HomeMy WebLinkAboutR-98-0872J-98-851
8/17/98
RESOLUTION NO. 9 8 — 8 ri 2
A RESOLUTION, WITH ATTACHMENT (S), APPROVING
THE BAYFRONT PARK MANAGEMENT TRUST OPERATIONS
AND MAINTENANCE BUDGETS FOR FISCAL YEAR
1998-1999, ATTACHED HERETO AND MADE A PART
HEREOF.
BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. The Bayfront Park Management Trust Operations
and Maintenance Budgets for Fiscal Year 1998-1999, attached
hereto and made a part hereof, are hereby approved.
Section 2. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor11.
PASSED AND ADOPTED this 8th day of September , 1998.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse of ten (10) days frothe date of Commission action
ATTEST: regarding same, without the Mayor exercising to./ _ 7
WALTER J . F9,9MAD) CITY CLERK � �� Z wv t� 0 Walter J. F ema
C
28:CSK
If the Mayor does not sign this Resolution, it shall beco ctive at
the end of ten calendar days from the date it was passed, nc
the Mayor vetoes this Resolution, it shall become effect ve i
upon override of the veto by the City Commission.
SEP 0 8 1"8
R-o1W0 Ifm
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
1998-1999
Now
98- 872
BAYFRONT PARK MANAGEMENT TRUST
OPERATING BUDGET FOR FISCAL YEAR 1998/99
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
98- 872
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
Stephanie Kerr
Paul Singerman
EXECUTIVE DIRECTOR & GENERAL MANAGER
Ira Marc Katz
98- 872
M I L D R E A N D C L A U D E P E P P E R
BAYF RONT 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, 1998
Dear Honorable Mayor Carollo
and Members of the City Commission,
The Bayfront Park Management Trust is pleased to submit its Operating Budget for FY
98/99. We are looking forward to continuing our role as Miami's premier entertainment and
festival location. The Park's location in the heart of downtown Miami demands that we expand
our role to serve all areas of the community and in FY 98/99 we intend to do just that.
In this upcoming fiscal year we will:
Work with Bayfront Ventures (Gaming Vessel) to ensure the success of their operation in
Bayfront Park.
Coordinate use of Bayfront Park for the 1999 Super Bowl.
Continue to host major annual City of Miami signature events, such as the Hispanic
Heritage Festival, Jamaican Awareness, the Big Orange New Year's Jamboree, and the
America's Birthday Bash.
Work with local media outlets to increase Bayfront Park's image nationally and
internationally.
Utilize Tina Hills Pavilion to bring Greater Miami's many ethnically based cultural
groups to a wider audience.
Create integrated environmental art based experience in Bayfront Park.
The staff and board of the Bayfront Park Management Trust are extremely proud of the
progress made during these last twelve months. We are looking forward to even greater strides
during the next twelve. Your approval of this budget represents the first step in that process.
Thank you.
