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HomeMy WebLinkAboutR-99-0622Im r J-99-691 7/28/99 RESOLUTION NO U �P — 2 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT (S), APPROVING AND ADOPTING THE ANNUAL BUDGET OF THE BAYFRONT PARK MANAGEMENT TRUST IN THE AMOUNT OF $2,923,500, TO PROVIDE FOR THE OPERATIONS AND MAINTENANCE OF BAYFRONT, PARK, FOR THE FISCAL YEAR COMMENCING .- OCTOBER 1, 1999 AND ENDING SEPTEMBER 30, 2000. WHEREAS, Section 38-109 of the Code of the City of Miami, Florida, as amended, provides that the Bayfront Park Management Trust (the "Trust"), shall submit its annual budget to the City Commission for approval; and WHEREAS, the budget for Fiscal Year 1999-2000 for the operations and maintenance of the Bayfront Park has been reviewed by the Trust and has been found acceptable; BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The Bayfront Park Management Trust budget for the operations and maintenance of Bayfront Park, in the amount of $2,923,500, is hereby approved, for the Fiscal Year 1999/2000. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor'/. PASSED AND ADOPTED this 15th day of September 1999. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2.36, since tho k4ayor did not ,ndiw•rAtrt 3ppr0Vai 0t this legislation by signing it in the designated place provided, said legislation now becomes effective with the elapse often (10) da from the of Comm ' n action regarding same, without the mayor exerccjsi eto. V. ATTEST: Wal man, City Clerk 1- T T1-- T T�/IT�TRT TT 1 If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. 2 - Z 9 - 622 • • M I L D R E D A N D C L A U D E P E P P E R BAYFRONT PARK MANAG E M ENT TRUST OPERATING BUDGET 1999-2000 99- 62 0 • BAYFRONT PARK MANAGEMENT TRUST OPERATING BUDGET FOR FISCAL YEAR 1999/00 Table of Contents I. Trust Members II. Letter of Introduction III. Budget Summary IV. Bayfront Park Operating Budget V. Mildred & Claude Pepper Fountain Operating Budget VI. Capital Budget VII. Organizational Chart I 99- 622 CHAIRPERSON Commissioner J. L. Plummer, Jr. VICE -CHAIRPERSON Tina Hills TREASURER Ruth Greenfield SECRETARY (position currently empty) TRUST MEMBERS Dr. Linda Eads Ralph Duharte Dino Galardi Fred Joseph Paul Singerman Frank Vanderpost EXECUTIVE DIRECTOR & GENERAL MANAGER Ira Marc Katz 1 M I L D R E D A N D C L A U 0 E P E P P E R M BAYPPRONT PARK M A N A G E M E N T T R U S T 301 N. BISCAYNE BOULEVARD. MIAMI, FL 33132 TELEPHONE: (305) 358-7550 FAX: (305) 358-1211 July 28, 1999 Dear Honorable Mayor Carollo and Members of the City Commission, The Miami City Commission created the Bayfront Park Management Trust to ensure maximum community participation in the park. Since 1992, 2.9 million people have attended Bayfront Park's festivals, special events and concerts and it has become the center of multi- cultural Miami. During Fiscal Year 1998/99 the park hosted the region's largest free Super Bowl XXXIII celebration -- Super Jam `99, as well as the Jeb Bush Inaugural Fiesta, the Hispanic Heritage Festival, the Big Orange New Year's Jamboree and the 121h Annual America's Birthday Bash. The park continued to sponsor and promote the Saturday Cabaret at Bayfront Park Series a free, Ififteen week performance series in the Tina Hills Pavilion, attracted a gaming vessel to the docks at Bayfront Park and entered into a valet parking agreement with the operator. In fiscal year 1999-2000 the Trust acknowledges the unique role it will play as the City of Miami celebrates the arrival of a new Millennium. To that end, the Trust intends to attract a new amphitheater sponsor, create ARTEX at Bayfront Park, an integrated arts experience in the base tof the laser tower, and continue to operate as the center of multi -cultural Miami. The staff and board of the Bayfront Park Management Trust are extremely proud of the progress made during these last twelve months. We look forward to even greater strides during the next twelve. Your approval of this budget represents the first step in that process. Thank you. Respectfully, Ira Marc Katz Executive Director & General Manager 1 z � 99- 622 B.P.M.T. OPERATING BUDGET SUMMARY FOR FY99-00 REVENUES ADMINISTRATIVE BUDGET MARKETING & SPECIAL EVENTS MAINTENANCE BUDGET LASER TOWER FOUNTAIN BUDGET TOTAL REVENUES EXPENSES ADMINISTRATIVE BUDGET MARKETING & SPECIAL EVENTS MAINTENANCE BUDGET LASER TOWER FOUNTAIN BUDGET TOTAL EXPENSES TOTAL NET BUDGETS TOTAL CITY CONTRIBUTION LESS REPAYMENT OF LOAN CONTRIBUTION BPMT RECEIVES B.P.M.T. CAPITAL BUDGET SUMMARY FOR FY99-00 REVENUES EXPENSES TOTAL NET BUDGETS TOTAL CITY CONTRIBUTION to 840,500 926,500 843,500 68,000 245,000 2,923,500 431,347 1,202,618 925,319 68,000 296,216 2,923,500 0 1,285,000 (100,000) 1,185,000 850,000 850,000 0 850,000 99- 622 ADMINISTRATION 0 ADMINISTRATIVE BUDGET REVENUES FY 99-00 ADMINISTRATIVE REVENUES 100.1-RENTAL INCOME 175,000 100.2-BOAT DOCK INCOME 450,000 100.3-CARRIAGE INCOME 18,000 100.4-FILM PERMITS 7,500 100.5-MISCELLANEOUS REVENUE 5,000 100.6-ADMINISTRATIVE PUBLIC GRANTS 5,000 100.7-VALET RENTAL INCOME 180,000 TOTAL ADMINISTRATIVE REVENUES 840,500 EXPENSES ADMINISTRATIVE PERSONNEL EXPENSES 10 1 -Executive Director & General Manager 82,098 t 102-Chief Administrative Officer 61,843 103-Business and Finance Manager 35,350 104-Administrative Assistant 0 105-Accounting Clerk (Part Time) 0 106-Office Manager 27,294 107-Secretary & Temp Pool 108-Payrolling Costs (30%) 30,000 70,976 109-B.P.M.T. Health & Dental Insurance Contribution 10,000 110-Executive Benefits 4,000 111-B.P.M.T. Life Insurance & Disability Contribution 10,000 112-B.P.M.T. Executive Retirement Plan Contribution 14,777 113-B.P.M.T. 403B Plan Administrative Cost 0 114-Vehicle Reimb. & Mileage 4,000 115-Misc expenses 6,000 116-Executive Director Vehicle Liability Insurance 2,200 SUBTOTAL 358,538 TRANSFER TO FOUNTAIN (15%) (53,781) TOTAL ADMINISTRATIVE PERSONNEL 304,757 ADMINISTRATIVE OFFICE EXPENSES I 120-Computer Supplies & Software 2,000 121-Courier 4,000 122-Equipment Purchases 5,000 i 123-Equipment Rental & Maint. 5,000 124-Postage 4,000 125-Printing 3,000 126-Office Supplies 10,000 127-Telephone & Pager Service 25,000 128-Bank Charges 500 4 9 622 SUBTOTAL 58,500 TRANSFER TO BAYFRONT PARK MAINTENANCE (15%) (8,775) TRANSFER TO FOUNTAIN (15%) (8,775) TOTAL ADMINISTRATIVE OFFICE EXPENSE 40,950 MANDATORY PUBLIC NOTICES 130-Broadcast Notices 0 131-Newspaper Public Notices 500 TOTAL MANDATORY PUBLIC NOTICES 500 1 BUSINESS DEVELOPMENT 134-Bus. Travel & Seminars 3,000 135-Conference Registration 1,000 136-Conference Expenses 3,000 137-Meeting Expenses 5,000 .� 138-Stenography 0 139-Memberships & Publication 2,000 140-Mileage & Bus. Expenses 6,000 SUBTOTAL 20,000 TRANSFER DEVELOPMENT COSTS TO MARKETING (15%) (3,000) TOTAL BUSINESS DEVELOPMENT 17,000 MANDATORY INSURANCE 141-Director's Liability/General Liability 3,300 142-Vehicle Insurance 0 143-Property Insurance 6,000 144-Contribution to City Self Insurance Fund 14,000 SUBTOTAL 23,300 TRANSFER MANDATORY INSURANCE TO FOUNTAIN (20%) (4,660) TOTAL MANDATORY INSURANCE 18,640 PROFESSIONAL SERVICES 145-Accounting Services 9,500 146-Audit 20,000 147-State Legislative Lobbyist 0 TOTAL PROFESSIONAL SERVICES 29,500 CONTINGENCY FUND 148-Contingency Fund 20,000 TOTAL CONTINGENCY FUND 20,000 TOTAL ADMINISTRATIVE EXPENSES 431,347 REVENUES OVER(UNDER) EXPENSES 409,153 5 99- 622 1 0 0 City of Miami Bayfront Park Operating Budget Notes to Proposed Budget for 1999-00 EXHIBIT 100 Administration 1 Salaries 101 Executive Director/General Manager: The proposed annual salary is $82,098. The Executive Director/General Manager is responsible for the overall administration and operation of Bayfront Park, Miami's show case recreational site, located on the waterfront in the heart of downtown Miami. In addition to the above mentioned responsibilities, the Executive Director/General Manager has taken on added projects in the last twelve months including g . P J � g sponsorship relations, and management of the contract with a gaming vessel operating from Bayfront Park, which contributes $450,000 annually to the organization's earned income. The Executive Director/General Manager coordinates special events in a public revenue -producing facility, working closely with promoters, private enterprise, the media, advertisers, non-profit organizations and the general public, to develop new business and cultural activities for the facility. The Executive Director/General Manager manages day-to-day operations, including the following: booking the amphitheater, maintenance of the park, risk management, budgetary control, staff management and all support work for the Trust. Initiatives undertaken by the Executive Director include solicitation of private sponsorship and im plementation of a comprehensive quality assurance program. The Executive Director/General Manager has put an increased emphasis on fundraising, marketing and public relations to increase the number and quality of events, as well as overall 99- UZ 1 0 0 potential sponsors and cost -savings for the Bayfront Park Fountain. 