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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
Subject: RESOLUTION OF THE
MAYOR AND COMMON COUNCIL
OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE ADOPTION OF
THE SAN BERNARDINO SOCCER
COMPLEX BUDGET.
Dept: Parks, Recreation and
Community Services Dept.
Date: October 21, 2002 C/~,"-' "L
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Synopsis of Previous Council Action:
MICC Meeting Date: November 4, 2002
'to/23/02 Ways and Means Committee referred to full Council with
recommendation for approval.
Recommended Motion:
Adopt Resolution
C/~fit~
Contact person: Lemuel P. Randolph
Phone: 5030
Supporting data attached: statTreport. reso. & budget
Ward: 7
FUNDING REQUIREMENTS: Amount: $365,800
Source: (Aeet. No.)
(Ar.r:t np.!':r.ription)
Finance:
Council Notes:
12b7:D~'2t02- ~
Agenda Item No,
,to
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
adoption of the San Bernardino Soccer Complex Budget.
Background:
The San Bernardino Soccer Complex formerly operated by a non-profit foundation, has recently
come under city control. Due to this development the Parks, Recreation and Community
Services Department has developed a budget for the operation of this facility for the period
October I, 2002 through June 30, 2003. The budget shows revenues in excess of expenditures by
approximately $9,000 over this period of time. While the budget shows expenses and revenues
past June of 2003, we anticipate management responsibilities being transferred to a reconstituted
soccer foundation.
This budget encompasses (3) distinct areas: Operating cost, Capital Cost and Revenue.
ODeratinl! Costs
These costs include staffing, utilities, landscape maintenance and other ongoing operational
costs. The staffing plan is proposed as follows:
(l)Senior Recreation Supervisor - The senior recreation supervisor (full-time) will serve as the
facility manager responsible for scheduling, fee collection, event management, maintenance
coordination, work order management, contract administration, staff scheduling, budgeting,
sponsor development and public relations. This person will be on site for all tournaments.
(l )Recreation Specialist - This part-time position will serve as the department's liaison to all
events held at the complex. Responsibilities will include scheduling of all parking, custodial and
services staff, administration of parking operations, preparation of facility (includes field lining,
cart rental preparation, minor maintenance repair and stocking ofrestrooms). This person will be
on-site for all facility rentals.
(4)Recreation Leaders - These part-time employees will be assigned as crew leaders for parking
or custodial purposes during facility rentals. They will oversee the (3) areas designated for
parking and custodial services.
(IO)Recreation Aides - These part-time employees will provide frontline customer service for the
(3) parking areas as well as general custodial services.
Utilities - water, electricity, phone, alarm service. These utility cost projections are based on
historical use and rates determined through the Facilities Department.
Field paint and supplies - supplies necessary to repair goal mounts and stripe fields for play.
Cost based on historical use.
Landscape Maintenance - costs are based on in-house expert analysis of the cost for service for
premium level turf conditions. Services include irrigation repair, aeration, fertilization, twice
weekly mowing of fields, top dressing edging, weed treatment and other services.
Advertising - refers to cost to place ads in soccer trade publications and other advertising media.
Caoital Cost
These costs refer to non-recurring expenses to replace items anticipated to be removed from the
property by the previous lessors. These refer to the minimal equipment needs to provide service
to facility users.
Utility carts - will serve numerous purposes and are used to minimize the damage to the turf.
These carts will be used for movement of comer flags, water coolers, maintenance equipment,
etc. and will be leased to tournament organizers for fee. Cost based on recent quotes.
Nets, comer flags - includes nets for 34 goals plus replacements. (4) Comer flags for each of 17
field plus replacements. Cost based on recent quotes.
Field signs - to mark field numbers and serve as field sponsor recognition signs. Cost based on
local supplier estimate.
Computer, office equipment, telephones. - To serve as office supplies and equipment for
complex staff. Cost based on estimates from city office equipment supplier and Facilities
Department.
Paint Machine - Machine professionally lines each field for game play. Hand lining of 17 fields
would be extremely labor intensive and not yield professional results. Cost based on recent
quote.
Revenue
Field rental, field light and parking revenues are based on current oral agreements with soccer
event directors, historical revenue data and proposed fees. Concession and other revenue are
based on historical revenue data as well as projected fees.
The proposed fee schedule includes:
2 day tournament on 17 fields - $10,000 (15) dates currently scheduled
3 day tournament on 17 fields - $15,000 (2) dates currently scheduled
Per field rental per day - $300
Parking - $3/vehicle
$6IR V
$15 for RV's overnight
$30 for RV's overnight wIRV hookups
Food Concessions 25% of gross sales
Nonfood concessions 10% of gross sales
Lighted Field Rental $25/hr/field
League play $25/game/field
Clean up fee $500
Cart Rental $30/day ($250 deposit per cart)
Sponsorships $2500/lighted field (includes permanent sign with sponsor logo insert)
$2000/unlighted field (includes permanent sign with sponsor logo insert)
Any revenue generated in excess of expenditures will be set aside for three purposes: I) to
develop more parking at the complex. ($180,000 of this $225,000 fund was used to affect repairs
to the turf at the complex from March through October) 2) to offset CYSA-South expenses
relative to facility improvements this organization funded at the complex. 3) to fund future
capital expenditures at the complex.
