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Mission Statement

The mission of the Office of Community Use of Public Facilities (CUPF) is to maximize the community's use of schools and other public facilities and to identify and facilitate activities and programs that respond to the community's needs without disrupting the instructional program of the Montgomery County Public Schools or County operations.

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Budget Overview

The total approved FY19 Operating Budget for the Office of Community Use of Public Facilities is $11,919,899, an increase of $228,755 or 1.96 percent from the FY18 Approved Budget of $11,691,144. Personnel Costs comprise 28.07 percent of the budget for 30 full-time position(s) and one part-time position(s), and a total of 31.07 FTEs. Total FTEs may include seasonal or temporary positions and may also reflect workforce charged to or from other departments or funds. Operating Expenses account for the remaining 71.93 percent of the FY19 budget.

Linkage to County Result Areas

While this program area supports all eight of the County Result Areas, the following are emphasized:

  • Children Prepared to Live and Learn
  • Healthy and Sustainable Neighborhoods
  • A Responsive, Accountable County Government

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Department Performance Measures

Performance measures for this department are included below (where applicable). The FY18 estimates reflect funding based on the FY18 approved budget. The FY19 and FY20 figures are performance targets based on the FY19 approved budget and funding for comparable service levels in FY20.

MeasureActual
FY16
Actual
FY17
Estimated
FY18
Target
FY19
Target
FY20
Percentage of available time in school auditoriums, gyms, all purpose rooms/cafeterias used by the community4545454545
Percentage of available use time in County buildings used by the community 15047505050
Percentage of Interagency Coordinating Board (ICB) members satisfied with CUPF's support of ICB91100959595
Percentage of School Childcare Selection Committee members who felt the selection process resulted in placement of a highly-qualified provider8582828282
Hours of paid school use540,379563,754565,000565,000565,000
Hours of paid school field use65,20363,02364,50064,50064,500
Hours of paid community use on Maryland National Capital Park and Planning Commission (M-NCPPC) fields102,383107,792108,000108,000108,000
Hours of use for government buildings12,32915,78915,80015,80015,800
Hours of paid community use in Silver Spring Civic Building at Veterans Plaza 29,06311,92412,00012,00012,000
Percentage of school, field, and government building users satisfied with the reservation process8083858585
Percentage of government building free use9188909090
1  Several libraries (ex. Wheaton, Davis, Aspen Hill), Council Office Building and Mid-County Regional Center closed for construction.
2  Release of Veterans Plaza for community use on Saturdays and Friday night fee reduction increased accessibility.

Accomplishments

  • During FY17, administered a before and after school childcare selection bid process at 18 sites, in collaboration with MCPS, as required by Executive Regulation 15-14AMV, Before and After School Childcare in Public Schools.

  • During FY17, assisted a total of 99 groups, of which 42% were new users, who received financial support in their use of the Silver Spring Civic Building and Veterans Plaza through the Community Access Program.

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Initiatives

  • In collaboration with Montgomery County Public Schools (MCPS), enhance safe use of schools with updated policies and information resources posted online that support initiatives related to youth protection, concussions, synthetic turf, and compliance with facility use guidelines.

  • Increase financial accessibility for use of schools and government meeting rooms with implementation of an expanded facility fee assistance program under Executive Regulation 25-16AM (Administration - Office of Community Use of Public Facilities - Vulnerable Youth and Low-Income Families) for nonprofit groups that serve this population. During a FY17 program pilot, thirteen groups were assisted. CUPF expects to double the number of groups assisted in FY18.

  • Enhance community awareness of the role of the Interagency Coordinating Board and CUPF's mission using social media and assignment of staff dedicated to outreach and public information.

  • Enhance safety and playability conditions on renovated school ballfields as a result of CUPF funding.
  • Improve tracking of community use issues and responses to customer questions and concerns to identify and address reoccurring problems.

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Innovations and Productivity Improvements

  • Fee consolidations and increased availability of Veterans Plaza on Saturdays resulted in increased accessibility by the community to the Silver Spring Civic Building. Hours of paid Saturday use of the plaza increased from 141 hours in FY16 to 220 in FY17.

  • Reduced the amount of time to process online customer reservations during the peak application periods in schools and other public buildings from an average of 6.8 days in summer/fall 2016 to 4.4 days in summer/fall 2017. Before implementation of ActiveMONTGOMERY, processing took a number of weeks. Overall community use hours increased 4%.

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Collaboration and Partnerships

ActiveMONTGOMERY

Community Use of Public Facilities, Montgomery County Department of Recreation and M-NCPPC Montgomery Parks share the same cloud-based software solution for activity registration and facility reservation. Each contribute to the salary of a Senior Information Technology Specialist who serves as the System Administrator and the liaison with the software vendor, in addition to a County Senior Accountant to manage the distribution of funds. Representatives from each entity participate on various committees to make decisions that impact the operation of the other partners to include configuration, marketing, communication with users, and finance. A joint survey of ActiveMONTGOMERY users in December 2016 indicated that 90% of respondents indicated that a shared site was very or somewhat useful.

 

Program Descriptions

  Community Access to Public Space

This program provides community organizations and public agencies with access to public schools and government facilities for community services, programs, and events. Services performed by staff in support of this function include: user education training; centralized scheduling of schools, M-NCPPC fields, libraries, regional service centers, County government meeting rooms, and...

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Budget Trends
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Program Contacts

Contact Elizabeth Habermann of the Office of Community Use of Public Facilities at 240.777.2713 or Deborah Lambert of the Office of Management and Budget at 240.777.2794 for more information regarding this department's operating budget.