102 Chief Administrative Officer: The proposed salary is $61,843. The Chief Administrative Officer reports to the Executive Director/General Manager and is responsible for much of the day -today administration of Bayfront Park. Responsibilities include: liaison with City agencies and board of directors, management of maintenance and capital projects, cultural programming, grants, major event coordination, staff development, long range planning and overall park operations. 103 Business and Finance Manager: The proposed salary is $35,350. The Business and Finance Manager is responsible for all bookkeeping and accounting functions. 104 Administrative Assistant The proposed salary is $00. 105 Accounting Clerk art Time) The proposed salary is $00. 106 Office Manager The proposed salary for this position is $27,294. The Office Manager is responsible for all inventory, quality control and requisitions, as well as interfacing with the marketing and fundraising department. Additional responsibilities include: administrative support duties, initiating and developing public contracts, assisting government officials, the transmission of contracts, proposals, inquiries, and responses for every aspect of the public and private duties of the Executive Director/General Manager. In addition the Office Manager is P g � g frequently required to assist in the actual production of events, coordinating the staff during such affairs, and providing an immediate response to critical on -site predicaments. 107 Secretarial Pool & Temporary Labor: The proposed annual expenditure is $30,000. The ISecretarial Pool & Temporary labor fund will be used at times of high activity in both the administrative or event office. Duties performed include but are not limited to answering telephones, typing, filing, preparing necessary paperwork for payments, appointment setting, 99- 622 reception and all other clerical duties which are intrinsic to the operation of the park and the Trust. The Secretarial Pool & Temporary Labor will take direction from the Executive Director/General Manager and the Office Manager. 108 Pavrolling Costs: The proposed budget is $70,976. The Trust uses an outside payrolling company at an average cost of 30 percent above gross salaries to cover payroll expenses. The 30percent cost includes the fee for an independent company to employ the workers on behalf of the Trust, as well as to cover Worker's Compensation Insurance, the employer's portion of Social Security Tax and Federal and State Unemployment Taxes. 109 BPMT Health & Dental Contributions The proposed budget is $10,000. Health & Dental insurance is a particularly important item not covered by the outside payroll company. This allocation is defined under City of Miami ordinance #10348, which applies in this case. 110 Executive Benefits: The proposed budget amount is $4,000. In lieu of contributing to a pension plan, the Trust will make a $4,000 annual contribution to the Executive Director/General Manager's Whole Life Insurance Plan. 111 BPMT Life Insurance Contribution: The proposed budget amount is $10,000, and it represents the Trusts contribution to the Executive Director/General Manager's life insurance. 112 Executive Retirement Plan Contribution: The proposed budget amount is $14,777 and is contributed to the executive Director's retirement plan. 113 BPMT 403B Plan Administrative Costs: Due the Trust's legal standing, its employees are prohibited from participating in a 403B plan. The proposed budget amount is $00. 114 Vehicle Reimbursement & Mileage Allowance: The proposed budget amount of $4,000 is to cover the cost to the Executive Director/General Manager of operating his vehicle, this includes maintenance and repairs. It is essential that the Executive Director/General Manager 8 uo 622 1 0 0 have a sound operating vehicle as he is required to attend all park functions and often attends meetings within the county. The Director agrees to name the City of Miami and Bayfront Park Management Trust as additional insureds. 115 Miscellaneous Expenses: The proposed budget amount is $6,000 and will be used for any 1 unforeseen expenses incurred during the year. 116 Executive Director Vehicle Liability Insurance The proposed budget amount is $2,200 and will be used to insure the Executive Director/General Manager's automobile. It is essential that the Executive Director/General Manager have a sound operating vehicle as he is required to attend all park functions and often attends meetings within the county. The Executive Director agrees to name the City of Miami and Ba fr nt Park as additional gr ty y o insureds. Office Expenses 120 Computer Supplies and Software: The proposed budget amount is $2,000 and is needed for all computer supplies, programs, paper, ribbons and other related items. The budgeted amount also reflects the cost to upgrade current computer programs. 121 Courier: The proposed budget amount is $4,000. This service is used for documents of urgent attention to City Commissioners and other Trust related items in need of immediate delivery. This increase is due to increased park activity and the need for up-to-date information to be delivered to Commissioners and Trustees. 122 Equipment Purchases: The proposed budget amount of $5,000 is for the enhancement of the computer system, new office furnishings, additional filing cabinets, upgraded fax machine and upgraded photocopier. 123 Equipment Rental/Maintenance: The proposed budget amount is $5,000. The amount 9 99- 622 includes the purchase of annual maintenance agreements on the photocopier, fax machine, computer systems, and upgraded postage equipment. 124 Postage: The proposed budget amount is $4,000. This figure includes the purchase of postage stamps for general office correspondence and park related correspondence for Trust members. 125 Printing: The proposed budget amount of $3,000, includes Bayfront Park stationery, business cards, copies over and above the photocopier allowance, and city mandated forms and reports. Additionally, this appropriation would allow the Trust to continue its already successful efforts in drafting, layout, publication, and dissemination of information regarding forthcoming projects, events and festivals of all es. This particular function of the p � typ s parts o Bayfront Park Management Trust is warranted to improve future participation in various activities in the Park. Moreover, future distribution of various printed materials will further the objective of the Trust to bring Bayfront Park into local, national and international prominence. 126 Office Supplies: The proposed budget amount is $10,000. This figure is for all general office supplies, photocopier supplies including paper, toner, pencils, pens, paper, staples, rubber bands, desk supplies, file folders, large mailing envelopes and assorted binders needed for compiling city reports such as the annual budget. 127 Telephone and Pager Service: The proposed budget amount is $25,000. There are five active telephone lines in the park's facilities and offices, including the line dedicated to the FAX machine. Moreover, there are eight additional phone jacks available for promoters and their staff. The average monthly telephone bill is $800 for local and in -state toll services. Phone service from the remote locations, the fountain, and the laser tower has been installed for prompt reporting of any hazardous condition or illegal activity. Pagers for park staff are a necessity as 1 10 99— 622 1 0 0 Iafter hours emergencies and tasks often arise. 128 Bank Charges: The proposed budget amount is $500. This figure is for services rendered by the bank for the Trust. IPublic Notices 130 Broadcast Public Notices: The proposed budget amount is $0. 131 Newspaper Public Notices: The proposed budget amount is $500. Pursuant to City Ordinance #10348, the Trust is required to comply with all purchasing requirements under the City of Miami Bidding Code for any purchase in excess of $4,500. This allocation will enable the Trust to notify merchants of the opportunity to provide goods and/or services to the park. Professional. Development and Conferences 134 Business Travel and Seminars: The proposed amount is $3,000. It is used strictly for airline and travel -related expenses connected with business conferences and other park related travel. Attendance at major conferences is informative and educational, and serves to promote the Trust and the Park. Local academic and commercial institutions provide further instruction in management and facilities maintenance. 