Respectfully,
C�l��G
Ira Marc Katz
Executive Director &
General Manager
2
98- 872
B.P.M.T. BUDGET SUMMARY FOR FY98-99
ADMINISTRATIVE BUDGET
REVENUES 815,500
EXPENSES (433,240)
REVENUES OVER EXPENSES 382,260
MARKETING & SPECIAL EVENTS
REVENUES 1,079,000
EXPENSES (1,318,517)
REVENUES OVER EXPENSES (239,517)
MAINTENANCE BUDGET
REVENUES 647,000
EXPENSES (698,458)
REVENUES OVER EXPENSES (51,458)
LASER TOWER
REVENUES 68,000
EXPENSES (68,000)
REVENUES OVER EXPENSES 0
FOUNTAIN BUDGET
REVENUES 190,000
EXPENSES (281,285)
REVENUES OVER EXPENSES (91,285)
CAPITAL BUDGET
REVENUES 991,000
EXPENSES (991,000)
REVENUES OVER EXPENSES 0
TOTAL REVENUES 3,790,500
TOTAL EXPENSES (3,790,500)
TOTAL NET BUDGETS 0
TOTAL CITY CONTRIBUTION 2,144,500
3 98- 872
ADMINISTRATIVE BUDGET
REVENUES FY 98-99
ADMINISTRATIVE REVENUES
100.1-RENTAL INCOME
300,000
100.2-BOAT DOCK INCOME
450,000
100.3-CARRIAGE INCOME
18,000
100.4-FILM PERMITS
7,500
100.5-MISCELLANEOUS REVENUE
20,000
100.6-ADMINISTRATIVE PUBLIC GRANTS
20,000
TOTAL ADMINISTRATIVE REVENUES
815,500
EXPENSES
ADMINISTRATIVE PERSONNEL EXPENSES
10 1 -Executive Director & General Manager
79,707
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
30,000
108-Payrolling Costs (30%)
70,258
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
14,348
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
355,000
TRANSFER TO FOUNTAIN (15%)
(53,250)
TOTAL ADMINISTRATIVE PERSONNEL
301,750
ADMINISTRATIVE OFFICE EXPENSES
120-Computer Supplies & Software
2,000
121-Courier
4,000
122-Equipment Purchases
5,000
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
SUBTOTAL
58,500
4 98- 872
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 1,000
131-Newspaper Public Notices 2,000
TOTAL MANDATORY PUBLIC NOTICES 3,000
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 17,000
SUBTOTAL 26,300
TRANSFER MANDATORY INSURANCE TO FOUNTAIN (20%) (5,260)
TOTAL MANDATORY INSURANCE 21,040
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 433,240
REVENUES OVER(UNDER) EXPENSES 382,260
5
City of Miami
Bayfront Park Operating Budget
Notes to Proposed Budget for 1998-99
EXHIBIT 100
Salaries
101 Executive Director/General Manager: The proposed annual salary is $79,707. 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
sponsorship relations, and the solicitation and negotiations of a gaming vessel operating from
Bayfront Park increasing the organization's annual earned income by $450,000 annually. 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 implementation 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
G
98-- 872
park self-sufficiency. The Executive Director/General Manager will be continuing to look at
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 (Part 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
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
Secretarial 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
98- 872
telephones, typing, filing, preparing necessary paperwork for payments, appointment setting,
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 Pa rolling Costs: The proposed budget is $70,258. The Trust uses an outside payrolling
company at an average cost of 30 percent 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 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.
Employees receive stipends pursuant to their rank within the organization. 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 $14,348 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
8
98- 8`�1Z
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
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
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 Bayfront Park as additional 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
9 98- 872
and upgraded photocopier.
123 Equipment Rental/Maintenance: The proposed budget amount is $5,000. The amount
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. The increase in expenditures represents contractual requirements of the sponsorship
contract with AT&T. 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 types. This particular function of the
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,
rubberbands, 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
10 98_ 872
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
after 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.
Public Notices
130 Broadcast Public Notices: The proposed budget amount is $1,000. This provision is
pursuant to Ordinance #10348, for purchases in excess of $350,000. This fund allows the Trust
to transmit, via radio and television, notices of activities, events, and special appearances of
concern to those having no access to the newspapers and to those having limited reading ability
or physical impairments.
131 Newspaper Public Notices: The proposed budget amount is $2,000. 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 not only highly informative and educational, but also
serves to promote the Trust and the Park. Local academic and commercial institutions provide
11 98- 872
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
professional organizations provides the Executive Director/General Manager with updated
information concerning industry practices. Participation in each of these conferences and
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
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 Stenography: 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 productivity and professionalism.
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.
12 98- 872
The Executive Director/General Manager shall turn in a periodic expense reports detailing his
business development and other related expenses.
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
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 $00.
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 $17,000. This
amount enters the Trust into the City Self Insurance Fund and provides further protection against
catastrophic damages in the Park.
