University Park Recreation District
3501 Quadrangle Blvd., Suite 270, Orlando, FL 32817	Phone: 407-723-5900 Fax: 407-723-5901
http://universityparkrd.com/

The Workshop meeting of the Board of Supervisors of University Park Recreation District will be held on Tuesday, May 2, 2023, at 2:00 PM at the Community Center located at 8301 The Park Boulevard, University Park, FL 34201 and or virtually.

Meeting ID: 845 8893 8513
Passcode: 755354

Join meeting via Zoom:
https://us02web.zoom.us/j/84588938513?pwd=eUE4Q3BTNGVLNXBsOGViRXk1cWo2QT09

BOARD OF SUPERVISORS’ WORKSHOP MEETING AGENDA

Organizational Matters
Call to Order
Roll Call
Pledge of Allegiance
Public Comment Period [for any members of the public desiring to speak on any proposition before the Board]
Discussion
Discussion of Capital Improvement Plan
Presentation by the UP Arts Alliance
Discussion of Proposed Fiscal Year 2024 Budgets
Enterprise Fund
O&M Fund

Date	Meeting Type	Time	Location	Note	
May 16, 2023	BOS Meeting- Proposed Budget Meeting	1:00 PM	University Park	Community Center	
May 30, 2023	Workshop Meeting	2:00 PM-
4:00 PM	University Park	Community Center	

Adjournment

University Park Recreation District

Discussion of Capital Improvement Plan

UP Space Considerations Overview—May 2023
UPCC members’ review of meeting and activities space needs for the future
Our objective is to provide the Board with data driven information to support space needs, both today and in the future.
What have we done so far?
Talked to many residents and members about how they currently use club facilities, how their individual needs are not met and how their needs are expected to change in the future.
Reviewed available scheduling data from UPCC management for existing affinity groups.
Asked leaders of affinity groups to provide input on needs that are not met and how needs are expected to change in the future.
Summarized the data to better understand what space is needed as Board discussions continue.
Conclusions and Observations to consider

Space Needs—Current State

UPCC membership stands at 2,300 people and is expected to continue to increase even more.
Capacity issues with meeting and activity spaces and dining continue to challenge the quality and quantity of member experiences and other potential outside event opportunities.
Approximately 1,000 residents and members participate in affinity group activities well beyond dining, golf, rackets and fitness. These activities continue to expand.
Active affinity groups include:
450 people, The Women’s Club—over 20 special interest groups
300 people, The Arts Alliance—over 7 special interest groups
250 people, Cards & Games—over 10 groups
25 -50 people, Book Clubs, Film group, Bird group, Life in Transition, scuba diving, stamps and others.
Currently, many affinity groups meet in homes vs the club due to space limitations.

Space Needs—Current State
The RD and UPCAI Boards and many committees currently meet in the Community Center zoom conference room. Many residents have asked the Boards to meet in a space that provides more in-person, more interactive meetings for larger groups of members and residents.
Larger meetings currently held in the Lakeside Room (2,400 sq ft) require room breakdowns and set ups causing service disruptions to member and outside revenue events (about 1-2 times a week) and staff inefficiencies. Zoom capabilities are not satisfactory.
Other activities that utilize the V Club and are top priorities include GM coffees, flu shots, elections, rehearsals, smaller group board meetings and all paying outside events. We understand that cancellations last season averaged about 20% per month.

Space Needs—Observations, Conclusions and Recommendations
Observations and conclusions regarding recent potential space information:
Detailed schedule summarizing current and expected group activities shows the need for 4 activity rooms, with about 1,000 sq ft. each. These rooms should be designed to be converted to a larger room(s) to accommodate larger group meetings (100-250 people).
The most recent information relating to space needs presented at the 4/21/23 RD Board meeting appears to satisfy existing and future space needs for affinity groups and larger meeting spaces for Board and committee meetings.
The most recent information also shows comparable costs that appear consistent with prior presentations for completing the desired results.

