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Home My WebLink AboutMemo-Virginia Key Beach Park TrustFrom: Guy Forchion, Executive Director To: The Honorable Mayor Francis Suarez and Members of the City Commission Date: 9/10/2019 Re: Virginia Key Beach Park Trust (FY 2019-2020) Budget Package Substitution The Virginia Key Beach Park Trust would like to present the accompanying fifteen (15) copies of the 2019-2020 Virginia Key Beach Park Trust budget package as a substitution for the Thursday, September 12, 2019 First Budget Hearing at Miami City Hall; Item (BH -16). The items changed by this substitution are the addition of (1) $1,000,000 dollars in anticipated revenue from the 2020 Ultra Music Festival and (2) a $925,000 dollars contribution from Miami -Dade County Commissioner Xavier Suarez, (District 7). Thank you for accommodating this substitution. See the attached Budget Packages. (93 0 2 Iy�jw - Vuc&Mn I�Lq 6e�4ch Park 70'� AGENDA ITEM SUMMARY FORM a •c, 1 �� FILE ID: 0 2 Date: 09/0412019 Requesting Department: Historic Virginia Kev Beach Park Trust Commission Meeting Date: 09/12/2019 District Impacted: 2 Type: X Resolution ❑ Ordinance EmergencyOrdinance Law Department ❑ ❑Discussion Item Matter ID No. ❑ Other Subject: 2019-2020 Budizet — Virt-inia Key Beach Park Trust Purpose of Item: The Board of Trustees of Virginia Key Beach Park Trust (the Trust) request that the City Commission approve the attached resolution requesting $3,247,000. for FIY 2099-2020 budget. This sum consists of the total amount of $300,000.00 from City of Miami operating funds, $1,125,000. Trust carryover funds, $2,000. from Trust Cash with Fiscal Agent Funds, $50,000. in awarded grants, $1,000,000. from 2020 Ultra Music Festival and $770,000. In anticipated revenues, for a total amount of $3,247,000. To provide the general administrative and operational staff the support to continue the progress and improvement at Historic Virginia Key Beach Park. Background Information: The Virginia Key Beach Park Trost ("Trust") is a limited agency and instrumentality of the City of Miami ("City") created pursuant to Ordinance No. 12003, adopted December 14, 2000, as subsequently amended by Ordinance No. 12201 adopted on March 14, 2002; Ordinance No. 12857 adopted October 12, 2006; Ordinance No. 13004 adopted June 12, 2008; Ordinance 13065 adopted May 14, 2009; Ordinance No. 13170 adopted May 13, 2010; and Ordinance No. 13681 adopted May 25, 2017 The Trust, is guided by its vision to preserve the Historic Virginia Key Beach Park property in a manner consistent with the environmental health, public use, historical legacy of the social and civil rights history of South Florida African American community Budeet Imuact Analvsis YES Is this item related to revenue? YES Is this item an expenditure? If so, please identify funding source below. General Account No: Special Revenue Account No: 11590.940101. Various (See attached for Objects) NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds? Start Up Capital Cost: Maintenance Cost: Total Fiscal Impact: Final Annrovals [SIGN AND DAM CIP Budget Grants Risk Management Purchasing Dept. Director'"E�J Chief City Man r �/,/ Page 1 of l w y ryy6..