Related Links
Budget Summary
TitleActual
FY17
Budget
FY18
Estimate
FY18
Approved
FY19
%Chg
Bud/App
COMMUNITY USE OF PUBLIC FACILITIES
EXPENDITURES
Salaries and Wages2255511.002374240.00 2325777.00 2503476.005.4
Employee Benefits735074.00797118.00 763634.00 842937.005.8
Community Use of Public Facilities Personnel Costs2990585.003171358.00 3089411.00 3346413.005.5
Operating Expenses7603364.008519786.00 8478643.00 8573486.000.6
Capital Outlay5246.000.00 0.00 0.000.0
Community Use of Public Facilities Expenditures10599195.0011691144.00 11568054.00 11919899.002.0
PERSONNEL
Full-Time28.0029.00 29.00 30.003.5
Part-Time1.001.00 1.00 1.000.0
FTEs29.0730.07 30.07 31.073.3
REVENUES
Facility Rental Fees11199159.0011003765.00 11003765.00 11512996.004.6
Investment Income108892.0072364.00 72364.00 108083.0049.4
Parking Permits-37.000.00 0.00 0.000.0
Recreation Fees950.000.00 0.00 0.000.0
Community Use of Public Facilities Revenues11308964.0011076129.00 11076129.00 11621079.004.9
FY19 Approved Changes
TitleExpendituresFTEs
COMMUNITY USE OF PUBLIC FACILITIES
FY18 ORIGINAL APPROPRIATION1169114430.07
Changes (with service impacts)
Enhance: Athletic Fields Maintained by M-NCPPC [Community Access to Public Space]5000000.00
Enhance: Special Maintenance at the Silver Spring Civic Building and Other Highly Used Government Buildings [Community Access to Public Space]1000000.00
Other Adjustments (with no service impacts)
Increase Cost: Utility Reimbursements to MCPS [Community Access to Public Space]1431520.00
Increase Cost: FY19 Compensation Adjustment [Community Access to Public Space]799630.00
Increase Cost: Add Staff for Silver Spring Civic Building [Community Access to Public Space]779711.00
Increase Cost: Annualization of FY18 Personnel Costs [Community Access to Public Space]312960.00
Increase Cost: Maintenance Reimbursement to MCPS [Community Access to Public Space]232140.00
Increase Cost: MCPS Reimbursable Staff Costs [Community Access to Public Space]153260.00
Increase Cost: Custodial Services at Silver Spring Civic Building [Community Access to Public Space]70890.00
Increase Cost: Custodial Supply Reimbursements to MCPS [Community Access to Public Space]61210.00
Increase Cost: Office Lease [Community Access to Public Space]44720.00
Increase Cost: ActiveMONTGOMERY Transaction Fees Rate Increase [Community Access to Public Space]20270.00
Increase Cost: Motor Pool Adjustment [Community Access to Public Space]15240.00
Increase Cost: OPEB Adjustment [Community Access to Public Space]5700.00
Increase Cost: Labor Contracts Adjustment [Community Access to Public Space]5000.00
Increase Cost: Printing and Mail [Community Access to Public Space]2050.00
Decrease Cost: Retirement Adjustment [Community Access to Public Space]-146750.00
Shift: CUPF Operating Budget to CUPF Current Revenue Transfer to M-NCPPC for Parks Ballfields CIP Project [Community Access to Public Space]-7500000.00
FY19 APPROVED1191989931.07
Future Fiscal Impacts ($000s)
TitleFY19FY20FY21FY22FY23FY24
COMMUNITY USE OF PUBLIC FACILITIES
EXPENDITURES
FY19 Approved11920.00000011920.00000011920.00000011920.00000011920.00000011920.000000
No inflation or compensation change is included in outyear projections.
Elimination of One-Time Items Approved in FY190.000000-74.000000-74.000000-74.000000-74.000000-74.000000
Items recommended for one-time funding in FY19, including ActiveMONTGOMERY Fiscal Assistant term position, will be eliminated from the base in the outyears.
Custodial Services at Silver Spring Civic Building0.0000001.0000003.0000005.0000006.0000006.000000
Maintain healthy building conditions and provide support to customers using the Silver Spring Civic building.
Custodial Supply Reimbursements to MCPS0.0000003.0000005.0000008.00000010.00000010.000000
CUPF is required to reimburse MCPS for the custodial supply costs of community Use.
Maintenance Reimbursement to MCPS0.0000009.00000018.00000027.00000036.00000036.000000
CUPF is required to reimburse MCPS for the maintenance costs of community use.
MCPS Reimbursable Staff Costs0.00000012.00000025.00000038.00000051.00000051.000000
Reimbursements to MCPS for staff, maintenance, and supplies are periodically adjusted to reflect increases in those costs.
Office Lease0.0000005.0000000.0000000.0000000.0000000.000000
The costs currently in this FFI assume the current lease remains in effect through the end of FY20, when CUPF expects to move to the Wheaton Redevelopment facility.
Retiree Health Insurance Pre-funding0.0000002.0000002.0000003.0000003.0000003.000000
Special maintenance at Silver Spring Civic Building and other highly used government buildings0.000000-500.000000-500.000000-500.000000-500.000000-500.000000
Eliminates expenses for the initiative that provides special maintenance at the Silver Spring Civic Building and other highly used government buildings.
Utility Reimbursements to MCPS0.00000062.000000125.000000190.000000257.000000257.000000
These amounts reflect the projected future cost of reimbursing MCPS for utilities.
Wheaton Redevelopment0.0000000.000000197.000000190.000000180.000000171.000000
Expenses at the Wheaton facility include utilities, maintenance, parking, and debt service net against savings from the current 255 Rockville Pike office lease.
Labor Contracts0.00000043.00000043.00000043.00000043.00000043.000000
These figures represent the estimated annualized cost of general wage adjustments, service increments, and other negotiated items.
Subtotal Expenditures11920.00000011483.00000011764.00000011850.00000011932.00000011923.000000