City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council appropriate $50,000 from the General Fund to
Account #10132500.619800 to fund the services of contract instructors to provide
enrichment class programs to participants.
This item requires a 4/5
th
vote for adoption.
BACKGROUND:
The Recreation Division offers a wide variety of recreational programs, and one of
the eleven sections is the Enrichment Class section. This section plans and
implements a comprehensive offering of recreational and educational classes for
residents on a quarterly basis. The classes are offered for a fee that is collected
prior to participation in the class. The fee charged for a particular class is
determined by the Contract Instructor and the Recreation Coordinator in charge of
the Enrichment Class section based upon market trends.
Each Enrichment Class Instructor enters into a contract with the City on a
percentage basis. The current percentage the City uses is a 70/30 split. The
instructor provides all the supplies and materials for the class along with instruction
and receives 70% of all fees collected. The City provides the facility to hold the
class, registration services and advertises the class in its quarterly brochure and
receives 30% of all fees collected. Most Enrichment Class Instructors provide class
Meeting Date: 12/19/05 Item Number: A-1
AGENDA ITEM: Approval a Budget Amendment Appropriating $50,000 to Fund
the Payment of Contract Instructors for the Enrichment Class Budget (Account
#10132500.619800) of the Parks, Recreation and Community Services
Department.
Contact Person/Dept.: Marty Nicholson Phone Number: (310) 253-6662
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Parks and Recreation Commission (12/14/05); Contract Instructors (12/14/05); Master
Notification List (12/15/05)
Department Approval:
William La Pointe; Director of Parks,
Recreation and Community Services
(12/8/05)
CAO Approval:
Martin Cole for Jerry Fulwood 12/12/05
City Controller Approval:
Marlee Chang 12/14/05City of Culver City, California
City Council Agenda Item Report
instruction on a limited basis as a second occupation, and their compensation is
dependent upon participation.
DISCUSSION:
At the April 4, 2005 City Council meeting, Council approved a budget amendment to
increase the Enrichment Class budget in the amount of $50,000 in order to offer
residents additional enrichment class programs. Programs were increased as a
result of high demand for classes and additional classes now offered at Culver West
Richard Alexander Park. Attachment 1 provides a copy of the Council report.
Attachment 2 provides a copy of the minutes of the meeting.
The Fiscal Year 2004-05 approved budget expenditures for contract instructors was
$190,000. Attachment 3 provides a copy of the Expenditures and Appropriations by
Object of Expense for Fiscal Year 2004-05 for Enrichment Classes Account
#10132500. As a result of the Council action on April 4, 2005 approving an
additional $50,000 for contract instructors, the total amended budget allocation for
the Enrichment Class Section, Account #10132500.619800 was $240,000.
During the Fiscal Year 05-06 budget process, staff received a Budget Appropriation
Request, 2005-06 “Maintenance of Effort” for contract instructors in the amount of
$199,000. Staff submitted a budget enhancement request to add the $50,000 back
to the Enrichment Class Budget which had already been approved by City Council
on April 4, 2005. Attachment 4 provides a copy of the Budget Appropriation Request
for the Enrichment Class budget with the enhancement request. The requested
budget enhancement was not recommended and not allocated in the 2005-06
adopted budget leaving the Enrichment Class Budget short of funds. Staff did notify
the contracted Department Director at that time of the discrepancy during the budget
process. However due to transition issues with the former contracted Director and a
new Director who had not yet been appointed, this item may not have been relayed
to the Budget Office in a timely manner.
FISCAL ANALYSIS:
Staff is requesting that the City allocate the requested enhancement of $50,000 to
Account #10132500.619800. Currently $199,000 has been allocated to the
Enrichment Class Budget. Attachment 5 provides a copy of the Expenditures and
Appropriations by Object of Expense, Fiscal Year 2005-06.
Estimated revenues for Fiscal Year 2005-06 were budgeted for contract classes at
$350,000. Based upon the estimate of $350,000 in revenues, the contract instructor
expense would be approximately $245,000 or 70% of $350,000. However, only City of Culver City, California
City Council Agenda Item Report
$199,000 were recommended and approved for Fiscal Year 2005-06. This has left a
shortfall of approximately $50,000 to pay for Contract Instructors.
Revenues of $133,209 have been received to date for the Enrichment Class
Account #10132500. Since registration for Winter class registrations begins on
December 19, 2005, the $133,209 (38% of total revenues) only reflects one class
registration period out of four. The following is a chart of registration periods in
Fiscal Year 2005-06 and associated revenues:
Registration Period Revenue Description
September 6, 2005 $133,209 Actual Revenues to Date
December 19, 2005 $90,000
Estimates based on actual
revenues received 04-05
March 27, 2006 $100,088
Estimates based on actual
revenues received 04-05
June 5, 2006 $43,000
Estimates based on actual
revenues received 04-05
TOTAL REVENUES: $366,297 Four registration periods
Based upon last year’s revenue performance and revenues received to date, the
estimated revenues of $350,000 projected for the Enrichment Class Budget should
be realized. However, since the revenues have already been placed in the Fiscal
Year 2005-06 Adopted Budget, there will be no additional revenues to offset the
approval of the allocation of $50,000.
