10-22-2012 (Parks & Recreation) Agenda Packet Wylie Parks and Recreation Board
NOTICE OF MEETING
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Regular Meeting Agenda
October 22, 2012 - 6:30 p.m.
Wylie Municipal Complex — Council Chambers
300 Country Club Road, Building #100
Matt Rose Chair
Jim Ward Vice-Chair
Dan Chesnut Board Member
Jeff Harris Board Member
Lisa Ulmer Board Member
Emmett Jones Board Member
Jeremy White Board Member
Robert Diaz Board Liaison
Mike Sferra Public Services Director
Janet Hawkes Board Secretary
In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie
Municipal Complex, distributed to the appropriate news media, and posted on the City website:
www.wylietexas.gov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted
on the City of Wylie website: www.wylietexas.gov.
The Board Chair requests that all cell phones and pagers be turned off or set to vibrate. Members of the audience
are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation.
The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled
attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020.
Hearing impaired devices are available from the City Secretary prior to each meeting.
CALL TO ORDER
Announce the presence of a Quorum.
CITIZENS COMMENTS ON NON-AGENDA ITEMS
Residents may address the Board regarding an item that is not listed on the Agenda. Residents must provide their
name and address. Board requests that comments be limited to three (3) minutes. In addition, the Board is not
allowed to converse, deliberate or take action on any matter presented during citizen participation.
October 22,2012 Wylie Parks and Recreation Board Regular Meeting Agenda Page 2 of 2
REGULAR AGENDA
1. Consider and act upon approval of the Minutes from the September 24, 2012
meeting.
DISCUSSION ITEMS
• Discussion regarding the unnamed pavilion at Community Park and the
adjacent restroom/storage building.
• Discussion regarding expenditure of remaining contingency funds from
the 2011 Community Park Improvements Project.
• Discuss Recreation Fee options.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 19th day of October 2012 at 5:00 p.m. as required by law in
accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was
contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wylietexas.gov.
Carole Ehrlich,City Secretary Date Notice Removed
Parks and Recreation Board
LILY OF WYLI
Meeting Minutes
Monday,September 24,2012—6:30 p.m.
Wylie Municipal Complex—Council Chambers
300 Country Club Road, Building 100
Wylie, Texas 75098
CALL TO ORDER
Announcing the presence of a Quorum,Board Chairman Matt Rose,called the meeting to order at 6:30 p.m.
Board Members present: Jim Ward(arrived 6:33 p.m.),Dan Chesnut,Jeff Harris(left at 7:43 p.m.),Emmett Jones and
Jeremy White.
Staff members present: Board Liaison and Parks and Recreation Superintendent,Robert Diaz,Public Services Director,
Mike Sferra,and Park Board Secretary,Janet Hawkes.
CITIZENS PARTICIPATION
No citizens addressed the Board.
BUSINESS ITEMS
1. Consider and act upon approving the Minutes from the August 20, 2012 meeting.
Board Action:
Board Member Harris made a motion,seconded by Board Member Jones to approve the minutes from the
August 20,2012 meeting. A vote was taken and passed 6-0.
DISCUSSION ITEMS
2. Discuss the proposed parkland dedication in the Lewis Tract Development.
Board Discussion:
Public Services Director,Mike Sferra turned over the discussion to developer Jim Douglas to present to the board
the potential subdivision development of the approximately 50 acre Lewis Tract located north of Wylie East High
School(WEHS). The Lewis family requested,to which the developer agreed,to rebuild the lake dock and preserve
many of the property's trees by hand clearing the land. 9.7 acres of the open space land is non-flood plain,and a
proposed 3,200 linear foot hike and bike trail would connect directly to the WEHS trail which will be open to all
citizens as well as WEHS but maintained by the community's HOA with no additional city expense. At least 4 park
benches,park lighting,and a pavilion are in the conceptual plan. Lots on the south side of the proposed
development backing up to WEHS would have a masonry wall,and wooded lots on the east would likely get
wrought iron fencing or stay open and natural,whichever the City of Wylie and WEHS prefers. Mr.Douglas stated
he plans to add overlay to improve the adjacent portion of Bennett Road but agreed he would rebuild the road with
concrete if the city required it. He stated that he considered connecting the trails to Bennett Road. Mr.Douglas
stated that they will develop all the intended amenities in the first phase. The Board also requested some further
detailed information regarding the exact dedication required for the number of lots that are intended to be developed
be supplied for the next meeting when this dedication would be brought back to the Board for final approval.
