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HomeMy WebLinkAboutSubmittal-Coconut Grove BID Budget, Estimated Actual & Preliminary 2011 BudgetCapital Contribution General Bid Fund for Capital Net Income $ 230,000 $ 17,634 $ 145,000 $ (127,366) -722.3% $ (230,000) $ (17,634) $ (145,000) $ 407,366 -2310.1% Total Contribution BID Fund (Income Shortfall + Capital Requirements) $ 725,200 $ 419,480 $ 351, S11bHM kft #0 Items previously in Operations appropriately reclassified to Capital Account. $ recti I nonnectonvAh item On %`27-167 Priscilla A. ThomParking Waiver Contribution • The projected 0 to the budget should l Increase as we collect potions of the 23,000 owed as of 114.10. It is also AVhtllClerk � projected that saverad new restaurants will open In 1Y 11, generating r additional fees. lr raV� 2 �et Estl � ,t) 0 '� ��e (.i VY) r, ;t r' U u I ! vC9e�i Coconut Grove BID 2010 Budget. Estimated Actual & Preliminary 2011 Budget Page 1 Estimated Proposed FY'11 hC0!o.F FY'10 Budgeted FY'10 Totals Budgm Variance Variance % Variance(Comments Parking Waivers $ 288,000 $ 200,000 189,LGG $ (11,000) -5.5% Ordinance 13059. Rate of Parking Waiver projection for FY'11 is based on collection rate for FY'10 through lune 2010 (72.2%1. Parking Surcharge $ 244,000 $ 220,000 S 220,000 $ 0.0% Projection by "The Parking Network" entity which administers Parking Surcharge Tax Program Special Events Supplemental Fees $ 25,000 $ 21,000 S 21,000 $ 0.0% Sidewalk Cafe fees $ 62,000 $ 50,000 S 55.000 $ 5,000 10.0% Grove BID is anticipating new CaM additions within Grove in FY'11. Banner Fees $ 3,000 $ 2,250 S 3.090 $ 750 33.3% Investment Income $ 80,000 $ 115,000 S 160,000 $ 45,000 39.1% Projected at same level as FY'10 Contribution General BID fund $ 495,200 $ 401,846 $ 206,347 $ (195,499) 48.70/a Shortfall between 2011 Expenses & 2010 Income. Bid Assessments $ 430,000 $ 400,000 $ 450,040 $ 50,000 12.5% Grove 810 Is anticipating non paytnent rate of 496, collection rate is anticipated to be 96%. Other Income $ - $ 30,200 �, "'GO $ 19,800 65.6% With increasing co-op activity in marketing for FY'11, it is projected that co-op revenue will increase from $30,000 to $50,000 Total Income: $ 1,627,200 $ 1,440,296 $ 1,354,347 $ (85,949) EXPENSE5. Sanitation $ 119,444 $ 82,292 $ 125,962 $ (43,670) -53.1% FY'10 Sanitation Service Agreement began late, March 2010, Mon& Tuesday possible expansion. Security $ 258,957 $ 239,888 $ 265.319 $ (25,431) 10.6% FY'10 Security Agreement began late, March'10- Mon -Wed possible expansion. Police anticipate raise in pay rata Streetscape $ 363,799 $ 248,989 $ 163,566 $ 85,423 34.3% BID expects Streetscape services on par with FY'10 approved budget totals. Marketing Special Events & BID Events $ 247,000 $ 250,525 S 173,400 $ 77,525 30.9% Special Events are the foundation of PR for the Grove. Marketing & Advertising $ 245,000 $ 234,810 S 265,000 $ (30,190) -12.9% Gray Line busing and Ad agency are anticipated in FY'11. General & Administrative $ 393,000 $ 383,791 $ 361.500 $ 22,291 5.8% Internal Book Keeper is added this fiscal year. Management Fees paid to MPA reduced for In house financial management, Total Expenses $ 1,627,200 $ 1,440,295 $ 1,354,347 $ 65,948 6.0% Net Operating Income $ - $ 1 $ • $ (1) Capital Contribution General Bid Fund