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HomeMy WebLinkAboutAgency_Performance_Survey (1)Agency Performance Survey PRORAGIS Excel Based Data Entry File - version 1.1 1 Park Metrics Agency Performance Survey Excel Based Data Entry File - version 1.2 Email your completed Excel file to nrpa@industryinsights.com for upload into the Park Metrics system (formerly PRORAGIS). AGENCY PERFORMANCE SURVEY Jurisdiction Information 1.↓ 2.↓ 3.In what state/province is your agency located?↓ 4. $a. $b. 5. #a. #b. Agency Operations: Operating Budget 6a. $ 6b. %a. %b. %c. %TOTAL (percentages must add to 100%) If "Other," please describe: 7. %a. %b. %c. %d. %TOTAL (must add to 100%) If "Other," please describe: 8. %a. %b. %c. %d. %e. %f. %g. %TOTAL (percentages must add to 100%) Please estimate the percentage of your agency's total operating expenditures during FY2016 that were dedicated to: Parks Recreation Other (describe below) 0.00 In what country is your agency located? Operating expenses Personnel services Other (describe below) Other dedicated taxes Earned/generated revenue Dedicated levies General fund tax support Other (describe below) Grants Sponsorships 0.00 i.e. XXXXX-XXXX 2016 2016 Jurisdiction total operating budget 2016 Jurisdiction Annual Capital Budget Square mileage of incorporated jurisdiction Population of jurisdiction Please estimate the square mileage and population of the incorporated jurisdiction your agency serves. (Census data about the area your agency services can be found from the U.S. Census Bureau at: http://quickfacts.census.gov/qfd/index.html) Please Select Jurisdiction Type Park Metrics ID Fiscal year for which you are reporting Which of the following best describes your agency/department's jurisdiction type? For 2016, what was your Jurisdiction's total annual operating and capital budget? What were the total operating expenditures for your agency during FY2016? Please Select Jurisdiction Country Please Select Jurisdiction State/Province Please estimate the percentage of your agency's total operating expenditures for each of the following categories. (Sum of categories must add to 100%). Please estimate the percentage of your total operating expenditures from each of the following sources. (Sum of sources must equal 100%). 0.00 Capital expense not in CIP Agency Performance Survey PRORAGIS Excel Based Data Entry File - version 1.1 2 If "Other," please describe: 9. $ Capital Budget 10. $a. $b. 11. %a. %b. %c. %d. %TOTAL (percentages must add to 100%) If "Other," please describe: 12. $a. $b. 13. Personnel 14. #a. #b. #c. #d. 15. %a. %b. %c. %d. %e. %f. %TOTAL (percentages must add to 100%) If "Other," please describe: 16. #a.Number of volunteers #b.Total hours worked by volunteers 17. Yes No Workload Other (describe below) What percentage of your total full-time FTEs are involved in the following operational areas? (estimate if necessary) 0.00 Please enter the number of funded employees at your agency. What is the dollar value of general obligation bonds authorized in 2016? What is the dollar value of revenue bonds authorized for your agency? What percentage of your agency's current fiscal year's capital budget was designated for the following purposes? Other sources of capital funds (please describe): 0.00 General obligation bonds authorized in 2016 Revenue bonds authorized Capital Budget Next 5-Years Capital Budget for FY2016 Administration Operations Maintenance Programmers Capital Development Total number of full-time equivalent employees (FTEs) Hours worked annually by non-full-time employees Number of non-full-time employees Please estimate your agency's TOTAL non-tax revenues for Fiscal Year 2016. What is your agency's total capital budget for the next 5 years? What was the total capital budget for FY2016? Please estimate the number of volunteers and the number of hours worked by the volunteers at your agency in fiscal year 2016. Are at least some percentage of your agency's staff covered by collective bargaining (i.e., are union members)? Renovation Other (describe below) Acquisition New development Number of full-time employees Agency Performance Survey PRORAGIS Excel Based Data Entry File - version 1.1 3 18. #a. #b. #c. #d. 19. #a. #b. 20. # 21. #a. #b. 22. #a. #b. #c. 23. #a. #b. #c. Agency Responsibilities 24. a.n. b.o. c.p. d.q. e.r. f.s. g.t. h.u. i.v. j.w. k.x. l.y. m. Operate, maintain, or contract indoor swim facility? Total building facility contacts Total park facility contacts Total facilities and parks contacts Number of operated buildings Square footage of operated buildings Total number of programs offered Number of fee based programs Total program contacts (estimate as necessary) Total Acres of Non-Park Sites Please estimate the number of acres of developed and undeveloped open space for which your department has management responsibility over or maintains. Developed Undeveloped Total Park Acres Total Number of Non-Park Sites Total