Superintendent Diaz advised that the Board will be able to approve the dedication at the November Board meeting
pending the outcome of the City Council approving the annexation of the property.
3. Discussion regarding the expenditure of remaining contingency funds from the 2011
Community Park Improvements Project.
Board Discussion:
Director Sferra stated that we will have approximately$80,000 remaining in the Community Park Improvements
Project contingency funds. Funding for the plaza art(including any utility expenses)will need to come out of these
funds as well. Lance Wallace,Wylie Baseball/Softball Association(WSBA)President was in attendance. He,
along with the Board,advised staff that they preferred the contingency fund monies go in Community Park to fund
either of the following; a small T-ball restroom with storage closet and no area for concessions between T-ball fields
2 and 3; a small restroom with storage closet and no concession area at Founders Park near the football fields: shade
structures and bleachers for the larger ball fields; or and irrigation and landscaping for the Community Park plaza
area. Director Sferra advised the Board that the direction of City Council was for the contingency funds to be spent
toward a football concession/restroom,a T-ball concession/restroom at Community Park and/or approximately eight
new bleachers. Mr. Sferra added that if we deviated from these three ideas the discussion would need to go back to
City Council.
In conclusion,the Board requested Director Sferra to pursue the following for the October Parks and Recreation
Board(PARB)meeting: 1)obtain cost estimates for one or two locations at both Founders Park and Community
Park for potential sites to construct a small restroom/storage building at each 2)check on the current utility
availability at these proposed spots at both parks,3)obtain bleacher and bleacher cover costs,and 4)obtain cost
estimate for irrigation to be installed at Community Park plaza.
4. Discuss Recreation Fee options.
Board Discussion:
Superintendent Diaz presented the Board with charts put together by Staff showing peak hours,peak usage,and
peak capacity of the Recreation Center as well as how many family memberships(of four)have been sold since
opening. Peak hours January/2012 through August/2012 show 70,000 more patrons than the prior year during the
hours of 10:30 a.m.to 11:30 a.m. and 4:30 p.m.to 9:30 p.m.,which are considered peak usage times at the
Recreation Center. Staff advised that they feel we are closer to reaching full capacity only in the summer months
(June,July and August)due to the high number of youth passes sold,but overall we have not yet reached full
capacity and are currently accommodating usage adequately,particularly during the non-summer months. He
mentioned that staff is increased in number during the summer months which helps accommodate with the larger
attendance. In regards to family passes, Superintendent Diaz stated that the increase is flat overall. Some three-
month memberships have increased; slight increase for senior passes,but primarily the increase was seen for the
adult passes.
Superintendent Diaz advised that the Recreation Center fees are to be reviewed every couple of years to see where
they are in numbers and percentages in relation to the cost recovery goals and to see if there is a justifiable reason to
increase the rates. He states that numbers show we are currently meeting revenues and accommodating the need;
however,the goal is to increase the percent of recovery over time. Superintendent Diaz suggests increasing all of
the membership fees across the board without changing the day passes because they are considered to be on the
higher-priced end already.
Board Member Chesnut suggested a possible way to increase revenue is by extending the advertisement for classes
to include use of all monitors in the recreation center and library to streamline the upcoming class information. Diaz
advised that staff is currently working with Public Information to utilize accessing all televisions and monitors to
advertise,but he also advised that marketing push is currently achieved on our website and brochures as well as
Facebook,the Connections Magazine and The Wylie News newspaper.