135 Conference Registration: The proposed budget amount is $1,000. This account will furnish registration fees for participation in the International Association of Auditorium Managers Conference, Waterfront Board Conference, the National Recreation and Parks Association, and National Facility Managers conventions. Membership in each of these iprofessional organizations provides the Executive Director/General Manager with updated information concerning industry practices. Participation in each of these conferences and �l S9- 622 conventions provides the Executive Director/General Manager the opportunity to exchange information regarding effective management techniques. 136 Conference Expenses: The proposed budget amount is $3,000. These funds will be used 1 for incidental expenses for conferences. 137 Meeting Expenses: The proposed budget amount is $5,000. These funds will be used for incidental expenses associated with the monthly meetings of the Bayfront Park Management Trust. 138 Stenographer The proposed budget amount is $0. 139 Memberships and Subscriptions: The proposed budget amount is $2,000. This amount includes fees for the Park staff member's participation in local and national meetings, seminars, and similar activities pertaining to Trust business. Additionally, staff members will be covered under this item for fees incurred for enrollment in classes and seminars for professional development, (i.e., computer classes at local institutions of technical and higher education). This modest budget amount will help to enhance employee ty roductivi and professionalism. P 140 Reimbursed Business Expenses: The proposed budget is $6,000. This amount will cover expenses associated with new business development and other related expenses in Bayfront Park. The Executive Director/General Manager shall turn in a periodic expense reports detailing his business development and other related expenses. I Administration Insurance 141 Director's Liability Insurance: The proposed budget amount is $3,300. This insurance provision covers potential liability which may or may not be incurred by the Trust, the Executive Director/General Manager or their designee. This is based on the Trust's and the Executive 12 99- 622 Director/General Manager's taking ultimate responsibility for any and all actions and discussions concerning the park. Accordingly, the City of Miami ordinances covering persons in such positions fully assumes that liability might ensue in certain positions such as this. Liability insurance, therefore, is warranted by prudence. In addition, members of the Bayfront Park Management Trust will be insured for any and all matters and decisions made by them in their capacity as members of the Trust. 142 Vehicle Insurance: The proposed budget amount is $0. 143 Trust Property Insurance: The proposed budget amount is $6,000. This provision covers all City of Miami and Trust property which is not covered under the City's self-insurance fund. The Risk Management Department after careful assessment of Bayfront Park has recommended the Trust obtain such insurance. 144 Contribution to City Self Insurance Fund: The proposed budget amount is $14,000. This amount enters the Trust into the City Self Insurance Fund and provides further protection against catastrophic damages in the Park. Professional Services 145 Accounting Services: The proposed budget amount is $9,500. This is for professional accounting service to provide the Executive Director/General Manager with day-to-day bookkeeping assistance, including internal financial accountability. Financial statements will be compiled on a monthly basis. These statements will be prepared for inspection and reviewed by the members of the Bayfront Park Management Trust. This also includes maintenance, as needed, on the current accounting systems in place and minor enhancements as may be needed. 146 Audit & Budget Process: The proposed budget amount is $20,000. A certified annual 13 9 9 - 622 0 • audit is required by the State of Florida Auditor General's office for entities which are agencies of the City of Miami. This annual audit must be attested to by a Certified Public Accountant. All items in the budget of any class, kind, or description must be accounted for, to satisfy the State's regulations. Additionally, the auditor will work with staff to develop next fiscal year's budget, developing all presentations and justifications. 147 State Legislative Lobbyist: The proposed budget amount is $0. 148 Contingency Fund: The proposed budget amount is $20,000. The contingency fee will be used to cover unexpected events that arise during FY 98/99. 14 S9_ 642 SPECIAL EVENTS, MARKETING, FUND RAISING C �b MARKETING, FUNDRAISING, SPECIAL EVENTS REVENUES FY 99-00 SPONSORSHIPS AND CONTRIBUTIONS REVENUE 200.1 -AMPHITHEATER SPONSORSHIP 0 200.14-MARQUEE REVENUES 12,500 200.5 -CITY OF MIAMI CONTRIBUTION 309,000 200.8 -FOURTH OF JULY 110,000 200.7 -PUBLIC GRANTS 10,000 200.10-TINA HILLS SERIES 50,000 200.13-JOINT CULTURAL PROGRAMMING 25,000 TOTAL SPONSORSHIPS & CONTRIBUTIONS REVENUE 516,500 ANNUAL PROGRAMMING & EVENT SERVICE REVENUE 200.2 -BEVERAGE & OTHER REVENUE 15,000 200.4-4-SPECIAL EVENT ELECTRICAL 35,000 200.4-1-EVENT PARKING CONTROL STAFF 45,000 200.4-B.P.M.T. SHOW STAFFING 50,000 200.4-3-ALCOHOL ID STAFF 20,000 200.4-2-BOX OFFICE STAFF & MGMT 10,000 200.4-7-SPECIAL EVENT SECURITY 25,000 200.4-5-CITY OF MIAMI FIRE RESCUE SERVICES 50,000 200.4-6-CITY OF MIAMI POLICE 100,000 200.6 -CITY OF MIAMI TRASH BURNING FEES 0 200.7 -EVENT CLEAN-UP SERVICES 60,000 TOTAL ANNUAL PROGRAMMING & EVENT REVENUE 410,000 TOTAL MARKETING & SPECIAL EVENTS REVENUES 926,500 EXPENSES MARKETING, FUNDRAISING & SPECIAL EVENTS PERSONNEL 201-Event Coordinator 23,566 202-Internship 0 203-Special Event Account Clerk 31,537 204-Sp Temporary Labor 0 205-Sp Payrolling Cost 16,532 206-B.P.M.T. Health and Dental Insurance Contribution 3,600 TOTAL PERSONNEL 75,235 15 99- 622 • • MARKETING, FUNDRAISING & SPECIAL EVENTS STAFFING 207-Day of Show Staffing 50,000 208-Event Parking Personnel 45,000 209-Box Office Personnel & Management 10,000 210-Alcohol ID Personnel 20,000 211-Special Event Electrical Services 35,000 212-City of Miami Fire Rescue Services 50,000 213-City of Miami Police 100,000 214-Day of Show Security Services 25,000 215-Event Cleanup Services 60,000 TOTAL EVENT STAFFING 395,000 SPECIAL EVENT ANNUAL CONTRACTED SERVICES 216-Amphitheater Contractual Commission 0 217-Special Event Fundraising Commissions 0 219-Marketing Consultant & Special Services 5,000 220-B.P.M.T. Quarterly Newsletter Production 2,500 221-Public Relations Services 6,000 222-Minority Affairs Services 6,000 TOTAL CONTRACTED SERVICES 19,500 SPECIAL EVENTS & MARKETING OFFICE COSTS 223-Computer Supplies 2,500 224-SP Courier 4,000 225-SP Equipment Purchase 4,886 226-SP Equipment Rental 10,278 227-SP Postage 1,000 228-SP Printing 3,125 229-SP Supplies 15,000 230-SP Telephone 3,000 TOTAL OFFICE COSTS 43,789 SPECIAL EVENT/MARKETING ADVERTISING & DESIGN 231-General Market Print Advertising 2,000 232-General Market Broadcast Advertising 2,000 233-Minority Market Print Advertising 2,500 234-Minority Market Broadcast Advertising 2,000 235-Broadcast Production Costs 500 236-Design & Graphics 2,500 237-Photographic & Video Services 10,000 238-Printing 2,500 239-Public Relations Promotional Items 10,000 TOTAL ADVERTISING & DESIGN 34,000 1 16 99- 622 0 MARQUEE ADVERTISING EXPENSES 241-Marquee Electrical 4,000 242-Marquee Maintenance Contract 7,344 243-Non Contractual Maintenance 3,000 TOTAL MARQUEE EXPENSES 14,344 EVENT PRODUCTION COSTS 244-SP Events -Park Produced 0 245-Fourth of July 140,000 247-Tina Hills Series 50,000 250-Merchandise & Beverage Costs 15,000 TOTAL EVENT PRODUCTION COSTS 205,000 EVENT SPONSORSHIP COSTS 251-Sp Events -Park Sponsored 0 254-Joint Cultural Programming 25,000 TOTAL EVENT SPONSORSHIP COSTS 25,000 PROFESSIONAL DEVELOPMENT 256-Promotional 6,250 257-Business Travel & Seminars 3,500 258-Conference Expenses 5,000 259-Conference Registration 1,000 260-Memberships & Publications 3,000 261-TRANSFER DEVELOPMENT COSTS FROM ADMINISTRATIVE 3,000 TOTAL PROFESSIONAL DEVELOPMENT 21,750 SPECIAL EVENT INSURANCE 262-Insurance 5,000 TOTAL INSURANCE 5,000 CITY SPONSORED EVENTS 263.1-Production Cost 155,000 263.2-Marketing Cost 155,000 263.3-Artex 54,000 TOTAL CITY SPONSORED EVENTS 364,000 TOTAL MARKETING & SPECIAL EVENTS EXPENSES 1,202,618 REVENUES OVER(UNDER) EXPENSES (276,118) I 17 99- 622 City of Miami Bayfront Park Operating Budget Notes to Proposed Budget 1999-00 EXHIBIT 200 Marketing, Fundraising, Special Events Salaries 201 Event Coordinator: The proposed budget amount is $23,566. The position reports to the Executive Director/General Manager. The Event Coordinator will help coordinate events, track sponsorship benefits, and provide telemarketing skills applied to festival sales. In addition, the Event Coordinator shall be charged with maintaining a calendar of events and interviewing organizations or individuals interested in contracting for the use of the facility. The Event Coordinator shall be on -site at all events and in addition to overseeing sponsor benefits, shall work closely with Park event staff on physical details of events. The Event Coordinator may make initial contacts with sponsors to determine interest in events at the Park. The qualified person needs to be stable, organized, and capable of handling many projects simultaneously. This position has become a necessity due to the increased number of events and activities at the I park. 202 Internship: The proposed budget amount is $0. 