13 98- 872
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
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 $00.
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 9 8 - 872
MARKETING, FUNDRAISING, SPECIAL EVENTS
REVENUES FY 98-99
SPONSORSHIPS AND CONTRIBUTIONS REVENUE
200.1 -AMPHITHEATER SPONSORSHIP
0
200.14-MARQUEE REVENUES
20,000
200.5 -CITY OF MIAMI CONTRIBUTION
454,000
200.8 -FOURTH OF JULY
130,000
200.7 -PUBLIC GRANTS
30,000
200.10-TINA HILLS SERIES
50,000
200.13-JOINT CULTURAL PROGRAMMING
25,000
TOTAL SPONSORSHIPS & CONTRIBUTIONS REVENUE
709,000
ANNUAL PROGRAMMING & EVENT SERVICE REVENUE
200.2 -BEVERAGE & OTHER REVENUE
15,000
200.4-4-SPECIAL EVENT ELECTRICAL
50,000
200.4-1-EVENT PARKING CONTROL STAFF
30,000
200.4-B.P.M.T. SHOW STAFFING
35,000
200.4-3-ALCOHOL ID STAFF
20,000
200.4-2-BOX OFFICE STAFF & MGMT
10,000
200.4-7-SPECIAL EVENT SECURITY
20,000
200.4-5-CITY OF MIAMI FIRE RESCUE SERVICES
40,000
200.4-6-CITY OF MIAMI POLICE
90,000
200.6 -CITY OF MIAMI TRASH BURNING FEES
0
200.7 -EVENT CLEAN-UP SERVICES
60,000
TOTAL ANNUAL PROGRAMMING & EVENT REVENUE
370,000
TOTAL MARKETING & SPECIAL EVENTS REVENUES 1,079,000
EXPENSES
MARKETING, FUNDRAISING & SPECIAL EVENTS PERSONNEL
201-Event Coordinator
24,638
202-Intemship
3,000
203-Special Event Account Clerk
31,537
204-Sp Temporary Labor
1,500
205-Sp Payrolling Cost
18,203
206-B.P.M.T. Health and Dental Insurance Contribution
3,600
TOTAL PERSONNEL
82,478
15 98- 872
MARKETING, FUNDRAISING & SPECIAL EVENTS STAFFING
207-Day of Show Staffing
35,000
208-Event Parking Personnel
30,000
209-Box Office Personnel & Management
10,000
210-Alcohol ID Personnel
20,000
211-Special Event Electrical Services
50,000
212-City of Miami Fire Rescue Services
40,000
213-City of Miami Police
90,000
214-Day of Show Security Services
20,000
215-Event Cleanup Services
60,000
TOTAL EVENT STAFFING
355,000
SPECIAL EVENT ANNUAL CONTRACTED SERVICES
216-Amphitheater Contractual Commission
0
217-Special Event Fundraising Commissions
10,000
219-Marketing Consultant & Special Services
10,000
220-B.P.M.T. Quarterly Newsletter Production
2,500
221-Public Relations Services
16,000
222-Minority Affairs Services
16,000
TOTAL CONTRACTED SERVICES
54,500
SPECIAL EVENTS & MARKETING OFFICE COSTS
223-Computer Supplies
2,500
224-SP Courier
4,000
225-SP Equipment Purchase
3,614
226-SP Equipment Rental
8,206
227-SP Postage
1,000
228-SP Printing
3,125
229-SP Supplies
15,000
230-SP Telephone
3,000
TOTAL OFFICE COSTS
40,445
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
20,000
238-Printing
2,500
239-Public Relations Promotional Items
10,000
TOTAL ADVERTISING & DESIGN
44,000
16 98- 872
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 10,000
245-Fourth of July 140,000
247-Tina Hills Series 50,000
250-Merchandise & Beverage Costs 15,000
TOTAL EVENT PRODUCTION COSTS 215,000
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 12,000
TOTAL INSURANCE 12,000
CITY SPONSORED EVENTS
263.1-Production Cost 200,000
263.2-Marketing Cost 200,000
263.3-Artex 54,000
TOTAL CITY SPONSORED EVENTS 454,000
TOTAL MARKETING & SPECIAL EVENTS EXPENSES 1,318,517
REVENUES OVER(UNDER) EXPENSES (239,517)
17 98- 872
City of Miami
Bayfront Park Special Events & Marketing Operating Budget
Notes to Proposed Budget 1998-99
EXHIBIT 200
Salaries
201 Event Coordinator: The proposed budget amount is $24,638. 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
park.
