of Director Park. 40009198 - Parks & Rec Central Svcs/Asset Syst Mgr - Portland Parks & Recreation is not able to leave the Central Services Manager position open for the requested 3-month duration. This position is a vital management position that oversees approximately 80 staff under three supervisors for major maintenance repairs and improvements for a broad array of Park assets including buildings, playgrounds, trails and bridges. The peak work period for this team of engineers, construction managers, skilled trades and heavy equipment operators is from spring to early winter. 40009062 - Management Analyst - This position is responsible for leveraging additional resources into our operations budget. PP&R needs to fill this position as soon as possible because it is our only position in the bureau that is dedicated exclusively for grants and sponsorships. We are currently reporting back to sponsors who supported Summer Free for All 2012 and actively pursing more than $1million dollars in sponsorship requests for 2013. Additionally we have ORPD and OSMB grant covenant issues that are outstanding and upcoming grant opportunities that we do not want to miss. Dollar Amount: $81,010 Type: New Request Resources: General Fund Discretionary PK_010 - General Fund One-Time Program Carryover This package is to add back as General Fund one-time funding the remaining balance from the FY 2011-12 GF one-time $80,000 Forest Park Trail Study that was carried over into FY 2012-13. The summary of spending is as follows: Expenses in FY 2011-12: $41,143 Encumbrances included in PK003: $10,942 Total amount spent or encumbered: $52,085. Remaining balance to carry forward to FY 2012-13: $27,915 Dollar Amount: $27,915 Type: New Request Resources: General Fund Discretionary 9/30/12 9:27 Page 4 of 4 sap_b_bump_r6 Prior Year Budget/Actuals - Reconciliations (BRASS A1 and A1a) Prior Year Business Area Reconciliation Report FY 2011-12 FY 2011-12 Percent Revised Year-End of Actuals Budget Actuals to Revised Portland Parks & Recreation EXPENDITURES Unappropriated Fund Balance $162,622 $0 0% Personnel Services $48,069,515 $47,049,284 98% External Materials and Services $24,106,329 $19,876,767 82% Internal Materials and Services $9,078,561 $9,519,422 105% Capital Outlay $14,210,769 $4,320,047 30% Bond Expenses $2,132,937 $2,078,234 97% Fund Transfers - Expense $2,163,384 $2,160,639 100% Contingency $14,876,347 $0 0% TOTAL EXPENDITURES $114,800,464 $85,004,392 74% REVENUES Budgeted Beginning Fund Balance $18,103,396 $0 0% Taxes $25,642 $11,789 46% Licenses & Permits $706,088 $778,555 110% Charges for Services $30,797,595 $31,641,295 103% Intergovernmental Revenues $9,714,227 $4,314,096 44% Interagency Revenue $2,940,090 $2,846,887 97% Fund Transfers - Revenue $3,435,268 $3,432,523 100% Bond and Note $3,684,000 $3,131,248 85% Miscellaneous $2,095,778 $2,246,094 107% General Fund Discretionary $43,298,380 $0 0% TOTAL REVENUES $114,800,464 $48,402,487 42% Bureau Reconciliation Narrative Fund 100, Business Area PK - Portland Parks and Recreation General Fund: Intergovernmental Revenue: This variance is due to the reduced amount of costs billed to Metro due to the redirection of hours of the Metro Liasion staff member to the City Nature Management position.