-ry,.ri rr rrrr�ir �'�' File Number: City of Miami Legislation Resolution: R- City= Hall 3 50 0 Pan American Drive Miami, FL 33133 www.miamigovxcm Final Action Date: A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), APPROVING AND ADOPTING THE ANNUAL BUDGET OF THE VIRGINIA KEY BEACH PARK TRUST ("TRUST"), ATTACHED AND INCORPORATED, AS COMPOSITE EXHIBIT "A" IN THE AMOUNT OF $300,000. FROM CITY OF MIAMI OPERATING FUNDS, $1,125,000. FROM TRUST CARRYOVER FUNDS, $2,000.00 FROM TRUST CASH WITH THE FISCAL AGENT, $50,000.00 IN GRANTS, $1,000,000. FROM 2020 ULTRA MUSIC FESTIVAL AND $770,000.IN ANTICIPATED REVENUE, FOR A TOTAL AMOUNT OF $3,247,000. TO PROVIDE FOR THE MANAGEMENT, OPERATION, MAINTENANCE, FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 2019 AND ENDING SEPTEMBER 30, 2020. WHEREAS, the Virginia Key Beach Park Trust ("Trust7) is a limited agency and instrumentality of the City of Miami ("City') created pursuant to Ordinance No. 12003, adopted December 14, 2400; as subsequently amended by Ordinance No.122.01 adopted March 14, 2002; Ordinance Nc.12857 adopted October 12, 2000; Ordinance No. 13004 adopted June 12, 2008; Ordinance No. 130£5 adopted May 14, 2009; Ordinance No. 13170 adopted May 13, 2010; and Ordinance No. 13581 adopted May 25, 2017; and WHEREAS, the Trust, in cooperation with the Department of Parks and Recreation and other City departments, is guided by its vision to preserve the Historic Virginia Key Beach Park property in a manner consistent with the environmental health, public use, historical importance of the park, and the aspirations of the African American community; and WHEREAS, Section 38-237 of the Code of the City of Miami, Florida, as amended, provides that the Trust shall submit its annual budget for its management, operation, maintenance, and capital expenditures to the City Commission for approval; and WHEREAS, the governing body of the Trust reviewed and approved the Trust's budget for Fiscal Year 2019-2020 on September 3, 2019; in the total amount of $3,247,000. as set forth in Composite Exhibit "A", attached and incorporated; and WHEREAS, the Trust requests the approval of the budget for the Fiscal Year commencing October 1, 2019 and ending September 30, 2020, in the amount of $300,000.00 from the City's operating funds, $1,125,004. from the Trust's carryover funds, $2,000. from the Trust's cash with the Fiscal Agent, $50,000. from Grants, $1,000,000. from 2020 Ultra Music Festival and $770,000. in anticipated revenue, for a total amount of $3,247,000.; as set Forth in Composite Exhibit "A", attached and incorporated. NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this section. Section 2. The Trust's Fiscal Year 2019-2020 budget, in the amount of $300,000.00 from the City's operating funds, $1,125,000. from the Trust's carryover funds, $2,000. from the Trust's cash with the Fiscal Agent, $50,000. from Grants, $1,000,000. from 2020 Ultra Music Festival and $770,000. in anticipated revenue, for a total amount of $3,247,000. Attached and incorporated as Composite Exhibit "A", for the Fiscal Year commencing October 1, 2019 and ending September 30, 2020, is approved and adopted. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.' APPROVED AS TO FORM AND CORRECTNESS If the Mayor does not sign this Resolution, it shall become effective at the end of (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the commission. VIRGINIA KEY BEACH PARK TRUST 2019-2020 Proposed Budget Virginia Key Beach Park 2018-2019 2019-2020 Trust Adopted Budget Proposed Budget Comments Festivals, Sports Events, surcharge fees, vendor fee, Pavilion Rentals, Vehicle Entrance, Field Trips, Summer Camp, 449000 VKBPT Projected Revenue $ 700,000.00 $ 770,000.00 Film/Photo Shoots, Weddings, Cabana Rentals, 2020 UMF Museum Funds $ 1,000,000,40 2020 ultra Music Festival 2020 Grant $ 65,000.00 $ 50,000.04 IMLS Grant 2019 Carryover Funds UMF $ 1,0()0,000,00 2019 Ultra Music Festival Carryover Funds $ 50,000.00 $ 125,000.00 mini Train/Railroad Restoration Funds City of Miami Contribution $ 300,400.00 $ 300,000.04 Cash with Fiscal Agent $ 28,040.00 $ 2,000.00 Miami Foundation Total Revenue Projected $ 1,143,000.00 $ 3,247,000.00 Object 2019-2020 Projected 2018-2019 2019-2020 2019-2020 Proposed Budget Code Expenditures Adopted Budget Proposed Budget details Executive Director, Finance Coordinator, PCT Finance Assistant , Administrative Aide, Development Coordinator, Education/Volunteer Coordinator & annual 512040 Administration Salaries $ 313,760.00 $ 342,000.00 staff salary increase Park Supervisor, 5 Park Attendant, 2 cashiers, 2 Summer camp attendant, annual 513400 Park Salaries $ 184,550.00 $ 197,700.00 staff salary increase 5210010 FICA $ 38,000.00 $ 41,304.40 increase in staff 522000 Retirement Contributions - $ 17,000.00 $ 17,000.00 523000 Health & Dental Insurance $ 44,500,00 $ 45,400.00 Medical, Dental - 6 full time positions 525000 Unemployment Compensation $ 5,000.44 $ 5,000.00 524000 Workers Compensation $ 22,000.00 Mini Train & Carousel Annual State 531000 Professional Services $ 2,500.00 $ 1,440,0{} inspections and operating License 532040 Auditors $ 10,500.00 $ 11,000.00 2018/2019 External independent Audit 75 Anniversary Gospel Festival, MILK Parade, AAAM Conference, Aerial Photography, Event Parking Crew, Web -site maintenance, payroll services, seasonal janitorial services, seasonal police service, special event consultant, special project consultant, Marketing Consultant, park 534000 Other Contractual Services $ 211,500.00 $ 220,500,00 jockey, temp agency Other Contractual Services 534000 Grant $ 65,000.00 $ 50,000.00 Grant Match 540000 .Travel per Diem - $ 6,000.00 $ 541100 Postage $ 1,500.00 $ 541000 Communications & Related $ 5,000.00 $ 544000 Rent & Lease 546000 Repair and Maintenance 547100 Printing & Binding 548000 Promotional Expenses 548100 Advertising (other current charges and obligation 551000 Office Suppfies 552000 Operating Supplies 552200 Uniforms $ 52,500.00 $ $ 30,000.00 $ $ 12,000.00 $ MLK Parade, National Month day, VKBPT DVD's, souvenirs, T-shirt, Activity books, promotion fee for new event, banners, flyers, Fans, cups, water bottle, 25,000.00 $ 25,000,00 beach balls, life guard stand, photo booth, 10,000.00 $ 10,000,00 media promoting events, Job Opening Adv. Damage Deposit refund, Cancelation refund, meeting supplies, Volunteer Appreciation 10,000.00 $ 11,500.00 Picnic, Employee Holiday Luncheon 4,590.00 $ 5,000.00 Office supplies r $ 25,000.00 $ $ 4,000.00 $ Licenses, Subscriptions and 554000 Memberships $ 3,000.00 $ 664000 Equipment and Furniture $ 12,000.00 $ 2020 Museum Reserve Funds $ Budget Reserve $ 28,000.00 $ $ 1,143,000.00 $ 2 computers, 2 phones, 2 desk,. office space set up, Janitorial supplies, lumber, faucets, showerhead, tools, water hose, extension cords, Grassroots Community Project, water, sunscreen, insect repellant, Tarp, Paint & Stain, brushes, rope, screws, coo[ 27,000.00 towel Sun Protection hats, Uniform t -shirts& pants, shorts, jackets, cash apron, raincoats, 4,000.00 boots, Vehicle registration renewal, DERM annual Fee, Miami Dade Chamber of Commerce, Greater Miami Convention and Visitors Bureau, COM computer license, Constant Contact, America Association of Grants, 3,000.00 American Assoc. of Museum. FRPA 1,000,000.00 2620 Ultra Music Festival -Anticipated Funds 2019 Ultra Music Festival & Cash with Fiscal 1,002,000.00 .Agent 3,247,000.00 Rickenbacker Causeway tolls for all employees and intems, training, seminars, 7,p00.00 worm shop, travel miles 1,500.00 Events and fundraising mailings 5,000.00 Hot Spat -Wireless, phone Stipend Office Lease, COM Copier, Porta Restrooms, Light Towers, Events operation 52,500.00 equipment Historic Mini Train restoration, Amusement rides maintenance , locksmith services, pest control, playground repair and maintenance, restrooms sanitizing, concession stand maintenance, fire equipment inspection, 150,500.00 parking lot lights. Disc Golf maps & score sheets, park map, cabanas, information, Media Package pavilion flyer, event sheet, wedding sheet, 12,500.00 what to do in the park, park map, banners MLK Parade, National Month day, VKBPT DVD's, souvenirs, T-shirt, Activity books, promotion fee for new event, banners, flyers, Fans, cups, water bottle, 25,000.00 $ 25,000,00 beach balls, life guard stand, photo booth, 10,000.00 $ 10,000,00 media promoting events, Job Opening Adv. Damage Deposit refund, Cancelation refund, meeting supplies, Volunteer Appreciation 10,000.00 $ 11,500.00 Picnic, Employee Holiday Luncheon 4,590.00 $ 5,000.00 Office supplies r $ 25,000.00 $ $ 4,000.00 $ Licenses, Subscriptions and 554000 Memberships $ 3,000.00 $ 664000 Equipment and Furniture $ 12,000.00 $ 2020 Museum Reserve Funds $ Budget Reserve $ 28,000.00 $ $ 1,143,000.00 $ 2 computers, 2 phones, 2 desk,. office space set up, Janitorial supplies, lumber, faucets, showerhead, tools, water hose, extension cords, Grassroots Community Project, water, sunscreen, insect repellant, Tarp, Paint & Stain, brushes, rope, screws, coo[ 27,000.00 towel Sun Protection hats, Uniform t -shirts& pants, shorts, jackets, cash apron, raincoats, 4,000.00 boots, Vehicle registration renewal, DERM annual Fee, Miami Dade Chamber of Commerce, Greater Miami Convention and Visitors Bureau, COM computer license, Constant Contact, America Association of Grants, 3,000.00 American Assoc. of Museum. FRPA 1,000,000.00 2620 Ultra Music Festival -Anticipated Funds 2019 Ultra Music Festival & Cash with Fiscal 1,002,000.00 .Agent 3,247,000.00 Virginia Key Beach Park Trust Budget Template FY 2039-20 Proposed Budget $0 -$12,000 $0 $0 $o $0 $1,002,000 +$974,000 $1,000,000 +$1,000,000 $3,247,000 $2,104,000 solI Sol FY 2015-16 Actual FY 2016-17 Actual FY 2017-18 Actual) FY 2018-19 Budget FY 2018.19 Projections Number of Full -Time Positions 2 4 5 6 6 Are any positions funded In other budgets? no no no no no If so, how much is In this budget? no no no no no If so, how much is In the other budget? 