202 Internship: The proposed budget amount is $3,000. These funds will be used to provide a
qualified student the opportunity to work directly in the Bayfront Park special event department.
This position reports directly to the Event Coordinator.
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
1s 98- 872
Accounting Clerk reports to the Office Manager, to the Executive Director/General Manager and
the Event Coordinator.
204 TemRorary Office Labor: The proposed budget amount is $1,500. This item takes into
consideration peak typing periods, when significant numbers of annual marketing proposals need
to be sent to potential sponsors. This period coincides with budget development and, therefore,
necessitates simultaneous proposals to various corporations.
205 Payrolling Costs: The proposed budget amount is $18,203. 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 $35,000. 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 $30,000. Event Parking
19 98- 872
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.
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 $50,000. 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 $40,000. Fire Rescue
Service is required at all events, to ensure the safety and well being of park visitors.
213 City of Miami Police: The proposed budget amount is $90,000. 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 $20,000. 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 $00. This amount is
required by contract between the consultant who attracted the sponsorship package to Bayfront
20 98- 87
Park.
217 Special Event Fundraising Commission: The proposed budget amount is $10,000 and
represents 20% of sponsorship support raised.
219 Marketing Consultant & Special Services: The proposed budget amount is $10,000. 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
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 OuarteUI 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 $16,000. 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 Minorijy Affairs Services: The proposed budget amount is $16,000. 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
21
98- 8"!�
notices.
224 Courier: The proposed budget amount is $4,000. This item reflects the need to deliver
hard copies of documents immediately. These documents include sponsorship packages,
booking agency proposals and legal documents.
225 Equipment Purchases: The proposed budget amount is $3,614. This amount will cover
computer and related equipment purchases for the marketing department.
226 Equipment Rental/Maintenance: The proposed budget amount is $8,206. The proposed
budget amount is to cover rental and maintenance costs of the office equipment in the marketing
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 Page 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.
22 98-- 872
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
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
media.
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
advertising.
237 Photographic & Video Services: The proposed budget amount is $20,000. 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
23 9 F _. S 2
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.
242 Marquee Maintenance Contract: The proposed budget amount is $7,344 and will cover
the 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
to cover repairs to the marquee that are not covered by the Trust's contract with ADSystems.
Event Production Costs
Park Produced
244 Special Events Park Produced: The proposed budget amount of $10,000 encompasses
payment to major talent for park sponsored events. These are showcase events for the Park and
bring positive publicity while introducing the park to a diverse audience.
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.
247 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
24 98 -- 872
expenditures will cover the cost of merchandise and beverages at Park Produced Events.
Event Sponsorship Costs
Park Sponsored
251 Special Events Marketing Park Sponsored Events: The proposed budget amount is $00
which encompasses payment of smaller contributions toward worthwhile non-profit events that
take place throughout the year. Examples of the types of shows include: "The Big Orange New
Year's Eve Celebration," and "Fountain Shows."
254 Joint Cultural Programming: The proposed budget amount of $25,000. These funds will
be 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.
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
25 9 8 - 87
professional organizations provides the Executive Director/General Manager with updated
information concerning industry practices. Participation in each of these conferences and
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
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 productivity and professionalism.
Transfer From Administrative Budget
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 $12,000. This includes general liability and
third party alcohol insurance for Trust produced events.
City Sponsored Events
263.1 Production Costs: The proposed budget amount is $200,000. 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 $200,000. These funds will be used for
marketing related costs for events sponsored in conjunction with the City of Miami.
26 98-
87
263.3 ARTEX: The proposed budget amount is $54,000. These funds will be used to
support an integrated arts based experience in Bayfront.
27 9Q+ 872
BAYFRONT PARK MAINTENANCE
REVENUES FY 98-99
MAINTENANCE REVENUES
300.1-CITY MAINTENANCE CONTRIBUTION 574,500
300.2-CITY TRASH REMOVAL CONTRIBUTION 13,000
300.3-CITY UTILITIES CONTRIBUTION 44,500
300.4-CURRY GIFT TO CHALLENGER MEMORIAL 15,000
TOTAL MAINTENANCE REVENUES 647,000
EXPENSES
PARK MAINTENANCE STAFF
301-Park Maintenance Supervisor
0
302-Maintenance Assistant 1
23,031
305-Maintenance Assistant II
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 11 17,139
313-Miscellaneous Labor 7,500
314-Welder 2,500
TOTAL PARK MAINTENANCE CONTRACTED SERVICES 86,055
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
28 98- 872
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
0
331-Security Enclosures Maintenance & Repair
0
332-Ticket Trailers Maintenance
3,000
333-Painting and Accessories
7,000
334-Uniforms
4,000
335-Park Vehicle Maintenance and Repair
4,000
336-Vehicle Monthly Payments
10,000
TOTAL GENERAL PARK MAINT CONTRACTING
56,500
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 4,000
TOTAL MAINTENANCE SUPPLIES AND EQUIPMENT 26,500
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
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 5,000
349-FP&L Utilities 39,500
TOTAL UTILITIES 44,500
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
29 98 - 872
INSURANCE
355-Park Vehicle Insurance 5,000
356-Maintenance Deductible & Insurance Co -payment 2,000
TOTAL INSURANCE 7,000
MAINTENANCE SUPPLIES & EQUIPMENT
359-Chemicals
4,500
360-Cleaning Supplies
1,000
361-Tool Purchases
4,500
362-Miscellaneous
1,000
TOTAL MAINTENANCE SUPPLIES AND EQUIPMENT
11,000
PLUMBING & IRRIGATION
363-General Plumbing Repair & Maintenance
500
364-Maintenance of Water Pumps
5,000
365-Sprinkler Maintenance & Repair
7,000
366-Pop Up Jet Replacement
0
TOTAL PLUMBING & IRRIGATION
12,500
PARK SECURITY
367-Private Security 70,000
368-Purch, Repair, Service & Replacement of Hand Radios 8,000
TOTAL PARK SECURITY 78,000
MAINTENANCE OFFICE COST
369-TRANSFER FROM ADMINISTRATION 8,775
TOTAL OFFICE COST 8,775
TOTAL MAINTENANCE EXPENSES 698,458
REVENUES OVER(UNDER) EXPENSES 51 458
30 9 8 - 872
City of Miami
Bayfront Park Operating Budd
Notes to Proposed Budget for 1997-98
Exhibit 300 Maintenance
Salaries
301 Park Maintenance Supervisor: The proposed budget amount is $00. This is a senior
management position who reports to the Executive Director/General Manager, whose
responsibilities include: all park maintenance and supervision of landscaping contractors,
management of park maintenance workers and all general park maintenance requirements.
302 Park Attendant I: The proposed budget amount is $23,301. 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.
31 98-- 872
306 Temporary Labor: The proposed budget amount is $15,000. These workers shall
supplement a variety of needs for the Park Supervisor.
307 Patrolling Costs: The proposed budget is $25,197. The Trust uses an outside payrolling
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 $00. Due the Trust's
legal standing, its employees are prohibited from participating in a 403B plan.
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 Pnsure 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 & Irrigation Assistant 1: 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 & Irrigation Assistant 11: The proposed budget amount is $17,139. The Turf &
Irrigation Assistant reports to the Turf & Irrigation specialist and is responsible to assist same in
32 98- 872
the management and care of the flora in Bayfront Park.
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.
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.
33 98-- 872
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
replacement, etc.
320 DDA Special projects and Maintenance Grant: The proposed budget amount is $00.
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
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 contractors needed to keep the trees and shrubs manicured with an eye to aesthetic and 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, grass paint is to be used for discolored turf before and after events. Additionally, minor or
trace elements and components are routinely required to maintain healthy and beautiful
appearance of the Park's lawns.
General Park Maintenance & Contracting
325 Warning & Information Signa e: 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 $00.
34 98-- 872
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 $00. The maintenance of the
Rock Garden has been shifted to a regular Maintenance Department Duty.
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.
330 Weekend Debris Removal: The proposed budget amount is $00.
331 Security Enclosure Maintenance & Repair: The proposed budget amount is $00.
332 Ticket Trailers Maintenance: The proposed budget amount is $3,000. 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
35 98- 872
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 $10,000. These funds will be
used to make lease payments on two trucks in Bayfront Park.
Maintenance Supplies & Equipment
337 Equipment Leasing & Rentals: The proposed budget amount is $15,000. The budgeted
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 $4,000. The Bayfront Park
Management Trust maintenance staff has recently encountered a critical shortage of transport
vehicles. The proposed budget amount will allow for the purchase of additional vehicles to
alleviate the shortage.
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
36 98- 872
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
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
37 98- 872
maintain a warranty on the repaired AC units in both the Amphitheater & the Service Building.
Utilities
348 Dade County Water: The proposed budget amount is $5,000. 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
cover the electrical costs associated with the maintenance department.
Garbage & Trash Compactor Maintenance
350 Ciq of Miami Trash Burning Fee: The proposed budget amount is $13,000. This budget
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.
Insurance
355 Vehicle Insurance: The proposed budget amount is $5,000. 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
38 98- 872
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
$2,000.
Maintenance Supplies and Equipment
359 Chemicals: The proposed budget amount is $4,500 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
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 36-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
39 98- 872
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 36 acres.
365 Sprinkler Maintenance and Repair: The proposed budget is $7,000. Sprinkler
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 $8,000. 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.
40 98- 872
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.
41 98- 872
LASER TOWER
REVENUES FY 98-99
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
42
98- 872
City of Miami
Bayfront Park Laser Light Tower
Noted to Proposed Budget for 1998-99
Exhibit 400
Laser Light Tower Expenses
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.
43 9 8 - 872
407 Laser Tower A/C: The proposed budget amount is $1,000. This will cover annual
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.
412 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.
44 98- 872
FOUNTAIN
REVENUES FY 98-99
FOUNTAIN REVENUES AND CONTRIBUTIONS
500.1-TENT RENTAL 125,000
500.2-FENCE RENTAL 0
500.3-TRAILER RENTAL 0
500.4-DADE COUNTY CONTRIBUTION FOR FOUNTAIN 60,000
500.5-PRIVATE FOUNTAIN CONTRIBUTIONS 5,000
TOTAL FOUNTAIN REVENUES AND 190,000
CONTRIBUTIONS
EXPENSES
FOUNTAIN PERSONNEL COSTS
501-Fountain Operator
15,000
502-Payrolling Cost
0
503-B.P.M.T. 403B Plan Contribution
0
504-B.P.M.T. Health & Dental Insurance Contribution
0
505-Technical Coordinator
0
506-Quality Control Analyst
0
507-TRANSFER FROM ADMINISTRATIVE
53,250
TRANSFER TO LASER
0
TOTAL FOUNTAIN PERSONNEL COSTS
68,250
FOUNTAIN OFFICE EXPENSE
508-TRANSFER OFFICE EXPENSE FROM ADMIN. 8,775
TOTAL FOUNTAIN OFFICE EXPENSE 8,775
FOUNTAIN MAINTENANCE
CONTRACTED SERVICES
516-Alarm & Fire Monitoring
1,500
517-Pressure Cleaning
2,500
518-Computer Maintenance
1,000
TOTAL CONTRACTED SERVICES
5,000
UTILITY COSTS
519-Electricity 60,000
521-Dade County Water Charge 5,000
TOTAL UTILITY COSTS 65,000
CONTINGENCY FUND
523-Contingency Fund 0
TOTAL CONTINGENCY FUND 0
45 98- 872
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. 5,260
535-Umbrella Insurance 0
TOTAL INSURANCE 5,260
TENT & FENCE RENTAL EXPENSES
536-Tent and Fence Rental Expenses 80,000
TOTAL FENCE & TENT RENTALS 80,000
TOTAL FOUNTAIN EXPENSES 281.285
REVENUES OVER (UNDER) EXPENSES (91,285)
46 98 -- 872
City of Miami
Bayfront Park Operating Budget for Mildred & Claude Pepper Fountain
Notes to Proposed Budget for 1998-99
(Based upon an 16-18 hour day)
Salaries:
501 Fountain Operator: The proposed budget amount is $15,000.
502 Pa ry olling 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 Quality Control Analyst: The proposed budget amount is $00.
507 Transfer From Administrative: The proposed transfer amount is $53,250. 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.
47 98- 872
518 Computer Maintenance: The proposed budget amount is $1,000. This is for maintenance
of computer that operates the 100 hp pump.
Utility Costs
519 Electricity Cost: The proposed budget amount is $60,000. This fee is based on 16-18 hours
of operation seven days/week.
521 Dade County Water Charge: The proposed budget amount is $5,000.
522 Telephones: The proposed budget amount is $00.
Contingency Fund
523 Contingency Fund: The proposed budget amount is $0.
Warranty & Minor Repairs
524 Manufacturer Warranty Extension: The proposed budget amount is $00.
525 Pump Warranty Extension: The proposed budget amount is $00.
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 $00.
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
48 98- 872
fountain.
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 $00.
533 Railing Replacement: The proposed budget amount is $00.
Insurance Expenses
534 Percentage of Mandatory Insurances: The proposed budget amount is $5,260.
535 Umbrella Insurance Coverage: The proposed budget amount
is $00. This covers the deductible not covered by the additional coverage.
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.
49 gg- 872
CAPITAL BUDGET
REVENUES FY 98-99
CAPITAL BUDGET REVENUES
600.1-CITY CONTRIBUTION 991,000
TOTAL CAPITAL BUDGET REVENUES 991,000
EXPENSES
601-Laser Tower Build -out
400,000
602-Seal All Building Leaks
12,000
603-Retrofit Benches in Amphitheater
45,000
604-Hurricane Proof Fountain
12,000
605-Rock Garden and Waterfall Memorial
70,000
606-Challenger Memorial Lighting
75,000
607-Rock Garden Lighting
15,000
608-Informal Seating Sculpture Competition
100,000
609-Amphitheater Signage & Naming Change
40,000
610-Valet Parking Capital Improvements
60,000
611-Baywalk Lighting Upgrade
100,000
612-Docking Facility Improvements
30,000
613-Food Service Impact Study Fee
12,000
614-Architectural & Construction Consulting Fee
20,000
TOTAL CAPITAL BUDGET EXPENSES 991,000
REVENUES OVER(UNDER) EXPENSES 0
50
98-- 872
City of Miami
Bayfront Park Capital Improvement
Proposed Budget for 1998-99
Exhibit 600
601 Laser Tower Build -out: The proposed amount is $400,000. These funds would be used to
complete office, studio and classroom complex in base of Bayfront Park Laser Tower.
602 Seal All Building Leaks : The proposed budget amount is $12,000. These funds would be
used to seal all leaks in poured concrete buildings.
603 Retrofit Benches in Amphitheater : The proposed budget amount is $45,000. The funds
will be used to retrofit amphitheater seating.
604 Hurricane Proof Fountain: The proposed budget amount is $12,000. These funds would
be used to install valve covers, pumps and piping that would be used to pump the fountain dry in
the event of a hurricane.
605 Rock Garden and Waterfall Memorial: The proposed budget amount is $70,000. These
funds would be used to complete the Isamu Noguchi design of the Memorial to the Dead of All
Wars.
606 Challenger Memorial Lighting_ The proposed budget amount is $75,000. The completion
of this project will light the Challenger Memorial and enhance its image in the context of
downtown Miami.
607 Rock Garden Lighting The proposed budget amount is $15,000. In an effort to step up
public safety precautions at the park, the completion of this project will allow for sufficient
lighting of the Rock Garden. This enhanced lighting will better facilitate pedestrian traffic
thought the park.
51 98- 872
608 Informal Seating Sculpture Competition: The proposed budget amount is $100,000. This
amount will be used to fund a sculpture competition to design seats to be placed in Bayfront
Park.
609 Amphitheater Signage and Name Change: The proposed budget amount is $40,000.
These funds will be used to repaint amphitheater signage, change marquee sign and purchase
new uniforms for ticket -takers, ushers, security, and other event related personnel.
610 Valet Parking capital Improvements: The proposed budget amount is $60,000. These
funds would be expended by the Bayfront Park Management Trust for improvements to the Rock
Garden parking area necessary for the valet parking.
611 Bavwalk Lighting Upgrade: The proposed budget amount is $100,000. This project has
been funded by the Safe Neighborhood Parks Bond program and will become available in FY
`98/99 and 99/00. These funds will be used to upgrade Baywalk Lighting.
612 Docking Facility Improvements: The proposed budget amount is $30,000. These funds
would be used to maintain and upgrade Bayfront Park docking facilities.
613 Food Service Impact Studer The proposed budget amount is $12,000. These funds would
be used to explore the feasibility and impact of constructing food service pavilions in Bayfront
Park.
614 Architectural & Construction Consulting Fees: The proposed budget amount is $20,000.
These funds will be used to for architectural and construction consulting fees for Bayfront Park
construction projects.
52 98- 872
Administration & Finance
Chief Administrative Officer
Business & Finance Manager
Office Manager
Secretary & Temp Labor Pool
CITY OF MIAMI
FUNCTIONAL ORGANIZATIONAL CHART
FISCAL YEAR 1998-99
DEPARTMENT: Bayfront Park Management Trust
Miami Citv Commission
Bayfront Park Management Trust
Executive Director & General Manager
Special Events
Event Coordinator
Special Event Account Clerk
Special Event Attendant 1
Intern
Park Operations & Maintenance
Park Attendant 1
Park Attendant 2
Turf & Irrigation Specialist
Turf & Irrigation Assistant 1
Turf & Irrigation Asstant 2
Contractor - Laser
Contractor - Janitorial
Contractor- Temporary Labor
To: Honorable Mayor and Members
of the City Commission
From. onald Warshaw
Interim City Manager
RECOMMENDATION:
54
Subject: Approval of Bayfront Park
Management Trust 1998 - 1999
Operating Budgets
For City Commission
Meeting of —/—/--
It is respectfully recommended that the City Commission approve the Bayfront Park Management
Trust's Operations and Maintenance Budgets for Fiscal Year 1998-1999.
BACKGROUND:
The Bayfront Park Management Trust has successfully managed Bayfront Park with the goal of
ensuring maximum community involvement. Approval ofthe Trust's FY 1998-1999 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
98- 8712