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Handout, Email from Jan Geden, Budget InformationJan ~e~len - Budget Information Page 1 From: Jan Geden To: All-ParksRec Date: 4/25/03 11 27AM Sub~ect: Budget Information Dear Staff, ~-1 ~.. ~,~- 1-~ PR~ ~ ~l~/~ 3 As I promised, I am writing my weekly budget update to you The purpose of this message wdl be to cover a few very significant aspects of the budget preparation, to give you the known timeline and miiestones that currently exist, and to talk about next steps At the onset, let me apologize for the length of this message, but it contains a great deal of important information that 1 feel you should have at this time We are in the f~nal stages of preparing the departmenYs 25% budget reduction strategy This pian will be submitted to the City Manager next Fnday, May 2 I think it is important for you to understand the critena we are using to make these very difficult budget deasions and recommendations Criteria for Development of the Department of Parks and Recreation Budget: W hether or not an organization has to do a budget reduction plan, an operating budget is a reflection of policy It is designed to show how the important work of a department wiil be funded and the priorities groen to that work Our 2004-2005 budget is based on that overarching principle As we cons~dered how we wouid approach the very difficult task of mak~ng recommendations for reducing our budget by 25%, we funneled each idea through the following criteria M 1 Preserve programs and activities central to the core of the mission of the Department of Parks and F Recreation Our mission is included at the end of this section of the document ~- 2 Reta~n programs and services that meet our two overarching goals for the next 3-5 years a To become a well-run busmess i Maintain or increase accountabdity to citizens u Provide consistent, quality services to the public ui Take care of our assets iv Maintain well trained staff and appropriately staff services b. To strengthen the DepartmenYs environmentai focus i Protect biodrversity and ecological integnty of our land u Increase ecoiogical understanding and sensitrv~ty in our staff and citizens ui To maintain the highest and best use of our land 3. Look for more effective ways to deiroer our programs and services Some of the questions we asked ourselves in this process were a Are there ways we can streamline our processes~ b Are we effectively and effiaently managing our businesses~ c Do we have service redundancies~ d Do we do the same thing in several areas that we can consolidate or centralize~ e Do we have processes where we could minimize steps yet maintain the same qual~ty~ f Are there technological improvements that would allow us to deliver the service more cost-effectively~ 4 Reduce activities with excess capacity - in other words, are there programs or services provided in excess of demand r* 5 Eliminate or reduce penpheral activities that, although they may enhance our effiaency or ~ effectiveness, are not absolutely essential to our core mission The questions we asked ourselves here Jan Geden - Budget information 'Page [ were a Can we get along without these activities~ b Will elimination of this activity seriously reduce our effectiveness~ c Wdl elimination of this acUviry save us money~ d Will elimination of this act~vity create a negative impact on the citizens we serve~ 6 Eliminate programs and serv~ces that may be core to the mission of Parks and Recreation, but whose loss will least affect other activities These are the critena we used in making decis~ons and the order of their pnonry It was important for us to develop a budget that would ensure the sustainability of Parks and Recreation, not necessanly in its most optimum form, but in a manner that woufd allow it to survive the difficult finanaal challenges we are currently facing and prov~de the ability to develop and prosper in the future Sustainability was core to our deasion making process Mission Statement: The City of Boulder Parks and Recreation Department exists to care for public lands and to provide opportunities for personal growth Through actroe and passive purswts, we work ~nth the citizens of Boulder to provide oppoRunities to renew, restore, refresh and re-create in order to balance stressful lifestyles It is our overall intent to encourage the partiapation of individuals and families to develop the highest possible level of physical and mental well-being It is our belief that well-balanced, healthy people contribute to a productrve and heaithy commurnty Budget timeline: Many of you have asked for definitive information regarding the timeline and mtlestones of the current budget process This is the most recent information that I have ~*, 1 May 2, 2003 - All departments submit budgets ~ 2 May 22, 2003 - The City Manager drafts reduction proposal 3 August 19, 2003 - City Council makes ballot dec~sion (this is a drop dead date, this deasion could come sooner) 4 November 4, 2003 - Citizens vote on ballot issue There are some important things to note about these dates By May 22, individual dispiacement decisions will be made We may know before then in some very specific areas, but all of the employees affected will be known at that time W hen the City Manager prepares his budget submission for Council, he will prepare a budget that will reflect reductions for 2004 and also potential restorations (based on the outcome of the ballot initiative) Whether those restorations actuaily become reductions wnll not be known until November 4, when the citizens vote on the ballot initiative It ~nnll be recommended that any employee affected by an unsuccessful ballot initiative be retamed until the end of 2004 to provide adequate time to prepare for displacement Next steps: Monday evening, April 28, we wili present a broad overview of the operating budget to our board The meeting begins at 6 p m in the City Counal Chambers, 1777 Broadway You are welcome to attend the presentation if you like It is important to understand that at that time, we wnll sttll not be able to communicate what this wdl mean as it relates to each indrvidual employee We will provide the board with the overall budget figures, the strategies we employed and the challenges we faced in developmg a 25% reduction plan, very broad areas in which we focused reduction conversations, and the potential total (not individual) number of FTE's affected According to the Parks and Recreation Advisory Board (PRAB) charter, the only purview the board has ~' over our operating budget is to review the budget submission and to provide broad feedback to Council ° ~an GeSen - Bud et Information Page 3 regarding it We wili ask the PRAB for feedback and will report it back to Councd The PRAB wdl not be ' gettmg any definitroe information regarding individual employees at their meeting Again, we uvdl not be ~ ~~~~ ready to provide that information at that time, and when we are, we will speak to individual empioyees first if they are affected I am attaching the memo we sent to the PRAB in their most recent board packet I highiy recommend that you to read it It provides some very solid informat~on about our budget, how we are funded, and the effects of the budget targets in dollars on each Division All Department Meeting on May 2: We ~nnll also hold an all department meeting on Friday, May 2 to coincide with our budget submission At that time we will share with those in attendance the budget we submitted to the City Manager I will get back to you early next week uvith the time and location of the meeting This past week has been one of the most difficult weeks in my entire career, and the main reason for that lies in the fact that I know you are all very worned and concerned. Again, the only thing that I can guarantee you is that when I have accurate and true information, I wdl share it with you and I will be appropnate and sensitive in how I share it I realize how difficult it may be for you to get out there and do your ~ob every day, and I ask you to be strong and help support one another Keep channeling any questions you have through your Division mangers, and I wnll Iook forward to see~ng a lot of you next Friday a~ ~ Jan Geden, Director City of Boulder Dept of Parks and Recreation 3198 Broadway Boulder, CO 80304 geden~~ci boulder co us ~", ~i.r