Number of Parks Operate and maintain non-park sites? Have budgetary responsibility for its administrative staff? Operate and maintain park sites? Operate and maintain indoor facilities? Operate, maintain, or contract golf courses? Operate, maintain, or contract campgrounds? The information being collected below is critical to most of the management ratios. NRPA recognizes that some departments may not collect this data as part of their reporting process. If you do not know the actual numbers, please provide estimated responses. In future years you can collect the actual data and enter it at that time. How many individual parks or non-park sites does your department/agency maintain and/or have management responsibility over? Please estimate the total number of trail miles managed or maintained by your agency. Operate, maintain, or manage trails, greenways, and/or blueways (TGB)? Operate, maintain, or contract water parks? Operate, maintain, or contract tennis center facilities? Operate, maintain, or contract tourism attractions? Operate, maintain, or contract Other attractions or facilities? Provide recreation programming and services? Administer or manage tournament/event quality indoor sports complexes? Administer or manage tournament/event quality outdoor sports complexes? Conduct major jurisdiction wide special events? Include in its operating budget the funding for planning and development functions? Operate, maintain, or manage special purpose parks and open spaces? Manage major aquatic complex? Manage or maintain fairgrounds? Administer or manage farmer's markets? Maintain, manage or lease indoor performing arts center? What is the number of buildings and the square footage of the buildings operated by your agency? Please estimate the number of programs your agency offers annually and how many people (i.e., contacts) are served by these programs. Please estimate the number of contacts (e.g. participants, users) of your agency's parks and facilities per year. Responsibilities can vary greatly by agency. Does your agency... (Select all that apply Administer community gardens? Manage large performance outdoor amphitheaters? Administer or manage professional or college-type stadium/arena/racetrack? Agency Performance Survey PRORAGIS Excel Based Data Entry File - version 1.1 4 Facilities 25.How many of each following facilities does your agency have? a.#g.# b.#h.# c.#i.# d.#j.# e.#k.# f.#l.# 26. a.#l.# b.#m.# c.#n.# d.#o.# e.#p.# f.#q.# g.#r.# h.#s.# i.#t.# j.#u.# k.#v.# w.# 27. a.#e.# b.#f.# c.#g.# d.# 28. a.#f.# b.#g.# c.# d.# e.# Activities 29. a.i. b.j. c.k. d.l. e.m. f.n. g.o. h.p. 30. Yes No a. b. c. d. e. f. g. h.Programs for people with disabilities Themed special events Trips and tours Natural and cultural history activities Golf Social recreation events Cultural crafts Performing arts Visual arts Health and wellness education Aquatics Martial arts Racquet sports Individual sports Team sports Fitness enhancement classes Safety training Leisure pool Therapeutic pool Executive 18-hole courses Par 3; 18-hole courses Par 3; 9-hole courses Summer camp Before school programs Specific senior programs Specific teen programs Full daycare Preschool After school programs Total indoor competitive swimming pools Indoor competitive swimming pools: 50 meters Indoor competitive swimming pools: 25 meters Other indoor competitive swimming pools Indoor separated diving well Driving range stations Regulation 18-hole courses Regulation 9-hole courses Executive 9-hole courses Swimming pools (outdoor only) Ice rink (outdoor only) Dog park Overlay field Multipurpose synthetic field Diamond fields: tee-ball Rectangular fields: soccer field - adult Rectangular fields: lacrosse field Rectangular fields: cricket field Rectangular fields: multi-purpose Recreation centers Community centers Senior centers Teen centers Fitness center Gyms Multiuse courts -basketball, volleyball Diamond fields: softball fields - youth Diamond fields: baseball - adult Diamond fields: baseball - youth Tennis courts (outdoor only) Rectangular fields: soccer field - youth Rectangular fields: football field Rectangular fields: field hockey field Diamond fields: softball fields - adult Playgrounds Totlots Community gardens Basketball courts How many of the following golf facilities does your agency have? How many of the following indoor swim facilities does your agency have? Does your agency offer activities in the following categories? Does your agency offer the following Out of School Time (OST) activities? How many of the following outdoor facilities does your agency have? Stadiums Ice rink Arena Performance amphitheater Indoor track Nature centers Agency Performance Survey PRORAGIS Excel Based Data Entry File - version 1.1 5 Question #Title Definition 1 Jurisdiction Type Use the legally defined form of government relevant to your state (for example, are you for governance and legal purposes a city or town). 