Superintendent Diaz stated that based on the various data presented by Staff and discussed by the Board over the last
several months,we are currently at a point where documentation can be put together presenting clear representation
of our numbers and percentages,as well as realistic cost recovery goals that can be presented to the City Council at a
future meeting for their recommendation for direction. Board member Jim Ward suggested that a"State of the
Wylie Recreation Center"document be presented based on the information discussed and that document be used to
discuss any changes with the City Council. Superintendent Diaz will be preparing a draft document for Board
review at the October meeting based on Board comments.
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member
Jones. The meeting was adjourned at 8:20 p.m.by unanimous consent.
ATTEST:
Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman
Minutes September 24, 2012
Wylie Parks and Recreation Board Meeting
Page 2 of 2
Parks and Recreation Board
CITY OF WYLIE AGENDA REPORT
Meeting Date: October 22, 2012 Item Number:
Division: Parks and Recreation (City Secretary's Use Only)
Prepared By: Mike Sferra Account Code:
Date Prepared: October 11, 2012 Budgeted Amount:
Exhibits: 1 (Aerial View)
Subject
Discussion regarding the unnamed pavilion at Community Park and the adjacent restroom/storage building.
Recommendation
N/A
Discussion
At the July 23, 2012 Park Board meeting, the Board unanimously approved a motion recommending the City
Council name the unnamed picnic pavilion on the east side of the park as the Akin Pavilion. The intent of the
motion was in response to a citizen commenting that the existing Akin Pavilion, located on the west side of the
park and now used as a storage building, seemed out of place given the park's recent improvements.
At the July meeting, there was some question regarding the plaques on the storage/restroom building located on
the east side of the park and adjacent to the unnamed picnic pavilion. Staff clarified those issues at the August
20, 2012 meeting.
After further discussion among City staff and management, it was decided that measures taken for the near term
should include the following:
• Clean up the Akin Pavilion fenced-in area,
• Remove a portion of the existing fencing to present a neater appearance,
• Address and maintain the grounds keeping duties around the building, and
• Paint the building's trim.
These measures would improve the overall appearance of the area while allowing the building to maintain some
magnitude of its historical significance and designation as being the actual structure dedicated by the John W.
Akin family. The Park Division's goal is to make these improvements by the end of this year.
Approved By
Initial Date
Department Director MS October 11 2012
City Manager
Page 1 of 1
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of- #
Parks and Recreation Board
AGENDA REPORT
Meeting Date: October 22, 2012 Item Number:
Department: Parks and Recreation (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: October 18, 2012 Budgeted Amount:
Exhibits: 2
Subject
Discussion regarding expenditure of remaining contingency funds from the 2011 Community Park
Improvements Project.
Recommendation
N/A
Discussion
• Locations of restrooms/storage areas at Founders and Community Parks.
• Irrigation for Community Park Plaza area- $10,000.00 approved funding in Acquisition and
Improvement Fund.
• Bleacher and/or Bleacher covers for Community Park- $30,000 approved funding in Acquisition and
Improvement Fund.
• Staff will bring back utility cost estimates for restrooms/storage areas at Founders and Community Parks
at the November meeting.
Approved By
Initial Date
Department Director
City Manager
Page 1 of 1
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Parks and Recreation Board
\\,,,.............) AGENDA REPORT
Meeting Date: October 22, 2012 Item Number:
Department: Parks and Recreation (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: October 18, 2012 Budgeted Amount:
Exhibits: 2
Subject
Discuss Recreation Fee options.
Recommendation
N/A
Discussion
The Board directed staff to bring back a draft of a"State of the Wylie Recreation Center"to the October
meeting. Staff met with members of the Finance Department to discuss the current status of the 4B Fund and
some strategies for future funding of the Wylie Recreation Center. Staff will review the State of the Wylie
Recreation document and also membership pass information with the Board. The goal of the discussion is to
begin to finalize a strategy to recommend to the City Council.
