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Home My WebLink About17 - 05BA-034 - Surfing Sailing Tennis Special EventsCITY OF NEWPORT BEACH • CITY COUNCIL STAFF REPORT Agenda Item No. 17 (December 14, 2004) TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Recreation & Senior Services Department Marie Knight, Director 949 - 644 -3157 — mknight @city.newport- beach.ca.us SUBJECT: Budget Amendment– Surfing /Sailing /Tennis /Special Events RECOMMENDATION Approve a budget amendment in the amount of $53,724 to enhance recreational programs. Please transfer funds from the following accounts as these funds are necessary to enhance the City's recreational programs: Amount From To $1,680 010 -3740 Surfing Reserve Acct 4510 -7020 5,638 010 -3740 Surfing Reserve Acct 4330 -8080 11,627 010 -3740 Surfing Reserve Acct 4330 -8200 11,830 010 -3742 Tennis Reserve Acct 4330 -8080 0 3,031 010 -3742 Tennis Reserve Acct 4330 -8200 13,973 010 -3741 Sailing Reserve Acct 4330 -8200 $47,779 $5,945 Increase Revenue Account & 4360 -5156 Increase Expenditure Account 4360 -8080 $53,724 DISCUSSION SURFING /TENNIS /SAILING City Council Policy B -2 – Instructional Recreation Activities provides that 20% of the gross revenue derived from the instructional classes in surfing, tennis, and sailing be set aside annually for the purpose of purchasing or replacing equipment, refurbishing tennis courts or developing new recreational programs or facilities. • Funds from Surfing Reserve account ($18,945) will be used to purchase additional computers and software licenses to handle the increased registration for surf camps and summer programs. In addition, funds will enhance camps and provide additional salary support for marketing and printing of a publication to promote the surfing and 0 summer programs. The current balance in this surfing reserve account is $33,988. • Funds from Tennis Reserve account ($14,861) will be used for tennis and basketball court resurfacing and to purchase tennis supplies and equipment. The current balance in this reserve account is $55,846. Budget Amendment — Surfing /Sailing /Tennis /Special Events • December 14, 2004 Page 2 • Funds from Sailing Reserve account ($13,973) will be used to replace 4 Sabot boats for the Sailing classes. The current balance in this sailing reserve account is $52,459. SPECIAL EVENT REVENUE Each year, Recreation partners with Primedia to run the OP Newport Surf Classic. The City retains a portion of the event proceeds for our role which is to market the event in the Newport Navigator, process event registrations and assist with event logistics. A payment was made to Primedia in the amount of $5,945 for operating the contest and for additional publicity and marketing. Recreation did not budget for the collection of these registration fees. Therefore, increase Revenue account (4360 - :5156) and Expenditure account (4360 -8080) by $5,945. Recreation made a profit of $3,135 on this event. Environmental Review: This project is exempt from environmental review under Class 1 — Maintenance of Existing Facilities. Submitted by: Marie Knight, Recreati n & nior Attachments: 1. Counci Policy B -2 2. Breakdown of Funds Services Director 0 • 0 • • INSTRUCTIONAL RECREATION ACTI`'ITIES Paee 1 of 1 INSTRU_CTI.ONAL_REC_REATION. ACTIVITIES The instructional recreational programs for children and adults provided by the Recreation Et Senior Services Department will be conducted on the basis of being at (east self- supporting. An amount equal to at least 25% of .the costs incurred wit( be set aside for administrative overhead. Registration fees will be based on an amount sufficient to acquire independent contractors, class materials and the administrative overhead and a facility use fee. Occasionally, it may be necessary to conduct a specific class in which revenues are not sufficient to be self - supporting. However, each total recreation program, such as tennis, sailing, surfing, etc., will be at least self - supporting. A sum of money equivalent to 20% of the gross annual revenues derived from the instructional classes in surfing