Cost Recovery: More Than Just Raising Fees – Here’s Evidence
Town:
Carbon Valley (Frederick, Firestone, Dacono, CO)Population:
45,000Introduction
Nestled in the heart of Colorado, Carbon Valley Parks & Recreation District is dedicated to enhancing community well-being through a diverse range of programs, services, and facilities. Facing increasing financial pressures, they sought innovative solutions to ensure sustainable operations while maintaining their commitment to quality services. Enter CivicPlus Cost Recovery solutions.
Challenges
From Spreadsheets to Strategic Clarity
Recognizing the need for innovation and sustainability, Carbon Valley’s Parks & Recreation District sought out transformative solutions to enhance their operations and resource management. Faced with challenges of inefficient program management, limited transparency, and outdated tools like error-prone Excel sheets, the district sought a solution to optimize resource allocation and justify decisions to taxpayers. With over 70% of funding previously sourced from oil and gas—a diminishing reserve—Carbon Valley’s leadership embraced CivicPlus Cost Recovery to drive a transformative approach to resource management and cost recovery, ensuring operational excellence without burdening taxpayers.
Solution
The CivicPlus Solution: Turning Data Into Decisions
CivicPlus Cost Recovery Software and Consulting provided Carbon Valley with the tools to shift from manual guesswork to data-driven strategies. Cost Recovery consulting offered precise insights into program profitability, resource utilization, and subsidy allocation, empowering staff to make informed decisions. CivicPlus Cost Recovery software simplified entry and calculations for frontline staff, fostering district-wide adoption of best practices. With intuitive visuals, such as the Spectrum Report, the software transformed complex data into actionable insights, helping the district prioritize impactful programs and optimize facility usage.
Results
Results That Speak for Themselves
Carbon Valley achieved remarkable results following CivicPlus Cost Recovery Software and Consulting implementation:
- 53% Increase in Cost Recovery for Athletic Rentals: Jumped from 29% in 2018 to 55% in 2022.
Fiscal Year | Client | Scenario – Facility SA – Expense Service Area | Actual Cost Recovery (RENTALS ONLY – based on Total Service Area Expense) |
---|---|---|---|
2018 | CVPRD | CVPRD Athletic Fields | 29.28% |
2022 | CVPRD | CVPRD Athletic Fields | 54.51% |
- Expenses Had Tripled, but Fees Stayed the Same: All thanks to a strategic 24% Minimum Participation Increase (raising their minimums). Carbon Valley Parks & Recreation optimized cost recovery without raising rates, proving sustainability doesn’t mean higher costs for taxpayers.
- Optimized Facility Utilization: Condensed underutilized fitness classes, reallocating space to meet growing demand for weight room usage.
- Taxpayer Transparency: Empowered staff with data to justify decisions, including explaining why $300,000 in taxes subsidize their senior center.
Facility Service Area | Facility Total Expense | Projected Facility Revenue | Projected Facility Subsidy |
---|---|---|---|
CVPRD Senior Center | $350,608.80 | $11,557.71 | $307,679.80 |
- Enhanced Staff Confidence: Staff now confidently propose new programs, armed with data-driven pricing and participation metrics.
- Enhanced Staff Perspective: The project inspired staff to approach their programming efforts with a refreshed and objective lens, fostering innovation, critical thinking, and a deeper understanding of how their work impacts district vision/values/goals and community engagement and satisfaction.
The biggest win? We can finally answer the question ‘Why?’ with confidence. Our staff now lead with data-driven clarity, earning community trust every step of the way.
Dean
Executive Director at Carbon Valley
Conclusion
CivicPlus Cost Recovery Software and Consulting have transformed Carbon Valley’s approach to financial stewardship, operational efficiency, and community engagement. By leveraging data-driven insights, the district has proven its commitment to optimizing taxpayer dollars, delivering high-quality programs, and empowering staff to lead with confidence. Dean summed it up best: “This isn’t just software; it’s a culture shift, aligning our entire district around sustainable, transparent decision-making.”
With CivicPlus, Carbon Valley continues to set the standard for excellence in Parks & Recreation management, inspiring other districts to follow suit.