203 Special Event Accounting Clerk: The proposed annual salary is $31,537. The Special Event Accounting Clerk is responsible for all clerical and bookkeeping duties associated with special events and marketing. The Special Event Accounting Clerk may also be called upon to assist the Office Manager and Secretary during particularly heavy workloads. The Special Event Accounting Clerk reports to the Office Manager, to the Executive Director/General Manager and the Event Coordinator. 18 99- �22 204 Temporary Office Labor: The proposed budget amount is $0. 205 Payrolling Costs: The proposed budget amount is $16,532. The Trust uses an outside payrolling company at an average cost of thirty percent (30%) above gross salaries to cover payroll expenses. The (30%) cost includes the fee for an independent company to employ the workers on behalf of the Trust, as well as covers Worker's Compensation Insurance, the employer's portion of Social Security tax and Federal and State unemployment taxes. 206 BPMT Health and Dental Insurance Contribution: The proposed budget amount is $3,600. This amount will cover the health and dental insurance due the full time employees in the marketing department, namely the Event Coordinator and the Special Event Accounting Clerk. Event Staffing 207 Day of Show Staffing_ The proposed budget amount is $50,000. Event Staffing includes, but is not limited to, personnel needed for set-up, break -down and maintenance of events. Event Staff are usually Bayfront Park employees, but their wages for event work differ from that of their regular salary. It has been determined that due to issues of liability, event staff should no longer be paid directly by the promoter as they had been in the past. Outside personnel are also often hired for event work, especially for the larger events. 208 Event Parking Personnel: The proposed budget amount is $45,000. Event Parking personnel work every event in Bayfront Park and manage the extremely limited on -site parking locations. 209 Box Office Personnel and Management: The proposed budget amount is $10,000. Box Office Personnel and Management are used at all gated events to ensure accurate ticket collection and counts. 19 93- 622 210 Alcohol ID Personnel: The proposed budget amount is $20,000. Park controlled Alcohol ID Personnel are required at all events where alcohol is vended. 211 Special Event Electrical Services: The proposed budget amount is $35,000. All special events held in Bayfront Park require the services of a certified electrician who can connect house power to the promoter's equipment. 212 City of Miami Fire Rescue Service: The proposed budget amount is $50,000. Fire Rescue Service is required at all events, to ensure the safety and well being of park visitors. 213 Cily of Miami Police: The proposed budget amount is $100,000. The City of Miami Police are required at all events held in Bayfront Park and ensure the security and well being of park visitors. 214 Day of Show Security Services:, The proposed budget amount is $25,000. Private security firms are used to provide "t-shirt" security at park events. 215 Event Cleanup Services: The proposed budget amount is $60,000 and covers the cost of post -show cleanup for events that take place at Bayfront Park. Special Event Contracted Services 216 Amphitheater Contractual Commissions: This proposed amount is $0. 217 Special. Event Fundraising Commission: The proposed budget amount is $0. 219 Marketing Consultant & Special Services: The proposed budget amount is $5,000. The Marketing Consultant is charged with overseeing sponsorship packages, creating events, generating advertising and public relations material and releases, and providing overall promotional support to the Park. The consultant shall develop and nurture positive relationships with the media. Duties also include: keeping current with potential sponsors, and trends in 20 99- 622 1 0 0 special events marketing. The Marketing Consultant works under the direction of the Executive Director/General Manager and is expected to be both a generator of, and sounding board for any and all fundraising propositions. 220 BPMT Quarterly Newsletter Production: The proposed budget amount is $2,500. These costs cover the production of Bayfront Park's quarterly newsletter. 221 Public Relations Services: The proposed budget amount is $6,000. The Trust uses public relations consultants in all shows that it produces, including the July 4th, America's Birthday Bash and all park sponsored events. 222 Minority Affairs Services: The proposed budget amount is $6,000. These fees will cover the cost of a consultant who will advise the Trust as to appropriate actions with regards to minority affairs. Office Expenses 223 Computer Supplies and Software: The proposed budget amount is $2,500. This amount will cover all computer related costs. The computer has become an integral part of the marketing department and is used to generate printed materials such as calendars, brochures, proposals and notices. ' 224 Courier: The budget amount is $4,000. This item reflects the need to deliver proposed g hard copies of documents immediately. These documents include sponsorship packages, ' booking agency proposals and legal documents. 225 Equipment Purchases: The proposed budget amount is $4,886. This amount will cover Icomputer and related equipment purchases for the marketing department. 226 Equipment Rental/Maintenance: The proposed budget amount is $10,278. The proposed budget amount is to cover rental and maintenance costs of the office equipment in the marketing 21 99- 622 department. 227 Postage: The proposed budget amount is $1,000 and reflects mailing costs associated with press releases and direct mail campaigns for sales purposes. Promoters packets are mailed in large envelopes with an increased cost above normal business sized letters. 228 Printing: The proposed budget amount is $3,125. This amount covers posters, flyers, credentials, brochures, and large scale sales proposals. Promoters kits and brochures for mass mailings are also included under this budget item. 229 Supplies: The proposed budget amount is $15,000. A pocket organizer to track calendar listings, folders, pens, typewriter supplies, and normal office supplies are included under this budget item. 230 Telephone and Pager Service: The proposed budget amount is $3,000. This includes Broward and Palm Beach calls necessary for communication with the two biggest talent bookers/promoters in our area. Telemarketing for festivals, calls to New York, Chicago, and Los Angeles advertising and P.R. firms, box office reports from other venues, and special events inquiries make up the bulk of marketing related long distance. Marketing and Promotions Advertising 231 General Market Print Advertising: The proposed budget amount is $2,000. This advertising will be placed in general market magazines and publications targeting both promoters and the general market. 232 General Market Broadcast Advertising: The proposed budget amount is $2,000. These funds will cover general market radio and television advertising. 233 Minority Market Print Advertising_ The proposed budget amount is $2,500. These funds 22 99- 6ZZ will be used to place event advertising in minority targeted print media. 234 Minority Market Broadcast Advertising: The proposed budget amount is $2,000. These funds will be used to purchase radio and television adverting in primarily minority targeted Imedia. F 235 Broadcast Production Costs: The proposed budget amount is $500. These funds will be used to cover media production costs associated with the Trust's advertising. 236 Design and Graphics: The proposed budget amount is $2,500. This line item encompasses creation of promotional pieces for sales presentations, commemorative posters and Iadvertising. 237 Photographic & Video Services: The proposed budget amount is $10,000. This item includes hiring of free-lance photographers and videographers for event, publicity and sponsor purposes. Working at the direction of the Event Coordinator, specific photographs may be taken, edited, and put into a library file format. 