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Home My WebLink AboutIR 2523 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 2523 ,-A"R r F 4,a �(o(4��F{(0R�(r�\�jA To the Mayor and Members of the City Council August 22, 1975 V �/ S �rEX°'yi Subject: PROPOSED REVISION TO PUBLIC EVENTS BUDGET 1873 When the proposed 1975-76 Budget was prepared, it was anticipated that the City would be operating the North Side Coliseum. Subsequently, the City Council has approved a management contract for that facility and, therefore, revisions need to be made in the Budget for next year. Attached are copies of the proposed revisions for the Public Events Section. The proposed revisions to the recommended Budget include the addition of $15,576 to the Will Rogers operations. This includes the addition of an Assistant Auditorium-Coliseum Manager at a salary of $17,928. In addition, a vehicle is transferred from the North Side Coliseum to the Will Rogers account to provide transportation for this official (plus $1,030) . These expenses are partially offset by the deletion of Coliseum usage promotional expenses (minus $671) and the deletion of new tables which were budgeted in the Will Rogers account on the basis that existing tables would be transferred to the North Side Coliseum (minus $2,711) . It is proposed to provide an additional Assistant Auditorium-Coliseum Manager to the Will Rogers Complex. This additional official will assist in the administration of the buildings and provide supervision to the events which frequently occur at nights and on weekends. During the 1974-75 season, some 2,999,317 people have attended events at public event facilities. There were 53 event days which required two responsible employees to be on hand at the same time. Nineteen of the 53 required a third person, usually the building foreman or engineer, both of whom are paid overtime. The Director and Manager worked 90 weekend days out of a possible 104. During the past three years, the Manager and the Director either worked week- end days or returned to the building at night an average of 134 days per year. Hourly, this averaged 736 hours of overtime from each man. A third man would have reduced the number of extra days worked to 89 and the number of hours to 490. The account for the North Side Coliseum is revised to include only funds necessary to purchase dirt for the facility and plywood for the aisles, as provided in the management contract. All personnel, supplies and contractual services are deleted from the Budget resulting in a provision of only $5,485 for the capital outlay, as outlined above. The Departmental Support account is revised to reflect the deletion of the custodial assistance at the North Side Coliseum and the retirement contribution that would be required for this position resulting in a reduction of $814. The net result of these revisions is the reduction of expenditures of $70,524. In addition, the revenue from the North Side Coliseum is reduced from an ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 2523 - Page 2 .,,,P T f Rf0 A.ofV0;?,- To the Mayor and Members of the City Council August 22, 1975 F' pi �rfXPy= Subject: PROPOSED REVISION TO PUBLIC EVENTS BUDGET le» estimated $51,000 to the amount to be received under the managerial contract of $20,000. This results in a net savings of $39,524 which would be avail- able to allocate to other municipal activities. The discussion of the Public Events budget is scheduled for Tuesday, August 26, at 4:00 P.M. If there are additional questions concerning these activities, we will attempt to answer them at that time. Respectfully submitted, k k R. N. Line City Manager RNL:ms Attachment ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS DEPARTMENTAL SUMMARY 187 DEPARTMENT: PUBLIC EVENTS AND FACILITIES ACTUAL ADOPTED PROPOSED ADOP'T'ED RESOURCES 1973-74 BUDGET BUDGET BUD(F'T 1974-75 1975-76 1975-76 Allocations $624,211 $725,876 $846,340 Authorized Positions 21 21.75 22 SUMMARY OF DEPARTMENTAL PROGRAM: The City of Fort Worth owns, operates and maintains the Will Rogers Memorial Center, adjacent grounds and the Northside Coliseum. The Director of Public Events promotes and schedules events to be held in the Center's facilities. The Northside Coliseum has been leased on a management contract basis to the Cowtown Coliseum Consortium who has agreed to promote a wide range of western events including a minimum of 60 days in the production of rodeo or livestock events annually. In addition, the Director coordinates and pro- vides liaison for the City's monetary and services contributions to the following City owned buildings: The Museum of Science and History, Wm. Edrington Scott Theater, Fort Worth Art Center and Casa Manana. Activities at the Will Rogers Memorial Center include professional and amateur ice hockey, ice skating, the Southwestern Exposition and Fat Stock Show, circuses, music concerts, theatrical performances, conven- tions and other various community events. With the renovation of the Northside Coliseum scheduling of additional events to wrestling will include rodeos and other various western heritage events. 1975-76 UNFINANCED NEEDS (IN PRIORITY ORDER) Description of Need Estimated Cost Additional painting at Will Rogers Memorial Center to maintain the upkeep of buildings. $ 6,084 Additional parking lot lighting to install two poles and lights on the east parking lot at Will Rogers Memorial Center. 4,799 Remodeling of skate shop and dressing room at Will Rogers Memorial Coliseum. 11,000 Addition of a portable sound system used at the Will Rogers Memorial Center for various events and also to improve the speaker system in the Exhibit Building. 5,700 Additional capital outlay requests for the Will Rogers Memorial Center. 11,995 Total Unfinanced Needs $39,578 CITY OF FORT WORTH, TEXAS 188 RECONCILIATION DEPARTMENT FUND ACCOUNT NUMBERS PUBLIC EVENTS AND FACILITIES GENERAL 001-25100 thru 25999 CHANGES FROM CHANGES FROM CHANGES FROM 1974-75 ADOPTED BUDGET 1975-76 DEPARTMENTAL 1975-76 PROPOSED BUDGET TO REQUEST TO TO 1975-76 PROPOSED BUDGET 1975-76 PROPOSED BUDGET 1975-76 ADOPTED BUDGET Authorized Expenditures Expenditures Authorized Positions :penPositions xpenditures Positions Expenditures + .25 +120,465 -1 -76,476 1974-75 Adopted $725,875 1975-76 Requested $920,816 1975-76 Proposed $846,340 +$120,465 + .25 A.P. Change from Adopted + 8,737 + .25 Increased funds to provide for a full year position for an Assistant Auditorium Manager at the Will Rogers Memorial Cen- ter to assist the Director of Public Events in operating and maintaining the various buildings. + 5,481 Provision for pay adjustments for municipal employees at Will Rogers Memorial Center. + 3,754 Increased funds required to finance scheduled personnel merit increases and reclassifications. + 37,452 Department requirements for contributions to Employees' Retirement Fund, Health and Life Insurance, and Workmen's Compensation previously budgeted as Non-Departmental ($+921 reflected in personnel changes). + _ 39,343 Increased contributions to the Children's Museum of Science and History (+$23,643) in accordance with the contribution agree- ment, and to the Fort Worth Art Center (+$15,700). + 11,170 Increased funds for capital outlay requests at the Will Rogers Memorial Center to include: a riding floor scrubber, forklift, and 50 folding tables. + 8,000 Provision for natural gas expense necessi- tated by rate increases. + 3,285 Provision for electricity expense necessi- tated by rate increases. CITY OF FORT WORTH, TEXAS 189 + 2,345 Increased funds for capital outlay requests at the North Side Coliseum to include the required dirt and plywood materials. + 1,805 Increased funds required as transfer to the capital reserve fund to cover increases in the capital assets inventory. + 1,500 Increased funds for overtime pay for regular employees. + 