4 Jurisdiction Budgets Indicate the total budgets for all departments in the Jurisdiction government. Information is used to compare percentage of park and recreation agency's budgets to total jurisdiction budgets. 4 Jurisdiction Total Operating Budget Indicate the total Operating budget for all departments in the Jurisdiction government. Information is used to compare percentage of park and recreation operating budget to total jurisdiction operating budget. 4 Jurisdiction Total Capital Budget Indicate the total capital budget for all departments in the jurisdiction. Information is used to compare percentage of park and recreation capital budget to total jurisdiction capital budget. 5 Square Miles The jurisdiction square miles are located at the bottom of the Census Quick Facts form. Please respond in Square Miles (sq. mi.). Calculations for conversion: 640 Acres = 1 Sq. Mi.; 259 Hectares = 1 Sq. Mi. 6 Agency's Total Operating Expenditures Include all personnel, operations and operating capital costs and special funds managed. If you have a facility that is in an enterprise fund include its operating costs in this total. If you manage and/or pay for the asset and it is in your budget, include it here. 7 Operating Expenditures by Category The method of accounting for budgeted expenditures varies between departments across the nation. Generally speaking the budget amounts can be placed in one of the three categories listed below. 7 Personnel Services Expenditures for all salaries, wages and benefits for full and non-full time personnel and contracted individuals. Employees who are "force accounted," (paid for by bond or grant funds) and employees of Enterprise funds should be included in this percentage as well. 7 Operations Includes all expenditures for all functions of the Department. This includes operational support for force accounted employees where the fund repays the operating budget; all enterprise funds; interdepartmental transfers; and in some cases the capital debt service. 7 Operating Capital Expenditures for capital equipment (computers, vehicles, large area mowers, tractors, boats, etc.); some periodic cyclical maintenance (carpets, conference chairs, push mowers, etc.) and debt services paid from the operating funds (unless it is accounted for in either the capital bond funds or the operations expenditures above). 8 Operating Expenditure Sources Many departments are looking at new ways and means to fund their operations. The following categories are intended to let others know the source the funds used on operating expenditures. Categories are defined as needed. 8 Jurisdiction general fund These are the general fund revenues collected by your jurisdiction and allocated to you in the budget process. 8 Tax levy (specific to parks, recreation and open space) Jurisdiction ballots or otherwise approved amounts of taxes specified for the expenditure of operating dollars specific to parks, recreation and open space. Usually approved for multiple years. 8 Earned/Generated Revenue These are annual fees and charges that you recover from classes, programs, events, rentals and leases. The total dollar amount of this category should be equal to the revenues shown in question 9. 8 Other Dedicated Taxes This would include school district taxes or other special use taxes. Some states allow school districts to allocate part of the school district taxes to municipal parks and recreation. Also, some jurisdictions have passed special use taxes for park, recreation and operating purposes. For example, a portion of a local real estate transfer tax for reducing a maintenance deficit. 8 Sponsorships Address only dollar amounts of donations. Do not include in-kind services values. 8 Grants Includes State, Federal, and/or Foundation Grants. Account for any grants received in the year being recorded (PYA or BYP). Some states provide grants that include operating funds for specified programs. Be sure to keep these separate from those that are for capital projects. Some types of federal grants offer funding for operations. For example, the National Endowments for the Humanities (NEH) and for the Arts (NEA) may provide grants for hosting events, paying performers or artists and operating historic sites. 9 Non-Tax Revenue Revenue derived from fees and charges for classes, programs, events, leagues, permits, leases, rentals and sales of concessions and property. 10 Total Capital Budget Please provide the amount of capital dollars appropriated for the year for which you are reporting. 11 Capital construction and acquisition budget This dollar amount is the basis for calculating the percentages for the categories below. Include only those expenditures that were charged to the capital funds. 11 Renovation Projects related to increasing the economic life of existing physical assets. This could include cyclical maintenance such as roof replacements, pool drains and field renovation. 11 New Development Conceptual and construction drawings, construction management, and/or implementation if occurring in-house. 11 Acquisition The cost of land or other physical assets, including appraisals legal steps etc. 11 Other Some jurisdictions may use capital dollars to conduct comprehensive master planning or other related activities. 14a Full-time employees You may have more authorized than are funded. Include the number funded. 14b Non-full-time employees This may include instructors and other event or hourly employees (class instructors, sports officials, league managers etc.). Include maintenance staff. 14c Annual hours worked by non-full-time employees Total annual hours worked by the non-full-time employees. This figure will be used to convert your non-full-time employees to full- time equivalent employees (FTEs). 14d Total number of full-time equivalent employees (FTEs)Calculated as number of full-time employees + (total hours worked by non-full time employees divided by 2,080 hours). Total FTEs = 14a + (14c ÷ 2,080) 16 Volunteers Include only those volunteers that are registered as volunteers and have volunteered for specific duties. Do not include the sport league coaches and folks who are associated with park watch, adopt-a-park programs and similar. 17 Unions Depending on the focus of the benchmarking project analysis, it may make a difference whether or not employees are union members. 18 Number of Parks or Sites In addition to the named parks, departments frequently have small-sized lots and other non-park sites that they are required to maintain. Include those sites under the Non-Park Site values in items c. and d. 19 Undeveloped Open Space Includes lands that are designated for undeveloped or passive open space. For example, you may have a forested area that is not to be developed beyond a trail head and trail. It would not include land that is awaiting development as a park. 20 Total Trail miles managed or maintained This would include both trails within a park and trail corridors outside parks. Does not include on street trails. 21 Number of buildings operated Operated buildings do not include restrooms, concession stands, or equipment storage spaces. It refers to HQs, maintenance shops, centers, museums, and other programmable spaces. 22a Number of programs offered Please estimate the number of programs offered by your agency on an annual basis (include both fee and non-fee based programs). Include programs offered at facilities (e.g., pools, gyms, nature centers) and at your agency's parks). 22b Number of fee based programs How many of those programs have a fee for participation? 22c Total program contacts Programs are defined as a one-time activity per group such as a nature study program, nature walk, site tour etc.; Classes are defined as a multi-session activity with the same participants such as an aerobics class, pottery class, etc.; and small events such as an art fair or Halloween haunted house. Do not include large special events or sports leagues. 23a Total building facility contacts Face to face interaction in recreation facilities. 23b Total park facility contacts This includes contact in park or visitor use of parks such as walkers or cyclists using a trail (estimate as necessary). 23c Total parks and facilities contacts Contacts refer to an interface between your department's parks, facilities, and staff. Whether there is face to face contact or someone uses a trail they should be counted. Estimate as needed. 24 Agency Responsibilities If your agency manages, maintains, and/or budgets for the function, include it. 24g Water park A pool or series of water features that are intended for user recreation such as slides, tubes, lazy rivers and spray features. May contain a lap pool feature associated with the water features. 24l Non-park sites Includes public facilities, streets, landscape beds, etc. 24m Trails, greenways, and/or blueways (TGB)Include only those trails not in parks or ones that are 'parks' on their own. 24o Open spaces Open space natural areas, historic properties, etc. 25a Recreation Centers House spaces for active recreation such as pools, gyms, etc. 25b Community Centers Facilities may include meeting rooms, cold kitchen, social event space, etc. 25c Senior Centers Defined by the age of the population served; may have community or recreation center type facilities. 25d Teen Centers Defined by age group served; facilities may include both active and social spaces. 25e Fitness Centers Includes selectorized weight equipment, aerobics, and free weights. 25f Gyms Gyms are configured for court use of basketball, volleyball, badminton and similar. 25g Outdoor stadiums Fenced areas with fixed seating for spectators to view sporting or recreational events. These may include minor league baseball stadia, soccer stadia, tennis stadia, and similar. 25i Arena A spectator venue, possibly with capability to host a wide variety of event types. 25l Nature Centers Also includes environmental centers and other locations for teaching natural history. 26a Playgrounds Equipment sized for children 5-12 years of age. 26b Tot lots Equipment sized for children 2 - 5 years of age. 26c Community gardens Indicate the number of garden plots that are made available to the public. 26d Basketball court (outdoor) Count each separate court. Count half courts as .5 courts. 26f Tennis court (outdoor) Count each separate court. Do not include deck tennis, or practice walls. Tennis courts with no onsite fees (may have reservation fee at HQ or online). 26g Baseball - Youth Any field less than 90 ft. base paths. 26i Softball Fields - Youth Usually for girls fast pitch but fields with 60 ft. bases and 200 ft. outfield fence. 26j Softball fields - Adult Has 275 ft. or greater outfield fence. Usually for adult slo-pitch teams. 26k Tee-Ball For tee-ball and coach pitch leagues 5 to 8 years of age. 26l Dog Park A dog park includes any off-leash areas, generally ones that are contained so the dog cannot runoff. 26o Multi-purpose Rectangular Fields Do not include any of these fields in the dedicated use categories below. 26p Cricket Field Include dedicated fields with pitches for Cricket. 26q Field Hockey Field Dedicated field hockey fields. 26r Football Field Dedicated football fields. 26s Lacrosse Field Dedicated Lacrosse fields. 26t Soccer field - Adult A regulation field of at least 210 by 360 feet. 26u Soccer field - Youth Any dedicated, non-overlay, small-sided fields. 27a Driving Range Count the number of driving stations that are available. 27b Regulation 18-hole Courses Regulation courses generally has at least one par-5 and one par -3, per 9-holes. 27c Regulation 9-hole courses Regulation courses generally has at least one par-5 and one par -3, per 9-holes. 27d Executive 9-hole courses Executive courses usually have at least three par-4 holes and no par fives per 9-holes. 27e Executive 18-hole courses Executive courses usually have at least three par-4 holes and no par fives per 9-holes. 28a Competition pools (indoor) - 50 meters Pools that have a length of 50 meters and can install lane dividers, and starting stands. Can be used for lap swimming and water exercise. 28b Competition pools (indoor) - 25 meters Pools that have a length of 25 meters or 25 yards and can install lane dividers, and starting stands. Can be used for lap swimming and water exercise. 28c Competition pools (indoor) - Other Other indoor competition pools that have a length of can install lane dividers, and starting stands. Can be used for lap swimming and water exercise. 28d Competition pools (indoor) - Diving well Separated indoor diving well. 28e Competition pools (indoor) - total Diving wells and pools that have a length of 25 yards, 25 meters or 50 meters and can install lane dividers, and starting stands. Can be used for lap swimming and water exercise. 28f Leisure Pool Pool designed with water play features. 28g Therapeutic Pool Pool with zero grade entry and/or heated for therapeutic benefit. 29a Health and Wellness Education Nutrition, cooking, gardening, balance, injury prevention, etc. 29b Safety Training Learn-to-swim, bike, boating, fire safety, etc. 29c Fitness Enhancement Classes Aerobics, jazzercise, spinning, zumba, pilates, water walking, etc. 29d Team Sports Baseball, basketball, football, soccer, lacrosse, cheerleading, gymnastics, rugby, frisbee, wrestling, etc. 29e Individual sports Running clubs, skiing, ice skating, boxing, skateboarding, fishing, etc. 29f Racquet sports Tennis, racquetball, pickleball, etc. 29g Martial Arts Karate, judo, self-defense, tai chi, taekuwondo, etc. 29h Aquatics Swim classes, teams/leagues, diving, tournaments, etc. 29i Golf Lessons, league play, tournaments, etc. 29j Social Recreation Events Parlor games, e.g. checkers, dominoes, chess, dances, e.g., parent-child, senior prom, ballroom dance classes, latest modern dances. 29k Cultural Crafts Woodworking, weaving, quilting, pottery, basketry, etc. 29l Performing Arts Music, dance, drama, poetry, etc. 29m Visual Arts Painting, drawing, photography, other art forms. 29n Natural and Cultural History Activities Nature walks, historic site tours, gardening, related events and classes. 29o Themed Special Events Holiday parades or events, commemorative days or weekends, etc. 29p Trips and Tours Varied excursions for shopping, sport (skiing), or holiday events, etc. 30a Summer Camp This is defined as a continuing weekly program offered five days a week for several weeks during the summer. Camps that have specialties and separate registration weekly are considered a program rather than a camp. 30b Before school programs Daily before school programs offered during the school year. 30c After school programs Daily after school programs offered during the school year. 30e Full Daycare Mon - Fri 7 AM to 6 PM, etc. 30f Specific Teen programs Do you offer programs that are specifically developed to serve teens?