ATTACHMENTS:
1. Agenda item dated April 4, 2005 entitled, “Consideration to Approve a Budget
Amendment Appropriating $50,000 to Fund the Payment of Contract Instructors
for the Enrichment Class Program of the Parks, Recreation and Community
Services Department.”
2. Minutes of the April 4, 2005 City Council Meeting.
3. Expenditures and Appropriations by Object of Expense for Fiscal Year 2004-05
for Enrichment Classes.
4. Budget Appropriation Request for the Enrichment Class budget.
5. Expenditures and Appropriations by Object of Expense, Fiscal Year 2005-06. City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
Approve the recommendation to increase the appropriation in the Enrichment Class
Section - Other Contractual Services, Account #10132500.619800 in the amount of
$50,000.
This item requires a 4/5
th
vote for adoption.
MEETING DATE 12/19/05
AGENDA ITEM
Consideration to Approve a Budget Amendment Appropriating
$50 000 to Fund the Payment of Contract Instructors for the
Enrichment Class Budget (Account #10132500 619800) of the
Parks, Recreation and Community Services Department
ATTACHMENTS
Pages
1 Agenda item dated April 4, 2005 entitled, Consideration to 1-2
Approve a Budget Amendment Appropriating $50,000 to Fund
the Payment of Contract Instructors for the Enrichment Class
Program of the Parks, Recreation and Community Services
Department
2 Minutes of the April 4, 2005 City Council Meeting 3
3 Expenditures and Appropriations by Object of Expense
4
for Fiscal Year 2004-05 for Enrichment Classes
4 Budget Appropriation Request for the Enrichment Class budget
5
5 Expenditures and Appropriations by Object of Expense
6
Fiscal Year 2005-06City of Culver City, California
City Council Agenda Item Report
ATTACHMENT 1
Meeting Date 04/04/05 Item Number A-9
AGENDA ITEM Consideration to Approve a Budget Amendment Appropriating
$50,000 to Fund the Payment of Contract Instructors for the Enrichment Class
Program of the Parks, Recreation and Community Services Department
Contact Person/Dept Marty Nicholson Phone Number (310) 253-6662
Fiscal Impact Yes [X] No [] General Fund Yes [X] No []
Public Hearing [] Action Item [X] Attachments [X]
Public Notification
Parks and Recreation Commission 3/31/05, Contract Instructors 3/31/05 and Master
Notification 3/31/05
Department Approval
Don Rogers 3/24/05
CAD Approval
Jerry Fulwood 3/30/05 _
City Controller Approval
Jim Lavery 3/29/05
RECOMMENDATION
approve the allocation of funds in the
contract instructors to provide enrichment
of recreational programs and one of
class section This section plans and
recreational and educational classes to
are offered for a fee that is collected
is determined by the instructor and the
Class Section
with the City on a percentage basis
is a 70/30 split The instructor provides all
along with instruction and receives 70% of
the facility to hold the class, registration
brochure and receives 30% of all
classes such as ceramics, gymnastics,
has offered additional classes In
.