238 Printing: The proposed budget amount is $2,500. Large quantity printing of counter cards; brochures, and posters for major annual events. These items are major public information sources and are distributed through retail outlets, route drivers, etc. 239 Public Relations Promotional Items: The proposed budget amount is $10,000. These funds are used for the production of promotional items for Trust sponsored events, including but not limited to t-shirts and drinking mugs. Marquee Advertising Expenses 241 Marquee Electrical Costs: The proposed budget amount, $4,000, represents the projected monthly electrical bill from FPL for the operation of the marquee sign. 23 99- 622 I • • i242 Mar uee Maintenance Contract: The proposed budget amount is $7,344 and will cover Ithe cost of the marquee sign maintenance contract for one year. 243 Non Contractual Maintenance: The proposed budget amount is $3,000, and will be used Ito cover repairs to the marquee that are not covered by the Trust's contract with ADSystems. iEvent Production Costs Park Produced 244 Special Events Park Produced: The proposed budget amount of 0. n P oP g $ 245 Fourth of July: The proposed budget amount is $140,000 and is used to cover direct costs incurred by the Trust in the operation of the largest 4th of July Celebration in southeast Florida. These funds support talent, advertising, staff and operational costs. i247 Tina Hills/South End Series: This proposed budget amount is $50,000 and will cover all production costs for free performances in the Tina Hills Pavilion. 250 Merchandise & Beverage Costs: The proposed budget amount is $15,000. These i expenditures will cover the cost f merchandise beverages t P p o chandise and be erag s a ark Produced Events. Event Sponsorship Costs ' Park Sponsored 251 Special Events Marketing Park Sponsored Events: The proposed budget amount is $0. 254 Joint Cultural Programming_ The proposed budget amount of $25,000. These funds will ibe used to support events co -sponsored by the Trust and other entities. Professional Development ' 256 Promotional: The proposed budget amount is $6,250. These funds will be used to support staff promotional activities as they relate to park sponsored or produced shows. 24 99- 622 i • • ' 257 Business Travel and Seminars: The proposed amount is $3,500. It is used strictly for airline and travel -related expenses connected with business conferences and other park related travel. Attendance at major conferences is not only highly informative and educational, but also serves to promote the Trust and the Park. Local academic and commercial institutions provide ' further instruction in management and facilities maintenance. 258 Conference Expenses: The proposed budget amount is $5,000. These funds will be used for incidental expenses for conferences. 259 Conference Registration: The proposed budget amount is $1,000. This account will furnish registration fees for participation in the International Association of Auditorium Managers Conference, Waterfront Board Conference, the National Recreation and Parks Association, and National Facility Managers conventions. Membership in each of these professional organizations provides the Executive Director/General Manager with updated information concerning industry practices. Participation in each of these conferences and 1 conventions provides the Executive Director/General Manager the opportunity to exchange ' information regarding effective management techniques. 260 Memberships and Subscriptions: The proposed budget amount is $3,000. This amount rincludes fees for the Park staff member's in local and nation participation al meetings, seminars, and similar activities pertaining to Trust business. Additionally, staff members will be covered 1 under this item for fees incurred for enrollment in classes and seminars for professional development, (i.e., computer classes at local institutions of technical and higher education). This 1 modest budget amount will help to enhance employee productivity and professionalism. Transfer From Administrative Budget 25 99^ 622 261 Office Costs: The transfer amount of $3,000 is the calculated portion of administrative costs transferred to Fundraising and Special Event staff. Special Event Insurance 262 Insurance: The proposed budget amount is $5,000. This includes general liability and third parry alcohol insurance for Trust produced events. City Sponsored Events 263.1 Production Costs: The proposed budget amount is $155,000. These funds will be used for production related costs for events sponsored in conjunction with the City of Miami. 263.2 Marketing Costs: The proposed budget amount is $155,000. These funds will be used for marketing related costs for events sponsored in conjunction with the City of Miami. 263.3 ARTEX: The proposed budget amount is $54,000. These funds will be used to support an integrated arts based experience in Bayfront. 26 99- 622 MAINTENANCE BAYFRONT PARK MAINTENANCE REVENUES FY 99-00 MAINTENANCE REVENUES 300.1-CITY MAINTENANCE CONTRIBUTION 706,000 300.2-CITY TRASH REMOVAL CONTRIBUTION 13,000 300.3-CITY UTILITIES CONTRIBUTION 109,500 300.4-CURRY GIFT TO CHALLENGER MEMORIAL 15,000 TOTAL MAINTENANCE REVENUES 843,500 EXPENSES PARK MAINTENANCE STAFF 301-Park Maintenance Supervisor 0 302-Maintenance Assistant 1 23,031 305-Maintenance Assistant 11 21,960 306-Temporary Labor 15,000 307-Payrolling Cost 25,197 308-B.P.M.T. 403B Plan Contribution 0 309-B.P.M.T. Health And Dental Insurance Contribution 7,440 TOTAL PARK MAINTENANCE STAFF 92,628 PARK MAINTENANCE CONTRACTED SERVICES CONTRACTED SPECIALIZED PERSONNEL 311-Turf & Irrigation Specialist 40,706 312-Turf & Irrigation Assistant 1 18,210 312-Turf & Irrigation Assistant II 0 313-Miscellaneous Labor 7,500 314-Welder 2,500 TOTAL PARK MAINTENANCE CONTRACTED SERVICES 68,916 LANDSCAPE & SPECIALIZED MAINTENANCE 315-Landscape and Grass 10,000 316-Architectural Advisor 12,000 316.5-Architectural Advisor - Special Projects 2,000 317-New Landscape Plants 3,000 318-Specialized Landscape Contractual Services 0 319-Specialized Maintenance 75,000 320-DDA Special Projects & Maintenance Grant 0 321-Challenger Memorial Flower Maintenance 15,000 322-Tree Trimming 3,500 323-Pest Control 4,000 324-Fertilizer 8,000 TOTAL LANDSCAPE MAINTENANCE 132,500 27 99- 622 GENERAL PARK MAINTENANCE & CONTRACTING 325-Warning & Information Signage 1,500 326-General Park Contractor 0 327-Office Cleaning & Maintenance 12,000 ' 328-Rock Garden/Docks Maintenance 0 329-Pressure Cleaning 15,000 330-Weekend Debris removal 331-Security Enclosures Maintenance & Repair 0 0 332-Ticket Trailers Maintenance 500 333-Painting and Accessories 7,000 334-Uniforms 4,000 335-Park Vehicle Maintenance and Repair 4,000 336-Vehicle Monthly Payments 5,000 TOTAL GENERAL PARK MAINT CONTRACTING 49,000 MAINTENANCE SUPPLIES & EQUIPMENT 337-Equipment Purchase, Leasing & Rentals 15,000 338-Miscellaneous Supplies 5,000 339-Golf Cart Maintenance & Repair 2,500 340-Purchase of a Golf Cart 0 TOTAL MAINTENANCE SUPPLIES AND EQUIPMENT 22,500 ELECTRICAL SERVICES 341-Specialized Electrical Contracting Labor 50,000 �. 342-Electrical Maintenance Materials 30,000 343-Bulbs, Fixtures & Poles 35,000 344-New FP&L Voltage Conversions 1,000 i TOTAL ELECTRICAL SERVICES 116,000 AIR CONDITIONING MAINT. & REPAIR CONTRACTS 345-Air Conditioning Maint. 8,000 346-Service Building 500 347-Warranty Contract 2,000 TOTAL AIR CONDITIONING CONTRACTS 10,500 UTILITIES 348-Dade County Water & Sewer 70,000 349-FP&L Utilities 39,500 TOTAL UTILITIES 109,500 GARBAGE AND TRASH COMPACTOR MAINTENANCE 350-City of Miami Trash Burning Fee 13,000 351-Maintenance & Repair 2,000 352-New Garbage Barrels (100) 1,000 TOTAL GARBAGE AND COMPACTOR MAINTENANCE 16,000 1 28 99- 622 LJ INSURANCE 355-Park Vehicle Insurance 356-Maintenance Deductible & Insurance Co -payment TOTAL INSURANCE MAINTENANCE SUPPLIES & EQUIPMENT 359-Chemicals 360-Cleaning Supplies 361-Tool Purchases 362-Miscellaneous TOTAL MAINTENANCE SUPPLIES AND EQUIPMENT PLUMBING & IRRIGATION 363-General Plumbing Repair & Maintenance 364-Maintenance of Water Pumps 365-Sprinkler Maintenance & Repair 366-Pop Up Jet Replacement TOTAL PLUMBING & IRRIGATION PARK SECURITY 367-Private Security 368-Purch, Repair, Service & Replacement of Hand Radios TOTAL PARK SECURITY MAINTENANCE OFFICE COST 369-TRANSFER FROM ADMINISTRATION TOTAL OFFICE COST PAYMENT OF LOANS Repayment of Repurchase Agreement to Bayfront Venture Payment of Loan to City TOTAL MAINTENANCE EXPENSES REVENUES OVER(UNDER) EXPENSES � 29 3,000 2,000 5,000 3,000 1,000 4,500 1,000 9,500 500 5,000 7,000 0 12,500 70,000 2,000 72,000 8,775 8,775 100,000 100,000 200,000 925,319 (81,819) 99- 622 .. • • City of Miami Bayfront Park Operating Budget Notes to Proposed Budget for 1999-00 Exhibit 300 Maintenance Salaries 301 Park Maintenance Supervisor: The proposed budget amount is $0. 