Space Needs—Observations, Conclusions and Recommendations, Continued
Observations and conclusions regarding recent potential space information, continued:
Current Lakeside room usage for meetings would be replaced with new building space, eliminating frequent service disruptions to member and outside dining functions.
The most recent information shows the remodeled1st floor V. Club space would become available for existing resident, member and other events, including outside private meetings, parties and luncheons. Another benefit is that disruption to existing utilized space is minimized during construction.
Additional fitness/wellness needs to be considered as an add-on to existing space as differences in purpose and functionality of fitness/wellness space and meeting space requires separate facilities.

SUPPLEMENTAL SLIDES

#1. SPACE COMPARISIONS—Provides an overview of various space approaches recently discussed by RD Board with research results presented at 5/2/23 Board meeting.

#2. SCHEDULING EXAMPLE—provides details of current and desired current usage of 4 rooms of various activities for members and guests.

#3. SPACE STANDARDS—provides calculations for room sizes for various activities and number of participants.

Space Comparisons, May 2023

Description	Sq Ft needs,
May 2023	Sq Ft needs, 4/21/23
Board meeting	Sq Ft needs, 4/4/23
Board meeting	Sq Ft Estimated
April ‘22	
Existing Fitness
Group Fitness	2,600 sq ft

2,000 sq ft, Fitness add on	2,600 sq ft., $1.09mm, Existing bldg.
New Bldg?	2,600 sq ft., $1.09mm Existing bldg.
1,300 sq ft., $1.37mm	3,500 sq ft.

2,500 sq ft.	
Meeting	New Bldg for both meeting	2,800 sq ft., V. Club, 1st fl	4,900 sq ft., V. Club, 1st fl	4,000 sq ft.	
Spaces,	and office space needs, 8,000	remodel, $.25mm	with existing cart barn		
Offices	sq ft., $4.35mm	New Bldg, 8,000 sq ft.,
$4.35mm	conversion, $1.66mm +
2,800 sq ft., $1.43MM	3,500 sq ft.	
TOTALS	12,600 sq ft	13,400 sq ft.
$5.7mm	11,600 sq ft. $5.5mm	13,500 sq ft	
COMMENTS	Lakeside Room usage for larger meetings is not needed
V Club is remodeled.
Add 5-10% for mechanicals, restrooms, etc	Excludes Lakeside Room usage for larger meetings.
10,600 sq ft. if V Club is later used for Pro Shop.	Lakeside Room would need be used for larger meetings.	>Excludes Lakeside Room usage for larger meetings.
Add 5-10% for mechanicals,etc..	

Example of scheduling for member activities— including those currently scheduled at the Varsity Club

3. Space Standards
Space standards website page that shows calculated space needs using multiple assumptions:
https://www.banquettablespro.com/space-and-capacity-calculator Meeting description	# people	Sq Ft needed

Spacious Rows of Chairs	

300	

2,400	
Maximum Rows of Chairs	300	1,800	

18 Inch Wide Desks	
300	
4,200	
24 Inch Wide Desks		4.800	
30 lncn Wide Desks	1300	5.400	

University Park Recreation District

Discussion of
Proposed Fiscal Year 2024 Budgets

UNIVERSITY PARK RECREATION DISTRICT FY 2024 BUDGET
(Oct’23 to Sept’24)
As of May 2, 2023

Operating Budget- Key Assumptions
Membership dues increase approximately 5-6%
Lower than the industry standard
Membership plans and enrollment remain flat, conservative
Initiation Fees increase significantly, notably for non-resident members
Golf Operations remain strong with higher fees and less outside play
New Outdoor Dining Space increases revenue and expenses (labor)
Racquets, Fitness and G&A are materially consistent with 2023
Inflation and Labor Market continues to put financial pressure on operations.