36
Staff recommends that the City Council
amount of $50,000 to fund the services of
class programs to participants
BACKGROUND
The Recreation Division offers a wide variety
the eleven sections is the enrichment
implements a comprehensive offering of
residents on a quarterly basis The classes
prior to participation in the class The fee
Recreation Coordinator in charge of the Enrichment
Each contract instructor enters into a contract
The current percentage the City has used
the supplies and materials for the class
all fees collected The City provides
services and advertises the class in its quarterly
fees collected
DISCUSSION
Due to the high demand for enrichment
yoga, pre-school, etc, the Recreation DivisionCity of Culver City, California
City Council Agenda Item Report
n
addition, requests for enrichment classes offered at Culver West Park resulted in
more classes than were originally budgeted for fiscal year 2004-05 Those classes
began in Fall 2004
FISCAL ANALYSIS
The Enrichment Class Program has been extremely successful in realizing the
projected revenues, with the section already achieving 83 26% of its revenue budget
or $254,761 by March 1, 2005 Attachment 1 provides additional information
regarding enrichment class revenues Increased revenues in the Enrichment Class
Section also have a corresponding increase in payment to contract instructors
Therefore, an additional increase in expenditures of $50,000 is anticipated to provide
the necessary payments to instructors It is projected that the City will receive
$71,504 in additional revenues by June 2005 Out of the $71,504 revenues
collected, 70%, or $50,053, will need to be paid to the contract instructors
Staff is requesting that the City appropriate an additional $50,000 to Account
#10132500 619800 The expenditures will be completely offset by revenues April,
May and June are the busiest months for enrichment classes and staff is confident
the revenues will be realized Attachment 2 provides a summary of quarterly
revenue receipts for last year In the fourth quarter of 2003/04, Contract Class
revenues received were as follows
April 04 $23,392 50
May 04 $11,09775
June 04 $42,51650
$77,006 75
ATTACHMENTS
1 Memo to Don Rogers, dated March 22, 2005
2 Revenue Report for Fiscal Year 2003-04
MOTION
That the City Council
Approve the recommendation to increase the appropriation in the Enrichment Class
Section - Other Contractual Services, Account #10132500 619800 in the amount of
$50,000, increase revenue estimate by $71,504, Account #10132500 365410
This item requires a 4/5 th vote for adoption |1010|37
Itio
—ATTACHMENT 2
April 4, 2005
Item A 9
Consideration to Approve a Budget Amendment Appropriating
$50,000 00 to Fund the Payment of Contract Instructors for
the Enrichment Class Program of the Parks, Recreation and
Community Services Department
Marty Nicholson, Recreation Manager, gave the staff report
Following discussion, the following motion was made
MOVED BY COUNCILMEMBER VERA, SECONDED BY COUNCILMEMBER
GROSS AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL
APPROVE THE RECOMMENDATION TO INCREASE THE APPROPRIATION IN
THE ENRICHMENT CLASS SECTION - OTHER CONTRACTUAL SERVICES,
ACCOUNT #10132500 619800 IN THE AMOUNT OF $50,000 00, AND
INCREASE REVENUE ESTIMATE BY $71,504 00, ACCOUNT
#10132500 365410 THIS ITEM REQUIRES A
415T48
VOTE FOR
ADOPTION
000
Public Comment for Items Not On the Agenda (Continued)
Mayor Rose invited public participation
There was no response
000
Receipt of Correspondence
MOVED BY COUNCILMEMBER VERA, SECONDED BY COUNCILMEMBER
SILBIGER AND UNANIMOUSLY CARRIED, THAT THE CITY COUNCIL
RECEIVE AND FILE THE FOLLOWING CORRESPONDENCE
Letter addressed to the City Council from Daniel M Mayeda
requesting that additional language be included in the
proposed view preservation ordinance
000
Items from Staff
No action was taken on this item|1010|12ATTACHMEN
T 3
Expenditures and Appropriations
By Object of Expense
Fiscal 2004 05
PARKS REC & COMMUNITY SRVCS 101
GENERAL FUND
32500
Enrichment Classes
Expend
Actual
2002 03
Adjusted
Budget
2003 04
Estimated
Expended
2003 04
Expense
Object
Expense Object
Description
Adopted
Budget
2004 05
Change
from
Prior Year
Adjusted
Change
173 555 43 330 43 330 411100 Regular Salaries 47 400 4 070 94%
0 114 104 114 104 411200 Part Time Salanes 122 285 8 181 72%
4 949 4 970 4 970 432000 Social Security 12 814 7 844 1578%
4 451 3 994 3 994 433000 Retirement 7 449 3 455 86 5%
3 112 2 922 2 922 433500 Deferred Retirement 3 207 285 9 8%