302 Park Attendant I: The proposed budget amount is $23,031. The Park Attendant I receives daily work assignments and works alongside other park maintenance personnel. Furthermore, this employee assumes responsibility for the proper and timely completion of these daily assignments. The Park Attendant position calls for an able-bodied, intelligent employee, who not only performs his daily tasks satisfactorily, but who is also able to solve problems, report hazardous or unusual situations or conditions as they arise, and to acquaint himself with all general aspects of the Park's grounds, equipment, and buildings.. 305 Park Attendant II: The proposed budget amount is $21,960. This employee receives daily work assignments and works alongside other park maintenance personnel. Furthermore, this employee assumes responsibility for the proper and timely completion of these daily assignments. The Park Attendant position calls for an able-bodied, intelligent employee, who not only performs his daily tasks satisfactorily, but who is also able to solve problems, report hazardous or unusual situations or conditions as they arise, and to acquaint himself with all general aspects of the Park's grounds, equipment, and buildings. 306 Temporary Labor: The proposed budget amount is $15,000. These workers shall supplement a variety of needs for the Park Supervisor. 307 Payrolling Costs: The proposed budget is $25,197. The Trust uses an outside payrolling 30 99- 622 • • company at an average cost of 30 percent (30%) above gross salaries to cover payroll expenses. The 30% cost includes the fee for an independent company to employ the workers on behalf of the Trust as well as covers Worker's Compensation Insurance, the employer's portion of Social Security tax and Federal and State unemployment taxes. 308 BPMT 403B Plan Contribution: The proposed budget amount is $0. 309 BPMT Health and Dental Contribution: The proposed budget amount is $7,440. This amount will cover the health and dental insurance due the full time employees in the maintenance department. Contracted Specialized Personnel 311 Turf & Irrigation Specialist: The proposed budget amount is $40,706. The Turf & Irrigation Specialist works closely with the Park Maintenance Supervisor to ensure the health and vitality of the flora in Bayfront Park. His responsibilities include: maintenance of irrigation system, fertilization of trees and turf and management of landscape maintenance crews. 312 Turf & Irrig_ation Assistant I: The proposed budget amount is $18,210. The Turf & Irrigation Assistant reports to the Turf & Irrigation specialist and is responsible to assist same in the management and care of the flora in Bayfront Park. 312 Turf & Irrig_ation Assistant II: The proposed budget amount is $0. 313 Miscellaneous Labor: The proposed budget amount is $7,500. These workers shall supplement a variety of needs for the Park Supervisor. 314 Welder: The proposed budget amount is $2,500. The welder is required to repair the many pieces of railing and pipe in the park that is damaged throughout the year. 31 99- 622 • • Landscape Maintenance 315 Landscape and Grass Contractor: The proposed budget amount is $10,000. This proposal calls for a licensed landscape and maintenance contractor to perform occasional landscape maintenance in the park. The contractor assumes all equipment and related materials costs (excluding fertilizer and herbicide). This contractor is responsible for providing all benefits as required by law for his employees as well as keeping a record of his performance under the contract. The contractor's on -site supervisor will report to the Park Supervisor. The contractor will pay all salaries and expenses of his employees, and all Federal, Social Security Taxes, Federal and State Unemployment Taxes, and any similar payroll taxes relating to such employees and will carry Worker's Compensation Insurance, as required by law, for such employees. 316 Architectural Adviser: The proposed budget amount of $12,000 will cover annual fee paid to Lester Pancoast, AFA, to ensure integrity of the Noguchi design at Bayfront Park. 316.5 Architectural Adviser - Special Projects: The proposed budget amount of $2,000 will cover design fees in addition to monthly retainer paid to Lester Pancoast. 317 New Landscape Plants: The proposed budget amount is $3,000. Theses funds will be used to replace damaged or dying plants as needed. 318 Specialized Landscape Contractual Services: The proposed budget amount is $00. 319 Specialized Maintenance: The proposed amount budget is $75,000. These funds will be used for special maintenance projects in Bayfront Park, such as lift station repair, winch repair and replacement, etc. 320 DDA Special projects and Maintenance Grant: The proposed budget amount is $0: 321 Challenger Memorial Flower Maintenance: The proposed budget amount is $15,000. The funds will be used to maintain plantings in Challenger Memorial as required by contract 32 99^ 622 between the City of Miami and Miss Lamar Louise Curry. 322 Tree Trimming Contractor: The proposed budget is $3,500.These funds would be used to hire contract manicured with an eye to aesthetic and ors needed to keep the trees and shrubs y safety concerns. 323 Pest Control: The proposed budget amount is $4,000. These funds will be used to maintain an ongoing relationship with an exterminator, to keep rodents and insects to a minimum in Bayfront Park. 324 Fertilizer: The proposed budget is $8,000. This is needed to fertilize all palms and coconut trees at least four times a year. For weed growth, an herbicide will be used as needed. Also, ass paint is to be used for discolored turf before and after events. Additionally, minor or �' P Y jtrace elements and components are routinely required to maintain healthy and beautiful appearance of the Park's lawns. General Park Maintenance & Contracting 325 Warning & Information Signage: The proposed budget amount is $1,500. These funds will be used to begin an informational and directional signage program in Bayfront Park. 326 General Park Contractor: The proposed budget is $0. ' 327 Office Cleaning _& Maintenance: The proposed budget amount is $12,000. These funds will be used to hire a maintenance contractor to clean the Bayfront Park Offices. 328 Rock Garden Maintenance: The proposed budget amount is $0. 329 Pressure Cleaning: The proposed budget amount is $15,000. These funds will be used to ' enter into an agreement with a contractor to provide pressure cleaning services to Bayfront Park on a weekly basis. 33 99— -94) 1 0 0 I I 330 Weekend Debris Removal: The proposed budget amount is $0. 331 Securily Enclosure Maintenance & Repair: The proposed budget amount is $0. 332 Ticket Trailers Maintenance: The proposed budget amount is $500. These funds will enable the Trust to repair damage to ticket trailers owned by Bayfront Park. 333 Painting & Accessories: The proposed budget amount is $7,000. This material is necessary for the Amphitheater, Laser Light Tower, all walls, and adjoining buildings and surfaces, including the park offices and maintenance areas. Due to the fact that the park is open to the public 24 hours a day, including special park events, the park is suffering heavy damage to the walls from skateboards and graffiti. The staff uses paint to cover these areas since heavy stripping solvents do not completely remove the damage and they tend to discolor the paint surface. A consistent maintenance program of painting must be initiated on a year-round basis. The park's agreement with the Rouse Corporation, based on Miami Limited, Inc., requires that the facility be painted to maintain aesthetic standards. 334 Uniforms: The proposed budget amount is $4,000. These funds are used to purchase uniforms for the park maintenance staff. 335 Park Vehicle Maintenance and Repairs: The proposed budget amount is $4,000 for routine maintenance and repairs of the Park's pick-up truck. This will include tires, tune-ups and complete vehicle maintenance. 336 Truck Lease Payments: The proposed budget amount is $5,000. These funds will be used to make lease payments on Bayfront Park's truck. Maintenance Supplies & Equipment 337 Equipment Leasing & Rentals: The proposed budget amount is $15,000. The budgeted 34 99- ' 22 I1 amount will cover costs to lease and or rent equipment associated with park upkeep and maintenance. 338 Miscellaneous Supplies: The proposed budget amount is $5,000. The budgeted amount will allow for staff members to purchase miscellaneous supplies as the need arises. 