for Capital Net Income $ 230,000 $ 17,634 $ 145,000 $ (127,366) -722.3% $ (230,000) $ (17,634) $ (145,000) $ 407,366 -2310.1% Total Contribution BID Fund (Income Shortfall + Capital Requirements) $ 725,200 $ 419,480 $ 351, S11bHM kft #0 Items previously in Operations appropriately reclassified to Capital Account. $ recti I nonnectonvAh item On %`27-167 Priscilla A. ThomParking Waiver Contribution • The projected 0 to the budget should l Increase as we collect potions of the 23,000 owed as of 114.10. It is also AVhtllClerk � projected that saverad new restaurants will open In 1Y 11, generating r additional fees. lr raV� 2 �et Estl � ,t) 0 '� ��e (.i VY) r, ;t r' U u I ! vC9e�i COCONUT GROVE BID - OPERATIONS COMMITTEE FY' 11 BUDGET WORKSHEET Actual Amount Used Estimated Totals Approved Page 3 IVI 10711/ 704 to 9130 FY 200972940 -- ry 2m0 BudgetV3riahc�'�Qr-1-ts S"REicTy.;A� � Short Term Tree Lighting $ 17,050.00 $ 456.00 $ 17,506.00 $ 20,000.00 capital item moved to Capital for FY'11. FI, Ave Wattage Upgrade S 735.00 $ - $ 735.00 $ 15,250.00 $0.00 $ 15,250.00 This prgect mnsists of a I+ms occurrence, and FPL wooded afavdrable price Metal Halide Project -Grand Ave $ 14,000.00 $ 3,450.00 $ 17,450.00 $ 14,000.00 $0.00 $ 14,000.00 This probe! consists of a 1 time omirernce 3A-lurr',inalnes completed in District In FY 10. Bicycle Racks $ 3,018,00 $ 500.00 $ 3,518.00 S 5,000.00 capital Item moved to Capital for FY'11. Blue Sign Immediate Replacement $ 27,476,00 $ 15,500.00 $ 42,976.00 $ 40,662.00 capital item moved to Capital for FY'l1 Blue Sign Agreement $ - $ S . $ 24,000.Oo $ 30,000.00 $ (6,000.00) Item moved to Capital for FY'l1. Valet Parking Subsidy $ 1,500.00 $ - $ 1,500.00 $ 6,000.00 $ - $ 6,000.00 Valet Parking was terminated as per valet operator edter 3 -mortis. Graffiti Removal $0.00 $0.00 $0.00 $0.00 $ 5,000.00 $ (5,000.00) New Line Item Request, Gralframoval was neves included in FY -10 Wlpee 6 K -Armor. Directories $0.00 ZOO $0.00 $ 10,000.00 capital $ 10,000.00 Passible exp ion of Linmin Road sloe directories in FYI 1. Trash Receptacles $ 244.00 $ 2,750.00 $ 2,99490 $ 10,000.00 capital item moved to Capital for FY'11. Urban Planning Project - ` n e:'y BR+; crp Lire +Pr $0.00 $0.00 50.00 $ 10,000.00 S 10,000.00 $ - Need to L c`vdct U oar .iarner in 2014.2011 Tree Trimming & Tree Fertilization, Fungicide $ 4,750.00 $ 52,500.00 $ 57,250.00 $ 75,000.00 $ 15,000.00 $ 60,000.00 Post Trimming Trealmed pile has been estimated at $98.90 perhee, magorihy to be done in FY'10. Landscaping - Mulching & Weeding $ 5,680.00 $ 3,054.00 $ 8,734.00 $ 7,687.00 $ 16,566.00 $ (8,879.00) Feb 2010 Operations - 44ancisrpe w(576B7 in tree brimming funds. (2) muicheng projelcled for 2011 Flower Baskets (Yrly Maintenance, IPM,) $ 20,095.00 $ 14,050.00 $ 34,445.00 $ 56,200.00 $ 82,000.00 $ (25,800.00) PM (3) x a Year at 5175i}, Mon ly watering & Mafn is $4100. pts m". Humane Removal fees. (j} Metal Arm Brackets $ 9,892.00 $ 6,289.00 $ 16,181.00 $ 20,000.00 capital $ 20,000.00 WarAetswere pirriasedfor (1)lime, occurrence inFy10, Extra parls3maintenance expededinFYll 0 Inter -Grove Transportation $X000 eamoved S placed on mold for FY'11 'aa South Sayshore Beautification $ - $ 4000.00 $ 46,000,00 $ 50,000.00 capital Item moved to Capital for FY11. BID Site Visits - r3aw _fine :l,;r: $ $ $ $ $ 5,000,00 $ (5,000.00) 5iD v.sits c..i trcm S7 JK IG k; , tar FY11 SUBTOTAL $ 104,440.00 $ 144,549.00 $ 248,989.00 $ 363,799.00 $163,566.00 ��,.. p 47 Actual Amount Used Estimated Totals Approved Recom.mendcn Variance SECURITY --i ' i0r• to 7114 7+14 to 9130 FY 200912010 FY 2010 Budget 2 11 ®odget - Ex lanation :.'. 0 172 Total Wkly Hr - Security Agreement $ 119,909.00 $ 28,344.00 $ 148,253.00 $ 139,169.00 $ 139,169.00 $ Mm.'N4 Ed expansion seMcewits nor be appied for fY'11 Removed $20.831 for FY11 c) 3N Police Oil Duty Services (65) - Hrs Detail #200919f $ 67,191.00 $ 24,44400 $ 91,635.00 $ 108,160.00 $ 115,000.00 $ (6,840.00) Cay mandato] Rice Pay trite may Increase to $3ZW par hr vs $2800 ommodore Cops (2) O S $ $ S 11,628.00 $ 11,628.00 CXmmCdurePlata st!ea'Drisvkeproject was caricalwasPer G2snmodoreRaze husinensoperatcrs 7c �pecial Events Police Services $ - $ - $ - $ - $ 10,000.00 S (10,00000) 2010 Budget did not contemplate event staffing, holiday pay rates. Parking Security 4 employees $ 1,150.00 $ (1,150.00) 20.0 6,dyet z -u not A'cJde ca x,,g r, r,y s ati SUBTOTAL $ 187,100.00 $ 52,788.00 $ 239,888.00 $ 258,957.00 $ 265,319.00 SANITATION 124 Hr Wkly Service Agreement Wed -Sun $ 52,800.00 $ 24,360.00 $ 77,160.00 $ 104,312.00 $ 104,312.00 S Mum Wad Expansion servicewill not be appled in FY'11- rammed $20,688 la FYI 1 Dumpster Rental (12 mo.) $ 2,500.00 $ - $ - $ 2,500.00 $ 2,500.00 $ 12.monlh agreement to be execurrd in FYI art Waste Mgrmt Misc Supplies $ 632.00 $ 2,500.00 $ 3,132.00 $ 10,000.00 $ 10,000.00 $ Mobile Trash bins, garbage finers, equipmentfor events to be considarsd for FYI t Uniforms (Bid Logos) $ 1,722.00 $ 278.00 $ 2,000.00 $ 2,000.00 $ 3,000.00 $ (1,000, 00) NeW in con"r arri a seasts7 dudW & r"oI"d n new RFP b 2011 Special Misc Sanitation Projects $ 632.00 $ $ - $ 632.00 $ 5,000.00 $ (4,368.00) 2oill Budget did nxmnoensplateevent stalling, hoWay pay tales. Parking Sanitation 8 Employees $ 1,150.00 $ (1,150,00) 2010bedgefdid not include sanitation perkinglorVAR SUBTOTAL $ 58,286.00 $ 27,138.00 $ 85,424.00 $ 119,444.00 S 125,962.00 Totals: $ 349,626,00 $ 224,475.00 $ 574,301.00 $ 742,200.00 $ 554,847.00 (� COCONUT GROVE BID - CAPITAL COMMITTEE FY' I1 BUDGET WORKSHEET 1�1I Actual Amourd Used Estimated Totals Approved Recommended Variances 10H to P14 TI14 to 9i00 FY 2009?2010 FY 20f0 Budget 2011 Budgetyarlancc Comments CAPITAL LINE ITEMS Blue Sign Immediate Replacement $ 20,000.00 $ (20,000.00) Comprehensive signageworx(50)sgns repaired (catch up period) Majonly all caught up in FY'10 Directories $ 5,000.00 $ (5,000.00) Trash Receptacles $ 15,000.00 $ (15.000.00) Big Belly trash receplacles area possibility in FY'11 Maintenance? Office Furniture $ 5,000.00 $ (5,000.00) Metal Arte Brackets $ 5,000.00 $ (5,000.00) Transferred from Streetscape, for Flower Baskets within District. South Baysho{e Beautification $ 35,000.00 $ (35,000.00) Maintenance anticipated only for FY'11. Capital Contingency Fund 50K - FY'10 50K was moved to General & Admin Budget as of June 17, 2010. Main Highway Conduit - NEW S 60,000.00 $ (60,000.00) County project piggyback by 810 forconduit install along Main during construction TOTAL: $ $ $ $ $ 145,000.00 Footnote 11 As of June 17, 2010 BID Meeting 50K was removed from Capital Contingency fund to General & Admin Budget. Page 4 Submitted Into the public record in connection VM item 5H � on 127-10 Priscilla A. Thomp3on City Clerk Special Events & Indep Events Mad Hatter King Mango Strut Great Taste of the Grove Coconut Grove Arts Festi vat 41h of July Fireworks 4th of July Marketing Great Grove Bed Races Sail the Grove Opporlun'dytNew Event Subtotal of Independent Events BID Events December Events and Media Ambient Street Musicians Concierge Connection Block Party Grove Gallery Walk CocoWalklMayfair Initiative Cirque du Grove Subtotal of BIO Events MARKETINGIAMM(SING Coconut Grove Arts Festival COCONUT GROVE BID - MARKETING COMMITTEE FY' 11 BUDGET WORKSHEET Actual Amount Used Estimated Totals Approved Recommended Variance 1041 to 7114 704 to 9130 FY 20 0912 01 0 FY 2010 Budget 2011 Budget Variance Ezplanado $ 14,000.00 $ $ 14,000.00 S 14,000.00 S 14,000.00 20.000.00 $0.00 Up to $14,000, if 25%($3500) cash match is met by Mad Hatter $ 15,000.00 $ $ 15,000.00 $ 15,000.00 $ 15.000.00 21,000.00 $0.00 Up to $15,000, if 100'/o($15,000) cash match is met by King Mango $ 23.000.00 $ $ 23,000.00 $ 21,500 00 S 21,500.00 4,000.00 $0.00 Up to $21,5000, if 10D% cash match is met by the Great Taste of ($21,500) $ 30,000.00 $ $ 30,000.00 $ 22,000.00 S 22,000.00 21,000,00 $0.00 Up to $22,000, if 100"/. ($22,000) of cash match is met. $ 7,500.00 $ $ 7,500.00 $ 7,500.00 $ 7,500.00 - $0.00 Up to $7,500, if 100%($7,500) cash match is met. $ 3,000.00 $ $ 3,000.00 $ 2,000.00 $ 2,000.00 265,000.00 $0.00 Up to $2,000, if 25% ($500) cash match is met. $ $ 15,000.00 S 15,000.00 $ 15,000.00 $ 15,000.00 438,000.00 $0.00 Up to $15,000, 100%, if cash match is met by Bed Race. $ 19,000.00 $ - S 19,000.00 $ 10,000.00 $ 10,000.00 $0.00 Up to 10K, 25%, If ($2,500) cash match is met. Planning mtg vnll be required prior to grant. $ S $ - $ 15,000.00 $ 10,000.00 $ 5,000.00 Up to 10K for events if 25%($2,500) of cash match is met. S 111,500.00 $ 15,000.00 $ 126,500.00 $ 122,000.00 $ 117,000.00 $ 5,000.00 $ 30,359.32 $ - $ 30,359.32 $ 20,000.00 $ 19,000.00 $ 1,000.00 Cutback reflects budget need $ 7,742.00 $ 2,258.00 $ 10,000.00 $ 10,000.00 $ 7,000.00 $ 3,000.00 Cutback reflects budget need S $ $ $ 15,000.00 S 13.000.00 $ 2000.00 Cutback reflects budget need S 38,855.52 $ S 38,855.52 $ 35,000.00 $ $ 35,000.00 Block Parties program ended in Nov, 2009. Newonce-a-month program that has proven effective by producing pedestrian traffic and dining $ 7,000.00 $ (7,000.00) interfaces. S 39,066.62 $ $ 39,066.62 $ 35.000.00 S - $ 35,000.00 Not scheduled for FY'11. $ 5,743.65 $ - $ 5,743.65 $ 10,000.00 $ 10,000.00 $0.00 Same level as FY'10 $ 121,767.11 $ 2,258.00 $ 124,025.11 $ 125,000.00 $ 56,000.00 $ 69,000.00 $ 4,000.00 $ (4,000.00) Special Marketing grant due to enormous impact on local commerce. Advertising 60% Print Tour & Travel Media, Co-Cp advertising (up to 100K), Newspapers, Local & $ Regional Publications 20% Electronic Media: oo-fine ads, banners, blasts 20% Broadcast; Radio & Television 183,939.31 $ 21,790.00 S 205,729.31 S 227,000.00 S 195,000.00 $ 32,00000 Media/Creative (Web) $ $ S - $ 20.000.00 S (20,000.00) PR S 13,521.24 S 4,600.00 $ 18,121.24 S 18,000.00 $ 21,000.00 $ (3,000.00) Photographer $ 4,000.00 $ (4,000.00) Gray Line Miami $ 10,960.00 $ 10 960.00 $ 21,000,00 $ (21,000.00) Advertising Agency $ - $ SUBTOTAL $ 197,460.55 $ 37,350.00 $ 234,810.55 $ 245,000.00 $ 265,000.00 $ (20,000.00) TOTALS $ 430,727.66 $ 54,608.00 $ 485,335.66 $ 492,000.00 $ 438,000.00 $ 54,000.00 Cutback will be offset by up to 100K in co-op advertising. Re -tool & Re -design of CoconutGrovecom website, along with maintenance Goal of obtaining quality photos of Coconut Grove for press kits & PR. New partnership withGrayLine Miami hospitality ambassadors. 7 days a week. Submitt $ In gyfieom Fy'L get put on hod. PWIC record in connection with item !3Hq on y 2 i7— /4 Page 5 Priscilla A. Thompson City Clerk COCONUT GROVE BID - General & Administrative FY' 11 BUDGET Actual Amount Used Estimated Totals Approved Recommended 10,11 to Ti14 711410 9130 FY 20092010 FY 2010 Budget 2011 Budget Variances Cpmrhenr5 General & Administrative Staff Salaries $ 162,865.00 $0.00 $ 7,072.00 $ 10,103.00 $ 608.50 50.00 $0.00 $ 2,777.00 $ 5,797.00 $ 12,451.00 $ 29,944.00 $ 36,000.00 $000 $ 6,633,00 $ $ $ $ $ $ $ $ $ $ $ $ 27,000.00 10,000.00 3,863.00 2,897.00 200.00 20,000.00 20,000.00 200.00 544.00 5,918.00 6,418.00 $0.00 12,500.00 $0.00 $ $ $ $ $ $ $ $ $ $ $ $ $ $ 189,865.00 10,000.00 10,935.00 13,000.00 808.50 20,000.00 20,000.00 2,977.00 6,341.00 18,369.00 36,362.00 36,000.00 12,500.00 6,633.00 $ 181,000.00 $ 10,000.00 $ 19,000.00 $ 15,000.00 $ 1,000,00 $ 20,000.00 $ 20,000.00 $ 3,000.00 $ 5,000.00 $ 19,000.00 $ 42,500.00 S 36,000.00 $ 12,500.00 $ 9,000.00 $ $ $ $ $ $ $ $ $ $ $ $ $ 195,000.00 29,000.00 19,000.00 15,000.00 1,000.00 15,000.00 $0.00 3,000.00 4,000.00 15,000.00 38,000.00 6,000.00 12,500.00 9,000.00 $ $ $ $ $ $ $ {14,000.00) (19,000.00) $0.00 $0.00 $0.00 $5,000.00 20,000.00 $0.00 1,000.00 4,000.00 4,500.00 30,000.00 $0.00 $0.00 (14,000) increase due to need for intermittent office help for specific projects - (19,000) first full year of bookkeeper Same as FY'l0 Same as FY'10 Same as FY'10 FY"11 will consist of related management & maintenance. The Turkel branding project is one-time only in FY'10 Same as FY'10 Fewer meetings, less refreshments anticiipated. To make possible better office seating for meetings, $5,000 moved to Capital. Reflecting lessons learned in FY'10 MPA will be turning over the financials to the BID in FY'l 1 Same as FY'10 Same as FY'l0 Book -Keeper Staff Actual Benefits, PTL, Health Payroll/ FICA Licenses, Fees, Dues Website + Related Management Grove Branding Project Database ServiceslAssessments Meeting Spaces & Refreshments Office Equipment & Supplies Office, Rent and Utilities Management Fees MPA Annual Audit Insurance Liability TOTAL, S 214.250.50 $ 109,540,00 $ 383,790.50 $-- 393,000.00 $ 361,500.00 S 31,500,00 As of June 17, 2010 BID meeting $50,000 was moved from Capital Con5ngency io General & Admin for book-keeper (10K), Grove Branding Prof. {201) & Website (20k) Page b Submitted Into the public record in c nnac .on with item t H' on 9�-2;-/0 Priscilla A. Thompson City Clerk i� BID General & Administrative Annotations Staff Salaries The three salaries are; Administrative Assistant, 45-50,000, Project Director, 52,000 (recommend 7% pay increase to 55,640 and bonus of net $2,500 for FY'10), Executive Director remains at 84,000 with car allowance remaining @ $2,400 annual. Total: 192,000 Book -Keeper Staff