1,318 Provision of additional funds to meet increased operations and maintenance cost of departmental vehicular equipment. + 1,188 Increased funds for paving materials to prepare the driveways and grounds at Will Rogers Memorial Center for the annual Fort Worth Fat Stock Show. 3,398 Reduction in funds for extra help positions at Will Rogers Memorial Center used during the busy fall and spring events scheduling. - 1,266 Reduction in funds for other repair and maintenance supplies required for Will Rogers Memorial Center - 1,225 Decreased funds for travel and related expenses at Will Rogers Memorial Center. + 976 Net increase in miscellaneous supplies and operating expenses at Will Rogers Memorial Center. CITY OF FORT WORTH, TEXAS 190 DEPARTMENTAL SUMMARY BY ACTIVITY DEPARTMENT PUBLIC EVENTS AND FACILITIES FUND GENERAL AUTHORIZED POSITIONS EXPENDITURES 1973-74 1974-7S 197S-76 19'75-76 ACCOUNT 1977-74 1974-75 ACTIVITY ADOPTED ADOPTED PROPOSED ADOPTED NUMBER BUDGET BUDGET BUDGET BUDGET ACTUAL EXPENDITURES ADOPTED BUDGET PROPOSED BUDGET ADOPTED BUDGET 25100 Will Rogers Memorial Center 21 21 22 $348,735 $382,754 $438,402 25101 Northside Coliseum - .75 - - 18,384 5,485 25200 Contributions to Cultural Institutions - - - $275,473 324,737 364,080 25999 Departmental Support - - - - - 38,373 Total 21 21.75 22 $624,208 $725,875 $846,340 CITY OF FORT WORTH, TEXAS ACTIVITY SUMMARY 191 ACTIVITY TITLE: ACCOUNT NUMBER DEPARTMENT WILL ROGERS MEMORIAL CENTER 001-25100 PUBLIC EVENTS AND FACILITIES RESOURCES ACTUAL ADOPTED PROPOSED ADOPTED 1973-74 BUDGET BUDGET BUDGET 1974-75 1975-76 1975-76 Allocations $348,735 $382,754 $438,402 Authorized Positions 21 21 22 ACTIVITY DESCRIPTION: This activity is responsible for the promotion, leasing and operation of the 19 buildings at Will Rogers Memorial Center and overseeing the City's interest in Casa Manana, Fort Worth Art Center, Fort Worth Museum of Science and History, and the Wm. Edrington Scott Theatre. The Director of Public Events provides administrative control over the City's interests and responsibilities contained within the management con- tract of the Northside Coliseum and provides liaison for financial contributions between the City and the two cultural institutions within the complex. Increased appropriation reflects the increase in supplies costs, utility rate increases, and additional capital outlay items. ACTIVITY GOAL: To provide a source of entertainment and enjoyment for all segments of the public interest by promoting, scheduling, and coordinating public events in the most resourceful manner possible. To provide adequate daily operations and maintenance of all buildings, upgrading facilities as necessary to maintain satis- factory accommodations for both performers and patrons. 1975-76 OBJECTIVES: To maintain total attendance of all events promoted and scheduled at the same level of activity. To increase ice skating admissions 20 percent over the present level of activity. To promote and schedule new and different events for the Will Rogers Memorial Complex using the most effective and efficient methods available committing only the necessary resources and time available in a resourceful manner. To maintain the same percentage of minorities employed and encourage promotion of a minority employee into a supervisory position, as well as acceptance of qualified women applicants in vacant positions as they become available. To decrease lost time days due to lost-time injuries through participation in a safety program to include safety meetings. Actual Estimate Target MEASURES OF EFFICIENCY AND/OR EFFECTIVENESS: 1973-74 1974-75 1975-76 Total Attendance 1,442,445 1,450,000 1,450,000 Ice skatipg admissions 28,782 14,201 17,000 Monetary resources committed to event promotion $6,610 $9,800 $10,721 Event days promoted 609 540 550 Revenue per event day $402 $470 $460 Manhours allocated to promotion 104 184 184 Percentage of minorities employed 