Financial Impact:
Revenues are anticipated to exceed expenditures by $9,200. However, if revenue does meet
expectations then the General Fund would have to cover the deficiency.
Recommendation:
Adopt Resolution
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RESOLUTION !'to.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ADOPTION OF THE SAN
BERNARDINO SOCCER COMPLEX BUDGET.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
WHEREAS, as determined by a bankruptcy case conducted by the honorable Mitchell
R. Goldberg, Judge of the United States Bankruptcy Court for the Central District of California
located in Riverside, California, ruling that CYSA-South San Bernardino Soccer Foundation
(the "Debtor) was incapable of curing the monetary lease defaults of remaining mechanics' lien
and repaying the City for maintenance expenditures in the short-term to obtain relief from
forfeiture of the lease, under CCP ~ 1179; and
WHEREAS, the bankruptcy court found that based on the evidence presented and the
stipulations of the parties that there was a pre-petition termination and forfeiture of the lease;
and
WHEREAS, pursuant to bankruptcy court order, the City of San Bernardino has taken
possession of said Soccer Complex, and a budget for such Complex must now be determined;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
the City of San Bernardino as follows:
SECTION 1. That the Mayor and Common Council of the City of San Bernardino
hereby authorize the adoption of the San Bernardino Soccer Complex Budget for the remainder
of fiscal year 2002-2003 only as set forth in the attached draft budget document, a copy of
which is attached hereto as exhibit 'A' and incorporated herein as if set forth. The Director of
Finance is authorized to establish a soccer complex fund to establish said authorized adopted
budget and track all actual revenue and expense items as they relate to the Soccer Complex.
III
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ADOPTION OF THE SAN
BERNARDINO SOCCER COMPLEX BUDGET.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
on the
7 Council Members:
8 ESTRADA
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LIEN
day of
, 2002, by the following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
2002.
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorn y
By:
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San Bernardino Soccer Complex
DRAFT BUDGET
OPERATING COSTS 9 Months Monthly 12 Months
10/1 - 6130-03 7/1103 - 6/30/04
Management Wages $ 46,800 5,200 $ 65,700
Staff Wages 93,800 10,425 126,200
Parking Tickets 900 100 1,200
Field Paint 7,500 833 10,000
Field Supplies 800 83 1,000
Landscape Maintenance 11 0,300 12,250 147,000
Water 11,300 1,250 15,000
Electricity 21,000 2,333 28,000
Janitorial Supplies 6,400 708 8,500
Maintenance Tools 6,000 667 8,000
Advertising 600 67 800
Repairs & Maintenance 7,500 833 10,000
Office Supplies 200 25 300
PSI Alarm Service 1,000 108 1,300
Phones (2 lines plus computer line) 1,200 130 1,600
Copier 1,600 183 2,200
Trash/Refuse 1,400 158 1,900
*CAPIT AL COST (Annually-beginning 7/1/03-6130/04) * 10,000
TOTAL $318,300** $438,700
**CAPIT AL COST (9 month. only -10/I-6IJOI03) Unit Unit Cost Extension
Utility Carts 2 each $ 9,000 $18,000
Picnic Tables 10 each 1,000 10,000
Nets 40 each 70 2,800
Comer Flags 25 sets 70 1,750
Paint Machine I each 7,000 7,000
Field Signs 17 each 250 4,250
Lock Change N/A 1100 1100
Computer 1 each 1,200 1,200
Printer/Copier/Fax 1 unit 600 600
Office Furniture Varies 500 500
Telephones 3 each 100 300
TOTAL $47,500
TOTAL EXPENSES
(9 months) $365,800
(Annual)
$438,700
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San Bernardino Soccer Complex
DRAFT BUDGET
REVENUE 9 Month 12 Month
10/1 - 6/30/03 7/1103 - 6/30/04
Field Rentals $160,000 $180,000
Field Light Use Rental 5,000 5,000
Parking 140,000 $145,000
Concessions 40,000 70,000
Other (sponsorship, cart rental, copier, clean up 30,000 50,000
fees etc.)
TOTAL $375,000 TOTAL $450,000
9 month
12 month
Expenses
Revenue
$365,800
$375.000
Expenses
Revenue
$438,700
$450.000
$11,300
Net
$9,200
Net
2
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): (1-4--0'2- Item #
Vote: Ayes I -11 Nays .f>r
Change to motion to amend original documents: -
.'2..() Resolution # ZooZ- '3S b
Abstain &- Absent e-
Reso. # On Attachments: ~ Contract term: -
Note on Resolution of Attachment stored separately: =-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sentto Mayor: ( 1- S' -O?-
Date of Mayor's Signature: 11-1o-0:;;l-
Date of Clerk/CDC Signature: I \- '1-0 ~
ate Memo/Letter Sent for Signature:
60 Day e Sent on 30th day:
90 Day Reminder Letter Sent on 45th a .
See Attached:
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234,655,92-389):
Copies Distributed to:
City Attorney V
Parks & Rec. y"
Code Compliance Dev. Services
Police Public Services Water
Notes:
NullNoid After: -
By: -
Reso. Log Updated:
Seal Impressed:
.,/
;/
MIS
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: ~ Date: JiJ ~ I or
Revised 01112/01
Date Returned: ---
Yes V No
Yes No~
Yes No --L-
Yes No --1L-
Yes NoL
EDA
Finance ,/
Others: