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September 3, 2025 — Meeting Transcript
Thirty three thousand dollars is technology projects that the city of Clayton provides for us. And then this year we're scheduled to have the West parking lot striped and sealed. We also are working with Mike for the school district to get the security camera system upgrades. Similar to what the district has just done. So we're planning on we included that in our budget. And then the other large ticket item that we included in our budget this year was for the pool deck. For both the competition pool and the leisure pool. If you've been in those pools you know that the product that we used when we went over the surface during the renovation. It's like an epoxy product. It has not lasted. It's wearing away. In some cases quite candidly it looks moldy but it's not. We've tested it multiple times. Jim and his staff have done that. So it's really just wearing away. We think it's just was not a great product. So we have a solution for that and then also to replace the pool filter media which is a fancy way of saying to replace the sand that goes through our pool system. That helps the filter filter out all the dirt and debris. So that is due for upgrade this year. I think it's important to note that really when we talked about this with the finance committee that the majority of these projects are public facing. There's no the pool filter media probably helps a little bit with the water quality.
I think it's important to note that really when we talked about this with the finance committee that the majority of these projects are public facing. There's no the pool filter media probably helps a little bit with the water quality. But everything that we put in this year's budget really is public facing. Some of the smaller projects for interior were a renovation of the mine body room which you might know we took that over probably 20 years ago. From the school district when it used to be a health classroom it still looks like a health classroom. We just happen to do to do yoga and spinning and that in there but we are going to renovate that so it looks more like a fitness room. Some of the doors in our family locker room have also not held up from the renovation. So Jim has a plan to replace those but everything else we're doing is public facing and really for the benefit of the members. So that was really what we focused on as far as Irving capital this year. There were a couple other things that we decided could wait a couple years scoreboards things like that that were still functioning fine but maybe there was a little dent in one of them. We pushed those back and what we do every year is we evaluate our Irving capital. We sit down with Jim Brunel and we say OK this is coming up for replacement this year. Do we think it needs it?
We sit down with Jim Brunel and we say OK this is coming up for replacement this year. Do we think it needs it? Should we try to push it off? Things like that. So this budget is really a reflection of everything that we felt was public facing and needed to be done in FY 26. But having said that you're not deferring any maintenance. No, not any public facing. Not anything that is correct. We are not deferring any maintenance. We deferred a scoreboard like with the scoreboards. They have a useful life. I think of 10 years they were up for renewal up for replacement in 26 and we said well they're totally working fine. One of them has a dent on the grading around the scoreboard. Other than that they're perfectly functional. We felt like that could wait a year. The tables and chairs for the meeting room we also deferred. Yeah, we felt like those could wait. They weren't in dire situation but there's nothing mechanical that we deferred. How old are major systems like HVAC, roof? Well, the HVAC system as you might see in a couple slides we have that replacement and I believe Jim those are for the gyms, correct? The gymnasium? Yeah, the gymnasium HVAC systems are probably what 20 years? They're building original. There's parts and pieces that have been replaced. Yeah. During the renovation we replaced the units on top of the pools but we did not replace the units on top of the gyms.
Yeah. During the renovation we replaced the units on top of the pools but we did not replace the units on top of the gyms. So that's what we have for FY 30 which is when you look in that packet that was why that year was so much higher. And that to your question is probably the last and largest major expense that we did defer from the renovation. We tried to get a lot of those done in the renovation. Our tenants, so Oasis still remains a good partner for us up on the second floor of the center of Clayton. They pay us rent which is about 50,000, just over $51,000 annually and during their off hours so after 3.30 and on the weekends we can use their room for rental purposes. So we do try to put some of our smaller rental groups up there to generate some more revenue as well. Subway is still a popular choice for people who visit the center. The high school students are over there so as they said to me yesterday, school's back. I said oh yes. So yeah, so that's nice. And we get a percentage of their sales based on $180,000 so we're projecting that to be about $8,000 this year. And then finally Clayton Community Foundation is our last tenant. They have the small offices that are over by where the meeting rooms are kind of underneath the stairs. We carved that little space out for two reasons.
They have the small offices that are over by where the meeting rooms are kind of underneath the stairs. We carved that little space out for two reasons. One for the CCF offices and the second reason was to prevent people from sneaking into the center of Clayton by cutting to the left and going around the center. We're going to have to go around that hallway. That has worked. But they pay us a nominal amount each year, just over $2,100 for use of those rooms as well. So all those tenant contracts are going very well. All are great partners to work with. So our final, our last slide, our last couple slides again is just a restatement of the estimated fund summary for FY 25 and FY 26. Again with some of those larger capital expenses we are looking at a total budgeted, proposed budget deficit of just over $704,000. Again we will do everything within our power to make that less if we have the opportunity as the year goes along. So we are, we do pay attention to that on a regular basis. If you look at the cost recovery, the cost recovery with the parent contributions for FY 25, we're estimating we'll be at 94%. For FY 26 we're proposing 89%. Without the parent contributions our operating fund is looking at an estimated 85% cost recovery for FY 25 and 82% proposed for FY 26. Across all funds, so operating, IRF and capital, we're estimating FY 25 to be at 89%.