37% 45% 45% Lost time days 99 171 50 Safety meetings held 0 0 2 CITY OF FORT WORTH, TEXAS 192 ACTIVITY SUMMARY ACTIVITY TITLE ACCOUNT NUMBER DEPARTMENT NORTHSIDE COLISEUM 001-25101 PUBLIC EVENTS AND FACILITIES RESOURCES ACTUAL ADOPTED PROPOSED ADOPTED 1973-74 BUDGET BUDGET BUDGET 1974-75 1975-76 1975-76 Allocations - $18,384 $5,485 Authorized Positions - •75 - ACTIVITY DESCRIPTION: This activity is responsible for the leasing and operation of the Northside Coliseum in accordance with established policies and contracts of the City. Under a management contract approved by the City Council, the Northside Coliseum will be leased on an annual basis to a private concern for the promotion and pro- duction of various western events in keeping with the western heritage theme of the Northside and Stockyards area. The lease stipulates that the building will be used at least 120 days out of the year with a minimum of 60 days specifically set aside for the production of rodeo or livestock events. Under the terms of the management contract, the City agrees to provide a dirt covering for the concrete floor, and a supply of plywood to be used as aisles around a wrestling ring or stage, and maintain the outside walls and roof of the Coliseum while also carrying fire and extended coverage insurance on the building. Appropriations for 1975-76 are for the purchase of dirt and plywood, in compliance with the contract agree- ment. CITY OF FORT WORTH, TEXAS ACTIVITY SUMMARY 193 ACTIVITY TITLE: ACCOUNT NUMBER DEPARTMENT CONTRIBUTIONS TO CULTURAL INSTITUTIONS 001-25200 PUBLIC EVENTS 6 FACILITIES RESOURCES ACTUAL ADOPTED PROPOSED ADOPTED 1973-74 BUDGET BUDGET BUDGET 1974-75 1975-76 1975-76 Allocations $275,483 $324,737 $364,080 Authorized Positions - - - ACTIVITY DESCRIPTION: The City of Fort Worth contributes annually to the Fort Worth Art Center and the Fort Worth Museum of Science and History. These funds are used for the operation and maintenance of the art center and museum. In addition, the City provides grounds maintenance and fire and extended coverage insurance for both com- plexes. The Director of Public Events serves as coordinator for all City services and transactions and serves as liaison between City and museum staff. Funding for this fiscal year provides for continuation of existing programs at both institutions. In accordance with the fifteen year plan the 1975-76 contribution to the Museum of Science and History repre- sents a 12.2% increase ($23,643). The 1975-76 contribution to the Fort Worth Art Center represents a 12% increase ($15,700) providing funds for increased utility and supply costs and salary adjustments for Art Center maintenance personnel. ACTIVITY GOAL: To promote and stimulate the cultural and educational interests of the residents and visitors in the Fort Worth area by providing a variety of quality historical and current artifacts for public viewing. 1975-76 OBJECTIVES: To provide exhibits and shows in an efficient and cost effective manner which will attract an additional 30,000 visitors at the Fort Worth Art Center and an additional 263,400 visitors at the Children's Museum of Science and History. Actual Estimate Target MEASURES OF EFFICIENCY AND/OR EFFECTIVENESS: 1973-74 1974-75 1975-76 Fort Worth Art Center Allocation $103,165 $131,194 $146,894 Visitors 1645000 220,000 250,000 Cost per Visitor $ .63 $ .60 $ .59 Children's Museum of Science and History Allocation $172,318 $193,543 $217,186 Visitors* 4315015 5265748 790,148** Cost per Visitor $ .40 $ .38 $ .28 * Based on Fiscal Year January 1-December 31 ** Large increase anticipated due to an excellent Russian Exhibit to be displayed January, 1976. CITY OF FORT WORTH, TEXAS 194 ACTIVITY SUMMARY ACTIVITY TITLE ACCOUNT NUMBER DEPARTMENT DEPARTMENTAL SUPPORT EXPENSES 001-25999 PUBLIC EVENTS AND FACILITIES RESOURCES ACTUAL ADOPTED PROPOSED ADOPTED 1973-74 BUDGET BUDGET BUDGET 1974-75 1975-76 1975-76 Allocations - - $38,373 Authorized Positions - - - ACTIVITY DESCRIPTION: The Departmental Support Expense Activity includes all employee related expenses for the proposed depart- mental staff. These expenses include contributions to Employees' Retirement Fund, contributions to Workmen's Compensation and contributions to Employees' Group Health and Life Insurance. These expenditures were previously budgeted in Non-Departmental Accounts 001-90003, 001-90004, and 001-90006. The 1975-76 proposed budget allocations for the department are as follows: Contributions to Employees' Retirement Fund $27,399 Contributions to Workmen's Compensation 5,342 Contributions to Employees' Group Health and Life Insurance 5,632 Total $38,373 CITY OF FORT WORTH, TEXAS 135 DEPAR'T'MENT ACTIVITY FUND - ACCOUNT PUBLIC EVENTS AND FACILITIES DEPARTMENTAL SUMMARY 011-25100-25200 ACTUAL ADOPTED PROPOSED ADOPTED CHARACTER EXPENDITURES BUDGET BUDGET BUDGET CLASSIFICATION 1973-74 1974-75 1975-76 1975-76 Personal Services $208,801 $259,353 $273,256 Supplies 24,857 26,004 26,457 Contractual Services 363,610 430,355 522,948 Capital Outlay 26,943 10,164 23,679 TOTAL $624,211 $725,876 $846,340 AUTHORIZED POSITIONS 21 21.75 22 CITY OF FORT WORTH, TEXAS 137 DEPARTMENT ACTIVITY FUND - ACCOUNT PUBLIC EVENTS WILL ROGERS MEMORIAL CENTER 001-25100 ACTUAI, ADOPTED PROPOSED ADOPTED CHARACTER EXPENDITURES BUDGET BUDGET BUDGET CLASSIFICATION 1973-74 1974-75 1975-76 1975-76 Personal Services $208,801 $249,260 $273,256 Supplies 24,860 24,965 26,457 Contractual Services 88,130 101,505 $120,495 Capital Outlay 26,944 7,024 18,194 TOTAL, $348,735 $382,754 $438,402 AUTHORIZED POSITIONS 21 21 22 STAFFING DETAIL r ACCOUNT u J l-2�)1 G J AUTH. POS. SALARIES DEPARTMENT P l tlL 11, L V E N I S 1974-75 1975-76 1974-75 1975-76 ACTIVITY M I L L R C C E R S M E M L)k ADOPTED PROPOSED ADOPTED PROPOSED KEY CLASSIFICATION SALARY-RANGE BUDGET BUDGET BUDGET BUDGET ALJ S[C,�ETARY 1 is - 7-15 I.CC I.JC 8.391 a. ( E48 MANAGER-hKML 137`_ - 115L l.C1; 1.JJ 2J.J77 Gl .r) 0 E49 PUnLTC. E�FNIS UIKECTUR 1r4= - 1351 1 .CJ 1.OU 78.236 Ly. C2F F57 ASSI '1U1:ITCHIUM CCLISLUM M'61t 111E - 14c[ . 75 1. £'. K19 FVFNTS SUPEKVISOR 77' - SF7 I.LL; 1. 00 11 .85b 11 .£!44 MC4 F(-PFPAN otl - d44 1 .00 I.JU 9. 1C. 17p N?3 t"ATNTENANCt MECHANIC I I c.<< - v.J4 I .(iJ 1.0.) 9. I 8b 31 L,nI voaTCHAAN X74 - 6Co 3.J0 3.JJ 1y.548 21. 1F+ L1C4 CUSTCCIAN 11 ti54 - b2S 7.CC 1.JL) 4#8.oH4 1) 1. .4( 1 UO6 HUILCING LCUINMENT CPR. 11 45 - 8i4 ;).LC 2.Ju 1H.35b 1 S.`1C.I U07 i31,TlCIN6 L-CUIPMENT CPR. III Iti - 69S 1.00 1.05 1,).250 1C. 7tit, U08 STA:,EHANC ( 74 - FE1 2.00 Ju 29.696 2,).664 SLC-TUTAL 205.4ii A1'U OVERTIME 5 .000 u. 100 EXTRA HELP 38. 7(7 i`.�' T(:TAL 71.00 rt yr )49.1t1 ,=r+.-4 ZIL73��5� CITY OF FORT WORTH, TEXAS 138 DEPARTMENT ACTIVITY FUND - ACCOUNT PUBLIC EVENTS NORTHSIDE COLISEUM CHARACTER ACTUAL ADOPTED PROPOSED ADOPTED EXPENDITURES BUDGET BUDGET BUDGET CLASSIFICATION 1973-74 1974-75 1975-76 1975-76 Personal Services — $10,092 — Supplies — 1,039 — Contractual Services — 4,113 — Capital Outlay — 3,140 $5,485 TOTAL — $18,384 $5,485 AUTHORIZED POSITIONS — •75 — CITY OF FORT WORTH, TEXAS 139 DEPARTMENT ACTIVITY FUND - ACCOUNT PUBLIC EVENTS CONTRIBUTIONS TO 001-25200 CULTURAL INSTITUTIONS ACTUAL, ADOPTED PROPOSED ADOPTED CIIARACTER EIXPENDITL IRES BUDGET BUDGET BUDGET C'I,ASSIFICATION 1973-74 1974-75 1975-76 1975-76 Personal Services - Supplies - Contractual Services $ 275,483 $ 324,737 $ 364,080 Capital Outlay - - - TOTAL $ 275,483 $ 324,737 $ 364,080 AUTHORIZED - - - POSITIONS CITY OF FORT WORTH, TEXAS 140 DEPARTMENT ACTIVITY FUND - ACCOUNT Public Events Departmental Support Expense 001 - 25999 ACTUAL, ADOPTED PROPOSED ADOPTED CHARACTER EXPENDITURES BUDGET BUDGET BUDGET CLASSIFICATION 1973-74 1974-75 1975-76 1975-76 Personal Services - - - Supplies - - - Contractual Services - - $ 38,373 Capital Outlay - - - TOT A1, — — $ 38,373 AUTHORIZED POSITIONS CITY OF FORT WORTH, TEXAS