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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 recommended FY20 Operating Budget for the Office of Community Use of Public Facilities is $11,959,269, an increase of $39,370 or 0.33 percent from the FY19 Approved Budget of $11,919,899. Personnel Costs comprise 29.50 percent of the budget for 30 full-time position(s) and one part-time position(s), and a total of 31.27 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 70.50 percent of the FY20 budget.

County Priority Outcomes

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

  • Thriving Youth and Families
  • A Greener County
  • Effective, Sustainable Government

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Department Performance Measures

Performance measures for this department are included below (where applicable). The FY19 estimates reflect funding based on the FY19 approved budget. The FY20 and FY21 figures are performance targets based on the FY20 recommended budget and funding for comparable service levels in FY21.

MeasureActual
FY17
Actual
FY18
Estimated
FY19
Target
FY20
Target
FY21
Percentage of available time in school auditoriums, gyms, all purpose rooms/cafeterias used by the community4542454545
Percentage of available use time in County buildings used by the community 14746464646
Percentage of Interagency Coordinating Board (ICB) members satisfied with CUPF's support of ICB100100959595
Percentage of School Childcare Selection Committee members who felt the selection process resulted in placement of a highly-qualified provider82%96%90%90%90%
Hours of paid school use563,754557,539560,000560,000560,000
Hours of paid school field use63,02363,03964,00064,00064,000
Hours of paid community use on Maryland National Capital Park and Planning Commission (M-NCPPC) fields 2107,792102,61397,737105,000105,000
Hours of use for government buildings15,78910,46711,50011,50011,500
Hours of paid community use in Silver Spring Civic Building at Veterans Plaza 311,92412,33112,50012,50012,500
Percentage of school, field, and government building users satisfied with the reservation process8392909090
Percentage of government building free use8888909090
1  Several County Buildings are fully or partially unavailable due to construction, "refreshes" or maintenance to include: Wheaton Regional Library, Council Office Building, and Mid-County Government Center.
2  The hours of paid community use on M-NCPPC fields estimate was down in FY19 as compared to actual FY18 and target for FY20. This is explained by the fact that the number of credits issued to customers was very high related to unavailability of fields for use during the FY19 period due to a higher than usual rainy season. In addition there were many fields taken out of use by MCPS due to renovations and upgrades.
3  Silver Spring Civic Building (SSCB) is an early voting and election site. Usually elections will reduce hours of use at the SSCB. However, in FY18, this impact was more than offset by the elimination of free use of the plaza which allowed more paid use.

Accomplishments

  • Enhanced safety and playability conditions on school ballfields as a result of a $1,000,000 cumulative contribution for the renovation of school ballfields by Montgomery Parks, M-NCPPC. Initial FY17 and FY18 work plans that carried into FY19 resulted in the renovation of 22 fields at 9 school locations. 16 new ballfields at 5 locations were added in FY19 for renovation.

  • Enhanced the community's awareness of the role of the Interagency Coordinating Board (ICB) and CUPF's mission using social media and assignment of dedicated staff. In addition to distributing monthly newsletters, participating in community events, and providing information on its website, CUPF posts regularly on the County's NextDoor social media account, which has over 100,000 followers.

  • Assisted a total of 78 groups, of which 45% were new users, who received support in their use of the Silver Spring Civic Building and Veterans Plaza through the Community Access Program during FY18.

  • Contributed $840,000 between FY17 and FY18 to the security and maintenance at 20 County locations with installation of security cameras, furniture, equipment, and flooring replacements. Another $500,000 has been allocated during FY19 for work at 12 locations with similar improvements.

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Initiatives

  • The co-location of the Community Use of Public Facilities, County Recreation and Montgomery Parks in the new Wheaton building will enhance collaboration and improve customer access to the shared activity registration and facility reservation system, while simultaneously supporting the growth of the Wheaton community.

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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 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 operations of the other partners. Recreation, Parks, and CUPF are currently working together on a Governance Group for the purpose of selecting a replacement vendor for ActiveMONTGOMERY. The Group will solicit, select, integrate, and transition the new vendor into a joint operating system to serve the needs of all three Agencies.

Partners

Department of Recreation, Maryland-National Capital Park and Planning Commission

 
Community Use of Public Facilities

The Community Use of Public Facilities (CUPF) works with various entities to enable the community to use public facilities for a variety of activities when not in use by the tenant organization. This includes schools, public libraries, Montgomery Park fields, and meeting rooms in County buildings. CUPF reimburses the Montgomery County Board of Education for the cost impacts of community use, funds two subsidy programs, returns funds to the general fund, and contributes to special maintenance projects.