Bookkeeper, $20.00 an hour for 25 hours per week on a contract basis = $24,000. $5,000 for desk establishment, software and computer purchases. Total= $29,000 Actual Benefits, PTL, Health Insurance cost: $1,705 per month = $20,460 (less $200.00 a month contributed by Executive Director) _ $18,060 Payroll/FICA Payable at a rate of $1,400 per month. Annual rate = $16,800 approx. Licenses, Fees, Dues City (approx. $600.00) and State (approx. $400.00) for occupancy and use fees. $10,000 projected to complete $30,000 website platform rebuild begun in FY'09, $10,000 for individual to maintain the site on a Website & Related Management daily basis. Grove Branding Project N/A Database services related to tracking assessment non -payors and payors, and coordinating communication with property owners, Database Services/Assessments rate $20/hr. Meeting Spaces & Refreshments This amount runs approx. $500.00 per board meeting. If we have fewer board meetings and committee meetings this line could be trimmed to $3,000 Office Equipment & Supplies This figure includes annual office supplies (14,000), upgrade of conference seating (4,000), and lease of copier (2,000). Office, Rent and Utilities Office rent is $2,500 per month ($30,000), electric is $2,400 per year, phone line is $5,400 per year. Total = $37,800. Reduced from $36,000 a year. It is projected that the BID will need to pay 4 months of management fees to MPA @ $3,000 per Management Fees MPA month to transition to self-sufficiency. Annual Audit $12,500 Is the cost of our annual audit from McGladrey & Pullen. Insurance Liability Annual general liability = $5,794, D&O = $1,054 Total= $6,848 at FY'10 rate submitted Into the pWic record in connection With item I i on - Priscilla A. Thompson City Clerk Allowable Uses d BID Revenue 5trearns ' 1 Parking Waiver Fee Revenue Trust fLffid; Uses: marketing, special events, (FY'11— $189,000) - Minimum of 10% must be contributed each year to Parking Waiver 2 Parking Surcharge Revenue (FY'11— $220,000) Page 2 Surcharge revenues cannot be usedfor operational expenses such as security, sanitation, etc... Surcharge funds must be connected to street, sidewalk, transit, orstreetscape Improvements. Uses shall include, but not be limited to: improvement of transportation, street improvements, sidewalk, roadway, landscape, transit, trolley, streetscape beautification improvements, purchase of trash receptacles, creating, placing and maintaining pedestrian and vehicular signage, landscaping, flowers, trees, shrubs, etc..waterJng of vegetation (including pipes, conduit, fencing, faucets), decorative and street lighting equipment, other restricted uses related to transportation and roadways. 3 Banner Fees & Special Events Supplemental Fees (FY'11-524,000) Uses: Promotion, marketing, advertising, and administrative expenses • 4 Sidewalk Cala Fees. (FY'11-- $55,000) M. Maintenance, infrastructure ` 5 Assessment Fees (FY'11-- 5450,000) Uses: As approved by BID Board and City Commission: promotion, management, marketing and other similar services, including but not limited to coordination, funding, implementation and maintenance of infrastructure improvements, and other projects. Submitted Into the public record in oonnection with Item W, �' on /- 21-10 Priscilla A. Thompson City Clerk