Approved By
Initial Date
Department Director
City Manager
Page 1 of 1
State of the Wylie Recreation Center
The Wylie Recreation Center opened February 2011. Presale of annual membership passes began to be
sold to the public in the fall of 2010. An additional month (13 month annual pass)was added to all
annual presale passes to encourage membership prior to the opening of the Wylie Recreation Center.
That offer has not been done again since the opening of the Wylie Recreation Center.
Fiscal Year 2011(October 2010 to September 2011)
Actual Expense Budget for the Recreation Fund (5125): $1,020,777.14
Actual Revenues for the Recreation Fund: $532,182.00
Recovery rate for FY2011 52%
Subsidized by the 4B Fund 48%
Fiscal Year 2012(October 2011 to September 2012)
Actual Expense Budget for the Recreation Fund (5125): $1,161,644.69
Actual Revenues for the Recreation Fund: $663,149.30
Recovery rate for FY2012 57%
Subsidized by the 4B Fund 43%
Fiscal Year 2013(October 2012 to September 2013)
Expense Budget for the Recreation Fund (5125): $1,320,308.00
Revenues for the Recreation Fund: $586,000.00
Recovery rate for FY2013 45%
Subsidized by the 4B Fund 55%
In discussions with the Finance Department, staff has determined that in approximately 5-6 years the 4B
fund balance will be used up (based on current projections) in order to support the Recreation Fund, 4B
Recreation (Senior Center),4B Parks, and 4B Debt Service.
There will be a reduction in debt service in FY2017 to the 4B fund of approximately$150,000 with the
payoff of a portion of a series of sales tax bonds. The remaining debt service will be paid off by FY2026.
Items to consider in reduction of expenses or increase in revenues:
• Reduce expenses by reduction of Wylie Recreation Center hours
• Establish seasonal hours at the WRC
• Cap yearly expenditures of the Wylie Recreation Center
• Increase revenues at WRC by raising fees
• Increase revenues at WRC by increased marketing efforts
• Increase 4B sales tax revenues by City marketing efforts
• Look for sponsorships to offset any expenses, i.e. hospitals
• Refinance any or all of the current debt service in the 4B Fund (Finance is investigating this
possibility)
• Sell the Bart Peddicord Community Center, funds could be used to pay debt, decrease in
operation expenses by not having to manage facility
• Combine senior operations with Wylie Recreation Center operations
• Over time, move four personnel from the 4B budget to the General Fund
CITY OF WYLIE
4B SALES TAX SUPPORTED DEBT
TOTAL DEBT SERVICE REQUIREMENTS
Period Total
Ending Principal Interest Debt Service
SALES TAX REVENUE BONDS (FUND 312):
9/30/2013 120,000 26,085 146,085
9/30/2014 130,000 19,148 149,148
9/30/2015 135,000 11,794 146,794
9/30/2016 145,000 4,024 149,024
TOTAL 530,000 61,051 591,051
COMBINATION TAX&REVENUE CERTIFICATES OF OBLIGATION(FUND 313):
9/30/2013 245,000 175,178 420,178
9/30/2014 255,000 165,178 420,178
9/30/2015 265,000 154,778 419,778
9/30/2016 275,000 143,978 418,978