Partners

County Council, Department of General Services, Department of Police, Department of Public Libraries, Maryland-National Capital Park and Planning Commission, Montgomery County Public Schools

 

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 Ramona Bell-Pearson of the Office of Community Use of Public Facilities at 240.777.2722 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
FY18
Budget
FY19
Estimate
FY19
Recommended
FY20
%Chg
Bud/Rec
COMMUNITY USE OF PUBLIC FACILITIES
EXPENDITURES
Salaries and Wages2344063.002503476.00 2395733.00 2654106.006.0
Employee Benefits761244.00842937.00 756819.00 873718.003.7
Community Use of Public Facilities Personnel Costs3105307.003346413.00 3152552.00 3527824.005.4
Operating Expenses8416825.008573486.00 8516588.00 8431445.00-1.7
Community Use of Public Facilities Expenditures11522132.0011919899.00 11669140.00 11959269.000.3
PERSONNEL
Full-Time29.0030.00 30.00 30.000.0
Part-Time1.001.00 1.00 1.000.0
FTEs30.0731.07 31.07 31.270.6
REVENUES
Facility Rental Fees11782129.0011512996.00 11431922.00 11926753.003.6
Investment Income161425.00108083.00 108083.00 104195.00-3.6
Community Use of Public Facilities Revenues11943554.0011621079.00 11540005.00 12030948.003.5
FY20 Recommended Changes
TitleExpendituresFTEs
COMMUNITY USE OF PUBLIC FACILITIES
FY19 ORIGINAL APPROPRIATION1191989931.07
Changes (with service impacts)
Enhance: Audio Visual Equipment Installation for the Silver Spring Civic Building [Community Access to Public Space]1300000.00
Other Adjustments (with no service impacts)
Increase Cost: FY20 Compensation Adjustment1162390.00
Increase Cost: Equipment and Synthetic Turf Fees Returned to MCPS1064230.00
Increase Cost: Utility Reimbursements to MCPS772070.00
Increase Cost: MCPS Reimbursable Staff Costs463650.00
Increase Cost: Annualization of FY19 Personnel Costs336870.00
Increase Cost: ActiveMONTGOMERY Transaction Fees 194320.00
Increase Cost: Security Services at SSCB154400.00
Increase Cost: Office Lease (Rockville)118660.00
Increase Cost: Retirement Adjustment56190.00
Increase Cost: ActiveMONTGOMERY System Administrator32510.00
Increase Cost: Motor Pool Adjustment1710.00
Technical Adj: Adjustment for ActiveMONTGOMERY System Administrator Net to Gross [Community Access to Public Space]00.20
Decrease Cost: OPEB Adjustment-263300.00
Decrease Cost: Eliminate funding for one-time special maintenance at Silver Spring Civic Building and other highly used government buildings-5000000.00
FY20 RECOMMENDED1195926931.27
Future Fiscal Impacts ($000s)
TitleFY20FY21FY22FY23FY24FY25
COMMUNITY USE OF PUBLIC FACILITIES
EXPENDITURES
FY20 Recommended11959.00000011959.00000011959.00000011959.00000011959.00000011959.000000
No inflation or compensation change is included in outyear projections.
Elimination of One-Time Items Recommended in FY200.000000-130.000000-130.000000-130.000000-130.000000-130.000000
Items recommended for one-time funding in FY20, including the installation of audio visual equipment for the Silver Spring Civic Building, will be eliminated from the base in the outyears.
MCPS Reimbursable Custodial Costs0.0000000.0000004.0000007.00000010.00000014.000000
CUPF is required to reimburse MCPS for the custodial supply costs of community use.
MCPS Reimbursable Maintenance Costs0.0000000.00000010.00000022.00000033.00000044.000000
CUPF is required to reimburse MCPS for the maintenance costs of community use.
MCPS Reimbursable Staff Costs0.00000013.00000026.00000039.00000052.00000066.000000
CUPF is required to reimburse MCPS for the cost impacts of community use. Reimbursements to MCPS for staff, maintenance, and supplies are periodically adjusted to reflect increases in those costs.
MCPS Reimbursable Utility Costs0.00000074.000000152.000000231.000000314.000000397.000000
These amounts reflect the projected future cost of reimbursing MCPS for utilities.
Retiree Health Insurance Pre-funding0.000000-1.000000-2.000000-11.000000-17.000000-21.000000
Savings from Replacement of ActiveMONTGOMERY with Replacement System0.000000-72.000000-145.000000-145.000000-145.000000-145.000000
Reduction in transaction fees, overtime, and use of temporary staff resulting from the replacement of ActiveMONTGOMERY with a new system.
Security Services at SSCB0.0000006.00000012.00000019.00000025.00000031.000000
Security services at the Silver Spring Civic Building
Two Year Term Extension for Fiscal Assistant Position0.0000000.000000-83.000000-83.000000-83.000000-83.000000
The Fiscal Assistant is shared with County Recreation to support online activity registration and facility reservation database.
Wheaton Redevelopment0.000000197.000000190.000000180.000000171.000000171.000000
Expenses at the Wheaton facility include utilities, maintenance, parking, and debt service net of savings from the current 255 Rockville Pike office lease.
Labor Contracts0.00000035.00000035.00000035.00000035.00000035.000000
These figures represent the estimated annualized cost of general wage adjustments, service increments, and other negotiated items.
Subtotal Expenditures11959.00000012081.00000012028.00000012123.00000012224.00000012338.000000
Additional Documentation

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