0 0 0 0 0 Revenues I $o S1,000,000 +$1,000,000 -$1,000,000 Park Revenue 5615,112_ $643,100 $716,800 $700,000 $700,000 Grants $0 $0 $o $65,000 $65,000 2020 Ultra Music Festival $0- $0 $0 $0 $0 City of Miami Contribution $0 $150,000 $300,000 $300,000 $300,000 2019 Ultra Music Festival Carryover $0 $0 $0 $0 $1,000,000 Cash with Fiscal Agent $0 $24,170 $25,000 $28,000 $28,000 Fund Balance Carry over 594,352 $53,100 $25,000 $50,000 550,000 Revenue Grand Total $709,464 $870,370 $1,066,800 $1,143,000 $2,143,000 Expenditures $o $1,500 $0 Regular Salary and Wages $184,723 $213,885 $371,200 $313,760 $310,000 Other Salaries /Park $95,613 $152,138 $179,740 $184,550 $185,000 Fringe Benefits $0 $0 $0 $0 So FICA Taxes $21,136 $28,075 $42,200 $38,000 $38,000 Retirement Contributions $0 $0 $20,300 $17,000 $17,000 Life and Health Insurance $26,172 $25,413 $55,000 $44,500 $46,000 Workers' Compensation $0 $0 $0 $22,000 $o Unemployment $0 $0 $5,000 $5,000 So Professional Services $23,370 $22,151 $4,000 $2,500 $1,500 Accounting and Auditing $9,500 $9,500 $10,500 $10,500 $11,000 Other Contractual Services $124,351 $148,550 $137,000 $211,500 $214,000 Other Contractual Services - Grants $0 $0 $0 $65,000 $65,000 Travel and Per Diem $3,152 $6,736 $10,000 $6,000 $5,000 Communications and Related Services -$2,942 $4,958 $5,000 $5,000 $4,000 Postage $347 $355 $2,000 $1,500 51,000 Rentals and Leases $49,165 $51,364 $56,360 $52,500 $50,000 Repair and Maintenance Services $20,312 $38,468 $30,500 $30,000 $70,000 Printing and Binding Outsource $2,955 $6,231 $8,000 $12,000 $10,000 Promotion Expense $28,191 $40,163 $30,000 $25,000 $25,000 Advertising and Related Costs $1,158 $4,400 $5,000 $10,000 $10,000 Other Current Charges & Obligation $6,185 $5,038: $7,500 $10,000 $8,000 Office Supplies $3,219 $3,461 $4,000 $4,690 $5,000 Oneratine 5uoDlies S18.037 S59.654 S38.000 S25.000 S25.000 Motor Fuel $23 $0 $0 $0 $0 Uniforms/clothing $355 $3,894 $4,500 54,000 53,500 Landscape Related Supplies $0 $1,206 $0 $0 $0 Subscriptions, Memberships, and Licenses $3,065 $2,630 $4,000 $3,000 $3,000 Equipment & Furniture $12,057 $796 $12,000 $12,000 $8,000 Improvement other than building $0 $20,140 $0 $0 SO All other Expenditure $2,050 $600 $0 $0 50 Budget Reserve $0 $24,170 $25,000 $28,000 $28,000 2029 Museum Reserve Funds $0 $0 $0 $0 $0 Expenditure Grand Total $632,194 $873,976 $1,066,800 $1,143,000 $1,143,000 Revenues Minus Expenditures $77,270 -$3,6061 $0 SOI $1,000,000 $0 -$12,000 $0 $0 $o $0 $1,002,000 +$974,000 $1,000,000 +$1,000,000 $3,247,000 $2,104,000 solI Sol FY 2019-20 Proposed I Difference I Notes 6 0 no no no $770,000 +$70,000 $50,000 -$15,000 $1,000,000 +$1,000,o00 $300,000 $o S1,000,000 +$1,000,000 -$1,000,000 $2,000 -$26,000 $125,000 +$75,000 $3,247,000 $2,104,000 � 5342,000 � +$28,240 I $197,700 +$13,150 $0 $0 $41,300 +$3,300 $17,000 $0 $45,000 +$500 $0 -$22,000 $5,000 $0 $1,000 -$1,500 $11,000 +$500 $220,500 +$9,000 $50,000 -$15,000 $7,000 +$1,000 $S,000 $o $1,500 $0 $52,500 $0 $150,500 +$120,500 $12,500 +$500 $25,000 $0 $10,000 $0 $11,500 +$1,500 55,000 +$310 527.000 +S2.000 $0 $0 $4,000 So $0 $0 $3,000 $0 $0 -$12,000 $0 $0 $o $0 $1,002,000 +$974,000 $1,000,000 +$1,000,000 $3,247,000 $2,104,000 solI Sol