9/30/2017 285,000 132,778 417,778
9/30/2018 300,000 120,928 420,928
9/30/2019 310,000 108,345 418,345
9/30/2020 325,000 95,088 420,088
9/30/2021 340,000 81,038 421,038
9/30/2022 350,000 66,155 416,155
9/30/2023 370,000 49,249 419,249
9/30/2024 390,000 30,249 420,249
9/30/2025 410,000 10,249 420,249
TOTAL 4,120,000 1,333,191 5,453,191
Budget 10-11 Budget'll-'lz
Presale-Sep'11 Resident Presale-Sep'11 Nonresident Oct'11-Sep 12 Resident Oct'11-Sep 12 NonResident 700
1Year-Family 621 137 511 171 600
1Year-Adult 328 207 326 182
1Year-Youth 83 20 63 22 00
1Year-Senior 350 120 260 145 400 1111111 Year-Famlly
1Year-Corporate 1 16 2 8 1111111 Year-Adult
300
3 Month-Family 270 78 353 141
ill 1 Year-Youth
3 Month-Adult 256 90 434 184 200
3 Month-Youth 315 95 421 197 1111111 Year-Sem°r
100
3 Month-Senior 129 83 148 115 111, 11131
1 Month-Adult 323 110 503 201 0
1 Month-Youth 48 30 35 41 Presale Sep'11 Presale-Sep'11 Oct'11 Sep 12 Oct'11-Sep'12
1 Month-Senior a 18 10 16 ResKient Nonresident ResKient NonResIdent
Does not include Day Pass Sales
Includes any$0 Passes issued
Includes a few Passes that were later refunded
Presale Annual Passes were good through March 2012
Total Passes Sold Resident+NonResident
Feb-Aug'11 Res*NonRes lan-Sep'12 Res*NonRes 800
1 Year-Family 758 682
1Year-Adult 535 508 7°°
1Year-Youth 103 85 600
1Year-Senior 470 405 soo
1Year-Corporate 17 10
494 4°1 IIIII1Feb-Aug'11 Res+NonRes
3 Month-Family 348
3 Month-Adult 346 618 300 1111111a n-Sep'12 Res+NonRes
3 Month-Youth 410 618 200
3 Month-Senior 212 263 100
1 Month-Adult 433 704 0000000000111
1 Month-Youth 78 76 °
1 Month-Senior 26 26 1 Year-Family 1 Year Adult 1 Year-Youth 1 Year-Sem°
Total Passes Sold Summer Season(Res+NonRes)
June-August,2011 June-August,2012
180
1Year Family 135
168., 160
1Year-Adult
' 117 134., 140
1Year-Youth 24 20 IIR
1Year-Senior 75 101 IN
. , 100
1Year-Corporate 3 0 IN 1111111
3 Month-Family 140 148 IN
60 un IIIII1Je-August,2012
3 Month-Adult 143 180 IN
3 Month-Youth 219 276 40
IN
3 Month-Senior 96 112 20
IN
1 Month-Adult 195 193 0
1 Month-Youth 51 43 1 Year- 1 Year- 1 Year- 1 Year- 1 Year
1 Month-Senior 10 11 Family Adult Youth Senlor Corporate
Percentage of Passes in 2011 and 2012 Sold during Summer Season
June-August,2011 June-August,2012
1 Year-Family 18% 25%
1Year-Adult 22% 26%
1Year-Youth 23% 24%
1Year-Senior 16% 25%
1Year-Corporate 18% 0%
3 Month-Family 40% 30%
3 Month-Adult 41% 29%
3 Month-Youth 53% 45%
3 Month-Senior 45% 43%
1 Month-Adult 45% 27%
1 Month-Youth 65% 57%
1 Month-Senior 38% 42%.
Day Pass Comparison-Passes Sold
Feb-Sep'11 Oct'11-Sep'12 3500
Adult 1920 2134
3000
Senior 92 155
2500
Youth 1864 3255
20
0
0
IIIII1Feb Sail-
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500
0 M11111111
AdultSenlor Youth
Day Pass Comparison-Revenue
Feb-Sep'11 Oct'11-Sep'12
$20,000 00
Adult $ 10,426 00 $ 16,888 00
,
Senior $ 460 00 $
775 00 $15,000 00
Youth $ 9,330 00 $ 16,115 00
$10,000 00 IIIII1Feb Sail-
1111110ct'11-Sep'12
$5,000 00
Adult 5enlor Youth