339 Golf Cart Maintenance & Repairs: The proposed budget amount is $2,500. These funds will be used for maintenance and repair of the Trust's two golf carts. 340 Purchase of Golf Cart: The proposed budget amount is $0. Electrical Services 341 Specialized Electrical Contracted Labor: The proposed budget amount is $50,000. This amount includes maintenance of administrative offices, stage lighting, sound systems, general lighting throughout the Park, alarm and telephone systems. There are over 500 electrical outlets within the 36-acre Bayfront Park complex which must be routinely inspected to ensure proper and adequate lighting for pedestrians, spectators and event personnel. An Electrical Contractor will provide the Park Supervisor and his staff with a monthly report along with supporting documentation concerning the status of various electrical systems in the Park. The electrical contractor has made various capital improvements during the last fiscal year. 342 Electrical Maintenance Materials: The proposed budget amount is $30,000, and includes lamps, fuses, receptacles, switches, and miscellaneous hardware related to the above. This will cover most fixtures within Park buildings -- main offices, the service building, the maintenance building, and the Amphitheater. Fluorescent bulbs, standard incandescent bulbs, wall duplex receptacles, single -pole switches, cover plates, and small -amperage fuse breakers are the only materials involved. An Electrical Contractor will purchase these materials at wholesale cost, in 35 99- 622 1 L order to take advantage of quantity purchasing, and pass the savings on to the Trust. Major pieces of equipment are not included. 343 Bulb Fixtures & Poles: The proposed budget amount $35,000. These funds will be used to replace burnt out bulbs and damaged and missing electrical poles in Bayfront Park. 344 New FP&L Voltage Conversions: The proposed budget amount is $1,000. These funds will be used to upgrade and improve transformers at Bayfront Park. Air Conditioning Maintenance & Repair 345 Amphitheater: The proposed budget amount, $8,000, will enable the Trust to maintain the AC unit in the amphitheater dressing rooms. 346 Service Building: The proposed budget amount, $500, will enable the Trust to maintain the AC unit in the Service Building. 347 Warranty: The proposed budget amount !is $2,000. These funds will be used to secure and maintain a warranty on the repaired AC units in both the Amphitheater & the Service Building. Utilities r348 Dade County Water: The proposed amount is $70,000. Water is essential to maintain the park grounds. 349 FP&L Utilities: The proposed budget amount is $39,500. These funds would be used to r cover the electrical costs associated with the maintenance department. r I Garbage & Trash Compactor Maintenance 350 City of Miami Trash Burning Fee: The proposed budget amount is $13,000. This budget 36 99- 622 1 0 0 amount will cover costs imposed by the city to transport trash from the park to the Metro -Dade County Incinerator. 351 Compactor Maintenance, and Repair: The proposed budget amount is $2,000. It is expected that at least one or two of these units will need repair, due to the constant use during the operating year. 352 New Garbage Barrels: The proposed budget amount is $1,000. The proposed budget amount will allow for the purchase of new garbage barrels which will help to create a more beautiful and cohesive appearance at the park. IInsurance 355 Vehicle Insurance: The proposed budget amount is $3,000. This provision allows for insurance to cover the golf carts and service trucks based on Trust property and used in connection with park maintenance and related projects. The City and Trust are named as additional insured parties. This insurance covers property damage and personal liability of golf cart and park vehicle operators. The vehicles mentioned above are in constant use at all hours of the day and night and quite often in heavy crowds. 356 Maintenance Deductible & Insurance Co -payment: The proposed budget amount is 1 $2,000. Maintenance Supplies and Equipment 359 Chemicals: The proposed budget amount is $3,000 and will be used to the cover cost of a variety of solvents and cleaners that will be used in and on structures located in Bayfront Park. 360 Cleaning Supplies: The proposed budget amount is $1,000 and will be used to purchase 37 99- OAOZ 1 F cleaning supplies, paper products and other materials needed in the offices at the Park. 361 Tool Purchases: The proposed budget of $4,500 is needed to maintain the Park's 32-acre plot and will be used to purchase all garden implements needed to clean, manicure, and maintain the Park's Bermuda grass such as, hoes, rakes, shovels, hedge shears, tree shears, chainsaws, wheelbarrows, blowers, edgers, weed -eaters, mowers, brooms, and all fluids such as gas, oil, and grease lube. This includes any additional tools needed for routine maintenance, as well as replacement due to excessive use. The tools are to be maintained by the Trust. 362 Miscellaneous: The proposed budget amount is $1,000. This amount will be used for small non -line item purchases of under $100 each. Plumbing & Irrigation 363 General Plumbing Repair and Maintenance: The proposed budget amount is $500. Plumbing maintenance for the Park includes all restrooms, toilets, sinks, and showers in the Amphitheater, service building, and main office. This will consist of weekly inspections of all restrooms, plus manual flushing of all toilets, sinks, and showers. Ongoing maintenance of these facilities is necessary in order to satisfy all existing health codes. 364 Maintenance Contract for Water Pumps: The proposed budget amount is $5,000. There are two pumps located in the Amphitheater stage pit. The main irrigation pumps are located in the pump house adjacent to the Mildred & Claude Pepper Fountain adjacent to the South End Amphitheater. These pumps are used on a daily basis. The pumps in the Amphitheater are used for prompt and proper drainage, and irrigation pumps are used for daily watering of the Park's 32 acres. 365 Sprinkler Maintenance and Repair: The proposed budget is $7,000. Sprinkler 38 1 9y_ 6 • • maintenance includes periodic flushing of lines, adjustment of all electric rotor heads, adjustments to all service port boxes holding timer units. 366 Pop Up Jet Replacement: The proposed budget amount is $0. Park Security 367 Private Security: The proposed budget amount is $70,000. Private security is essential to creating a safe environment for residents and visitors to enjoy the park in the evening and to further prevent vandalism and theft. 368 Purchase, Repair, Service and Replacement of Hand -Radios: The proposed budget amount is $2,000. Radios provide two-way emergency communication allowing park staff to function in a cohesive and unified manner with the administrative staff. Furthermore, these radios are often used to facilitate a smoother more efficient operation for the private promoters that utilize the facility. Transfer From Administrative Budget 369 Office Costs: The transfer amount of $8,775 is the calculated portion of office costs used by the maintenance staff. MI 99- 622 LASER TOWER 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 0 • LASER TOWER REVENUES FY 99-00 LASER TOWER REVENUES 400.1-KNIGHT FOUNDATION GRANT 50,000 400.2-PRIVATE REVENUE SOURCE 500 400.3-CITY OF MIAMI UTILITIES CONTRIBUTION 17,500 TOTAL LASER TOWER REVENUES 68,000 EXPENSES LASER TOWER PERSONNEL TRANSFER FROM FOUNTAIN 0 LASER TOWER PERSONNEL 0 CONTRACTUAL SERVICES 401-Computer Repairs 1,000 402-Contractual Services (Operational) 42,000 403-Sp Events Contracted Services 0 TOTAL CONTRACTUAL SERVICES 43,000 ELECTRICAL SERVICES 406-Electrical Services 3,000 407-Laser Tower A/C 1,000 TOTAL ELECTRICAL SERVICES 4,000 SPECIALIZED TECHNICAL SERVICES 411-Laser Tube Maintenance 1,500 412-Painting & Water Sealing 2,000 TOTAL SPECIALIZED TECHNICAL SERVICES 3,500 UTILITIES 416-Dade County Water 3,500 417-FP&L Utilities 14,000 TOTAL UTILITIES 17,500 TOTAL LASER TOWER EXPENSES 68,000 REVENUES OVER (UNDER) EXPENSES 0 40 99 - 622 • E City of Miami Bayfront Park Operating Budget Note to Proposed Budget for 1999-0 Exhibit 400 Laser Tower Contractual Services 401 Computer Repairs: The proposed budget amount is $1,000. The budgeted amount is intended to cover all computer repair costs as they apply to the laser tower. The computer is essential to the operation of the laser tower. 