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Recreation subcommittee proposes restricted "new programming" fund; board seeks written policy and oversight
Summary
A recreation subcommittee recommended creating a restricted 'new programming' or 'new projects' line to capture excess program revenue and fund pilot activities; board members emphasized oversight, line‑item transfer approvals and a written policy to prevent the fund becoming a de facto slush account.
Members of the Board of Finance discussed recommendations from the Recreation budget subcommittee on how to handle variable program revenues and mid‑year program changes.
Tom Fasi and Gail (subcommittee members) described meetings with Recreation staff and proposed creating a dedicated 'new programming' or 'new projects' line to house excess registration revenue. The goal is to have an identifiable starting balance that Recreation staff could draw on for pilot programs or new ideas, but only after approval of line‑item transfers by Finance staff and the board.
Members said the subcommittee’s review of program accounting revealed gaps in how program costs had been tallied — notably that some project spreadsheets initially omitted related hourly wages and other costs. As an example, the subcommittee described a 5K event that, after including all direct costs, would have operated at a loss; that experience drove the recommendation that each program be treated as a cost center and that transfers be approved through Eric and the board.
Several members voiced concern about creating a fund that could be used to mask overages elsewhere (a "slush‑fund" risk) and emphasized that the fund should be limited to bona fide new programming. The board asked the subcommittee and staff to produce a written policy documenting how the new line would be funded, what it may be used for, and the mechanics and approvals required for line‑item transfers.
The board signaled support in principle for the approach but requested the subcommittee return with a recommended dollar threshold for the new line, clear rules on whether hourly wages for a new program can be paid from the line, and formal written policy language so future boards can rely on documented procedures.
Next steps: Tom and Gail will meet with Recreation staff to draft the policy and a suggested starting balance; the board will review the proposal at a future meeting.