6 075 5 538 5 538 434000 Workers Compensation 5 939 401 7 2%
8 862 5 490 5 490 435000 Group Insurance 11 290 5 800 1056%
184 195 195 436000 State Disability Insurance 280 85 436%
201 188 180 543 180 543 Total Personnel Services 210 664 30 121 167%
14 0 0 512100 Office Expense 0 0
38 581 45 020 45 020 512200 Pnnting and Binding 10 000 35 020 778%
12 059 12 000 12 000 512300 Postage 12 000 0 00%
3 184 4 480 4 480 514100 Departmental Special Supplies 11 000 6 520 1455%
0 0 0 514600 Small Tools & Equipment 2 800 2 800
_
10 400 400 516100 Training & Education 400 0 00%
1 108 0 0 516600 Special Events & Meetings 0 Q
0 500 500 550110 Uniforms 500 0 00%
170 111 177 673 177 673 619800 (6ther Contractual Services 190 000) 12 327 6 9%
108 4 235 4 235 650300 Liability Reserve Charge
C
3 4 344 109 2 6%
228 175 244 308 244 308 Total Maint & Operations 231 044 13 264 54%
429 363 424 851 424 851 Division Total 441 708 16 857 40%
41Object Account Description
2003 04
Expended
Actual
2004 05
Adjusted
Budget
Actual
Expended
as of 12/31/04
2004 05
Estimated
Expended
2005 06
Maint Of
Effort
2005 06
Expanded/New
Services
Requested
2005 06
Total
Requested
Description
411100 Regular Salaries 48 674 47 400 22 725 47 400 45 990 45 990
411200 Part Time Salaries 137 913 122 285 62 050 122 285 122 285 4 900 127 185 Part Time Salary 4 A COLA Increase
411300 Overtime Pay 119 0 0 0 0 0
432000 Social Secunty
5 354 12 814 2 611 12 814 5 291 70 5 361 Part Time Salary 4% COLA Increase
433000 Retirement 4 921 7 449 2 183 7 449 9 137 170 9 307 Part Time Sala-y 4/0 COLA Increase
433500 Deferred Retirement 2 882 3 207 3 138 3 207 3 108 3 108
434000 Workers Compensation 6 450 5 939 2 968 5 939 5 920 170 6 090 Part Time Salary 4% COLA Increase
435000 Group Insurance 9 790 11 290 4 684 11 290 11 000 11 000
436000 State Disability Insurance 233 280 133 280 248 248
436500 Unemployment Ins Premium 0 0 0 0 0 0
Total Personnel Services 216 336 210 664 100 492 210 664 202 979 5 310 208 289
512200 Printing and Binding 5 809 10 000 1 831 10 000 10 000 10 000
512300 Postage 14 151 12 000 7 253 12 000 16 400 16 400
514100 Departmental Special Suppli 9 273 11 000 5 204 11 000 9 020 9 020
514600 Small Tools & Equipment 0 2 800 0 2 800 198 198
516100 Training & Education 400 400 0 400 400 400
516600 Special Events & Meetings 20 0 0 0 0 0
550110 Uniforms 100 500 0 500 500 500
619800 Other Contractual Services 198 182 199 000 103 917 199 000 199 000 50 000 249 000 Offer additional contract classes
650300 Liability Reserve Charge 4 236 4 344 2 172 4 344 4 526 130 4 656 Part Time Salary 4% COLA Increase
Total Maint & Operations 232 171 240 044 120 377 240 044 240 044 50 130 290 174
Total Fund 101 448 507 450 708 220 869 450 708 443 023 55 440 498 463
01
Budget Appropriation Request
Page 1 of 1
Fund 101 GENERAL FUND
FY 2005 06
Division 32500 Enrichment Classes32500
Enrichment Classes
Adopted Change /
Budget from Change
2005 06 Prior Year
Adjusted
45 990 1 410 3 0%
122 285 0 00%
0 0 --
5 291 7 523 58 7%
9 137 1 688 22 7%
3 108 99 3 1%
9 431 3 492 58 8%
11 000 290 2 6%
248 32 11 4%
0 0
206 490 -4174 20%
10 000 0 0 0%
16 400 4 400 367%
8 020 2 980 27 1%
198 2 602 92 9%
400 0 0 0%
0 0 ______
500 0 00%
(199 000) 0 0 0% /
7 210 2 866 66 0% c
241 728 1 684 0 7%
448 218 2 490 -06%
ATTACHMENT 5
Expenditures and Appropriations
By Object of Expense
Fiscal 2005 06
PARKS REC & COMMUNITY SRVCS 101
GENERAL FUND
Expend
Actual
2003 04
Adjusted
Budget
2004-05
Estimated
Expended
2004 05
Expense
Object
Expense Object
Description
48 674 47 400 47 400 411100 Regular Salaries
137 913 122 285 122 285 411200 Part Time Salanes
119 0 0 411300 Overtime Pay
5 354 12 814 12 814 432000 Social Security
4 921 7 449 7 449 433000 Retirement
2 882 3 207 3 207 433500 Deferred Retirement
6 450 5 939 5 939 434000 Workers Compensation
9 790 11 290 11 290 435000 Group Insurance
233 280 280 436000 State Disability Insurance
0 0 0 436500 Unemployment Ins Premium
216 336 210 664 210 664 Total Personnel Services
5 809 10 000 10 000 512200 Printing and Binding
14 151 12 000 12 000 512300 Postage
9 273 11 000 11 000 514100 Departmental Special Supplies
0 2 800 2 800 514600 Small Tools & Equipment
400 400 400 516100 Training & Education
20 0 0 516600 Special Events & Meetings
100 500 500 550110 Uniforms
198 182 199 000 199 000 619800 Other Contractual Services
4 236 4 344 4 344 650300 Liability Reserve Charge
232 171 240 044 240 044 Total Maint & Operations
448 507 450 708 450 708 Division Total
t