402 Contractual Services (Operational): The proposed budget amount is $42,000. The Trust maintains a service contract on an annual basis with Laser Productions, which allows four (4) service calls per year at $3,000 per call. This contract, however, covers only routine inspection, service, maintenance, and replacement of defective components in the electronic and optical sections of the laser itself. Any miscellaneous services are not provided for in this contract. These intricate and quite expensive components must be strictly maintained according to engineering specifications and rigid tolerances. The investment in this facility by the Trust will be rewarded by trouble -fee, spectacular laser effects during the many festive occasions at the Park. 403 Contractual Services (Special Events): The proposed budget amount is $0. Electrical Services 406 Electrical Services: The proposed budget amount is $3,000. These funds will be used to cover the cost of electrical services performed in the laser tower. 407 Laser Tower A/C: The proposed budget amount is $1,000. This will cover annual 41 99- 622 1 1 1 0 0 maintenance on the two a/c units inside the laser tower. 411 Laser Tube Maintenance: The proposed budget amount is $1,500. These funds will be used to maintain laser tubes in laser tower. 41.2 Painting & Water Sealing_ The proposed budget amount is $2,000. These funds are essential to the maintenance and appearance of the laser light tower. 416 Dade County Water: The proposed budget amount is $3,500. Water is essential to cool the laser controls in order to protect the computer system. 417 FPL Utilities: The proposed budget amount is $14,000. These funds will be used to cover the electrical costs of the laser light tower. 42 9622 FOUNTAIN - M REVENUES • FOUNTAIN FOUNTAIN REVENUES AND CONTRIBUTIONS 500.1-TENT RENTAL 500.2-FENCE RENTAL 500.3-TRAILER RENTAL 500.4-DADE COUNTY CONTRIBUTION FOR FOUNTAIN 500.5-PRIVATE FOUNTAIN CONTRIBUTIONS 500.6-CITY UTILITIES CONTRIBUTION TOTAL FOUNTAIN REVENUES AND CONTRIBUTIONS EXPENSES FOUNTAIN PERSONNEL COSTS 501-Fountain Operator 502-Payrolling Cost 503-B.P.M.T. 403B Plan Contribution 504-B.P.M.T. Health & Dental Insurance Contribution 505-Technical Coordinator 506-Quality Control Analyst 507-TRANSFER FROM ADMINISTRATIVE TRANSFER TO LASER TOTAL FOUNTAIN PERSONNEL COSTS FOUNTAIN OFFICE EXPENSE 508-TRANSFER OFFICE EXPENSE FROM ADMIN.* TOTAL FOUNTAIN OFFICE EXPENSE FOUNTAIN MAINTENANCE CONTRACTED SERVICES 516-Alarm & Fire Monitoring 517-Pressure Cleaning 518-Computer Maintenance TOTAL CONTRACTED SERVICES UTILITY COSTS 519-Electricity 521-Dade County Water Charge TOTAL UTILITY COSTS 1 CONTINGENCY FUND 523-Contingency Fund TOTAL CONTINGENCY FUND FY 99-00 100,000 0 0 60,000 5,000 80,000 245,000 15,000 0 0 0 0 53,781 0 68,781 8,775 8,775 1,500 2,500 1,000 5,000 50,000 30,000 80,000 43 99_ 622 • . 0 WARRANTIES 524-Manufacturer Warranty Ext. 0 525-Pump Warranty Extension 0 TOTAL WARRANTIES 0 FOUNTAIN GENERAL MAINTENANCE 526-Chemicals 5,000 527-Computer Software 0 528-Electrical Materials 5,000 529-Filter & Screens 1,000 530-General Maintenance 36,000 531-Lamps and Lights 2,000 532-Miscellaneous 0 533-Railing 0 TOTAL GENERAL MAINTENANCE 49,000 INSURANCE 534-TRANSFER MANDATORY INSURANCE FROM ADMIN. 4,660 535-Umbrella Insurance 0 TOTAL INSURANCE 4,660 TENT & FENCE RENTAL EXPENSES 536-Tent and Fence Rental Expenses 80,000 TOTAL FENCE & TENT RENTALS 80,000 TOTAL FOUNTAIN EXPENSES 296,216 REVENUES OVER (UNDER) EXPENSES (51,216) 44 99- 622 1 k City of Miami Bayfront Park Operating Budget Notes to Proposed Budget for 1999-00 Exhibit 500 Mildred & Claude Pepper Fountain (Based upon an 16-18 hour day) Salaries 501 Fountain Operator: The proposed budget amount is $15,000. 502 Payrolling Costs: The proposed'budget is $00. 503 BPMT 403B Plan Contribution: The proposed budget amount is $00. 504 BPMT Health and Dental Contribution: The proposed budget amount is $00. 505 Technical Coordinator: The proposed budget amount is $00. 506 Oualitv Control Analyst: The proposed budget amount is $00. 507 Transfer From Administrative: The proposed transfer amount is $53,781. This transfer represents administrative personnel costs associated with the operation of the Mildred and Claude Pepper Fountain. Fountain Office Expense 508 Transfer Office Expense From Administration: The proposed transfer amount is $8,775. This transfer represents office costs associated with the operation of the Mildred and Claude Pepper Fountain. Contracted Services 516 Alarm & Fire Monitoring: The proposed budget amount is 1,500. 517 Pressure Cleaning: The proposed budget amount is $2,500. This is for the bi-monthly cleaning and removal of salt and sand deposits caused by bay waters and winds. 518 Computer Maintenance: The proposed budget amount is $1,000. This is for maintenance 1 45 99- 622 1 1 1 of computer that operates the 100 hp pump. Utility Costs 519 Electricity Cost: The proposed budget amount is $50,000. This fee is based on 16-18 hours of operation seven days/week. 521 Dade County Water Charge: The proposed budget amount is $30,000. 522 Telephones: The proposed budget amount is $0. Contingency Fund 523 Contingency Fund: The proposed budget amount is $0. Warranty & Minor Repairs 524 Manufacturer Warranty Extension: The proposed budget amount is $0. 525 Pump Warranly Extension: The proposed budget amount is $0. Fountain General Maintenance 526 Chemicals: The proposed budget amount is $5,000. This amount is based on a twice a week treatment of 230,000 gallons of water including chlorine, stabilizers and acid treatment needed in proportionate amounts to the above mentioned water. 527 Computer Software: The proposed budget amount is $0. 528 Electrical Materials: The proposed budget amount is $5,000. This amount is intended to cover all incidental materials needed to repair and maintain the electrical components of the fountain. 9J-, 622 CAPITAL IMPROVEMENTS C 1 1 1 1 1 1 1 1 1 1 0 0 529 Filter Screen Replacement: The proposed budget amount is $1,000. The fountain's five three foot long screen elements have an estimated useful life of six months and, therefore, need regular scheduled replacement. 530 General Maintenance: The proposed budget amount is $36,000. The budgeted amount is intended to cover maintenance contract with JSH Pumps for operation of the fountain. 531 Lamps & Lights: The proposed budget amount is $2,000. The amount will cover costs to properly light the fountain tunnel, reservoir and adjacent areas. Proper lighting of these areas is essential for the safety of personnel. 532 Miscellaneous: The proposed budget amount is $0. 533 Railing Replacement: The proposed budget amount is $0. Insurance Expenses 534 Percentage of Mandatory Insurances: The proposed budget amount is $4,660. 535 Umbrella Insurance Coverage: The proposed budget amount is $0. 536 Tent & Fence Rental Expenses: The proposed budget amount is $80,000. This fee represents the cost of tent set up and take down during special events. 1 47 99- o22 0 • CAPITAL BUDGET REVENUES FY 99-00 ' CAPITAL BUDGET REVENUES 600.1-CITY CONTRIBUTION 850,000 ' TOTAL CAPITAL BUDGET REVENUES 850,000 EXPENSES ' 601-Laser Tower Improvements 500,000 602-Amphitheater Improvements 100,000 603-Rock Garden Improvements 250,000 TOTAL CAPITAL BUDGET EXPENSES 850,000 REVENUES OVER(UNDER) EXPENSES 0 ' TOTAL CITY CONTRIBUTION 850,000 i 1 48 99- 622 City of Miami Bayfront Park Capital Improvement Budget ' Proposed Budget for 1999-00 ' Exhibit 600 Capital Improvement 601 Laser Tower Build -out: The proposed amount is $500,000. These funds would be used to complete office, studio and classroom complex in base of Bayfront Park Laser Tower. 602 Amphitheater Improvements: The proposed budget amount is $100,000. 603 Rock Garden Improvements : The proposed budget amount is $250,000. 9- 62 Administration & Finance Chief Administrative Officer Business & Finance Manager Office Manager Secretary & Temp Labor Pool CITY OF MIAMI FUNCTIONAL ORGANIZATIONAL CHART FISCAL YEAR 1999-2000 DEPARTMENT: Bayfront Park Management Trust I Miami City Commission Bayfront Park Management Trust Executive Director & General Manager Special Events Event Coordinator Special Event Account Clerk Special Event Attendant 1 Park Operations & Maintenance Park Attendant 1 Park Attendant 2 Turf & Irrigation Specialist Turf & Irrigation Assistant 1 Contractor - Laser Contractor - Janitorial Contractor- Temporary Labor M M M M M® M = = = r== M= i= = = 4 To: Honorable Mayor and Members of the Commission From: onald Warshaw City Manager RECOMMENDATION: S Subject: Approval of Bayfront Park Management Trust 1999 - 2000 Operating Budgets For City Commission Meeting of September 14, 1999 It is respectfully recommended that the City Commission approve the Bayfront Park Management Trust's Operations and Maintenance Budgets for Fiscal Year 1999-2000. BACKGROUND: The Bayfront Park Management Trust has successfully managed Bayfront Park with the goal of ensuring maximum community involvement. Approval bfthe Trust's FY 1999-2000 Operations and Maintenance Budgets will ensure that this quality limited agency of the City of Miami will continue its services to Miami's residents and visitors. Attachments: resolution