Membership Operating Dues

	Family	Single	
	FY'24 Budget	FY'23 Actual	FY'24 Budget	FY'23 Actual	
Full Memberships	$	10,000	$	9,500	$	7,600	$	7,200	
Racquets Memberships	$	4,310	$	4,100	$	3,250	$	3,075	
Social Memberships	$	1,100	$	1,025	$	825	$	775	
Summer Memberships	$	1,850	$	1,750	$	1,300	$	1,250	

Approximately 5-6% Dues Increase from 2023 to 2024
Minimal change in number of memberships
Minimal change in resident/non-resident mix

Capital Funding, Initiation Fees & Capital Dues
Initiation Fees

	Resident	Non-Resident	
	2024 Fees	2023 Fees	2024 Fees	2023 Fees	
Full	$	12,500	$	10,000	$	20,000	$	12,500	
Racquets	$	3,500	$	2,500	$	4,000	$	3,000	
Social/Resident	$	2,000	$	1,500	$	3,000	$	2,000	
Significant increase in non-resident full member initiation fee
Continued Outside Golf Allocation (10%)
Capital Dues – Same %’s as 2023
Resident- 5% of Dues
Non-Resident- 10% of Dues
Capital Dues and Initiation Fees remain competitive locally

Revenue

Golf Operations

Increases to Greens Fee and Cart Fee Rates
Pro Shop Sales
Fewer Rounds
Prioritize member rounds and experience
Continued high full membership

	2024	2023	2023	
	Budget	Forecast	Budget	
Member Rounds	46,165	45,596	45,545	
Outside Rounds	33,067	35,654	33,675	
	79,233	81,250	79,220	
Expenses
Market impact on wages
Credit Card Charges (variable to revenue)
Pro Shop COGS

Restaurant Operations
Revenue, increase of $366k over ‘22 Forecast
Opening of outdoor dining and bar with extended hours
Retain F&B Minimum
Menu Pricing Increased
More Banquet Events
Expenses, increase of $404k over ’22 Forecast
Market impact on wages
Expanded staffing to meet increased demand & hours of operation
Entertainment with more dining events
Costs of Goods Sold improves

Racquets/Fitness & G&A
Racquets & Fitness
Revenue in line with prior years
Expenses
Maintenance for tennis courts
Additional staffing for member services
General & Administrative
Administrative salaries and benefits
Other Expenses, including:
Property Insurance
Office Supplies & Equipment

	FY'24 Budget		FY'23 Forecast		FY'23 Budget	
						
Revenue	12,192		11,196		10,833	
						
Expenses	11,812		10,798		10,477	
						
Operating Income	380		397		356	
						
RD Expenses	(175)		(125)		(90)	
						
Available for other RD needs	205		272		266	
						
Capital Allocation	1,070		938		1,025	

Executive Summary

Conclusions
Operating Income, after RD expenses, of ~$205k
Revenue increased through increases in membership dues and increased dining while remaining competitive in the market.
Expenses are being dictated by inflation and labor market.
Our operations can continue to sustain despite these issues and not cost our members operating dues outside of this increase.
Our stated goal of establishing a $1.0M+ annual Capital Fund continues through an outside golf allocation, increased initiation fees, and a capital dues fee.

University Park Recreation District FY2024 Proposed General Fund Budget

Actual	Anticipated	Anticipated	FY 2023	FY 2024	
Through	April - Sept.	FY 2022	Adopted	Proposed	
03/31/2023		Total	Budget	Budget	
Revenues
Other Income & Other Financing Sources	-	-	-	-		
PrYr Surplus	60,864		60,864	79,566	4,737	
Inter-Fund Transfers - Debt Service to O&M	51,889	20,000	71,889	70,000	70,000	
Inter-Fund Transfers - Country Club to O&M		90,000		35,000		125,000		88,934		175,263	
	Net	$202,753	$55,000	$257,753	$238,500	$250,000	

General & Administrative Expenses		
Assessment Administration		10,000	-	10,000	10,000	10,000	
Audit		35,630	1,525	37,155	25,000	35,000	
Bank Fees		7,468	-	7,468	8,000	8,000	
Contingency		357	360	717	25,000	14,000	
Dissemination Agent		5,000	-	5,000	5,000	5,000	
District Counsel		43,246	42,000	85,246	60,000	70,000	
Dues, Licenses, and Fees		16,175	-	16,175	5,000	5,000	
Insurance		13,022	-	13,022	3,000	15,000	
Legal Advertising		928	1,200	2,128	5,000	3,000	
Management		35,000	35,000	70,000	70,000	70,000	
Meeting Set Up		-	-	-	1,000	1,000	
Travel and Per Diem		-	-	-	1,000	1,000	
Office Supplies		-	900	900	500	500	
Postage & Shipping		47	50	97	1,000	1,000	
Election Costs		3,713	-	3,713	15,000	7,500	
Web Site Maintenance			1,910		1,910		3,820		4,000		4,000	
Total General & Administrative Expenses		$172,496	$82,945	$255,441	$238,500	$250,000	