shall be set aside and used for the purpose of purchasing new or replacement surfboards or development of surf related activities. A total of 20% of the registration fees from tennis instructional classes shall be set aside annually for refurbishment or development of courts or development of new recreational programs or facilities. The Recreation Et Senior Services Director or designee is authorized to enter into agreements for securing independent contractors for approved instructional recreation activities. A total of 20% of the registration fees from the sailing instructional classes and 100% of the proceeds from the agreement for the use of the 29th Street public dock shall be set aside annually for refurbishment and replacement of the recreation sail boat fleet and development of waterfront activities program. Adopted Amended Amended Amended Amended Amended Amended Amended October 1963 - August 30, 1966 - November 25, 1968 - March 1970 - April 12, 1971 - August 9, 1971 - February 14, 1972 -March 13, 1972 Formerly 1 -6 Formerly 1 -2 Amended - November 11, 1974 Amended - March 24, 1975 Amended - December 8, 1975 Amended - November 27, 1978 Amended - November 28, 1988 Reassigned - January 24, 1994 Amended - February 27, 1995 Amended - December 14, 1998 Amended - May 8, 2001 Amended - April 8, 2003 Amended - April 13, 2004 RETURN T. TABLE OF CONTENTS i RETURN TO CITY OF NEWPORT BEACH HONG: PAGE http: / /wH,x�,-. city. neu - port- beach.ca.us /CouncilpoliciesB 2.htm 12/8!2004 BREAI Surfing Reserves Account 010 -3740 Printing of publication Additional Graphic Support Tax & shipping estimate 4DO%OVN OF FUNDS $18,945 • 5000 1680 638 7,318 Computers 4,800 Ink Jet Printers 400 Networking equipment 250 Rec -Ware Licences 2350 Tax & shipping estimates 9.27 8,377 Misc. Equip. & Supplies 2,900 (summer Camp Programs) Sailing Reserves Account 010 -3741 $13,973 4 Sabot boats @ $2,256 9024 Replacement parts for boats 3,500 Tax 699 Shipping 750 • 13,973 Tennis Reserves Account 010 -3742 Irvine Terrace Park 38th Street Park Grant Howald Park NJP Sports (Rol Dri Units, Nets) $14,861 5,590 2,4130 3,790 11,830 2,242 Tennis Balls 789 Total $47,779 OP Newport Surf Classic Special Event Increase Special Events Rev. Acct. (4360 -5156) $5,945 and increase Special Events Exp. Acct. (21360 -8080) _ • $53,724 City of Newport Beach NO. BA- 034 BUDGET AMENDMENT 2004 -05 AMOUNT: $s3,7za.00 &FFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance NX Transfer Budget Appropriations HX No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations X from additional estimated revenues X from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations to enhance recreational programs. Funds provided from Council required Recreation reserve accounts. Also, to increase revenue estimates and expenditure appropriations for the OP Newport Surf Classic. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3740 General Fund - Surfing Reserves 010 3741 General Fund - Tennis Reserves 010 3742 General Fund - Sailing Reserves REVENUE ESTIMATES (3601) Fund /Division Account Description 4360 5156 Special Events EXPENDITURE APPROPRIATIONS (3603) Signed: C - G� � Financial Approval: Administrative Services Director oligned: Administrative Approval: City Manager Signed: City Council Approval: City Clerk Amount Debit Credit $18,945.00 $14,861.00 ` $13,973.00 $5,945.00 Automatic $1,680.00 $17,468.00 $28,631.00 $5,945.00 Date Date Date Description Division Number 4510 Recreation - Administration Account Number 7020 Salaries - Permanent Part -Time Division Number 4330 Recreation - Fee Based Classes Account Number 8080 Services - Professional & Technical Account Number 8200 Special Department Supplies Division Number 4360 Recreation - Special Events Account Number 8080 Services - Professional & Technical Signed: C - G� � Financial Approval: Administrative Services Director oligned: Administrative Approval: City Manager Signed: City Council Approval: City Clerk Amount Debit Credit $18,945.00 $14,861.00 ` $13,973.00 $5,945.00 Automatic $1,680.00 $17,468.00 $28,631.00 $5,945.00 Date Date Date