SUMMARY INCOME STATEMENT	2022	2023		2023	Rolling	2024	2024 Budget		
FISCAL YEARS ENDING SEPTEMBER 30	Actual	Budget		Forecast	12 Months	Budget	vs. 2022 FC		
COUNTRY CLUB OPERATIONS:									
									
REVENUE:									
MEMBERSHIP DUES	4,391,325	4,893,570		4,897,778	4,724,682	5,287,340	389,562		
GOLF OPERATIONS	3,884,973	3,453,799		3,671,523	3,840,751	3,860,176	188,652		
TENNIS & FITNESS CENTRE	100,856	95,420		112,586	115,178	165,836	53,250		
RESTAURANT INCOME	2,150,493	2,385,038		2,507,068	2,501,087	2,873,344	366,276		
OTHER INCOME	8,080	5,000		6,608	7,401	5,480	(1,128)		
									
TOTAL REVENUE	10,535,727	10,832,827		11,195,563	11,189,099	12,192,175	996,612		
									
EXPENSES:									
PAYROLL & RELATED:									
									
GOLF OPERATIONS	613,097	756,593		697,014	635,588	811,323	114,309		
TENNIS & FITNESS CENTRE	250,520	317,152		299,519	260,975	363,582	64,063		
RESTAURANT	1,471,549	1,601,688		1,819,955	1,689,313	2,020,138	200,183		
GOLF COURSE MAINTENANCE	1,672,514	1,674,777		1,620,348	1,601,085	1,676,481	56,133		
GENERAL & ADMINISTRATIVE	1,229,298	1,347,278		1,331,241	1,194,682	1,468,498	137,257		
									
TOT PAYROLL & RELATED	5,236,978	5,697,488		5,768,077	5,381,643	6,340,021	571,945		
									
DIRECT EXPENSES:									
									
GOLF OPERATIONS	887,925	821,840		861,774	895,515	871,199	9,425		
TENNIS & FITNESS CENTRE	155,676	168,111		184,675	186,328	240,350	55,675		
RESTAURANT CGS	1,184,381	1,087,718		1,229,716	1,342,022	1,396,028	166,312		
RESTAURANT OPER EXP	558,738	593,482		649,524	636,032	687,843	38,319		
GOLF COURSE MAINTENANCE	1,309,520	1,465,264		1,526,421	1,360,659	1,561,898	35,477		
GENERAL & ADMIN	409,856	417,850		379,373	372,247	454,375	75,002		
PROPERTY INSURANCE	215,580	225,000		198,535	187,901	260,000	61,465		
									
TOTAL DIRECT EXPENSES	4,721,676	4,779,265		5,030,018	4,980,704	5,471,692	441,675		

OPERATING INCOME/(LOSS)	577,073	356,074		397,469	826,752	380,461	(17,007)		
									
FUNDING OF UPRD GENERAL FUND	(100,000)	(90,000)		(125,000)	(125,000)	(175,263)	(50,263)		
									
SURPLUS/(LOSS) FOR OTHER RD NEEDS	477,073	266,074		272,469	701,752	205,198	(67,270)		
									
CAPITAL ALLOCATION:									
INITIATION FEES	405,450	505,700		587,225	588,675	480,550	(106,675)		
CAPITAL ALLOCATION- GOLF OPS	271,815	225,000		276,393	250,000	277,974	1,581		
CAPITAL DUES	-	294,678		74,135	74,135	311,711	237,576		
									
TOTAL CAPITAL ALLOCATION	677,265	1,025,378		937,753	912,810	1,070,235	132,482		

Printed: 5/1/2023 4:51 PM